Brent Council

Brent Cloud Programme - Implementation Services for Oracle Sourcing and Contracts

3 Incomplete applications

2 SME, 1 large

1 Completed application

1 SME, 0 large

Important dates

Published
Thursday 12 May 2022
Deadline for asking questions
Thursday 19 May 2022 at 11:59pm GMT
Closing date for applications
Thursday 26 May 2022 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Contracted out service: the off-payroll rules do not apply
Summary of the work
Implementation of Oracle Sourcing and Contracts modules for Brent Council, including 3 months' go live support.
Latest start date
Monday 15 August 2022
Expected contract length
Initial term estimated 9 mths, dependant on proposals. 25% of initial term to be optional extension.
Location
London
Organisation the work is for
Brent Council
Budget range
£180,000 - £230,000

About the work

Why the work is being done
Brent Council has recently completed a transformation delivery programme that included migrating from their existing finance, procurement (P2P) and HR/Payroll systems (phase 1) to an Oracle Cloud solution which went live on the 4 October 2021. We are now in phase 2 of the programme which includes a series of enhancements and new additional modules. The scope includes the delivery of Oracle Sourcing and Contracts modules and potentially Supplier Qualification Management (SQM). A decision on whether to implement SQM will be made during the design sessions for Sourcing and Contracts.
Problem to be solved
Brent Council has implemented the Supplier Portal and Procure To Pay modules as part of their phase 1 program but the processes whereby the Council issues a tender, awards the opportunity to a supplier and then signs and finalises a contract are undertaken outside the Oracle system.

Sourcing and Contracts are in a combination of third party systems and spreadsheets/word documents.

Current Sourcing Portal - ProContract
Current Contract development - Zylpha
Who the users are and what they need to do
The Contracts module will be used primarily by the Legal Team. The Procurement Team will be the main users of the Sourcing module with other staff from Brent Council using the module for quick, low value requests for quotation. If Brent decides to implement the SQM module, this would involve a larger user base as contract management is carried out by the multiple different relevant service areas within Brent Council.
Early market engagement
Any work that’s already been done
Brent has had a demonstration of the Sourcing and Contracts modules in 2021 from Oracle. Requirements have been gathered and documented.
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, Snr Project Manager, a Business Change Manager and technical subject matter experts.
Current phase
Not started

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
BPSS as a minimum

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 by the successful tenderer.

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 relevant experience in designing, configuring and migrating Sourcing and Contracts to an existing Oracle Cloud system.
  • Have adequate professional resource capability and capacity to deliver outputs on time and within budget. Resources assigned to this work must have relevant experience of Oracle Sourcing and Contracts modules.
  • 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 within 6 months from contract start date.
Nice-to-have skills and experience
  • Have experience of undertaking an implementation of Sourcing and Contracts modules in relevant comparably sized organisations.
  • 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, on time and within budget.
  • 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 and configuring Sourcing and Contracts modules into the current Brent Oracle Cloud system. (10%)
  • Design Delivery approach to successfully deliver Oracle Sourcing and Contracts 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 data from existing sources/spreadsheets into Oracle Cloud including all stages of extraction, transformation and load plus support to business reconciliation. (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 methodology 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 new users to Oracle Cloud. (3%)
  • Identification of key risks, and associated mitigations. (3%)
  • Approach to the critical assessment of Oracle Cloud Sourcing and Contracts design and configuration matched with an ability to recommend improvements/alternatives.(2%)
Cultural fit criteria
Offer Social Value: The Council’s policy is to consider and include Social Value deliverables in all procurements over £100,000 and all 10% of this criteria will be allocated to this.
Payment approach
Fixed price
Additional assessment methods
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence

40%

Cultural fit

10%

Price

50%

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