Matrix Programme - Technology (including ERP) & Systems Integration Services

Tender description

The Matrix Programme brings together nine departments. These nine 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 Science, Innovation and Technology (DSIT) • Department for Energy, Security and Net Zero (DESNZ) • Department for Culture, Media and Sport (DCMS) • Department for Business and Trade (DBT) Cloud Users • Attorney General's Office (AGO) • Department for Education (DfE) • Department of Health and Social Care (DHSC) • HM Treasury (HMT) In line with the published 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 Matrix Programme, with the Department for Science, Innovation and Technology acting as the lead contracting Authority, has designed, developed, and procured new technology and capabilities that are required to help modernise the Departments '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. The Authority has awarded two contracts following conclusion of the procurement process, one for the SaaS ERP Solution along with one for the Systems Integrator. These contracts jointly enable the Matrix Programme to meet the objectives of the Shared Services Strategy for Government and user needs of the Departments within the cluster to ensure delivery of high quality, VfM (Value for Money), shared HR (Human Resources), Finance services and Payroll which meet the needs of service users. The period of the agreement relating to the Matrix Solution as supplied by the SaaS Vendor will be for initial period of 10 years, with the option of extension for up to 2 further years. The period of the agreement with the Systems Integrator for implementation and support services will be for initial period of 5 years, with the option of extension for up to 2 further years. The period of the Agreement relating to the Matrix Solution as supplied by the SaaS Vendor will be for initial period of 10 years, with the option of extension for up to 2 further years. The period of the Agreement with the Systems Integrator for implementation and support services will be for initial period of 5 years, with the option of extension for up to 2 further years. The maximum contract values stated within this notice for both contracts, includes all committed and uncommitted costs that may be enacted at some point throughout the lifetime of the contract(s) should the Authority require this. The additional services include (but are not limited to): Licence costs (inc. 3rd party) Core fees Project Accounting Recruitment Inventory Management AMS Support Future ALB onboardings This includes provisions for contract extensions, further details can be found in the notice description. Lot 1: The Authority launched a single "bundled procurement" for a SaaS Solution along with a Systems Integrator (SI). By "bundled procurement" the Authority means that the SaaS Solution and Systems Implementation solution are procured through a single process to work together in partnership from the outset, jointly proposing a cohesive solution and delivery approach which meets the Authority's outcome-based requirements and demonstrates they are a compatible supplier partnership. The Authority conducted this Procurement using the Competitive Procedure with Negotiation (CPN) in accordance with the requirements of Regulation 29 of the PCR Regulations 2015. The four stages of the CPN procurement which were applied can be seen below; Stage 1 - Selection Questionnaire (SQ) - Suppliers submitted responses to the Selection Questionnaire in the e-Sourcing Portal. Following the evaluation of the Selection Questionnaire the Authority selected five Suppliers successful at Stage One to progress and submit an Initial Tender. Stage 2 - Invitation to Submit Initial Tender (ITSIT) - A maximum of 5 Suppliers (unique bids) successful at Stage 1 received the "Invitation to Submit Initial Tenders" document. That document provided Tenderers with details of Stage Two, including the Timetable, the process, the Requirements, the Draft Contract and how to submit the Initial Tender. The Initial Tenders were evaluated in accordance with the Evaluation Criteria set out in the ITSIT Tender. The Authority reserved the right to award the contracts to the highest ranked Initial Tender submitted at this stage (but was not obliged to do so). Stage 3 - Negotiations and Invitation to Submit Final Tenders (ITSFT) - The Authority did not elect to award to the highest ranked Supplier at Stage Two, the Authority invited those successful at Stage Two to negotiate with the Authority. This Invitations to Submit Final Tenders were issued to all Suppliers who participated in the negotiation stage and had not voluntarily withdrawn. Stage 4 - (Contract Award) - The Final Tenders were evaluated in accordance with the Evaluation Criteria set out in the ITSFT Tender document. The Authority identified the highest scoring Final Tender and notified all Suppliers of the outcome of the Procurement.