Purpose

Surrey Couty Council require a technical partner to support the delivery of changes to their ERP system (Unit4) required by the reorganisation of the local authority structure, which will result in two new Unitary Councils, a Fire Authority, and a Pensions Authority. These changes are required to ensure safe and legal operations of the ERP post Vesting Day (01 April 2027).

The objectives to be delivered by this contract are as follows.

1. Validate design options 

Support the LGR Implementation Board and the ERP workstream to validate the options based on internal business requirements and select the option to move forward with.

1. Primary ERP Establishment

Establish a single primary ERP using the existing Surrey County Authority instance that manages ‘Day 1’ requirements for the new organisations. All current processes and functionality currently implemented, must be in place for Vesting Day.

1. Legacy System Integration

Enable integration from legacy District and Bourgh systems for critical data or processes to be transferred into the primary ERP (Surrey County Authority’s instance of Unit4).

1. Interface Management and Rationalisation

Based on the current interfaces catalogue, identify and propose a solution to update or manage interfaces from satellite or source systems (Districts and Boroughs as well as the Authority) that have a high dependency on data within the primary ERP (e.g. cost codes).

1. Data Migration

Evaluate Primary ERP data requirements against the Districts and Boroughs to determine and undertake any data migration needed.

1. Reporting and Statutory Compliance

Support in evaluating the current report catalogue and ensure we are able to produce statutory reports from day 1.

1. Business Continuity and Compliance

Maintain business continuity and existing governance compliance during transition and maintaining the published mandatory system updates/upgrades.

1. Security and Identity Management

Support identity, security, and compliance requirements appropriate for local government.

1. Organisation Collaboration

Enable collaboration between legacy and new organisations during transition and beyond.

1. Transformation Delivery

Depending on which option is agreed from the introduction section the supplier will undertake the design and completion of the relevant transformation activities.

1. Operating Model Assessment

Assess the current operating model, including existing support arrangements, supporting platforms, and supplier interactions, and recommend only those changes necessary to enable Day 1 and business continuity.

Following a procurement process undertaken using Lot 3 of the Government Commercial Agency (GCA) G-Cloud 14, it was identified that Vision ERP Limited are the preferred supplier in terms of both quality and price criteria.

Decision

Decision made:

It was AGREED that:

1. A contract is awarded to Vision ERP Limited for providing LGR ERP Technical Consultancy and Implementation Services.

Reasons for the decision

Reasons for Decision:

The Supplier has been identified as providing the most economically advantageous proposal through Lot 3 of the Government Commercial Agency (GCA) G-Cloud 14 framework.

Alternative options considered

As described in the attached Procurement Report