United Kingdom-Leeds: Systems Integrator for SAP S/4 HANA upgrade

Type of document: Contract Notice
Country: United Kingdom
Publication Ref: (2023/S 000-001185/EN)
Nature of contract: Supply contract
Procedure: Competitive dialogue
Type of bid required: Global bid

Contract notice
Supplies

Section I: Contracting authority
I.1) Name and addresses
Official name: University of Leeds
Postal address: Purchasing Office, Woodhouse Lane, University of Leeds
Town: Leeds
Postal code: LS2 9JZ
Country: United Kingdom
Contact Person: Saima Bibi
Telephone: +44 133433798
Email: s.bibi1@leeds.ac.uk
Internet address(es):
Main address:
Address of the buyer profile:

I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge,at:
Additional information can be obtained from:
the above mentioned address
Tenders or requests to participate must be submitted:
to the above mentioned address
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Education

Section II: Object
II.1) Scope of the procurement
II.1.1) Title: Systems Integrator for SAP S/4 HANA upgrade

Reference number: PE2022-23/1532
II.1.2) Main CPV code: 48400000
II.1.3) Type of contract: Supplies
II.1.4) Short Description: The University of Leeds’ existing SAP ECC6 environment has been in place since 1999. Since then, the environment has been added to, extending SAP and expanding the systems supporting HR, Finance and Purchasing with other third-party offerings. This has led to an environment in need of simplification and systemisation. The university now wishes to upgrade to SAP S/4 HANA (to ensure interoperability with current systems to be maintained) and move to a new operating model for business support services which is compatible with the institution’s existing infrastructure. The university is therefore seeking to procure a reseller/provider of the SaaS SAP S/4 HANA solution, and the services to implement, integrate and configure that solution. Contract value is expected to be approximately £11m for implementation, with annual recurring charges of approximately £1.5m to £2.5m
II.1.5) Estimated total value:
Value excluding VAT: 18500000 Currency: GBP
II.1.6) Information about lots:
The contract is divided into lots: no
II.2) Description
II.2.2) Additional CPV code(s)
48440000, 48450000, 48490000, 72212440, 72212450, 72261000, 72262000, 72263000, 72265000, 72266000, 72267000, 72268000, 72416000

II.2.3) Place of performance
Nuts code:
Main site or place of performance:
Leeds

II.2.4) Description of the procurement:
The University of Leeds, established in 1904, is one of the largest higher education institutions in the UK with more than 39,000 students and 9,200 staff. We are renowned globally for the quality of our teaching and research.
The University’s current technology solution for Finance (including payroll), Purchasing and People & Culture (SAP ECC) is planned to be out-of-support by 2025 with extensions likely only available as far as 2027 and then at much increased cost. A replacement Enterprise Resource Planning (ERP) solution needs to be implemented in advance to ensure the University has continuity of operations. The University would like to invest in its technology. SAP has been the University’s main corporate system since 1999. The University would like to ensure it has a system that can be easily managed, the functionality leveraged, and utilised. The system should provide operational, regulatory and compliance security, without causing undue risks. Data and technology architecture needs to support service improvement, cost efficiency, and responsive decision making and planning.
The University needs to switch from operating variable non-standard, often complex processes with an undue reliance on manual activity to business-led process re-design to implement standardised, streamlined processes that are technology-enabled. There are also opportunities to move away from low-value-add activity – significant improvements are available through changing the way we work, such as: service centres, self-service, automation, mobile technology, improved service design, workflow management, improved reporting, and data management tools.
The Corporate Processes and Systems (CPS) Programme has been with the vision to create “A University enabled by streamlined and consistent processes and robust and insightful data, with clear ownership and control, supported by modern and future-proofed technology that is understood and enjoyed by its users.”
Significant work was undertaken during 2022 to develop a Target Operating Model covering Finance, Purchasing and People & Culture services. Through this procurement the University is seeking to engage a systems integrator to supply and implement an upgrade to the current SAP system and through this support the delivery of the new Target Operating Model. The scope of the services sought includes:
Design of the solution to meet a detailed set of functional and compatibility requirements, including process design (working with University stakeholders), selection of appropriate software modules, sizing etc.
Configuration of the system to meet the University’s functional and compatibility requirements
Integration of the system with the University’s existing systems (note the University expects some of these systems to be replaced by the new solution)
Migration of data into the new system (with extraction of data from non-SAP legacy systems having been undertaken by the University, with support from the supplier)
Testing of the system
A period of extended support following the end of any usual ‘hypercare’ period.
Support for broader business change (e.g. changes to organisational structures, behavioural change, capability development) is included as an optional service.
The contract will be for an initial of 36 months. The University will have two options to extend the contract, each option for a period of 12 months, providing a maximum contract duration of 5 years.
II.2.5) Award criteria

II.2.6) Estimated value:
Value excluding VAT: 18500000 Currency: GBP
II.2.7) Duration of the contract,framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewalyes Description of renewals:Optional 12 month extension + Optional 12 month extension

II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
Maximum number: 4
II.2.10) Information about variants
Variants will be accepted: no
II.2.11) Information about options
Options: no
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:no

Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents

Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure:
Competitive dialogueIV.1.8) Information about the Government Procurement Agreement(GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:2022/S 000-031466
IV.2.2) Time limit for receipt of tenders or requests to participate
Date: 2023-02-13 Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date: 2023-02-24
IV.2.4) Languages in which tenders or requests to participate may be submitted:EN
IV.2.6) Minimum time frame during which the tender must maintain the tender
Duration in months:6(from the date stated for receipt of tender)

Section VI: Complementary information
VI.1) Information about recurrence:
This is a recurrent procurement: no
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information:
To respond to this opportunity, you should download the Selection Questionnaire from the portal and complete and submit this by 15/02/2023
The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.
For more information about this opportunity, please visit the Delta eSourcing portal at:

To respond to this opportunity, please click here:

GO Reference: GO-2023113-PRO-21906857
VI.4) Procedures for review
VI.4.1) Review body
Official name: High Court of England and Wales
Postal address: Royal Courts of Justice, Strand, London
Town: London
Postal code: WC2A 2LL
Country: United Kingdom
Telephone: +44 133434104
VI.5) Date of dispatch of this notice:2023-01-13