Planning

DDaT21335 E-Catalogue Solution

UK SHARED BUSINESS SERVICES LIMITED

This public procurement record has 1 release in its history.

Planning

08 Sep 2021 at 14:03

Planning Notice
Summary of the contracting process

The UK Shared Business Services Limited is seeking bids for the "DDaT21335 E-Catalogue Solution" as part of its planning stage for a new catalogue content management system. This procurement falls under the goods category, specifically focusing on enterprise resource planning software. The project aims to replace the current system, which expires in April 2023, with a more functional e-Catalogue platform. There is an indicative budget of £140,000 per annum, with a pre-market engagement session scheduled for the first week of October 2021 to discuss system requirements. Interested suppliers should register for the engagement by 12:00 PM on 29th September 2021.

This tender presents significant opportunities for businesses, particularly those specialising in software solutions for catalogue management and enterprise resource planning. Companies capable of delivering an off-the-shelf platform with customisation capabilities and a strong understanding of compliance with UK GDPR and Cyber Essentials legislation would be well-suited to participate. The anticipated annual spending increase on the eMarketplace, potentially rising from £10 million to between £15 million and £20 million, highlights the potential for growth for successful bidders involved with this procurement.

Find more tenders on our Open Data Platform.
How relevant is this notice?

D3 Tenders Premium

Win More Public Sector Contracts

AI-powered tender discovery, pipeline management, and market intelligence — everything you need to grow your public sector business.

Start Free Trial Book a Demo
All Features Pricing

Notice Information

Notice Title

DDaT21335 E-Catalogue Solution

Notice Description

Background UK SBS currently uses a Catalogue Content Management Software solution which has been in place for several years. The current Contract is due to expire in April 2023 and we therefore wish to understand what the market can offer in the form of a standard self-service user eCatalogue platform and what features are available with customisation. All information gained from the Pre-Market Engagement sessions will help to ensure we have a fit for purpose specification when we formally approach the market later this year. UK SBS currently runs roughly PS10M per annum through its eMarketplace, however there are internal strategies underway to increase the Catalogue offerings which will increase the per annum spend to around PS15M - PS20M. Main Objectives / Minimum System Requirements The main requirements of any potential solution will be: * To allow our roughly 9,700 users easy searchable access to the agreed and Contracted Supplier Catalogues (The intention of this system is that it will only be available to pre-selected / Contracted Suppliers) * Image, description, unit of measure and categorisations of all catalogue items loaded, including manufacture part codes. * Functionality to all for delivery charges or dry ice charges to be added * Ability to select multiple items from multiple suppliers and checkout in one order, with the final order then being split into individual Supplier Purchase Orders * Ability for order acknowledgements * Varying Supplier membership packages which range from free to chargeable and fully managed. * 'Punch-Out' functionality to Supplier websites (where agreed) * Interfacing with Oracle and other ERP solutions * Ability for e-invoicing * Ability to monitor/report on which agreements catalogue items/suppliers are awarded onto in the system * Ability to report on spend and create custom reports that can be run by the UK SBS teams * Ability to show promotions from Suppliers (where pre-agreed with UK SBS) * Ability to conduct bulk order quote request with set Suppliers * Single and two factor authentications sign-on options * Meet all relevant Cyber Essentials and UK GDPR legislation * Be IS27001 accredited * Meet all current and future accessibility legislation Budget (Indicative) The current indicative budget for any solution is PS140,000.00 per annum (to include all licensing and standard running costs). Pre-Market Engagement Day To ensure that UK SBS has a clear understanding of the current solutions available in the market that could meet our needs, we would like to invite prospective bidders to attend a pre-market engagement webinar session currently scheduled for the first week in October (further information to follow on the agreed/final date) via a Zoom meeting. The purpose of this meeting will be for UK SBS to provide a clearer understanding to potential bidders of our requirements of any new system and to gain a full understanding of what the market has to offer in terms of system capabilities and customisable functionality. Where possible, UK SBS is looking to steer away from a heavily customised system and have a more 'off the shelf' solution which meets our needs. During the session we will be looking for Supplier participation, engagement, and questioning, to ensure that we have thought about all the practical elements that would need to be included in any future tender specification. Registering for the Pre-Market Engagement Day If you would like to attend the pre-market engagement day, please register your interest by emailing DDaTprocurement@uksbs.co.uk by no later than 12:00PM on Wednesday 29th September detailing your organisation's name and representatives of who will be attending on the day. When emailing please ensure you include the reference "DDaT21335 - Supplier Day" in the Subject line. Once registration request has been received you will be provided with the zoom code and invite for attending the day.

