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

UK-Leeds: Business transaction and personal business software package.

Section I: Contracting Authority

   I.1) Name, Addresses and Contact Point(s):
       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.4)Type of the contracting authority:
      Body governed by public law

   I.5) Main activity:
      Education

Section II: Object Of The Contract

   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.1.6) Information about lots
         This contract is divided into lots: No
            
      II.1.7) Total value of the procurement (excluding VAT)
          Value: 18,500,000
                  
         Currency:GBP            

   II.2) Description

      II.2.2) Additional CPV code(s):
            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
      Nuts code:
      UKE42 - Leeds
   
      Main site or place of performance:
      Leeds
             

      II.2.4) Description of the 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:
       Not Provided

      II.2.11) Information about options
         Options: 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
         

      II.2.14) Additional information: Not Provided


Section IV: Procedure

IV.1) Description

   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       
      

   IV.1.6) Information about electronic auction
      An electronic auction has been used: No

   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 OJEU: 2022/S 000-031466
      
   

   IV.2.9) Information about termination of call for competition in the form of a prior information notice
      The contracting authority will not award any further contracts based on the above prior information notice: No

Section V: Award of contract

Award Of Contract (No.1)

   Contract No: Not Provided    
   Lot Number: Not Provided    
   Title: SI Partner

   A contract/lot is awarded: Yes


   V.2) Award of contract

      V.2.1) Date of conclusion of the contract: 21/07/2023

      V.2.2) Information about tenders
         Number of tenders received: 4
         Number of tenders received from SMEs: Not Provided          
         Number of tenders received from tenderers from other EU Member States: Not Provided          
         Number of tenders received from tenderers from non-EU Member States: Not Provided          
         Number of tenders received by electronic means: Not Provided

      V.2.3) Name and address of the contractor

      The contract has been awarded to a group of economic operators: No
         
         Contractor (No.1)
             NTT Data Business Solutions, 03689001
             12 Gough Square, London, EC4A 3DW, United Kingdom
             NUTS Code: UKE42
            The contractor is an SME: No

      V.2.4) Information on value of the contract/lot (excluding VAT)
         Initial estimated total value of the contract/lot: 18,500,000          
         Total value of the contract/lot: 18,500,000
         Currency: GBP

      V.2.5) Information about subcontracting
         The contract is likely to be subcontracted: No
         
Section VI: Complementary information

   VI.3) Additional information: To view this notice, please click here:
https://neupc.delta-esourcing.com/delta/viewNotice.html?noticeId=799395015

   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.4.3) Review procedure
         Precise information on deadline(s) for review procedures: Not Provided

      VI.4.4) Service from which information about the review procedure may be obtained
         Not Provided

   VI.5) Date of dispatch of this notice: 01/08/2023