Official UK procurement notice
Matrix Programme - Technology (including ERP) & Systems Integration Services
Authority: Department for Science, Innovation & Technology (Central government)·Consortium: 3 public authorities
What is being bought
Published requirement descriptionThe Matrix Programme brings together nine departments. These nine departments comprise an amalgamation of those who have already moved to cloud or are yet to move to a cloud-based solution; these are:
Non-Cloud Users
- Cabinet Office (CO)
- Department for Science, Innovation and Technology (DSIT)
- Department for Energy, Security and Net Zero (DESNZ)
- Department for Culture, Media and Sport (DCMS)
- Department for Business and Trade (DBT)
Cloud Users
- Attorney General's Office (AGO)
- Department for Education (DfE)
- Department of Health and Social Care (DHSC)
- HM Treasury (HMT)
In line with the published Shared Services Strategy there is potential for additional Arms Lengths Bodies to onboard, however each will be assessed on a individual basis and subject to government principles around the management of public money and HM Treasury green book guidance.
The Matrix Programme, with the Department for Science, Innovation and Technology acting as the lead contracting Authority, has designed, developed, and procured new technology and capabilities that are required to help modernise the Departments 'back office' systems. It will deliver a high quality, and good value, system and support service to help streamline the transactions and activities that underpin the way Departments are run.
The Authority has awarded two contracts following conclusion of the procurement process, one for the SaaS ERP Solution along with one for the Systems Integrator. These contracts jointly enable the Matrix Programme to meet the objectives of the Shared Services Strategy for Government and user needs of the Departments within the cluster to ensure delivery of high quality, VfM (Value for Money), shared HR (Human Resources), Finance services and Payroll which meet the needs of service users.
The period of the agreement relating to the Matrix Solution as supplied by the SaaS Vendor will be for initial period of 10 years, with the option of extension for up to 2 further years. The period of the agreement with the Systems Integrator for implementation and support services will be for initial period of 5 years, with the option of extension for up to 2 further years.
The period of the Agreement relating to the Matrix Solution as supplied by the SaaS Vendor will be for initial period of 10 years, with the option of extension for up to 2 further years. The period of the Agreement with the Systems Integrator for implementation and support services will be for initial period of 5 years, with the option of extension for up to 2 further years.
The maximum contract values stated within this notice for both contracts, includes all committed and uncommitted costs that may be enacted at some point throughout the lifetime of the contract(s) should the Authority require this. The additional services include (but are not limited to):
Licence costs (inc. 3rd party)
Core fees
Project Accounting
Recruitment
Inventory Management
AMS Support
Future ALB onboardings
This includes provisions for contract extensions, further details can be found in the notice description.
CPV: Administration software package · Computer support and consultancy services · Computer support services · Computer-related management services · Computer-related professional services · Data services · Data storage services · Enterprise resource planning software development services · Financial analysis software package · IT services: consulting, software development, Internet and support · Industry specific software package · Payroll management services · +15 more
The lotProcurement structure
single lot · value publishedLot #1The Authority launched a single "bundled procurement" for a SaaS Solution along with a…AwardedRenewalPublished value£215,644,000
The Authority launched a single "bundled procurement" for a SaaS Solution along with a Systems Integrator (SI). By "bundled procurement" the Authority means that the SaaS Solution and Systems Implementation solution are procured through a single process to work together in partnership from the outset, jointly proposing a cohesive solution and delivery approach which meets the Authority's outcome-based requirements and demonstrates they are a compatible supplier partnership.
The Authority conducted this Procurement using the Competitive Procedure with Negotiation (CPN) in accordance with the requirements of Regulation 29 of the PCR Regulations 2015. The four stages of the CPN procurement which were applied can be seen below;
Stage 1 - Selection Questionnaire (SQ) - Suppliers submitted responses to the Selection Questionnaire in the e-Sourcing Portal. Following the evaluation of the Selection Questionnaire the Authority selected five Suppliers successful at Stage One to progress and submit an Initial Tender.