Lot Information

Lot 1

Background UK SBS currently uses a Catalogue Content Management Software solution which has been in place for several years. The current Contract is due to expire in April 2023 and we therefore wish to understand what the market can offer in the form of a standard self-service user eCatalogue platform and what features are available with customisation. All information gained from the Pre-Market Engagement sessions will help to ensure we have a fit for purpose specification when we formally approach the market later this year. UK SBS currently runs roughly PS10M per annum through its eMarketplace, however there are internal strategies underway to increase the Catalogue offerings which will increase the per annum spend to around PS15M - PS20M. Main Objectives / Minimum System Requirements The main requirements of any potential solution will be: * To allow our roughly 9,700 users easy searchable access to the agreed and Contracted Supplier Catalogues (The intention of this system is that it will only be available to pre-selected / Contracted Suppliers) * Image, description, unit of measure and categorisations of all catalogue items loaded, including manufacture part codes. * Functionality to all for delivery charges or dry ice charges to be added * Ability to select multiple items from multiple suppliers and checkout in one order, with the final order then being split into individual Supplier Purchase Orders * Ability for order acknowledgements * Varying Supplier membership packages which range from free to chargeable and fully managed. * 'Punch-Out' functionality to Supplier websites (where agreed) * Interfacing with Oracle and other ERP solutions * Ability for e-invoicing * Ability to monitor/report on which agreements catalogue items/suppliers are awarded onto in the system * Ability to report on spend and create custom reports that can be run by the UK SBS teams * Ability to show promotions from Suppliers (where pre-agreed with UK SBS) * Ability to conduct bulk order quote request with set Suppliers * Single and two factor authentications sign-on options * Meet all relevant Cyber Essentials and UK GDPR legislation * Be IS27001 accredited * Meet all current and future accessibility legislation Budget (Indicative) The current indicative budget for any solution is PS140,000.00 per annum (to include all licensing and standard running costs). Pre-Market Engagement Day To ensure that UK SBS has a clear understanding of the current solutions available in the market that could meet our needs, we would like to invite prospective bidders to attend a pre-market engagement webinar session currently scheduled for the first week in October (further information to follow on the agreed/final date) via a Zoom meeting. The purpose of this meeting will be for UK SBS to provide a clearer understanding to potential bidders of our requirements of any new system and to gain a full understanding of what the market has to offer in terms of system capabilities and customisable functionality. Where possible, UK SBS is looking to steer away from a heavily customised system and have a more 'off the shelf' solution which meets our needs. During the session we will be looking for Supplier participation, engagement, and questioning, to ensure that we have thought about all the practical elements that would need to be included in any future tender specification. Agenda (Indicative) a) Welcome & Introductions (UK SBS) b) Purpose & Project Overview (UK SBS) c) High-level Requirements (UK SBS) d) Market Products & Capabilities (Supplier Perspective) o System Capabilities (Supplier Perspective) o Licensing models (Supplier Perspective) o Pricing models (Supplier Perspective) o Support models (Supplier Perspective) e) Q&A (All) f) Next Steps (UK SBS) g) AOB (All) Registering for the Pre-Market Engagement Day If you would like to attend the pre-market engagement day, please register your interest by emailing DDaTprocurement@uksbs.co.uk by no later than 12:00PM on Wednesday 29th September detailing your organisation's name and representatives of who will be attending on the day. When emailing please ensure you include the reference "DDaT21335 - Supplier Day" in the Subject line. Once registration request has been received you will be provided with the zoom code and invite for attending the day.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-02de83
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/022292-2021
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
Planning Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48451000 - Enterprise resource planning software package

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
8 Sep 20214 years ago
Submission Deadline
Not specified
Future Notice Date
29 Apr 2022Expired
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Planned
Lots Status
Planned
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
UK SHARED BUSINESS SERVICES LIMITED
Contact Name
Not specified
Contact Email
ddatprocurement@uksbs.co.uk
Contact Phone
Not specified

