Future Corporate Systems - Alpha Phase

Tender description

About adding context and requirements test Work done so far During the Discovery phase, the project has: * Identified what problems exist across the CMA that are caused by the current Corporate Systems architecture and processes. * Performed deep-dive as-is process discovery, in order to produce as-is process maps. * Determined the options to be investigated in the Alpha phase Which phase the project is in Alpha Existing team The existing team consists of a full time project manager and a delivery manager, with support from resources across the corporate services functions as requirement/user leads. Address where the work will be done The Cabot, 25 Cabot Square, London, E14 4QZ Working arrangements The supplier will expect to attend onsite a minimum of 50% to maximise knowledge transfer and working with the existing project team. No expenses will be paid for work carried out at Cabot Square (Main office) any other travel will be paid in line with CMAs Travel and Subsistence policy. Working arrangements will be to Monday to Friday (8 hours per day, excluding lunch) Core working times are 10-5, with agreed flexibility from time to time. The supplier will use their own devices, using Azure Virtual Desktop (also known as Windows Virtual Desktop) to access the CMA's network, Sharepoint folders and to the non-production ERP through Azure Virtual Desktop. CMA-specific data should be processed and stored only within the confines of the CMA network (through Azure Virtual Desktop) Provide more information about your security requirements: Baseline Personnel Security Standard (BPSS) Provide more information about your security requirements: Security Check (SC) Provide more information about your security requirements (optional): All supplier resourced services must have BPSS as a minimum. Preference for contractors to already hold SC clearance, however we would expect SC clearance process to be carried out at the supplier's expense. Latest start date 2023-05-15 Enter the expected contract length: 6 months Extension period: 3 months Write the term or acronym: CMA Write the term or acronym: FCS Write the term or acronym: ERP Explain the term or acronym: Competition and Markets Authority Explain the term or acronym: Future Corporate Systems Explain the term or acronym: Enterprise Resource Planning Are you prepared to show your budget details?: Yes Indicative maximum: 200000 Indicative minimum: 150000 Confirm if you require a contracted out service or supply of resource Contracted out service: the off-payroll rules do not apply Summary of work The CMA's ERP / corporate systems have not kept pace with the growth and evolution of the CMA. There is a general view across the organisation that these systems are an administrative obstacle rather than an enabler. We have initiated the Future Corporate Systems project to investigate how to future-proof the technology that underpins the work of the CMA. We have concluded the Discovery phase, which has identified the problems that need to be addressed, and determined options that we would are exploring in the Alpha phase. The CMA is looking for a supplier that can provide the specialist skills in ERP technology selection and business transformation readiness to help deliver the objectives of the Alpha phase. Where the supplied staff will work London Why the work is being done Since its formation in 2014, the CMA has evolved and grown (over twice the size) as it took on new responsibilities. With the changing regulatory environment and new challenges from the expanding digital economy, the CMA is expected to continue to grow. The core system, Unit4 ERP 7 (formerly Agresso), although hosted in the cloud, is essentially the same as when built for the Office of Fair Trading in 2009. The CMA has recognised that its corporate systems need a review as well as it needs to align with the principles of Shared Services for Government, in particular the plans for the Matrix cluster. The business problem you need to solve During the Discovery phase, the project identified problems that exist across the CMA, for staff, that are caused by the current Corporate Systems architecture and processes. There are a series of options which need to be explored (details of which are described in the Statement of Requirements). The objectives of the Alpha phase are as follows: • Analyse the pain-points and initial requirements that have been identified in the Discovery phase to determine how they can be fixed in the future state. • Design future state processes based on leading practice and aligned with: o emerging standards for processes and data coming from Government Shared Services and the Matrix cluster. o adoption of standard processes used by ERP technology providers without customisation (“adopt not adapt”). • Identify which ERP technology is the best fit for the CMA, taking into account the functionality fit/gap, the cost of the technology relevant to the size of the CMA, its supportability, and its adoption by other parts of HM Government. • Options appraisal, benefits identification and quantification, leading to Outline Business Case and spend control approval. • Vendor