Notice Information
Notice Title
Cloud Migration and SaaS
Notice Description
The Council currently have an on-premise support for ERP 7 update 10, however this will no longer be supported and will need to be migrated onto the cloud. The proposal includes software subscription implementation costs for migration and upgrade.
Lot Information
Lot 1
Enterprise Resource Planning 500Named User(unless stated otherwise) ERP Core Accounting Package ERP Procurement Package ERP Project Base and Plus Package ERP Travel and Expenses Package ERP Local Products Finance and Procurement ERP Local Products BIF, ADL and Data load 3 standard environments (1 x Prod and 2 x Non-Prod) 10 Desktop users Total (10 x Std) Unlimited SQL Database size Full Technical Managed Service with proactive monitoring Document Storage of 250GB standard Unit4 Success4U Essentials Support SaaS options Unit4 Scanmarket Unit4 FP&A1 x Integrated Finance 4 x Modelling Users 200 Planning Users Standard Implementation 45 days
Procurement Information
The Council considers that the award of the contract is permitted under Regulation 32(2)(c) of the PCR 2015. Regulation 32 of the PCR 2015 allows contracting authorities to award a public contract by a negotiated procedure without prior publication. Regulation 32(2)(c) permits the award of a public contract for reasons of extreme urgency brought about by events unforeseeable by the contracting authority; the time limits for the open or restricted procedures or competitive procedures with negotiation cannot be complied with. The Council considers that its reliance on Regulation 32(2)(c) is justified for the following reasons: The Council has a perpetual licence for the Unit4 Agresso Enterprise Resource and Planning Solution and receives annual maintenance and support from Unit4 Business Software Limited (Unit4). The data is stored on the Council's infrastructure, which is an on-premises model. On 17 October 2023 Unit4 announced that it would no longer provide maintenance and support services for perpetual licences or any on premises solutions post 31 December 2024, meaning that the Council would have to migrate the existing solution to Unit4's own cloud services and adopt a subscription-based licence model. The ERP solution is an essential and integral part of the Council's financial systems. Unit4's announcement that it would cease to provide maintenance and support services or any on premises solutions post 31 December 2024 was not foreseeable by the Council and has given rise to a situation of extreme urgency in which the Council must ensure that its ERP systems do not become unsupported post 31 December 2024. It is the Council's position that the time period provided by Unit4 before the ERP system becomes unsupported is insufficient to permit the Council to undertake the intricate process of compiling detailed business requirements for a new solution, perform an exhaustive market analysis, execute a comprehensive open procurement exercise, and deploy a new ERP system prior to 31 December 2024. The decision to award a contract pursuant to Unit4 pursuant to Regulation 32(2)(c) is therefore considered to be strictly necessary in a situation of extreme urgency, to ensure business continuity for the Council. This approach will also provide the Council with the necessary time to evaluate all potential options and ensure that any future procurement decisions align with the Council's best interests and value for money obligations.