Buyer Location

Locality
SWINDON
Postcode
SN2 1FL
Post Town
Swindon
Country
England
Major Region (ITL 1)
TLK South West (England)
Basic Region (ITL 2)
TLK7 Gloucestershire and Wiltshire
Small Region (ITL 3)
TLK71 Swindon
Delivery Location
TLK14 Swindon
Local Authority
Swindon
Electoral Ward
Rodbourne Cheney
Westminster Constituency
Swindon North

Further Information

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-02de83-2021-09-08T15:03:34+01:00",
    "date": "2021-09-08T15:03:34+01:00",
    "ocid": "ocds-h6vhtk-02de83",
    "initiationType": "tender",
    "tender": {
        "id": "DDaT21335",
        "legalBasis": {
            "id": "32014L0024",
            "scheme": "CELEX"
        },
        "title": "DDaT21335 E-Catalogue Solution",
        "status": "planned",
        "classification": {
            "scheme": "CPV",
            "id": "48451000",
            "description": "Enterprise resource planning software package"
        },
        "mainProcurementCategory": "goods",
        "description": "Background UK SBS currently uses a Catalogue Content Management Software solution which has been in place for several years. The current Contract is due to expire in April 2023 and we therefore wish to understand what the market can offer in the form of a standard self-service user eCatalogue platform and what features are available with customisation. All information gained from the Pre-Market Engagement sessions will help to ensure we have a fit for purpose specification when we formally approach the market later this year. UK SBS currently runs roughly PS10M per annum through its eMarketplace, however there are internal strategies underway to increase the Catalogue offerings which will increase the per annum spend to around PS15M - PS20M. Main Objectives / Minimum System Requirements The main requirements of any potential solution will be: * To allow our roughly 9,700 users easy searchable access to the agreed and Contracted Supplier Catalogues (The intention of this system is that it will only be available to pre-selected / Contracted Suppliers) * Image, description, unit of measure and categorisations of all catalogue items loaded, including manufacture part codes. * Functionality to all for delivery charges or dry ice charges to be added * Ability to select multiple items from multiple suppliers and checkout in one order, with the final order then being split into individual Supplier Purchase Orders * Ability for order acknowledgements * Varying Supplier membership packages which range from free to chargeable and fully managed. * 'Punch-Out' functionality to Supplier websites (where agreed) * Interfacing with Oracle and other ERP solutions * Ability for e-invoicing * Ability to monitor/report on which agreements catalogue items/suppliers are awarded onto in the system * Ability to report on spend and create custom reports that can be run by the UK SBS teams * Ability to show promotions from Suppliers (where pre-agreed with UK SBS) * Ability to conduct bulk order quote request with set Suppliers * Single and two factor authentications sign-on options * Meet all relevant Cyber Essentials and UK GDPR legislation * Be IS27001 accredited * Meet all current and future accessibility legislation Budget (Indicative) The current indicative budget for any solution is PS140,000.00 per annum (to include all licensing and standard running costs). Pre-Market Engagement Day To ensure that UK SBS has a clear understanding of the current solutions available in the market that could meet our needs, we would like to invite prospective bidders to attend a pre-market engagement webinar session currently scheduled for the first week in October (further information to follow on the agreed/final date) via a Zoom meeting. The purpose of this meeting will be for UK SBS to provide a clearer understanding to potential bidders of our requirements of any new system and to gain a full understanding of what the market has to offer in terms of system capabilities and customisable functionality. Where possible, UK SBS is looking to steer away from a heavily customised system and have a more 'off the shelf' solution which meets our needs. During the session we will be looking for Supplier participation, engagement, and questioning, to ensure that we have thought about all the practical elements that would need to be included in any future tender specification. Registering for the Pre-Market Engagement Day If you would like to attend the pre-market engagement day, please register your interest by emailing DDaTprocurement@uksbs.co.uk by no later than 12:00PM on Wednesday 29th September detailing your organisation's name and representatives of who will be attending on the day. When emailing please ensure you include the reference \"DDaT21335 - Supplier Day\" in the Subject line. Once registration request has been received you will be provided with the zoom code and invite for attending the day.",
        "lots": [
            {
                "id": "1",