Stage 2 - Invitation to Submit Initial Tender (ITSIT) - A maximum of 5 Suppliers (unique bids) successful at Stage 1 received the "Invitation to Submit Initial Tenders" document. That document provided Tenderers with details of Stage Two, including the Timetable, the process, the Requirements, the Draft Contract and how to submit the Initial Tender. The Initial Tenders were evaluated in accordance with the Evaluation Criteria set out in the ITSIT Tender. The Authority reserved the right to award the contracts to the highest ranked Initial Tender submitted at this stage (but was not obliged to do so).
Stage 3 - Negotiations and Invitation to Submit Final Tenders (ITSFT) - The Authority did not elect to award to the highest ranked Supplier at Stage Two, the Authority invited those successful at Stage Two to negotiate with the Authority. This Invitations to Submit Final Tenders were issued to all Suppliers who participated in the negotiation stage and had not voluntarily withdrawn.
Stage 4 - (Contract Award) - The Final Tenders were evaluated in accordance with the Evaluation Criteria set out in the ITSFT Tender document. The Authority identified the highest scoring Final Tender and notified all Suppliers of the outcome of the Procurement.
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (4)
- Technical Envelope (Quality): 60
- Price: 30
- price: 100
- Social Value: 10
Published award criteria (4)
- Technical Envelope (Quality): 60%
- Social Value: 10%
- Price: 30%
- Price: 100%
- Suitability
In accordance with Regulations 57, 58 and 60 of the Public Contracts Regulations 2015, tenderers will be assessed in accordance with the Public Contract Regulations 2015, on the basis of information provided in response to the Selection Questionnaire.
The suite of SQ Procurement Documents, including draft specification and specific details of the "Competitive Procedure with Negotiation" relating to this procurement exercise can be found at the following link under Ref PQQ_30:
- Staff
- Names and qualifications of delivery staff must be submitted
- Successive reduction
- Candidates will be reduced successively across stages
- Price carries 130 of 200 points: a 10% discount moves about 13 points. This one is won on the number: sharpen the price before polishing the prose.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record · publisher note attached- Procedure method
- Competitive procedure with negotiation
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- No (one-off requirement)
- First published
- 23 Jan 2023, 16:58 GMT
- Last source update
- 4 Oct 2024, 12:30 BST
- FTS notice number
2024/S 000-031882- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-0399e7Find a Tender
- Performance terms
Criteria as stated in the procurement documents
Publisher note: Registering on Jaggaer: IMPORTANT INSTRUCTIONS: Due to our unique "bundled procurement" and restrictions within our e-procurement system (Jaggaer), specifically with regards the ability to process Consortium bids, we are stipulating that ONLY the ‘Lead Bidder’ submits bids via Jaggaer on behalf of their respective ‘bundle’ – This is to mitigate against technical restrictions within our e-procurement system, only. Each unique bid which is submitted, must be through a UNIQUE Jaggaer account e.g. if a single supplier intends to engage and submit 3 unique bids / bundles with different partners, they would be required to create up to 3 unique Jaggaer accounts for their respective ‘bundles’ to process / submit tenders – a single account to manage more than 1 bid / bundle, IS NOT permitted. Jaggaer registration guidance video; https://beisgroup.ukp.app.jaggaer.com/esop/ogc-host/public/beisgroup/web/user_guide.jst Please note. this does not restrict any interested supplier (SaaS OR SI) from registering on the DSIT (BEIS) Jaggaer portal to view / participate (as per the instructions above) in this procurement opportunity (URL below): https://beisgroup.ukp.app.jaggaer.com/ 1. Click the link to register - Accept the terms & conditions & click 'continue' - Enter your correct business & user details - Note your chosen username & click 'Save'. You will receive an email with your temporary password. Please ensure that the person who will be conducting the communications on behalf of your organisation is the official contact in your Jaggaer registration. All associated questions and/or clarifications must be communicated through the Jaggaer E-Sourcing portal, adhering to Public Contracts Regulations 2015, section 18, transparency requirements. The publication of this notice signals that the Department for Science, Innovation and Technology intends to launch a procurement 05/07/2023. For further Jaggaer assistance please contact; Phone; 08000 698 632 Email; [email protected] OR contact the eTendering 'help desk', available through the Jaggaer eSourcing portal. 