Low Level Waste Repository Ltd - ERP SAP\OPMS Replacement

Tender description

Summary of the work Low Level Waste Repository Ltd is embarking on a project to replace its current ERP solution SAP/OPMS. To assist this scope of work the elements will be split into phases to cover the programme lifecycle. The business requires technical, commercial and Project Management to assist in the successful delivery. Expected Contract Length We anticipate 8 to 12 months Latest start date 30/04/2017 Budget Range Commercial market rates for a project of this type. Why the Work is Being Done The business is required to replace its current ERP solution no later than mid 2018 in order to finally separate its IT solutions for Accountancy, Procurement, HR and Security from the current Legacy SAP/OPMS systems, that are shared with another organisation in the respective market sector. Problem to Be Solved LLWR currently uses the SAP/OPMS ERP system.A full ERP system may not be the best solution for a Company of LLWR’s size (approx. 300 employees, Annual revenue ~ £80m). A hybrid approach may be more beneficial. LLWR requires assistance to review the approved SAP/OPMS Replacement Business Requirements Specification document and advice on available options from the market ,to identify the best fit solution to satisfy the Business requirements, assistance with market engagement, project managing the transition and deployment. Further details can be obtained from alison.clark@llwrsite.com Who Are the Users Users of the SAP/OPMS replacement software will be: • Finance dept – accounting package • HR – HR database & employee management tools • Training – manage and monitor Nuclear employee training requirements • Payroll • Employee Time-booking and Project Costing • Vetting and Security – database to manage and monitor security clearance of Site Licence Company employees • Commercial & Procurement –Purchasing, Stores and Contract management Early Market Engagement N/A Work Already Done Business Requirements Specification written for each area to be covered. Existing Team 1x Programme Manager, 1x Lead Business Change Manager (BCM), 1x BCM Support Current Phase Not applicable Skills & Experience • Have experience of working in blended, multi-discipline, multi-vendor team environments focused on meeting user needs using agile methodologies and delivering digital improvement outcomes • Solutions Architect experience • Project Management experience • Market Engagement • Programme Lifecycle Management • Have experience of successfully delivering high transaction digital services to organisations working in complex and highly regulated environments. • IT Services Market knowledge • Be able to hit the ground running and deliver advice in a short period of time Work Location Pelham House, Pelham Drive, Calderbridge, Cumbria, CA20 1DB Working Arrangments The supplier’s team will be required to work onsite at the base location, working a five (5) day week. Security Clearance Disclosure Scotland and suitable for BPSS Baseline clearance. Additional T&Cs Contract to be based upon NEC 3 short form, Professional Services terms. No. of Suppliers to Evaluate 5 Proposal Criteria • Demonstrable market knowledge for IT software in relation to areas noted above. • Demonstrate knowledge and understanding of major IT software replacement projects Cultural Fit Criteria • Proposed approach for working with LLW Repository Ltd, demonstration of transparency and collaboration. • Can work with clients with low technical expertise • Be transparent • Take responsibility for their work • Challenge the status quo Payment Approach Fixed price Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. Would you consider developing a lightweight ERP system that is tailored to the size of your organisation? Meaning that the developed ERP should only contain modules that your organisation need, nothing else. The problem with ERPs like SAP or Oracle is that they are very expensive and come with too many add ons that only few fortune 500 need and so the user experience is terrible for SMEs. 2. Say a new tailored ERP systems is built, will you also want it to integrate with SAP or other ERPs e.g Oracle? 1. LLWR’s preference is not to develop an ERP system. We agree SAP and alternatives are expensive and we know from experience are hard to fit an SME. There are a lot of offerings within the market that are deemed as COTS, we really do not see the need to develop an ERP system when there are plenty commercially available that have the potential to match LLWR’s business requirements. Developing applications come with additional pros and cons2. This question is not applicable due to response of question 1. 2. “Contract to be based upon NEC 3 short form, Professional Services terms” What does this mean? Our preferred contract terms to be applied to this contract are based upon the NEC short form contract for the provision of Professional Services to include such "flowdown" terms which the NDA may require to be incorporated . 3. In the "payment approach" section it states "fixed price" does this mean it’s a fixed day rate or does it mean it is a price based on delivery of the project We have requested a price for delivery of the project. 4. Can you please give more detail as to the nature of the SAP / OPMS programme? Our understanding is that you are looking to migrate from legacy platform(s) onto a new implementation of SAP. Could you please share details of the legacy platforms along with the target SAP solution (S4HANA / SuccessFactors etc.). This will enable us to give more specific responses to your requirement, and demonstrate the right experience. The SAP /OPMS programme is to migrate away from the SAP platform to a new ERP system or an application that is suitable for an SME business, the programme does not necessarily mean migrating to a new SAP instance. The scope that the business are looking for assistance with is to review the business requirements specification, identify COTS solution(s) already commercially available, assist with the procurement and project manage the deployment and integration. 5. 1. Has the Authority carried out any Market Analysis on potential ERP solutions readily available to meet their requirements? 2. Does the Authority have any preference to a specific COTS product to be delivered by the successful bidder? 