Delivery of future Oracle enhancements delivered to the London Borough of Lewisham. The contract starts from 1st September 2025. -closed

Tender description

Pre-market engagement No pre-market tender engagement has taken place so far. Work done so far Lewisham Council has the Oracle Cloud system already in place and has had previous enhancements completed on this service. Some of these future requirements fall into the list mentioned above, as part of the Summary of Work. Which phase the project is in Not applicable Existing team There are various teams the supplier will work with. The main contacts will be within the Applications Management team in Lewisham's IT and Digital Services. There are 2 Application Specialists (one for Oracle ERP and one for Oracle HCM) suppported by 2 Application Analysts. The team is managed by an Applications Portfolio Manager. In addition, the supplier will also work with key contacts in the business teams most relevant to the particular enhancement required who will advise on business processes impacted by the change. There is also an outsourced supplier who provide the Council's Oracle Support services where these enhancements will be moved as Business As Usual once future enhancements are delivered, tested and then rolled out. Address where the work will be done Council staff are based at 1 Laurence House, Catford, London, SE6 4RU. It is anticipated that the requirements for this service can be completed remotely with no physical attendance required from the Contractors staff. Working arrangements The Councils' general working hours are 9am to 5pm. There are also facilities in place to support staff with training and meetings with stakeholders can be arranged to confirm requirements. Provide more information about your security requirements: No security clearance needed Latest start date 2025-09-01 Enter the expected contract length: 2 years Extension period: 1 year Special terms and conditions 1. All vendors are obliged to provide sufficient guarantees to implement appropriate technical and organisational measures so that the processing meets the requirements of GDPR and ensures the protection of the rights of data subjects. For further information please see the Information Commissioner's Office website https://ico.org.uk/for-organisations/data-protection-reform/overview-of-the-gdpr/ 2. The Council's policy is for Social Value to be provided as a future deliverable to meet the Council's policy of providing social value to its residents. This will be evaluated as part of the process to award this contract to a successful supplier. The successful supplier's social value offering will be added to the contract as per the supplier's commitment in Call-Off Schedule 4 (Call-Off Tender). 3. All outputs/materials delivered against this contract will be the responsibility of the Council. Are you prepared to show your budget details?: Yes Indicative maximum: A budget between the range of £250,000 to £500,000 has been set for this future contract. 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 London Borough of Lewisham require a supplier to deliver future enhancements related to their Oracle Cloud Source system. Below are some of the requirements. • Mandatory enhancements or development activities – these cover legal, policy and other changes which must be delivered to ensure Lewisham Council’s compliance e.g. enhancement for Teacher’s Pensions. • Enhancements related to technical changes (for example: those which are required to ensure compatiability with technical changes, such as Redwood). • Reporting changes. • Delivery of future enhancements (working with internal stakeholders and external suppliers) to plan, design, implement and rollout future Oracle enhancements. There may be occasions where there is no work to deliver during the lifetime of the call-off contract. Suppliers will need to consider how long it will take for them to stand up a team when a new enhancement is required to be delivered. • Testing and working with stakeholders to develop testing strategies and plans for delivery of future enhancements. • Develop, draft and finalise documentation relating to said enhancements. • Training related to future enhancements. • Transitioning all enhancements into live and across to the support contract provider for ongoing future support. • Other tasks related to the delivery of future Oracle enhancements. Where the supplied staff will work No specific location (for example they can work remotely) Who the organisation using the products or services is Enhancements will be delivered specifically to the London Borough of Lewisham. Why the work is being done Although Oracle Cloud was implemented and went live (2018 for ERP and 2020 for HCM), not all modules have been configured and delivered. In order to allow the system to 'bed-in' after go live, further major developments have been put on hold and organisational requirements have identified the need to now move to implementing these additional modules to improve utilisation and achieve greater benefits from Oracle Cloud. Current resourcing within the Lewisham teams means assistance is needed to help with these implementations or with other smaller configuration or development work for Oracle hence the need to onboard a provider to work with Lewisham. The business problem you need to solve The business problems Lewisham Council could be solving in future include: 1. Upgrading key Procurement, HR and Finance modules related to the implementation of Redwood related module enhancements. 