Matrix Programme - Technology (including ERP) & Systems Integration Services (Jaggaer Project: prj_1484)

Tender description

In March 2021, Government Business Services launched the ‘Shared Services Strategy for Government’ . This strategy created the concept of five clusters of departments, each cluster sharing a common set of process, common cloud-based ERP and ancillary systems and a single shared service centre to deliver corporate services across finance, HR and payroll. The Matrix Programme (formerly the ‘policy’ cluster) brings together eight departments. These eight departments comprise an amalgamation of those who have already moved to cloud or are yet to move to a cloud-based solution; these are: Non-Cloud Users • Cabinet Office (CO) • Department for Business, Energy and Industrial Strategy (BEIS) • Department for Digital, Culture, Media & Sport (DCMS) • Department for International Trade (DIT) Cloud Users • Attorney General’s Office (AGO) • Department for Education (DfE) • Department of Health and Social Care (DHSC) • HM Treasury (HMT) In addition to these core departments, a limited number of Arm’s Length Bodies will also form part of the initial programme activities. These are: • UK Space Agency (UKSA) • Insolvency Service (INSS) • Government Property Agency (GPA) • Civil Service Commission (CSC) • Office of the Registrar of Consultant Lobbyists (ORCL) • Equalities and Human Rights Commission (EHRC) • Crown Commercial Service (CCS) • Building Digital UK (BDUK) In line with the publish Shared Services Strategy there is potential for additional Arms Lengths Bodies to onboard, however each will be assessed on a individual basis and subject to government principles around the management of public money and HM Treasury green book guidance. The Programme, with the Department for Business, Energy and Industrial Strategy acting as the lead contracting authority, will design, develop, and procure the new technologies and capabilities that are required to help modernise their 'back office' systems. It will deliver a high quality, and good value, system and support service to help streamline the transactions and activities that underpin the way departments are run. In delivering against the objectives of the Shared Services strategy for Government, the programme will act as a key enabler for change within the Corporate Service landscape, replacing end-of-life technology and overcoming challenges of existing arrangements within each department to deliver substantial cashable and non-cashable benefits for the cluster. The new shared service will have a focus on convergence across data, policies and processes, enabled by a scalable system, paving the way for increasing interoperability across government, with the procurement bringing together : • 46k users based across the UK • 15 instances of 9 different software solutions across the eight departments • 10 service providers, varying in maturity, service provision and position. The Authority is seeking to engage the market to work with the departments and identified stakeholders to ensure the delivery of best in class, VfM (Value for Money), shared HR (Human Resources), Finance services and Payroll which meet the needs of service users. In order to meet the objectives of the Shared Services Strategy for Government, outcomes and user needs of the Departments within the Matrix Programme, this procurement is seeking to purchase a Cloud based service leveraging the capabilities offered by a Software-as-a-Service (SaaS) ERP platform and associated technologies, and the necessary configuration, integration and business change / transformation. Lot 1: The procurement is for a technology system and associated systems integration services, as one lot. The Authority intends to commence a “bundled procurement” for Technology (including ERP) & Systems Integration(SI) Services. By “bundled procurement” the Authority means that the Technology (including ERP) and SI suppliers work together in partnership from the outset to jointly propose a cohesive solution and delivery approach which meets the Authority’s outcome-based requirements and demonstrate they are a compatible supplier partnership. The Authority proposes conducting a single procurement process (with a single shared evaluation methodology that will cover the different elements of the overall solution) to determine the fit for purpose consortium of suppliers. At this stage it is envisaged that the procurement may result in either the award of modular and separable contracts for the suppliers that constitute each consortium (e.g. the ERP and SI services respectively) or a prime contractor/subcontractor model may be permitted, provided materially the same (or better) protections and benefits are available to the Authority. Those contractual elements that are key to the cohesive and collaborative nature of the solution will form a set of jointly agreed schedules between the suppliers (e.g. Implementation Plans, Dependencies Registers and clear Responsibilities etc. For the avoidance of doubt, the Authority does not propose a ‘lotted’ procurement. Suppliers interested in this opportunity will have the option to join a Supplier Briefing Event to be held via MS Teams w/c 6th February by the Authority. This will provide a further overview of the opportunity and approach. Please refer to section VI.3) Additional information below for further instructions on how to register for the event. There will be an opportunity for potential suppliers to submit clarification questions prior to the Supplier Briefing Event. Please refer to section VI.3) Additional information below for further instructions on how to submit a clarification question. Following the Supplier Briefing Event, registered suppliers will then be asked to submit a response to a premarket engagement questionnaire to capture market feedback. Please refer to section VI.3) Additional information below for further instructions on how to submit this response. Please note that the market engagement activity will not be used to formally evaluate suppliers and any information shared will be used for information purposes only to provide insights and to assist BEIS to prepare for the procurement. Any information received or discussions held will not contribute to or influence the evaluation of any potential future tender submissions. Participation in this exercise is optional with all associated costs to be borne by the supplier. Any decision not to participate will not preclude any suppliers from participation in any subsequent procurement process following the eventual Contract Notice. Subject to all necessary approvals, the Authority anticipates a competition launch date between Q1 / Q2 financial year 23/24. This does not signify the commencement of any procurement process and does not constitute any commitment by the Department for Business, Energy and Industrial Strategy. If the Authority decides to commence any procurement process(es) as contemplated by this notice, a separate notice(s) will be published at the relevant time. There will be further market engagement sessions following on from the initial supplier briefing event. Further details and indicative timeframes for engagement will be provided at a future date. The Authority intends to undertake a procurement in-line with this section. This prior information notice has been issued to pre-market consultation as permitted by Regulation 40. Nothing in this prior information notice is intended to commit the Authority to a subsequent procurement. Additional information: Through the esourcing portal; - Suppliers will be able to Sign an NDA with the contracting authority, following which access will be provided to our requirements repository. - Access updates on the arrangement for the supplier engagement day.