Award

Unit 4 SAAS ERP - West of England

DELT SHARED SERVICES LIMITED

This public procurement record has 1 release in its history.

Award

18 Dec 2024 at 20:02

Award Notice
Summary of the contracting process

Delt Shared Services Ltd is procuring a cloud-based Enterprise Resource Planning (ERP) solution on behalf of North Somerset Council for the West of England Combined Authority. This procurement is essential due to the impending discontinuation of support for the existing on-premises ERP system. The contract, valued at £351,246.28, is for a period of three years with an option to extend annually for up to two additional years. The scope includes core functionalities such as Human Resources, Payroll, Procure to Pay, Income Management, and the General Ledger. The procurement method employed is a negotiated procedure without prior publication as permitted by Regulation 32(2)(c) of the Public Contract Regulations 2015, due to extreme urgency. The contract was signed on 18th December 2024, with services to be delivered in the West of England region.

This tender represents a significant opportunity for businesses specialising in cloud-based ERP solutions, particularly those capable of delivering tailored services under tight deadlines. The procurement's urgency and sizable contract value make it particularly attractive for businesses with the necessary technical capabilities and experience in public sector projects. Companies that excel in providing comprehensive IT solutions, system integration, and ongoing support services will find this project well-suited to their offerings, paving the way for substantial business growth through long-term engagement with the West of England Combined Authority.

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Notice Information

Notice Title

Unit 4 SAAS ERP - West of England

Notice Description

Delt Shared Services Ltd, are procuring this service for North Somerset Council, who are providing IT services for the West of England Combined Authority. Delt intend to award a contract for the provision of a cloud-based Enterprise Resource Planning (ERP) solution for the stated parties. This procurement is necessitated by the withdrawal of support for the West of England Combined Authority's current on-premises ERP system. The new solution will encompass core functionalities including Human Resources, Payroll, Procure to Pay, Income Management, and the General Ledger, primarily for use by the West of England Combined Authority. The proposed contract is for a period of 3 years with an option to extend annually for up to two years (1+1). The total value of the proposed contract is PS351,246.28

Lot Information

Lot 1

Delt Shared Services Ltd, are procuring this service for North Somerset Council, who are providing IT services for the West of England Combined Authority. Delt intends to award a contract for the provision of a cloud-based Enterprise Resource Planning (ERP) solution for the stated parties. This procurement is necessitated by the withdrawal of support for the West of England Combined Authority's current on-premises ERP system. The new solution will encompass core functionalities including Human Resources, Payroll, Procure to Pay, Income Management, and the General Ledger, primarily for use by the West of England Combined Authority. The proposed contract is for a period of 3 years with an option to extend annually for up to two years (1+1). The total value of the proposed contract is PS351,246.28 The award of the contract is permitted under Regulation 32(2)(c) of the Public Contract Regulations 2015 (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. It is considered that due to Unit4's unforeseeable decision on 17 October 2023 to remove support for the West of England Combined Authority's on-premises solution from 31 December 2024, the council does not have sufficient time to conduct market tests, complete a full procurement exercise and implement a new solution before 31 December 2024. The award of a contract pursuant to Regulation 32(2)(c) is therefore strictly necessary, for reasons of extreme urgency, to ensure business continuity for the Council. Further details are set out in Section IV below.

Procurement Information

It is considered 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. Considering that its reliance on Regulation 32(2)(c) is justified for the following reasons: The West of England Combined Authority 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 Azure 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 West of England Combined Authority 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 West of England Combined Authority'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 West of England Combined Authority and has given rise to a situation of extreme urgency they must ensure that its ERP systems do not become unsupported post 31 December 2024. It is the position that the time period provided by Unit4 before the ERP system becomes unsupported is insufficient to permit the West of England Combined Authority 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 necessary time to evaluate all potential options and ensure that any future procurement decisions align with the West of England Combined Authority's best interests and value for money obligations.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-04c95c
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/040868-2024
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Standard
Procurement Category
Goods
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

CPV Codes

48000000 - Software package and information systems

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£351,246 £100K-£500K

Notice Dates

Publication Date
18 Dec 20241 years ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
18 Dec 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
DELT SHARED SERVICES LIMITED
Contact Name
Mrs Briony Archer-Davey
Contact Email
briony.archer@deltservices.co.uk
Contact Phone
+44 1752581844

Buyer Location

Locality
PLYMOUTH
Postcode
PL6 5QZ
Post Town
Plymouth
Country
England
Major Region (ITL 1)
TLK South West (England)
Basic Region (ITL 2)
TLK4 Devon
Small Region (ITL 3)
TLK41 Plymouth
Delivery Location
TLK South West (England)
Local Authority
Plymouth
Electoral Ward
Moor View
Westminster Constituency
Plymouth Moor View

Supplier Information

Number of Suppliers
1
Supplier Name

DELT SHARED SERVICES

Further Information

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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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. 

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