2. Ensuring staff in Lewisham Council are paid on time. 3. Ensuring suppliers are paid in accordance with government guidelines. 4. Management and monitoring of Council's budgets. 5. Meeting Business area requirements to ensure that reports are provided to meet each Business areas differing needs. First user type: Current users of Oracle Cloud are employees of the Council who carry out Finance, HR and Payroll functions. In addition, employees and agency workers across the organisation use the application for employee and manager self service and self service procurement. The enhancements are to be used by the same groups of people, but may also be widened to suppliers who provide goods and services to the council should the decision be made to utilise this function Questions and Clarifications 1. We would like to confirm that at this stage whether we need to respond to the question mentioned in page 6 of document -"DocumentA-SpecificationV5_0" which says below : " 2.10 FURTHER REQUIREMENTS FOR THE FUTURE ENHANCEMENTS CONTRACT We would like all suppliers who are interested in providing these future services to outline in their Method Statements response the following information (which are including, but not limited to the following): • How you will deliver future enhancements within an acceptable timescale, as agreed with the Customer (Lewisham Council). • Explain, with relevant examples, how will you work with internal stakeholders (e.g. HR, IT Applications Team, Payroll and Finance) to deliver future enhancements? and so on.. " If yes do we need to submit this as a appendix in separate document along with responding to the nice to have and essential to have requirements as part of stage 1 please confirm? Please see our response to Question 2 and Question 5: Please submit your response to “Essential” and “Nice to have” for Stage 1. Please submit your pricing and social value if you are invited to stage 2. Last Updated: 23 May 2025, 14:45 2. How does the Council measure social value contributions (e.g., local employment, sustainability)? Are there specific initiatives (e.g., apprenticeships, carbon reduction) prioritized for this contract? Please refer to the Social Value Guidance for Suppliers and Bidders 2024 which was sent as part of the bid pack. We have not agreed the specific initiatives yet, this will be agreed at stage 2. Last Updated: 23 May 2025, 14:41 3. Please can you advise on where the responses go for stage 1 as there appears to be only one answer box for all 5 questions which sets directly under nice to have skills? Please get in touch with CCS if you have questions around how to submit answers. Last Updated: 23 May 2025, 14:30 4. At stage 1 do we have to submit response document ( Essential & nice-to have) along with pricing & social value or just the ''Responses to Essential and Nice-to-have skills and experience'' Please also refer to Question and Answer 2: Please submit your answers to the questions in “Essential” and “Nice to have” for Stage 1. Please submit your pricing and social value if you are invited to stage 2. Last Updated: 23 May 2025, 13:12 5. We would like to seek clarification regarding the indicative budget stated in the tender documents. Kindly confirm if the budget range of 250,000 - 500,000 is specified as an annual amount or if it covers the entire contract period of 2 years. The indicative budget covers the entire contract period. Last Updated: 23 May 2025, 13:08 6. There is Questions and Answers Session on Tuesday - 20th May 2025, could you please share the invite to us for the same. No Question and Answer session will take place tomorrow, 20th May 2025. Please send any clarification questions through the portal. Last Updated: 23 May 2025, 13:04 7. We understand that, at this stage, we are required to respond to the 'Essential Skills and Experience' and 'Nice-to-Have Skills and Experience' sections. Could you please clarify whether responses to 'Social Value' questions and submission of a rate card are also required as part of the Stage 1 submission? The “Social Value” question and rate cards will be requested once suppliers are shortlisted at stage 2 of this procurement process. Last Updated: 23 May 2025, 13:03 8. As per the Council’s instructions, responses are limited to 750 characters (including spaces). Are we permitted to include supporting diagrams or visuals to complement our answers? For Stage 1, please follow CCS’s guidance on how to reply. Last Updated: 23 May 2025, 13:01