UK SBS DDaT22289 BOE Upgrade and ODI implementation

Tender description

Summary of the work Upgrading On premise Oracle e-Business Suite (EBS) Version 12.1.3 to version 12.2.X (latest version at the time of upgrade) OBIA to be re-implemented through ODI (replacement of Informatica and DAC) All ntegrations, interfaces and CEMLIs to be thoroughly tested and signed off Performance Testing Business Change related to technical changes Expected Contract Length Maximum 14 Months but to be fully determined by the supplier’s plan Latest start date Friday 21 October 2022 Budget Range The estimated value of the core scope is up to £1,000,000.00 including VAT (£833,334 excluding VAT),inclusive of travel/subsistence. Optional scope below to be delivered subject to discussion and approval: •Business analysis for ODI implementation, mapping of fields and reporting, update of user documentation. Estimated £150k-200k •Define and design the test strategy, planning required testing, undertake testing, monitoring outcomes, signing off the solution. Estimated 300k - £500k •Creating training materials to cover full range of user needs, end users and technical teams and executing training. Estimated £100k-200k Total estimated value of potential opportunity £1.55M - £1.9M (including £550k-£900k optional additional work). Why the Work is Being Done We are looking for an expert Oracle upgrade Implementation Partner with extensive experience of upgrading on-premise Oracle e-Business Suite (EBS) from version 12.1.3 to latest EBS version 12.2.X (the latest release at the time of implementation). This is to get us back in to Oracle support before the Market Driven Support offered by Oracle expires December 2023 therefore to avoid leaving us unsupported/non-compliant. We need the current Oracle e-Business Suite upgraded to the latest on-premise e-Business Suite version (12.2.11/12), along with all the various environments plus Disaster Recovery (DR) In addition to upgrading EBS, we need to replace Informatica and Oracle Business Intelligence Data Warehouse Administration Console (DAC) Extract Transform and Load (ETL) for Oracle Business Intelligence Enterprise Edition (OBIEE) with Oracle Data Integrator (ODI). Optional scope below to be delivered subject to discussion and approvals: •Business analysis for ODI implementation, mapping fields and reporting and update of user-documentation. •Define and design the test strategy, planning required testing, undertake testing, monitoring outcomes, signing off the solution. •Creating training materials to cover the full range of user needs, end users and technical teams and executing training. Problem to Be Solved The current technology needs to be updated to supported and compliant versions. This needs to include the upgrade of Oracle EBS to 12.2.X and the replacement of current Informatica and DAC for OBIA with ODI. Mandatory requirements - Compliance to NCSC, NIST and CSA principles/Security requirements must be evidenced prior to and during the project. Evidence will be requested with Stage 2 submissions. The successful bidder must produce a copy of their ISO27001 certificate and the accompanying ISMS prior to commencement of contract. Non-compliance will result in rejection. Note. This upgrade is necessary as a short-term business continuity requirement whilst the long-term future requirement for BEIS is confirmed, procured and implemented. Who Are the Users As a Shared Services provider We need to compliantly make payments and process HR, Payroll, Finance and Procurement transactions and report accurately via a supported system So that recipients of our services get an accurate and compliant service. Early Market Engagement N/A Work Already Done Much of the underlying architecture has already been upgraded. The Weblogic, Application, Database, Java and AccessGate, components have been upgraded to the latest version for OAM, OID, FMW, OBI, OWC and OHS OFR for OWC has also been upgrade to the latest version Apache (OPMN), forms, DB, Java (Apache), Forms Java plug in are all also up to date Existing Team Database Administrators (DBAs) for shadowing/knowledge transfer and knowledge of current systems. Infrastructure and networks resources OBIEE and Data resources for shadowing/knowledge transfer and knowledge of current systems. Technical and Functional Oracle Specialists for limited essential guidance on system set up, CEMLI’s, integrations/ interfaces. Test Lead and test analysts for planning the SIT and UAT testing phases. Business Analysts (BAs) to work alongside the SI Partner for the ODI implementation mapping of fields and reporting. Architects to support