033/2013 – Notification of successful supplier – 10 April 2013

Executive Summary and recommendation:

Following NYP approval for the renewal of the Oracle Financials Support and Maintenance contract a procurement process was undertaken for the provision of maintenance and support services for the financial system.

This Decision Making Notice seeks approval to enter into a contract with the successful supplier from the evaluation exercise, namely Methods Consulting, for the provision of the maintenance and support services in line with the tender specification.

The primary purpose of this provision is to maintain and support the functional operation of the Oracle E-business suite which is the financial accounting software utilised by the organisation.

Police and Crime Commissioner decision: approved

Signature Date 10 April 2013
Title Police & Crime Commissioner for North Yorkshire

Part 1 – Unrestricted facts and advice to the PCC

Introduction and background

On 8 January 2013 a Decision Making Notice was approved to progress the renewal of the Oracle Financials maintenance and support contract and to secure Regional Procurement resources to conduct the exercise. Please see the attached document which gives an overview of the services.

The contract value was based on 2 years with the option to extend for 2 years. The estimated value for the potential term of 4 years was initially calculated at £36,000.00 (thirty six thousand) per annum. An estimated cost for 2 years based on this estimate would be £72,000.00 (seventy two thousand pounds) rising to £144,000.00 (one hundred and forty four thousand pounds) should the annual extensions be undertaken.

The requirement was advertised on the Bluelight e-tendering system and the specification and scoring was drafted and agreed between the Regional Procurement team and NYP colleagues. The scoring criteria was agreed as 60% cost and 40% quality.

There were 3 responses and the evaluation of the responses was conducted on Tuesday 26 February 2013. The results of the responses are shown in the table below.

The tender submission from Methods Consulting provided the most economically advantageous response.

Matters for consideration

The cost schedule for the successful supplier will need to be assessed against the existing available annual revenue budget for the maintenance and support. Any additional services procured from them would need prior approval and costs would be based upon the consultancy day rate.

Other options considered, if any

N/A

Contribution to Police and Crime Plan outcomes

The recommendation has a neutral impact on the Police and Crime Plan outcomes.

Consultations carried out

Initial consultation to proceed was carried out with members of the Resource Systems Programme Board and with colleagues representing the following professions: Finance and Information Systems.

Financial Implications/Value for money

Legal Implications

Unsuccessful suppliers will have the opportunity to challenge the contract award decision.

Equality Implications

No equality implications are perceived.

Public Access to information

The Police and Crime Commissioner wishes to be as open and transparent as possible about the decisions he/she takes or are taken in his/her name. All decisions taken by the Commissioner will be subject to the Freedom of Information Act 2000 (FOIA).

As a general principle, the Commissioner expects to be able to publish all decisions taken and all matters taken into account and all advice received when reaching the decision. Part 1 of this Notice will detail all information which the Commissioner will disclose into the public domain. The decision and information in Part 1 will be made available on the NYPCC web site within 2 working days of approval.

Only where material is properly classified as restricted under the GPMS or if that material falls within the description at 2(2) of The Elected Local Policing Bodies (Specified Information) Order 2011 will the Commissioner not disclose decisions and/or information provided to enable that decision to be made. In these instances, Part 2 of the Form will be used to detail those matters considered to be restricted. Information in Part 2 will not be published.

Is there a Part 2 to this Notice – YES

If Yes, what is the reason for restriction – COMMERCIAL COST RESTRICTION