Finance and HR System(s)

{
    "tag": [
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    "id": "ocds-h6vhtk-058b4c-2026-03-16T19:30:45Z",
    "date": "2026-03-16T19:30:45Z",
    "ocid": "ocds-h6vhtk-058b4c",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-COH-04015633",
            "name": "WALSALL HOUSING GROUP LIMITED",
            "identifier": {
                "scheme": "GB-COH",
                "id": "04015633"
            },
            "additionalIdentifiers": [
                {
                    "scheme": "GB-PPON",
                    "id": "PYHD-5721-XWDQ"
                }
            ],
            "address": {
                "streetAddress": "100 Hatherton Street",
                "locality": "Walsall",
                "postalCode": "WS1 1AB",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKG38"
            },
            "contactPoint": {
                "email": "Procurement@whgrp.co.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-COH-04015633",
        "name": "WALSALL HOUSING GROUP LIMITED"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "Interested suppliers are invited to participate in this market engagement exercise to consider the outline requirements. They are not to be considered exhaustive or restrictive and we want to understand from this preliminary market engagement exercise of the scope of services we have identified. There will be an initial supplier briefing session held online by Teams on Monday 15th September 09:30-10:30. Following this, a questionnaire shall be issued to interested suppliers to further understand the scope and supply market capacity and capability. To participate, please register your interest by submitting an 'Expression of Interest (EOI)' form available on Pro-Contract Housing Procurement Portal (https://procontract.due-north.com/) project DN787705. All expressions of interest must be submitted through the Pro-Contract Housing Procurement Portal via message function against project DN787705. Please complete and upload the document attached to the portal 'EOI - Finance HR System' by no later than 12.00 noon (GMT) on 08 September 2025. Should you experience any technical difficulties in using the Pro-Contract system, please contact the supplier support helpline on 03300050352. whg is committed to fair, transparent, and competitive procurement in accordance with the Procurement Act 2023. This notice does not constitute a commitment to procure but is intended to inform the development of our procurement strategy and shape our procurement process.",
                "dueDate": "2025-09-08T23:59:59+01:00",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "050175-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/050175-2025",
                "datePublished": "2025-08-20T13:28:02+01:00",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "DN787705",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Finance and HR System(s)",
        "description": "Walsall Housing Group Limited (trading as \"whg\") is registered with the Regulator of Social Housing, as a registered Provider of Social Housing (L4389), as a company limited by guarantee at Companies House (04015633) and as a registered charity (1108779) with its main operating subsidiaries & entities and all future operating subsidiaries & entities. whg is procuring for and on behalf of its subsidiaries and potentially Aspire Housing Limited. whg requires a wholistic software solution for both finance and HR systems including the build and run phases of such systems. In an ideal world the Finance and HR system will come hosted on the same platform to provide a consistent look and feel across its back office and self-service functions. The Finance and HR systems may be provided as separate products/solutions however seamless integration must be demonstrated. whg anticipated key dates in relation to the Contract are detailed in the tender documentation and split between Mobilisation / Build, License Minimum term with the option to extend at whg's sole discretion. An outline is provided below: * HR System o Mobilisation / Build Period: February 2027 o Go Live: January 2028 o Minimum term: 7 years and 3 months with the option to extend for further periods of up to 5 (five) years at whg's sole discretion. * Finance System o Mobilisation / Build Period: February 2027 o Go Live: April 2028 o Minimum term: 7 years with the option to extend for further periods of up to 5 (five) years at whg's sole discretion. whg and Aspire Housing are in early talks around a potential merger of the two organisations to create a new housing association with over 32,000 homes across their Midlands heartlands. The merger would see the creation of a new housing association, building on an existing footprint across the West Midlands and Staffordshire. Under the proposals, whg and Aspire aim to bring together the best from both organisations to provide excellent housing services, create more regional growth opportunities and build more affordable homes for people in local communities. The estimated contract value includes an allowance for the merger proportion (35%) of licenses and additional costs associated with implementation/build phase over the term including the extension options. Please see the tender documentation for the full description and requirements.",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "48000000",
                        "description": "Software package and information systems"
                    },
                    {
                        "scheme": "CPV",
                        "id": "48442000",
                        "description": "Financial systems software package"
                    },
                    {
                        "scheme": "CPV",
                        "id": "48443000",
                        "description": "Accounting software package"
                    },
                    {
                        "scheme": "CPV",
                        "id": "48444000",
                        "description": "Accounting system"
                    },
                    {
                        "scheme": "CPV",
                        "id": "48450000",
                        "description": "Time accounting or human resources software package"
                    },
                    {
                        "scheme": "CPV",
                        "id": "48451000",
                        "description": "Enterprise resource planning software package"
                    },
                    {
                        "scheme": "CPV",
                        "id": "72261000",
                        "description": "Software support services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "72200000",
                        "description": "Software programming and consultancy services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKG",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 7046000,
            "amount": 6250000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "goods",
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2027-02-01T00:00:00+00:00",
                    "endDate": "2035-03-31T23:59:59+01:00",
                    "maxExtentDate": "2040-03-31T23:59:59+01:00"
                },
                "hasRenewal": true,
                "status": "active",
                "value": {
                    "amountGross": 7046000,
                    "currency": "AED"
                },
                "awardCriteria": {
                    "criteria": [
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                            "type": "cost",
                            "name": "Cost",
                            "numbers": [
                                {
                                    "number": 30,
                                    "weight": "percentageExact"
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                        {
                            "type": "quality",
                            "name": "Quality",
                            "numbers": [
                                {
                                    "number": 70,
                                    "weight": "percentageExact"
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                },
                "renewal": {
                    "description": "The option to extend for further periods of up to five years."
                }
            }
        ],
        "status": "active",
        "procurementMethod": "selective",
        "procurementMethodDetails": "Competitive flexible procedure",
        "procedure": {
            "features": "Please see tender documentation"
        },
        "submissionMethodDetails": "https://in-tendhost.co.uk/whg/aspx/home",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "expressionOfInterestDeadline": "2026-04-20T12:00:00+01:00",
        "enquiryPeriod": {
            "endDate": "2026-04-10T12:00:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2027-01-20T23:59:59+00:00"
        },
        "documents": [
            {
                "id": "future",
                "documentType": "biddingDocuments",
                "accessDetails": "see web address above for Tender Portal"
            },
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "023781-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/023781-2026",
                "datePublished": "2026-03-16T19:30:45Z",
                "format": "text/html"
            }
        ]
    },
    "language": "en"
}