Brent Cloud Programme - Implementation Services for Oracle Sourcing and Contracts

Tender description

Summary of the work Implementation of Oracle Sourcing and Contracts modules for Brent Council, including 3 months' go live support. Expected Contract Length Initial term estimated 9 mths, dependant on proposals. 25% of initial term to be optional extension. Latest start date Monday 15 August 2022 Budget Range £180,000 - £230,000 Why the Work is Being Done Brent Council has recently completed a transformation delivery programme that included migrating from their existing finance, procurement (P2P) and HR/Payroll systems (phase 1) to an Oracle Cloud solution which went live on the 4 October 2021. We are now in phase 2 of the programme which includes a series of enhancements and new additional modules. The scope includes the delivery of Oracle Sourcing and Contracts modules and potentially Supplier Qualification Management (SQM). A decision on whether to implement SQM will be made during the design sessions for Sourcing and Contracts. Problem to Be Solved Brent Council has implemented the Supplier Portal and Procure To Pay modules as part of their phase 1 program but the processes whereby the Council issues a tender, awards the opportunity to a supplier and then signs and finalises a contract are undertaken outside the Oracle system. Sourcing and Contracts are in a combination of third party systems and spreadsheets/word documents. Current Sourcing Portal - ProContract Current Contract development - Zylpha Who Are the Users The Contracts module will be used primarily by the Legal Team. The Procurement Team will be the main users of the Sourcing module with other staff from Brent Council using the module for quick, low value requests for quotation. If Brent decides to implement the SQM module, this would involve a larger user base as contract management is carried out by the multiple different relevant service areas within Brent Council. Work Already Done Brent has had a demonstration of the Sourcing and Contracts modules in 2021 from Oracle. Requirements have been gathered and documented. Existing Team A small programme team is currently supporting this work. The successful supplier will work closely with the Brent Programme Team currently comprising a Programme Manager, Snr Project Manager, a Business Change Manager and technical subject matter experts. Current Phase Not started Skills & Experience • Have Oracle Partner accreditation at Platinum Level in relation to the relevant Oracle Products. • Demonstrate relevant experience in designing, configuring and migrating Sourcing and Contracts to an existing Oracle Cloud system. • Have adequate professional resource capability and capacity to deliver outputs on time and within budget. Resources assigned to this work must have relevant experience of Oracle Sourcing and Contracts modules. • Have proven onshore design skills in critical assessment of Oracle Cloud configuration and ability to recommend improvements/alternatives. • Have the skills and capacity to ensure the project is delivered within 6 months from contract start date. Nice to Haves • Have experience of undertaking an implementation of Sourcing and Contracts modules in relevant comparably sized organisations. • Have experience of working collaboratively with an in house project team to establish requirements, develop creative design solutions and to promote knowledge transfer. • Demonstrate high levels of collaboration with the Customer's change teams and business representatives to deliver a successful outcome, on time and within budget. • Have experience of encouraging users to adopt best practice processes within the system in order to meet business needs and at the same time get best use of the solution. Work Location It is expected that resources will need to be based on site at the main offices of Brent Council (Wembley HA9 0FJ) on an 'as and when required' basis. Working Arrangments Work to be carried out at stated locations, or at supplier premises where relevant. Security Clearance BPSS as a minimum Additional T&Cs As a London Living Wage accredited organisation the Council will require a contractual commitment to the payment of this by the successful tenderer. No. of Suppliers to Evaluate 5 Proposal Criteria • Approach to designing and configuring Sourcing and Contracts modules into the current Brent Oracle Cloud system. (10%) • Design Delivery approach to successfully deliver Oracle Sourcing and Contracts optimisation. (4%) • Resource plan that demonstrates capability and capacity, from only highly experienced UK based resources, to design, build, transition and handover to Brent for first line service operational support. (4%) • Data Migration delivery approach to migrate data from existing sources/spreadsheets into Oracle Cloud including all stages of extraction, transformation and load plus support to business reconciliation. (3%) • Testing delivery approach to include test strategy, test plans, test scripts, results and defect management logs. (3%) • Training delivery approach with appropriate skills and proven methodology and techniques to provide training to Brent staff. (3%) • Approach to working with a client and demonstrable understanding of the issues faced by Local Authorities. (3%) • Approach to providing appropriate documentation and effective knowledge transfer to in-house service management teams and resources. (2%) • Approach to stakeholder management including addressing the challenges of migrating new users to Oracle Cloud. (3%) • Identification of key risks, and associated mitigations. (3%) • Approach to the critical assessment of Oracle Cloud Sourcing and Contracts design and configuration matched with an ability to recommend improvements/alternatives.(2%) Cultural Fit Criteria Offer Social Value: The Council’s policy is to consider and include Social Value deliverables in all procurements over £100,000 and all 10% of this criteria will be allocated to this. Payment Approach Fixed price Assessment Method • Case study • Work history • Reference • Presentation Evaluation Weighting Technical competence 40% Cultural fit 10% Price 50% Questions from Suppliers 1. Who from your team will be scoring applications for this opportunity and what positions do they hold? The scoring members of the evaluation panel will be service users from the Legal and Procurement teams. Further details will be given to tenderers. 2. Who is the incumbent and how long they have been the incumbent? This is a new piece of work, therefore there is no incumbent. Infosys Ltd implemented the Oracle Cloud programme covering HR, Payroll and ERP. We are currently using two systems, Proactis and Zylpha, to manage sourcing and contracts and these have been in place 5+ years. 3. Can you please provide an anticipated timeline for this procurement that includes dates for: 1) Shortlisting Notification for Stage 2 2) Submission Deadline for Stage 2 3) Presentation 4) Evaluation period 5) Award Notification 1) 7 June 20222) 28 June 20223) 5 July 20224) 29 June 2022 - 5 July 20225) 11 July 2022These are anticipated dates which may change. 4. Can you confirm if shortlisted suppliers will have the opportunity to present? All shortlisted suppliers who submit a tender will be invited to present, unless their submitted price means it will not be possible for them to be successful following evaluation of all aspects. 5. Has any external supplier been involved in the initial scoping work? If so, who? No, scoping was carried out internally. 6. Verify legacy systems will be completely replaced with Fusion Oracle Sourcing and contracts will replace the legacy systems. 7. Integrations with Fusion Sourcing:a. Inbound:i. Other than Fusion Requisitioning, list other systems which willsend inputsii. List public tendering portals that will send direct inputs. Stateperceived complexity (H/M/L)b. Outbound:Other than Fusion Purchasing module, list other systems whereaward decisions would flow a.i. - There are no known integrations required for Sourcing but we are looking to take advice from the successful tenderer.a.ii. - No known inputs, expecting to move away from London Tenders Portalb. - Need to publish notices to Find a Tender and Contracts Finder automatically. Need to publish to a public contracts register online. Currently this sits on the London Tenders Portal but in future it may be on our Procurement external website. Need the ability to extract reports and file them on servers. This information will be set out in the published tender. 8. Share requirement documents Answers to supplier questions are limited to 100 words. Requirements will be shared with the shortlisted suppliers as part of the Tender documents 9. List reporting requirements These will be included in the Tender documents. 10. Do Brent intend to use Fusion Supplier portal for supplier bidding? Using Supplier Portal for supplier bidding is the preferred option. 11. 6) Share volume:a. RFQs p/m, highlight spikes if anyb. Procurement contracts p/a 6) We expect the successful provider to set up the workflows as set out in the tender pack - the workflows should work for any volumes. 12. Is expectation staff augmentation or fixed price Fixed price.