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Source to Pay Software Solution (

SOUTHERN WATER SERVICES LIMITED

This public procurement record has 7 releases in its history.

Award

20 Nov 2025 at 17:06

UK6 - Contract Award Notice
TenderUpdate

22 May 2025 at 12:22

UK4 - Tender Notice
TenderUpdate

22 May 2025 at 12:14

UK4 - Tender Notice
TenderUpdate

22 May 2025 at 10:59

UK4 - Tender Notice
Tender

22 May 2025 at 10:52

UK4 - Tender Notice
PlanningUpdate

16 May 2025 at 10:17

UK3 - Planned Procurement Notice
Planning

15 May 2025 at 15:18

UK3 - Planned Procurement Notice
Summary of the contracting process

Southern Water Services Limited, headquartered in Worthing, United Kingdom, recently completed a procurement process for a comprehensive Source to Pay Software Solution, aimed at enhancing the user experience in purchasing and procurement activities. This tender, officially titled "Source to Pay Software Solution and Software Implementation Partner," encompasses the delivery of a cloud-based software solution, with the contract awarded to Coupa Software Inc and Parade Consulting Limited. The procurement stage is complete, with a contract starting on 4th December 2025, and an anticipated duration of four years, potentially extendable for two additional years. The procurement, valued at approximately £1,986,983 for the software solution and £827,282 for implementation services, falls under the services category, specifically software supply and implementation services, and was conducted via a selective procedure that ensures competitive flexibility within the utilities sector.

This tender presents significant opportunities for businesses involved in software supply and IT integration services, particularly those with experience in the utilities sector. Companies well-suited for participation include those specialising in large-scale software deployment and integration projects, with an existing capacity to provide seamless interfaces with finance, HR, asset management, and inventory systems. The open and competitive nature of the procurement process supports SME participation, particularly for implementation partners, as stipulated by Southern Water. Businesses with proven track records in the water industry or similar utilities sectors will find this tender a compelling opportunity to showcase their solutions, expand their portfolio, and enhance collaboration with a major UK utility provider.

How relevant is this notice?

Notice Information

Notice Title

Source to Pay Software Solution (

Notice Description

Southern Water ("SW") seek a Solution Provider to licence a cloud-based, Source to Pay software solution ("Solution") that will give SW users a more intuitive experience in purchasing goods and services. The Source to Pay process ("S2P") comprises of Source to Contract ("S2C") and Purchase to Pay ("P2P") processes. The Solution will provide end-to-end functionality. P2P: The Solution will manage SW's end-to-end procurement processes from capturing a Requirement, through Purchase Requisition, Approval, Purchase Order Creation, Supplier PO Receipting, SW Service/Product Receipting, Supplier Invoicing to "OK to pay" from a 3-way match. Critical to improved user experience will be that the Solution will enable users to: 1. Execute required actions "on the move" via secure mobile technologies as well as computer based. 2. Leverage punchouts with external approved and secure supplier sites. 3. Access and order from approved supplier catalogues. The Solution must have a proven method of: 1. Managing professional services. 2. Goods and works contracts that may leverage Framework Agreements and timesheets. These areas represent a key portion of the SW spend profile. The nature of managing this spend in this Solution is still being defined but will be clarified later in the Procurement Process. S2C: For spend that is not readily available when requisitioned, the Solution would also have integrated Sourcing, Contracting and Supplier / Contract Performance Management functionality, that is triggered by workflow management to a central Procurement function. All S2P activities must workflow automatically and allow for online collaboration between SW colleagues and Suppliers, who will be able to access the Solution via a secure external Supplier Portal. The number of integrations to legacy SW systems is still being defined, but we would expect the Solution to be able to readily integrate to common Finance or HR platforms as a minimum and have SSO capability. It must also have the capability to be integrated with Asset Management, Inventory and Stores solutions, as a possible further future activity. (Although this is not in the initial implementation scope, it is essential there is evidential functional capability to do so.) To deliver the integration of the Solution, SW is seeking a Solution Implementation Partner ("SIP") who is accredited to the Software Provider ("SWP"). The Solution Provider is asked to identify up to three (3) Solution Implementation Partners ("SIP"). The process for nominating SIPs is described in the Tender Pack. The SIP must be able to: 1. Prove and leverage experience of SWP implementation in the UK utility industry, with a preference for Water industry. 2. Prove accreditation with the SWP, with experience in implementation of the specific Solution.

