Brent Council

Brent Cloud Programme - Implementation Services

5 Incomplete applications

3 SME, 2 large

7 Completed applications

2 SME, 5 large

Important dates

Published
Monday 17 February 2020
Deadline for asking questions
Monday 24 February 2020 at 11:59pm GMT
Closing date for applications
Monday 2 March 2020 at 11:59pm GMT

Overview

Summary of the work
Brent Council uses Oracle EBS as its ERP system. The system has been hosted, maintained and supported by Brent Council ICT since 2018 and L3 support is currently provided by a 3rd party. A new Oracle Cloud Finance and HR solution is now required to meet the Council’s objectives.
Latest start date
Monday 27 April 2020
Expected contract length
Initial term no longer than 18 months.
Location
London
Organisation the work is for
Brent Council
Budget range
Up to £1.4m

About the work

Why the work is being done
Brent was part of the OneOracle project from 2012 where the support and hosting of the Oracle platform was shared across 7 London boroughs. When this arrangement ended in July 2018 Brent made the decision to bring the system back in house and host it on Brent servers within the Council’s data centre.The Council now wishes to establish a programme that will include the provision of SI support to migrate from existing finance, procurement and HR/Payroll systems to a single Oracle Cloud solution. The intention is to award the contract to a single supplier with Go Live July 2021.
Problem to be solved
The current Oracle system is on a version which will no longer be supported by Oracle after December 2021 and as such a replacement solution is sought. This will enable the Council to move away from the current version of Oracle to the new modern Cloud based version of Oracle.
Within the current solution there is limited self service offered for managers and employees and a lot of approval processes remain off system. e.g. Bank Reconciliations; AP processing; AR Debt Recovery.
Who the users are and what they need to do
Brent provides comprehensive Finance, Procurement, HR and Payroll services for Council employees and Council pensioners. It also provides payroll services to a small number of schools.
Early market engagement
Any work that’s already been done
An options appraisal and business case was prepared and presented to the Council's Management Team to recommend the move to Oracle Cloud.
Existing team
A small programme team is currently supporting this work. The successful supplier will work closely with the Brent Programme Team currently comprising a Programme Manager, a Business Change Manager and technical subject matter experts.
Current phase
Not applicable

Work setup

Address where the work will take place
It is expected that resources will need to be based on site at the main offices of Brent Council (Wembley HA9 0FJ) on an 'as and when required' basis.
Working arrangements
Work to be carried out at stated locations, or at supplier premises where relevant.
Security clearance

Additional information

Additional terms and conditions
As a London Living Wage accredited organisation the Council will require a contractual commitment to the payment of this.

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

Essential skills and experience
  • Have Oracle Partner accreditation at Platinum Level in relation to the relevant Oracle Products.
  • Demonstrate experience in designing, configuring and migrating to the new Oracle Cloud for Finance, Procurement, HR and Payroll within the public sector from an existing EBS R12 solution.
  • Demonstrate ability to build integration between Oracle Cloud and MS Dynamics. The Council intends to use Dynamics for Learning and Development and Resource Management.
  • Demonstrate experience in building integrations between Oracle Cloud and legacy systems and transform tools. The Council currently has a
  • Have adequate professional resource capability and capacity to deliver outputs on time and within agreed budget. The resources assigned to this work must have experience of migrating to Oracle Cloud.
  • Have the relevant experience and skills to implement PaaS solutions to provide functionality not currently available in Oracle Cloud to fulfill legislative or other requirements .
  • Have proven onshore design skills in critical assessment of Oracle Cloud configuration and ability to recommend improvements/alternatives.
  • Have the skills and capacity to ensure the project is delivered to a Go Live plan of July 2021.
  • Have experience of delivering complex data migrations from on premise data centre environments to SaaS virtualised environments
Nice-to-have skills and experience
  • Have experience of undertaking a migration from Oracle R12 to Oracle Cloud for Finance, Procurement, HR and Payroll within a local government context.
  • Have experience of working in a Local Government environment and demonstrate an understanding of the complexities and constraints that this entails.
  • Have experience of working collaboratively with an in house project team to establish requirements, develop creative design solutions and to promote knowledge transfer.
  • Demonstrate high levels of collaboration with the Customer's change teams and business representatives to deliver a successful outcome, ontime and within budget.
  • Demonstrate knowledge of maximising the benefits available from the Oracle Cloud solution.
  • Have experience of encouraging users to adopt best practice processes within the system in order to meet business needs and at the same time get best use of the solution.

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
5
Proposal criteria
  • Approach to designing, configuring and migrating the existing Brent EBS R12 solution to Oracle Cloud: including the delivery of a proven prototype built Public Sector Cloud solution (10%)
  • Design Delivery approach to successfully deliver Oracle cloud optimisation (4%)
  • Resource plan that demonstrates capability and capacity, from only highly experienced UK based resources, to design, build, transition and handover to Brent for first line service operational support (4%)
  • Data Migration delivery approach to migrate from Brent EBS R12 solution to Oracle Cloud including all stages of extraction, transformation and load plus support to business reconcilliation (3%)
  • Testing delivery approach to include test strategy, test plans, test scripts, results and defect management logs (3%)
  • Training delivery approach with appropriate skills and proven methodolgy and techniques to provide training to Brent staff (3%)
  • Approach to working with a client and demonstrable understanding of the issues faced by Local Authorities. (3%)
  • Approach to providing appropriate documentation and effective knowledge transfer to in-house service management teams and resources (2%)
  • Approach to stakeholder management including addressing the challenges of migrating users to Oracle Cloud. (2%)
  • Identification of key risks, and associated mitigations. (2%)
  • Approach to the critical assessment of Oracle cloud design and configuration matched with an ability to recommend improvements/alternatives e.g. PaaS solutions (1%)
Cultural fit criteria
  • Co-working with internal staff and existing external suppliers (1%)
  • Approach to solving problems as they occur (1%)
  • Delivering collaborative decision-making (1%)
  • Approach to sharing knowledge and experience to build internal expertise and capacity (1%)
  • Attitude towards making mistakes and how this is addressed and communicated to the customer (1%)
Payment approach
Fixed price
Additional assessment methods
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

35%

Cultural fit

5%

Price

60%

Questions asked by suppliers

1. Question 4 in the Must Haves has some information missing. Please can it be updated?
The system doesn't allow updates to criteria, but suppliers should note that the full text should read "Demonstrate experience in building integrations between Oracle Cloud and legacy systems and transform tools. The Council currently has a "black box" which manages some integrations."
2. The question below seems to be incomplete please could you confirm.

Demonstrate experience in building integrations between Oracle Cloud and legacy systems and transform tools. The Council currently has a
Please see our response to the previous question.
3. Please could you provide further information regarding your Dynamics for Learning and Development and Resource Management?. We would like to confirm that this is the Dynamics 365 Cloud-hosted version operating on Azure Cloud.
Yes, this is a Dynamics 365 Cloud-hosted version operating on Azure Cloud.