3. If a COTS product is selected, does the Authority intend on purchasing software through the successful bidder also? 1. There has been no in depth Market Analysis. Some light market research has been done but the business has realised more subject matter expertise is required to assist in getting the right solution.2.No there is no preference for a specific COTS product but the product must be a COTS solution3. If a COTS product is selected, does the Authority intend on purchasing software through the successful bidder. It is too early in the process . This is dependent on hosting requirements, the commercials offered from the vendor. The Business is open to options. 6. "Business Requirements Specification written for each area to be covered." Would you provide an example/excerpt from one of those specifications to illustrate the level of requirements captured and how they have been written please. We prefer not to disclose this information at this stage. The process used the MoSCoW principle where the business identified the "Must Haves"and "Could haves" and these are clearly documented. 7. Could you clarify the work that is required. Is this scope to cover an appraisal and build of a business case or the end to end delivery of the change? The work required includes (but is not limited to):- Review the already signed business requirements- Assess COTS solution on the market and identify best fit ERP or alternative best of breed- Assist with the business case, sanction and procurement of the solution- Project Management of the deployment and transition activities 8. Could you clarify the Outcome or output you wish to obtain from this lot? The output of this lot is the completed transition from the legacy SAP/OPMS to a new solution. The request includes the full lifecycle from assisting in identifying the solution, assisting with the business case, procurement and project managing the deployment. 9. 1. There are two parts to the proposal - A consulting work to select the right software product to replace SAP and the deployment of the deployment of the selected product. What is the expectation of LLW Repository in this bid process. Are you expecting fixed bid for both parts of the project only? 2. What are the payment terms? 1. We are looking for a fixed price for the assessment and review of the market, the remaining element at this stage should be a Rough Order of Magnitude (RoM). The business are fully aware that a fully costed proposal at this stage is not possible.2. Payment will be on 30 day terms after successful delivery of agreed deliverables. 10. 3. In the "payment approach" section it states "fixed price" does this mean it’s a fixed day rate or does it mean it is a price based on delivery of the project CLARIFICATION:In response to this question, we indicated fixed price for delivery.By way of clarification, we are looking for a fixed price for delivery of the consultancy element ( review and market assessment), but Rough Order of Magnitude indicative costs for the deployment of any chosen preferred solution. 11. The work states the address where the work will take place. Although it is anticipated that a large portion of time will require the team being on site, do you require the supplier to be based on site full time? At the initial stage of the engagement, the supplier will need to be on site as this scope has a group of internal stakeholders. Once the direction has been defined, we expect the supplier need not be on site full time. 12. Do you have a preference for cloud or on-premise deployments? If the latter, do you have a data centre facility into which the system can be deployed already or would this need to be provisioned? If your preference is Cloud, do you have a preference for geographic location (UK only, EEA, global)? The preference is cloud. There is currently a datacentre within the incumbent support providers datacentre but we see this as option B Cloud being Option A.The hosting would need to be UK only. 13. We have assumed that all users will reside within a single geographic location. Please can you confirm? All users are predominantly based in West Cumbria, although staff do travel on business and the solution will need RAS access from any location. All users are predominantly based in West Cumbria, although staff do travel on business and the solution will need RAS access from any location. 14. Please provide any details you may have regarding expected integrations between the new system and other systems within LLW (number of, perceived complexity). This question is hard to answer until we have conducted the first part of the scope which will ascertain if the solution is a fully integrated ERP or a modular approach which will then need interfaces. At this point it is deemed there will be no interfaces to other existing applications 15. Given the nature of your business we have assumed that all project work must be carried out either on-site or within the UK. Please can you confirm that remote (i.e. outside UK) access to the systems and data is not permitted as part of this project? Currently the statement is correct, there will be a data classification risk review conducted and this may result in some of the data being accessible from outside of the UK. 16. Please can you provide details of the number of users by type (Enterprise, Functional, Task, Self-service) for the core business functions stated as being within scope? We currently have 62 functional users that service the departments as shown below. Alongside this there are approx. up to 350 users that have access for Timesheets only.Commercial 12Finance 9HR 2Mat Logistics 2Procurement 10Prog Controls 18Quality 4Security 2Training 3 17. 1. Would the business find it acceptable to have a team who are not all full-time? For example. Using a project manager 1 day per week alongside a commercial and operational This approach would be acceptable, although we would request to resource plan 18. The requirement mentions "team" do you feel this will require more than one person for scoping, selection and procurement The word team was used as each element has different skills it could be 1 individual for each element but the thoughts LLWR had was a solutions architect for the review then a commercial resource for engaging with the market for example. 19. Are you only looking for a rough fixed price at the moment as the timescale for 8-12 months is loosely defined and the project may potentially be completed sooner? LLWR would like to have a firm cost for the initial review of the market offerings, the remaining market engagement and deployment etc. would need to be a Rough Order of Magnitude (RoM) at this stage, dependent on the chosen the solution the timeline could reduce or increase.