selection for both the ERP technology and the systems implementer, who will deliver the Implementation and Test phases of the project through to go-live and transfer to BAU. This procurement is for a supplier to provide services which will work on behalf off/with the project to achieve these objectives. First user type: HR First user type: Procurement First user type: Finance First user type: End users Enter more details about this user type: eg. HR operations, talent and performance management and Payroll Enter more details about this user type: eg. Source to Contract Enter more details about this user type: eg. Procure to Pay, Record to Report, etc Enter more details about this user type: eg. employees and managers requesting/approving HR services, expense claims, raising requisitions, managing budgets, time recording, project costing etc. Questions and Clarifications 1. As part of Alpha one of the requirements is "Vendor selection for both the ERP technology and the systems implementer". Can you confirm that any chosen Alpha partner will be excluded from Implementation Phase? Currently CMA have not appointed anyone to work with for the implementation phase, this is due to the need to have the outcomes of this phase to determine what type of provider is needed. To ensure there is no unfair advantage and to keep competition at further stages CMA are adding Call Off Schedule 25 (Ethical Walls Agreement) into this contract. Last Updated: 29 March 2023, 16:31 2. Is there a specific date by which you need the Outline Business Case (OBC) input completed? The project has an indicative timeline to achieve an approved OBC by November 2023, this date currently aligns to the Martix's project. Within Call-Off Schedule 20 Section 4 (Project Timeline) and Section 6 (Requirements of the Supplier) provides the indicative timings and deliverables needed to achieve the OBC. Last Updated: 29 March 2023, 13:39 3. Case Studies: Will you accept examples of similar projects delivered with both public sector and private sector organisations? Yes, our preference is the supplier would have the relevant experience in public sector but if the examples can be shown to be relevant to the size and type of organisation as the CMA CMA would except this. Last Updated: 29 March 2023, 13:38 4. Are you able to provide any output from Discovery phase to inform preparation of our response? Section 3 of the Statement of Requirements has provided a summary of the main themes that have been found in the Discovery phase. The winning supplier would have access to these findings. Last Updated: 29 March 2023, 13:27 5. Did you use an external advisor to support the Discovery phase of the project? No Last Updated: 29 March 2023, 13:24 6. Are Unit4 aware of this programmer? Unit4 are aware of the programme and the wider Shared Services Strategy for Government. Last Updated: 28 March 2023, 07:47 7. Was any analysis of costs carried our during Discovery? e.g. outline costs of the options, a baseline of existing costs. During the Discovery phase the project only done a ROM/t-shirt assessment of costs in-line with expectations for the Strategic Outline Case (SOC) stage of the business case cycle. A comprehensive analysis of costs for the options will form part of the Alpha phase as the project develop the Outline Business Case (OBC). Last Updated: 28 March 2023, 07:45 8. The 750 character count limit, can you confirm whether this is inclusive of spaces? The framework team have confirmed that the 750 characters include spaces. Last Updated: 28 March 2023, 07:41 9. Can you confirm if there is a word/character limit for the responses to the questions? There is no word limit but there is a 750 character count for stage 1. Stage 2 will be confirmed later to suppers who are taken through. Last Updated: 27 March 2023, 14:17 10. Confirm what is questions needed for stage 1 responce) for We are slightly confused about the "Essential Skills" requirements as the two questions seem to be the same one has a weighting of 70 and one of 30. Are you able to tell us how you would like us to distinguish these? 1) Quality of the tenderers past experience in delivering similar requirements within comparable public bodies (size and type) 2) Quality of the tenderers past experience in delivering similar requirements within comparable public bodies (size and type) This is an error essential skills. Question 1) should be “Quality of the tenderers past experience in delivering similar requirements within comparable public bodies (size and type)” and has a weighting of 70.00.Essential skills Question 2) should be “Quality of the experience and skills of the proposed key personal and the tenderers’ commitment for replacing with alternative equal calibre, should a replacement become necessary for any reasons” and has a weighting of 30.00 Additional information can be found with the full ITT document and Call-Off Schedule 20 Specification which provides you with further information on our specification. Last Updated: 27 March 2023, 13:30 11. Can you please clarify which ITT is correct suppliers should respond to ITT-24674 or ITT-25017? Bidders need to respond inline with ITT number 25017 Last Updated: 27 March 2023, 13:23