Notice Details
Publication & Lifecycle
- Open Contracting ID
- ocds-h6vhtk-0482e6
- Publication Source
- Find A Tender Service
- Latest Notice
- https://www.find-tender.service.gov.uk/Notice/022512-2024
- Current Stage
- Award
- All Stages
- Award
Procurement Classification
- Notice Type
- Award Notice
- Procurement Type
- Standard
- Procurement Category
- Services
- Procurement Method
- Limited
- Procurement Method Details
- Negotiated without publication of a contract notice
- Tender Suitability
- Not specified
- Awardee Scale
- Large
Common Procurement Vocabulary (CPV)
- CPV Divisions
48 - Software package and information systems
72 - IT services: consulting, software development, Internet and support
-
- CPV Codes
48000000 - Software package and information systems
72212710 - Backup or recovery software development services
Notice Value(s)
- Tender Value
- Not specified
- Lots Value
- Not specified
- Awards Value
- Not specified
- Contracts Value
- £709,880 £500K-£1M
Notice Dates
- Publication Date
- 19 Jul 20241 years ago
- Submission Deadline
- Not specified
- Future Notice Date
- Not specified
- Award Date
- 30 Jun 20241 years ago
- Contract Period
- Not specified - Not specified
- Recurrence
- Not specified
Notice Status
- Tender Status
- Complete
- Lots Status
- Not Specified
- Awards Status
- Active
- Contracts Status
- Active
Buyer & Supplier
Contracting Authority (Buyer)
- Main Buyer
- BEDFORD BOROUGH COUNCIL
- Contact Name
- Leon Clancy
- Contact Email
- leon.clancy@bedford.gov.uk
- Contact Phone
- +44 1234276626
Buyer Location
- Locality
- BEDFORD
- Postcode
- MK42 9AP
- Post Town
- Milton Keynes
- Country
- England
-
- Major Region (ITL 1)
- TLH East (England)
- Basic Region (ITL 2)
- TLH2 Bedfordshire and Hertfordshire
- Small Region (ITL 3)
- TLH24 Bedford
- Delivery Location
- TLH24 Bedford
-
- Local Authority
- Bedford
- Electoral Ward
- Cauldwell
- Westminster Constituency
- Bedford
Further Information
Notice URLs
Open Contracting Data Standard (OCDS)
View full OCDS Record for this contracting process
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-0482e6-2024-07-19T14:16:15+01:00",
"date": "2024-07-19T14:16:15+01:00",
"ocid": "ocds-h6vhtk-0482e6",
"initiationType": "tender",
"tender": {
"id": "ocds-h6vhtk-0482e6",
"legalBasis": {
"id": "32014L0024",
"scheme": "CELEX"
},
"title": "Cloud Migration and SaaS",
"status": "complete",
"classification": {
"scheme": "CPV",
"id": "72212710",
"description": "Backup or recovery software development services"
},
"mainProcurementCategory": "services",
"description": "The Council currently have an on-premise support for ERP 7 update 10, however this will no longer be supported and will need to be migrated onto the cloud. The proposal includes software subscription implementation costs for migration and upgrade.",
"lots": [
{
"id": "1",
"description": "Enterprise Resource Planning 500Named User(unless stated otherwise) ERP Core Accounting Package ERP Procurement Package ERP Project Base and Plus Package ERP Travel and Expenses Package ERP Local Products Finance and Procurement ERP Local Products BIF, ADL and Data load 3 standard environments (1 x Prod and 2 x Non-Prod) 10 Desktop users Total (10 x Std) Unlimited SQL Database size Full Technical Managed Service with proactive monitoring Document Storage of 250GB standard Unit4 Success4U Essentials Support SaaS options Unit4 Scanmarket Unit4 FP&A1 x Integrated Finance 4 x Modelling Users 200 Planning Users Standard Implementation 45 days",
"hasOptions": false
}
],
"items": [
{
"id": "1",
"additionalClassifications": [
{
"scheme": "CPV",
"id": "48000000",
"description": "Software package and information systems"
}
],
"deliveryAddresses": [
{
"region": "UKH24"
}
],
"deliveryLocation": {
"description": "Borough Hall Cauldwell Street Bedford MK42 9AP"
},
"relatedLot": "1"
}
],
"procurementMethod": "limited",
"procurementMethodDetails": "Negotiated without publication of a contract notice",
"coveredBy": [
"GPA"
],
"procurementMethodRationaleClassifications": [
{
"scheme": "TED_PT_AWARD_CONTRACT_WITHOUT_CALL",
"id": "D_EXTREME_URGENCY",
"description": "Extreme urgency brought about by events unforeseeable for the contracting authority/entity and in accordance with the strict conditions stated in the directive"
}
],
