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University of Leeds: Systems Integrator for SAP S/4 HANA upgrade

  University of Leeds is using Delta eSourcing to run this tender exercise

Notice Summary
Title: Systems Integrator for SAP S/4 HANA upgrade
Notice type: Contract Notice
Authority: University of Leeds
Nature of contract: Supplies
Procedure: Competitive Dialogue
Short Description: The University of Leeds’ existing SAP ECC6 environment has been in place since 1999. Since then, the environment has been added to, extending SAP and expanding the systems supporting HR, Finance and Purchasing with other third-party offerings. This has led to an environment in need of simplification and systemisation. The university now wishes to upgrade to SAP S/4 HANA (to ensure interoperability with current systems to be maintained) and move to a new operating model for business support services which is compatible with the institution’s existing infrastructure. The university is therefore seeking to procure a reseller/provider of the SaaS SAP S/4 HANA solution, and the services to implement, integrate and configure that solution. Contract value is expected to be approximately £11m for implementation, with annual recurring charges of approximately £1.5m to £2.5m
Published: 13/01/2023 16:24
Please note that the deadline for response to this opportunity has passed. However, you can still register or log-into the Delta eSourcing solution to prepare your Supplier Profile for future opportunities.

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UK-Leeds: Business transaction and personal business software package.
Section I: Contracting Authority
      I.1) Name and addresses
             University of Leeds
             Purchasing Office, Woodhouse Lane, University of Leeds, Leeds, LS2 9JZ, United Kingdom
             Tel. +44 133433798, Email: s.bibi1@leeds.ac.uk
             Contact: Saima Bibi
             Main Address: https://neupc.delta-esourcing.com/delta/, Address of the buyer profile: https://www.leeds.ac.uk
             NUTS Code: UKE42
      I.2) Joint procurement
      The contract involves joint procurement: No.
      In the case of joint procurement involving different countries, state applicable national procurement law: Not provided       
      The contract is awarded by a central purchasing body: No.
      I.3) Communication
      The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.delta-esourcing.com/tenders/UK-UK-Leeds:-Business-transaction-and-personal-business-software-package./M4U5B4A3ND
      Additional information can be obtained from: the abovementioned address
      Tenders or requests to participate must be sent to the abovementioned address       
      Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: Not provided
      I.4) Type of the contracting authority
            Body governed by public law
      I.5) Main activity
            Education

Section II: Object
II.1) Scope of the procurement
      II.1.1) Title: Systems Integrator for SAP S/4 HANA upgrade       
      Reference Number: PE2022-23/1532
      II.1.2) Main CPV Code:
      48400000 - Business transaction and personal business software package.

      II.1.3) Type of contract: SUPPLIES
      II.1.4) Short description: The University of Leeds’ existing SAP ECC6 environment has been in place since 1999. Since then, the environment has been added to, extending SAP and expanding the systems supporting HR, Finance and Purchasing with other third-party offerings. This has led to an environment in need of simplification and systemisation. The university now wishes to upgrade to SAP S/4 HANA (to ensure interoperability with current systems to be maintained) and move to a new operating model for business support services which is compatible with the institution’s existing infrastructure. The university is therefore seeking to procure a reseller/provider of the SaaS SAP S/4 HANA solution, and the services to implement, integrate and configure that solution. Contract value is expected to be approximately £11m for implementation, with annual recurring charges of approximately £1.5m to £2.5m       
      II.1.5) Estimated total value:
      Value excluding VAT: 18,500,000       
      Currency: GBP
      II.1.6) Information about lots:
      This contract is divided into lots: No       
   
II.2) Description
      
      II.2.2) Additional CPV codes:
      48440000 - Financial analysis and accounting software package.
      48450000 - Time accounting or human resources software package.
      48490000 - Procurement software package.
      72212440 - Financial analysis and accounting software development services.
      72212450 - Time accounting or human resources software development services.
      72261000 - Software support services.
      72262000 - Software development services.
      72263000 - Software implementation services.
      72265000 - Software configuration services.
      72266000 - Software consultancy services.
      72267000 - Software maintenance and repair services.
      72268000 - Software supply services.
      72416000 - Application service providers.
      
      II.2.3) Place of performance:
      UKE42 Leeds
      
      II.2.4) Description of procurement: The University of Leeds, established in 1904, is one of the largest higher education institutions in the UK with more than 39,000 students and 9,200 staff. We are renowned globally for the quality of our teaching and research.

The University’s current technology solution for Finance (including payroll), Purchasing and People & Culture (SAP ECC) is planned to be out-of-support by 2025 with extensions likely only available as far as 2027 and then at much increased cost. A replacement Enterprise Resource Planning (ERP) solution needs to be implemented in advance to ensure the University has continuity of operations. The University would like to invest in its technology. SAP has been the University’s main corporate system since 1999. The University would like to ensure it has a system that can be easily managed, the functionality leveraged, and utilised. The system should provide operational, regulatory and compliance security, without causing undue risks. Data and technology architecture needs to support service improvement, cost efficiency, and responsive decision making and planning.

The University needs to switch from operating variable non-standard, often complex processes with an undue reliance on manual activity to business-led process re-design to implement standardised, streamlined processes that are technology-enabled. There are also opportunities to move away from low-value-add activity - significant improvements are available through changing the way we work, such as: service centres, self-service, automation, mobile technology, improved service design, workflow management, improved reporting, and data management tools.

The Corporate Processes and Systems (CPS) Programme has been with the vision to create “A University enabled by streamlined and consistent processes and robust and insightful data, with clear ownership and control, supported by modern and future-proofed technology that is understood and enjoyed by its users.”