Lot Information

Source to Pay Software Solution

Southern Water is seeking a Source to Pay Software Solution that supports the needs and demands over the AMP8 period. The Solution should enable SW users to do the following: 1. Access the solution seamlessly (SSO) 2. Be guided in their buying experience to available contracts with active approved suppliers to required goods or services, or to Procurement support for non-contracted goods and services, to be able to then establish a supporting contract 3. Create and run a full end to end Sourcing Process, compliant to Procurement Act 2023 regulations - conversely able to also provide a lite-sourcing and e-auction functionality for suitable spend requirements 4. Contract online with successful suppliers at the end of the Sourcing Process 5. Manage the full end to end P2P process, providing real time visibility for all PR/PO and Invoices 6. Receipt goods and services either online in the solution or via a solution generated email alert A solution that enables SW Suppliers to: 1. Access the solution via a secure Portal 2. Maintain their own details 3. Receive and respond online to Tender requests 4. Receive and execute POs 5. Create and publish invoices to SW 6. Track payment progress of all invoices A solution that can: 1. Host the master SW Supplier database 2. Be easily integrated to other SW legacy solutions 3. Be aligned to forthcoming UK e-invoicing regulations

Options: The option to purchase additional modules if required.

Renewal: Southern Water expect the contract with the Software provider to be in effect for an initial 4-year term, with the option of extension for a further 2-year term. The circumstances in which this extension would be utilised is to be determined by SW.

Software Implementation Partner

Southern Water is seeking a Software Implementation Partner that is certified and experienced with the SWP and will support SW in the implementation and enablement of the Solution. An implementation partner that: 1. Has been proposed by the associated S2P Software Provider in their initial response. 2. Is accredited / certified by the Software Provider to configure and implement the associated software 3. Has experience of configuring S2P solutions in the UK Utilities Industry including integration to UK Government sources such as Find a Tender Service (ideally Utilities experience is in "Water", but others would be considered - also ideally with the associated software but others would be considered) 4. Has experience in delivering from an implementation playbook for the associated Software Provider

Renewal: Southern Water expect the contract with the Implementation Partner to be in effect for an initial 2-year term, with the option of extension for two seperate 1-year terms. The circumstances in which this extension would be utilised is to be determined by SW.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-0514c3
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/075845-2025
Current Stage
Award
All Stages
Planning, Tender, Award

Procurement Classification

Notice Type
UK6 - Contract Award Notice
Procurement Type
Framework
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Competitive flexible procedure
Tender Suitability
SME
Awardee Scale
Large, SME

Common Procurement Vocabulary (CPV)

CPV Divisions

72 - IT services: consulting, software development, Internet and support

CPV Codes

72263000 - Software implementation services

72268000 - Software supply services

Notice Value(s)

Tender Value
£5,736,000 £1M-£10M
Lots Value
£5,736,000 £1M-£10M
Awards Value
£2,814,265 £1M-£10M
Contracts Value
Not specified

Notice Dates

Publication Date
20 Nov 20259 months ago
Submission Deadline
8 Sep 2025Expired
Future Notice Date
20 May 2025Expired
Award Date
20 Nov 20259 months ago
Contract Period
4 Dec 2025 - 30 Nov 2026 6-12 months
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Pending
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
SOUTHERN WATER SERVICES LIMITED
Additional Buyers

GB-PPON-PBJQ-2231-ZRPG

Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
WORTHING
Postcode
BN13 3NX
Postcode Area
Brighton
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ2 Surrey, East and West Sussex
Small Region (ITL 3)
TLJ27 West Sussex (South West)
Delivery Location
TLJ South East (England)
Local Authority
Worthing
Electoral Ward
Northbrook
Westminster Constituency
Worthing West

Supplier Information

Number of Suppliers
2
Supplier Names

Coupa Software Inc

PARADE CONSULTING LIMITED

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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