questions on the current architecture and also to review the HLD/LLD and approve. UK SBS Senior Project Manager to lead the project. Current Phase Not started Skills & Experience • Demonstrate your expertise of and experience with upgrading to Oracle 12.1.3 to 12.2.X in terms of the number of upgrades successfully delivered and scale, client industry sector (15 points) • Demonstrate your expertise of and experience with upgrading to Oracle 12.1.3 to 12.2.X, in terms of the high level tasks you have undertaken (10 points) • Please demonstrate your expertise of and experience with upgrading through the environments, numbers of iterations to upgrade to 12.2.X (10 points) • Please describe the testing approach that you have previously taken to upgrade to 12.2.X (10 points) • Demonstrate where you have previously identified risks for an upgrade to 12.2.X and how you have addressed these. (10 points) • Demonstrate your knowledge of and experience in identifying the extent of Functional Change that resulted from upgrading customers to 12.2.X (5 points) • Demonstrate your expertise with and experience of implementing ODI to replace informatica and DAC (15 points) • Demonstrate where you have previously identified risks for an implementation of ODI and how you have addressed these. (10 points) • Demonstrate your previous experience in managing integrations and interfaces to ensure that they functioned as expected after an upgrade (10 points) • Demonstrate your experience in reviewing, testing and fixing CEMLI’s (10 Points) • Demonstrate where you have written Automated environment cloning scripts (5 Points) • Demonstrate your experience in identifying business change resulting from an upgrade or implementation of ODI (5 Points) • Demonstrate your experience in ensuring effective Knowledge transfer (5 Points) Nice to Haves • Demonstrate where you have previously identified performance degradation for an upgrade to 12.2.X and how you have addressed it. (5 points) • Demonstrate how you’ve performance tested newly upgraded Oracle 12.2.X to ensure that the system is performant,this would include any performance testing tools you’ve provided as part of your service.(5 Points) • Demonstrate where you have previously identified performance degradation for an implementation of ODI and how you have addressed these.(5 points) • Demonstrate your experience of enabling standard 12.2.X functionality such as Enterprise Command Centres, mobile technology and the use of branding and themes.(5 Points) Work Location UK SBS, Polaris House, North Star Avenue, Swindon, SN2 1FF Working Arrangments Resources must be in the United Kingdom. Resources must be available on-site when collaborative working is required. Resources must be onsite for key meetings/workshops, expected to be 1-2 days a week. There must be visibility of when resources will be on-project and for lines of contact for efficient working. If any resources do not meet the needs of the UK SBS in terms of skill or expertise, the Implementation Partner must provide a plan for how this will be addressed. Office hours are Monday to Friday between 08:00 and 18:00, with an 8-hour day to be completed within that time. Security Clearance All resources must have BPSS as a minimum Where roles involve/include system administration rights to influence the availability and integrity of the system, then in addition SC Clearance is required to already be held or the individuals must be prepared to undergo SC-Clearance, which will be sponsored by UK SBS Additional T&Cs N/A No. of Suppliers to Evaluate 4 Proposal Criteria • The approach and plan for a Technical Upgrade to 12.2.x taking into account risk, system performance and functional changes as a result of the upgrade (15 Points) • The approach and plan for Implementing ODI to replace Informatica and DAC taking into account risk, system performance and functional changes as a result of the implementation (15 Points) • How you will ensure that all current Interfaces and integrations continue to function as they do now (10 Points) • How you will ensure that current CEMLI’s continue to function as they do now (10 Points) • What is your architecture plan and design to ensure the right capacity design and a performant system? (10 Points) • The approach to ensure that current Automated Cloning is amended so that it works post go live (5 Points) • Identifying Business Change and creating training materials (5 Points) • Knowledge sharing and transfer including documentation and handover (5 Points) • Testing your understanding of the requirement and suitability to deliver (10 Points) • Project approach methodology plan and