Significant work was undertaken during 2022 to develop a Target Operating Model covering Finance, Purchasing and People & Culture services. Through this procurement the University is seeking to engage a systems integrator to supply and implement an upgrade to the current SAP system and through this support the delivery of the new Target Operating Model. The scope of the services sought includes:

Design of the solution to meet a detailed set of functional and compatibility requirements, including process design (working with University stakeholders), selection of appropriate software modules, sizing etc.

Configuration of the system to meet the University’s functional and compatibility requirements

Integration of the system with the University’s existing systems (note the University expects some of these systems to be replaced by the new solution)

Migration of data into the new system (with extraction of data from non-SAP legacy systems having been undertaken by the University, with support from the supplier)

Testing of the system

A period of extended support following the end of any usual ‘hypercare’ period.

Support for broader business change (e.g. changes to organisational structures, behavioural change, capability development) is included as an optional service.

The contract will be for an initial of 36 months. The University will have two options to extend the contract, each option for a period of 12 months, providing a maximum contract duration of 5 years.
      II.2.5) Award criteria:
            Price is not the only award criterion and all criteria are stated only in the procurement documents            
      II.2.6) Estimated value:
      Value excluding VAT: 18,500,000       
      Currency: GBP       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Duration in months: 36       
      This contract is subject to renewal: Yes       
      Description of renewals: Optional 12 month extension + Optional 12 month extension
      II.2.9) Information about the limits on the number of candidates to be invited:
             Envisaged minimum number: 3
            / Maximum number: 4       
      Objective criteria for choosing the limited number of candidates: Not provided
      II.2.10) Information about variants:
      Variants will be accepted: No
      II.2.11) Information about options:
      Options:       No             
      Description of options: Not provided
      II.2.12) Information about electronic catalogues:
      Tenders must be presented in the form of electronic catalogues or include an electronic catalogue: No
      II.2.13) Information about European Union funds:
      The procurement is related to a project and/or programme financed by European Union funds: No       
      Identification of the project: Not provided             
      II.2.14) Additional information: Not provided       


Section III: Legal, Economic, Financial And Technical Information
   III.1) Conditions for participation
      III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
      List and brief description of conditions:          
      Not Provided       
      III.1.2) Economic and financial standing          
      Selection criteria as stated in the procurement documents       
      List and brief description of selection criteria:       
      Not Provided    
      Minimum level(s) of standards possibly required (if applicable) :       
      Not Provided    
      III.1.3) Technical and professional ability    
      Selection criteria as stated in the procurement documents
      List and brief description of selection criteria:       
      Not Provided      
      Minimum level(s) of standards possibly required (if applicable) :          
      Not Provided   
      III.1.5) Information about reserved contracts (if applicable)   
      The contract is reserved to sheltered workshops and economic operators aiming at the social and professional integration of disabled or disadvantaged persons: No       
      The execution of the contract is restricted to the framework of sheltered employment programmes: No    
      
   III.2) Conditions related to the contract
         
      III.2.2) Contract performance conditions          
      Not Provided          
      III.2.3) Information about staff responsible for the performance of the contract
      Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract: No

Section IV: Procedure
   IV.1) Description COMPETITIVE_DIALOGUE
      IV.1.1) Type of procedure:Competitive dialogue    
   
   IV.1.3) Information about a framework agreement or a dynamic purchasing system    
         The procurement involves the establishment of a framework agreement - NO    
         In the case of framework agreements justification for any duration exceeding 4 years: Not Provided    
   IV.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue: No.
   
   IV.1.6) Information about electronic auction:
      An electronic auction will be used: No
      Additional information about electronic auction: Not provided
   IV.1.8) Information about the Government Procurement Agreement (GPA)
      The procurement is covered by the Government Procurement Agreement: Yes       
   IV.2) Administrative information
      IV.2.1) Previous publication concerning this procedure:
         Notice number in the OJ S: 2022/S 000 - 031466       
      IV.2.2) Time limit for receipt of tenders or requests to participate
       Date: 13/02/2023 Time: 12:00
      IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates: 24/02/2023       
      IV.2.4) Languages in which tenders or requests to participate may be submitted: English,       
      IV.2.6) Minimum time frame during which the tenderer must maintain the tender:
         Duration in month(s): 6
      
      

Section VI: Complementary Information
   VI.1) Information about recurrence
   This is a recurrent procurement: No    
   Estimated timing for further notices to be published: Not provided
   VI.2) Information about electronic workflows
   Electronic ordering will be used Yes       
   Electronic invoicing will be accepted Yes       
   Electronic payment will be used Yes       
   VI.3) Additional Information: To respond to this opportunity, you should download the Selection Questionnaire from the portal and complete and submit this by 15/02/2023
The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://neupc.delta-esourcing.com/tenders/UK-UK-Leeds:-Business-transaction-and-personal-business-software-package./M4U5B4A3ND

To respond to this opportunity, please click here:
https://neupc.delta-esourcing.com/respond/M4U5B4A3ND
   VI.4) Procedures for review
   VI.4.1) Review body:
             High Court of England and Wales
       Royal Courts of Justice, Strand, London, London, WC2A 2LL, United Kingdom
       Tel. +44 133434104
   VI.4.2) Body responsible for mediation procedures:
Not provided
   VI.4.3) Review procedure
   Precise information on deadline(s) for review procedures:    
    Not Provided    
   VI.4.4) Service from which information about the lodging of appeals may be obtained:
Not provided
   VI.5) Date Of Dispatch Of This Notice: 13/01/2023

Annex A


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