                "description": "Background UK SBS currently uses a Catalogue Content Management Software solution which has been in place for several years. The current Contract is due to expire in April 2023 and we therefore wish to understand what the market can offer in the form of a standard self-service user eCatalogue platform and what features are available with customisation. All information gained from the Pre-Market Engagement sessions will help to ensure we have a fit for purpose specification when we formally approach the market later this year. UK SBS currently runs roughly PS10M per annum through its eMarketplace, however there are internal strategies underway to increase the Catalogue offerings which will increase the per annum spend to around PS15M - PS20M. Main Objectives / Minimum System Requirements The main requirements of any potential solution will be: * To allow our roughly 9,700 users easy searchable access to the agreed and Contracted Supplier Catalogues (The intention of this system is that it will only be available to pre-selected / Contracted Suppliers) * Image, description, unit of measure and categorisations of all catalogue items loaded, including manufacture part codes. * Functionality to all for delivery charges or dry ice charges to be added * Ability to select multiple items from multiple suppliers and checkout in one order, with the final order then being split into individual Supplier Purchase Orders * Ability for order acknowledgements * Varying Supplier membership packages which range from free to chargeable and fully managed. * 'Punch-Out' functionality to Supplier websites (where agreed) * Interfacing with Oracle and other ERP solutions * Ability for e-invoicing * Ability to monitor/report on which agreements catalogue items/suppliers are awarded onto in the system * Ability to report on spend and create custom reports that can be run by the UK SBS teams * Ability to show promotions from Suppliers (where pre-agreed with UK SBS) * Ability to conduct bulk order quote request with set Suppliers * Single and two factor authentications sign-on options * Meet all relevant Cyber Essentials and UK GDPR legislation * Be IS27001 accredited * Meet all current and future accessibility legislation Budget (Indicative) The current indicative budget for any solution is PS140,000.00 per annum (to include all licensing and standard running costs). Pre-Market Engagement Day To ensure that UK SBS has a clear understanding of the current solutions available in the market that could meet our needs, we would like to invite prospective bidders to attend a pre-market engagement webinar session currently scheduled for the first week in October (further information to follow on the agreed/final date) via a Zoom meeting. The purpose of this meeting will be for UK SBS to provide a clearer understanding to potential bidders of our requirements of any new system and to gain a full understanding of what the market has to offer in terms of system capabilities and customisable functionality. Where possible, UK SBS is looking to steer away from a heavily customised system and have a more 'off the shelf' solution which meets our needs. During the session we will be looking for Supplier participation, engagement, and questioning, to ensure that we have thought about all the practical elements that would need to be included in any future tender specification. Agenda (Indicative) a) Welcome & Introductions (UK SBS) b) Purpose & Project Overview (UK SBS) c) High-level Requirements (UK SBS) d) Market Products & Capabilities (Supplier Perspective) o System Capabilities (Supplier Perspective) o Licensing models (Supplier Perspective) o Pricing models (Supplier Perspective) o Support models (Supplier Perspective) e) Q&A (All) f) Next Steps (UK SBS) g) AOB (All) Registering for the Pre-Market Engagement Day If you would like to attend the pre-market engagement day, please register your interest by emailing DDaTprocurement@uksbs.co.uk by no later than 12:00PM on Wednesday 29th September detailing your organisation's name and representatives of who will be attending on the day. When emailing please ensure you include the reference \"DDaT21335 - Supplier Day\" in the Subject line. Once registration request has been received you will be provided with the zoom code and invite for attending the day.",
                "status": "planned"
            }
        ],
        "items": [
            {
                "id": "1",
                "deliveryAddresses": [
                    {
                        "region": "UKK14"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "communication": {
            "futureNoticeDate": "2022-04-30T00:00:00+01:00"
        }
    },
    "parties": [
        {
            "id": "GB-FTS-27858",
            "name": "UK SHARED BUSINESS SERVICES LIMITED",
            "identifier": {
                "legalName": "UK SHARED BUSINESS SERVICES LIMITED"
            },
            "address": {
                "streetAddress": "Polaris House",
                "locality": "SWINDON",
                "region": "UKK14",
                "postalCode": "SN21FL",
                "countryName": "United Kingdom"
            },
            "contactPoint": {
                "email": "ddatprocurement@uksbs.co.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.uksbs.co.uk/pages/default.aspx",
                "classifications": [
                    {
                        "scheme": "TED_CA_TYPE",
                        "id": "BODY_PUBLIC",
                        "description": "Body governed by public law"
                    },
                    {
                        "scheme": "COFOG",
                        "description": "Public Procurement"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-FTS-27858",
        "name": "UK SHARED BUSINESS SERVICES LIMITED"
    },
    "language": "en"
}