resources and quality (10 Points) • Cost (15 points) Cultural Fit Criteria • Demonstrate how you will collaborate with existing teams and service stakeholders (15 points) • Explain how you will approach challenges made of your work (10 points) • Explain how you intend to share knowledge and experience (15 points) • Explain the commitment your organisation will make to ensure that opportunities under the Contract tackle workforce inequality and support in-work progression. (15 points) • Demonstrate how your organisation is addressing environmental issues e.g. reducing energy use, carbon footprint etc (not exhaustive) (15 points) Payment Approach Fixed price Evaluation Weighting Technical competence 65% Cultural fit 15% Price 20% Questions from Suppliers 1. Latest Start Date The commencement of the services is scheduled for 21st October 2022 in accordance with the published requirements. However, this is subject to change should there be any delays in the procurement process. 2. Procurement Timeframe The anticipated procurement timeframes are as follows:25th August 2022 – Notification of shortlisting outcome12th September 2022 – Written proposal deadline3rd October 2022 – Notification of award outcome20th October 2022 – Contract signed by supplier and UK SBS 3. How suppliers will be evaluated For Stage 1 shortlisting, Suppliers will be evaluated using the 0-3 evaluation methodology as described in DOS guidance at the following link: How to score Digital Outcomes and Specialists suppliers - GOV.UK (www.gov.uk)For Stage 2 Written Proposals, Suppliers will be evaluated using a similar method to Stage 1 but using 0-10 scores. Further information will be provided to shortlisted bidders.0 = Not met2 = Very Poor4 = Poor6 = Acceptable8 = Good10 = Exceptional 4. Who from your team will be scoring applications for this opportunity and what positions do they hold? Job titles of evaluators across stages 1 and 2 are as follows: UK SBS Commercial Team, UK SBS Business Solutions Specialist, UK SBS Senior Project Manager, UK SBS Head of Architecture & Design Services, UK SBS D&I Technical Support Team Manager and UK SBS DBA Operations Manager. Names of evaluators are not deemed essential to enable bidders to submit a response. 5. Who is the incumbent and how long they have been the incumbent? There is no incumbent supplier, this is a new requirement for an Implementation Partner to provide specialist support to UK SBS with an Oracle upgrade as described in our requirements. 6. Will the client provide a list of Cemli’s that needs to be considered or do we just fix the issues reported as part of upgrade? Background to this question is that if the understanding is later, i.e. no discovery phase, if we go with a discovery phase then there is cost needs to be included in the bid. We will be supplying the number and type of CEMLIs in full during stage 2 of the process but we would be expecting a break fix approach to the task. A full specification, including any information requested in clarification questions will be issued to all shortlisted bidders invited to Stage 2 following the conclusion of Stage 1. 7. For DR, is it only in production or is there any non-prod where it will be tested? this is required to scope the timeline and UAT phase of the project. From the work described it appears that ODI (replacing dac-informatica) is a new system and will require setting up of DR capability for this system. For the core upgrade, the partner needs to Upgrade all existing environments (15 are in scope). Some will be upgraded as the path to production and the rest will need to be upgraded / backported once the production go live has happened.In addition DR needs to be upgraded.For ODI Implementation it needs to replicated through all of the environments (7 Environments) and DR. 8. As part of bidding process will the client look specifically for 12.2 upgrade experience or will the skill and team capability of previous non 12.2 upgrades be considered? The requirement is for upgrading EBS to 12.2.x as described, and reasons provided under the sections ‘Why the work is being done’ and ‘Problem to be solved’ of this Stage 1 part of the request. Experience and expertise in upgrading to 12.2.X are specified within multiple Essential Skills and Experience criteria. It is for bidders to decide if their team will meet these criteria and whether they should submit a bid. 9. How long is the hyper-care period and transition to BAU last? This is important to determine the total length of project and the go-live date. The period of hyper-care and transition to BAU is estimated at 4-6 weeks; however, it will be for the bidder to propose a workable project plan in order to meet the the final timescales involved for completion of the upgrade. Full details regarding timescales etc will be provided in the Specification in stage 2 for all shortlisted bidders. 