"procurementMethodRationale": "The Council considers that the award of the contract is permitted under Regulation 32(2)(c) of the PCR 2015. Regulation 32 of the PCR 2015 allows contracting authorities to award a public contract by a negotiated procedure without prior publication. Regulation 32(2)(c) permits the award of a public contract for reasons of extreme urgency brought about by events unforeseeable by the contracting authority; the time limits for the open or restricted procedures or competitive procedures with negotiation cannot be complied with. The Council considers that its reliance on Regulation 32(2)(c) is justified for the following reasons: The Council has a perpetual licence for the Unit4 Agresso Enterprise Resource and Planning Solution and receives annual maintenance and support from Unit4 Business Software Limited (Unit4). The data is stored on the Council's infrastructure, which is an on-premises model. On 17 October 2023 Unit4 announced that it would no longer provide maintenance and support services for perpetual licences or any on premises solutions post 31 December 2024, meaning that the Council would have to migrate the existing solution to Unit4's own cloud services and adopt a subscription-based licence model. The ERP solution is an essential and integral part of the Council's financial systems. Unit4's announcement that it would cease to provide maintenance and support services or any on premises solutions post 31 December 2024 was not foreseeable by the Council and has given rise to a situation of extreme urgency in which the Council must ensure that its ERP systems do not become unsupported post 31 December 2024. It is the Council's position that the time period provided by Unit4 before the ERP system becomes unsupported is insufficient to permit the Council to undertake the intricate process of compiling detailed business requirements for a new solution, perform an exhaustive market analysis, execute a comprehensive open procurement exercise, and deploy a new ERP system prior to 31 December 2024. The decision to award a contract pursuant to Unit4 pursuant to Regulation 32(2)(c) is therefore considered to be strictly necessary in a situation of extreme urgency, to ensure business continuity for the Council. This approach will also provide the Council with the necessary time to evaluate all potential options and ensure that any future procurement decisions align with the Council's best interests and value for money obligations."
},
"awards": [
{
"id": "022512-2024-C BBC CS 05808-1",
"relatedLots": [
"1"
],
"title": "Cloud Migration and SaaS",
"status": "active",
"suppliers": [
{
"id": "GB-COH-01737985",
"name": "Unit4 Business Software Ltd"
}
]
}
],
"parties": [
{
"id": "GB-FTS-63340",
"name": "Bedford Borough Council",
"identifier": {
"legalName": "Bedford Borough Council",
"noIdentifierRationale": "notOnAnyRegister"
},
"address": {
"streetAddress": "Borough Hall,Cauldwell Street",
"locality": "BEDFORD",
"region": "UKH24",
"postalCode": "MK429AP",
"countryName": "United Kingdom"
},
"contactPoint": {
"name": "Leon Clancy",
"telephone": "+44 1234276626",
"email": "leon.clancy@bedford.gov.uk"
},
"roles": [
"buyer"
],
"details": {
"url": "https://www.bedford.gov.uk/",
"classifications": [
{
"scheme": "TED_CA_TYPE",
"id": "REGIONAL_AUTHORITY",
"description": "Regional or local authority"
},
{
"scheme": "COFOG",
"id": "01",
"description": "General public services"
}
]
}
},
{
"id": "GB-COH-01737985",
"name": "Unit4 Business Software Ltd",
"identifier": {
"legalName": "Unit4 Business Software Ltd",
"id": "01737985",
"scheme": "GB-COH"
},
"address": {
"locality": "Bristol",
"region": "UK",
"countryName": "United Kingdom"
},
"roles": [
"supplier"
],
"details": {
"scale": "large"
}
},
{
"id": "GB-FTS-1699",
"name": "High Court",
"identifier": {
"legalName": "High Court"
},
"address": {
"streetAddress": "Royal Courts of Justice",
"locality": "London",
"countryName": "United Kingdom"
},
"roles": [
"reviewBody"
]
}
],
"buyer": {
"id": "GB-FTS-63340",
"name": "Bedford Borough Council"
},
"contracts": [
{
"id": "022512-2024-C BBC CS 05808-1",
"awardID": "022512-2024-C BBC CS 05808-1",
"title": "Cloud Migration and SaaS",
"status": "active",
"value": {
"amount": 709880,
"currency": "GBP"
},
"dateSigned": "2024-07-01T00:00:00+01:00"
}
],
"language": "en"
}