2. To participate in this procurement opportunity - Login to the portal with the username/password - Click the 'PQQs / ITTs Open To All Suppliers' link. This procurement opportunity is identified within Jaggaer as; "pqq_30 - Matrix Programme - Technology Solution and System Integration Service (prj_1484)" URL: https://beisgroup.ukp.app.jaggaer.com/go/07324102018907B5A9F5 Click on the above event through Jaggaer Project_1484, to access the procurement content before submitting any bid. Click the 'Express Interest' button at the top of the page. This will move the procurement opportunity (pqq_30) into your 'My PQQs/ My ITTs' page. (A secure area reserved for your projects only) You can now access all procurement documentation provided at 'Stage 1' by clicking 'Buyer Attachments' in the 'PQQ Details' box. Please note this relates to 'Stage 1' of the Matrix Programme - Technology (including ERP) & Systems Integration Services, only. Suppliers who are successful at 'Stage 1' will be automatically progressed to 'Stage 2' by the Authority - this will be via a separate 'restricted' event, containing only those supplier/s which have been successful at 'Stage 1'. The Authority will consider any clarification questions as they arise and will issue responses as promptly as possible. Responses to clarification messages will be anonymised and shared with all participating Providers. The Department for Science, Innovation and Technology expressly reserves the rights to (i) amend or adapt scope of requirements before formal release of tender (ii) to cancel this procurement at any stage; (iii) to not award any contract as a result of the procurement process commenced by publication of this notice; (iv) and in no circumstances will Department for Science, Innovation and Technology be liable for any costs incurred by potential suppliers before a contract is signed.
How it was run
Official noticeTender documents are also served through a separate tool: https://beisgroup.ukp.app.jaggaer.com/ ↗
- Submission deadline
- 8 Aug 2023, 12:00 BST
- Submission channel
- {"electronicSubmission","written"}
- Accepted languages
- en
Timeline
30 Apr 2023 → 4 Oct 2024 · 3 dates- Next notice expected30 Apr 2023, 00:00 BST
- Submission deadline8 Aug 2023, 12:00 BST
- Notice published4 Oct 2024, 12:30 BST
Notice history
6 events · 3 releases on Find a Tender · since 4 Jul 2023- Status changed to active4 Jul 2023, 12:08 BST
- Procurement method changed4 Jul 2023, 12:08 BST
- Deadline published: 8 Aug 2023, 12:00 BST4 Jul 2023, 12:08 BST
- Buyer details updated4 Jul 2023, 12:08 BST
- Status changed to complete4 Oct 2024, 12:30 BST
- Buyer details updated4 Oct 2024, 12:30 BST
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Cognizant Worldwide Ltd | £80,787,706 † | — | Awarded |
| Workday Ltd | £63,542,998 † | — | Awarded |
Contracts
Matrix Programme - Technology (including ERP) & Systems Integration Services · Cognizant Worldwide Ltd
- Signed
- 6 Sept 2024
- Value
- £80,787,706
- Status
- active
Matrix Programme - Technology (including ERP) & Systems Integration Services · Workday Ltd
- Signed
- 6 Sept 2024
- Value
- £63,542,998
- Status
- active
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 4bids | — | — | — |
Contracting authority & participating public bodies
2 public bodies on the noticeConsortium members and other public bodies
- Department for Business, Energy & Industrial StrategyContracting authorityMinistry or any other national or federal authority, including their regional or local subdivisionsGeneral public services
Dispute resolution & review bodies
- High CourtReview body
- High Court - Royal Court of Justice, The StrandReview body
Bidders & participating suppliers
2 commercial parties on the notice- Cognizant Worldwide LimitedAwarded supplier
- Workday LimitedAwarded supplier
Official documents & specifications (2)
Official links; attachments are not copiedTender pack and attachments
- Economic and financial selection criteria
- Technical selection criteria