10. Is only upgrade in scope of the tender, or does the tender specification include post upgrade cloning/refresh changes to existing scripts (if any) or will it be handled by BAU? We are asking for a provider to include the updating of post upgrade cloning scripts. 11. For the core scope of the work, is there an expectation to provide project management resource by the supplier? or Will this be managed by the customer? UK SBS will supply a Project Manager to lead the project, We also expect the Partner to provide a Project Manager to work in partnership with us 12. With reference to statement: “We need to compliantly make payments and process HR, Payroll, Finance and Procurement transactions and report accurately via a supported system”. Please share the modules and ledger / OU footprint implemented within the current EBS landscape. A full specification and information requested in clarification questions will be issued to all shortlisted bidders invited to Stage 2. The full specification will include all known facts to hand including (but not exhaustive of) the system information, modules and ledger/OU footprints, and information regarding hyper-care and transition, testing, etc. 13. Please share the list of customizations / CEMLI’s – custom bolt-ons, integrations, reports, personalisations, workflows. We will be supplying the number and type of CEMLIs in full during stage 2. A full specification, including any information requested in clarification questions will be issued to all shortlisted bidders invited to Stage 2 following the conclusion of Stage 1. 14. Is the expectation to only perform a technical upgrade or is there a need to uptake any new functionalities? This is a purely Technical Application upgrade from 12.1.3 to 12.2 .x (Latest release) and implementation of ODI 15. Please share the infrastructure, OS details including application and database size. Full details covering requirements will be shared with bidders shortlisted and invited to Stage 2. 16. With reference to the statement: “Much of the underlying architecture has already been upgraded. The Weblogic, Application, Database, Java and AccessGate, components have been upgraded to the latest version for OAM, OID, FMW, OBI, OWC and OHS. OFR for OWC has also been upgrade to the latest version. Apache (OPMN), forms, DB, Java (Apache), Forms Java plug in are all also up to date”. Is it fair to assume that only the EBS application needs to be upgrade and no DB upgrade is required? This is a purely Technical Application upgrade from 12.1.3 to 12.2 .x (Latest release) and implementation of ODI. No data base upgrade will be required. This has already been done. 17. Please share the total number of interfaces/mapping or integrations in current Informatica-DAC. Full details will be shared with bidders shortlisted and invited to Stage 2. 18. Are there any PL/SQL procs being called, if so how many? Full details will be shared with bidders shortlisted and invited to Stage 2. 19. Do we have a valid test data to test once we move to ODI? We have different environments some with Live data and some with Obfuscated data that we can use to test. 20. Do you have any third party knowledge modules for the current OBIEE-Informatica-DAC setup? Full details will be shared with bidders shortlisted and invited to Stage 2. 21. Is there a need to perform automation testing? If yes, does UK SBS have necessary licenses for tools? UK SBS do not have the tools to do automated testing. Testing will be manual unless the partner can provide automated testing and tools as part of the upgrade under their cost. 22. What will be the duration of post go-live support? The period of hyper-care and transition to BAU is estimated at 4-6 weeks; however, it will be for the bidder to propose a workable project plan in order to meet the the final timescales involved for completion of the upgrade. Full details regarding timescales etc will be provided in the Specification in stage 2 for all shortlisted bidders. 23. What are the application integrations involved?a. Any cloud applications that need to be re-integrated as part of upgrade? Are there any SSO applications like PingID, Okta, IDCS etc involved.b. Are there any micro-services interfaces that need to be considered as part of post upgrade interface/integration? A. We do use cloud integration with OPA/OIA and for iPaaS OKTA is the authentication (IDP)B. No Micro services