Planning

Income Management System

CORNWALL COUNCIL

This public procurement record has 1 release in its history.

Planning

08 Nov 2025 at 19:01

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Cornwall Council is in the planning stage of a procurement process to explore the market for a new income management solution, with the current Access Income Management System nearing the end of its contract. This exercise is not a formal tender but an opportunity to gather information via a Request for Information (RFI) to tailor a cloud-based, Software-as-a-Service (SaaS) system. The project falls under the industry categories of "Software package and information systems" and "IT services," aimed at serving multiple entities and service departments within Cornwall. The process initiates with engagement sessions scheduled between 12 January and 23 January 2026, with the deadline for RFI submissions set for 8 December 2025. The council, based in Truro, UK, is inviting interested suppliers to participate in this market exploration to assist with the development of procurement plans and contract specifications.

This tender presents significant business growth opportunities, especially for businesses specialising in SaaS, financial management systems, and payment solutions. Enterprises able to provide a comprehensive, flexible, and secure income management system that integrates with existing technologies like Microsoft Dynamics will find this engagement particularly lucrative. Companies offering advanced security features, such as PCI DSS compliance, and specialised tools for transaction management will be well-suited to compete. The potential contract, valued at £400,000 with a gross estimate of £480,000, is geared towards establishing a long-term partnership, with provisions for contract renewal, making it an attractive proposal for small and medium-sized enterprises poised to deliver innovative solutions. This market engagement primes companies to stake their ideas and capabilities in a preparatory phase that could lead to formal contract opportunities starting in September 2026.

How relevant is this notice?

Notice Information

Notice Title

Income Management System

Notice Description

Cornwall Council is seeking market feedback to inform the development of a final specification for a future income management solution. The Council invites suppliers to respond to this Request for Information (RFI) to help shape a solution that meets operational, technical, and compliance needs. The Council requires a cloud-based, Software-as-a-Service (SaaS) income management system that: Core Functional Requirements * Provides a central transaction database to control, reconcile, and report on income. * Re-formats and exports data to update a range of back-office financial management systems (FMS). * Is accessible via a browser and supports integration with third-party applications used by Cornwall Council. * Offers self-tailoring configurable import/export functionality to enable full system ownership and flexibility. Payment Processing Capabilities * Supports payments via telephone (call centre), face-to-face (card, cash, cheque), and opportunistic payments initiated by staff. * Integrates with a Secure Bureau Service (SBS) for PCI DSS-compliant card authorisation. * Includes a portal interface for retrieving customer and payment details during calls, with seamless access from host systems. * Includes transaction visibility through APACS reporting. Security & Compliance * Ensures cardholder data is not accessible to Council staff or stored on Council infrastructure. * Provides automated, secure card entry to simplify PCI DSS compliance and reduce SAQ scope. Staff Tools & Satellite Office Support * Enables staff to submit electronic forms with ledger codes and banking summaries, particularly for satellite offices without full receipting systems. Customer Present Transactions * Supports Point-to-Point Encryption (P2PE) for chip & PIN payments. * Includes terminal management and smart client software for secure device operation. Online & E-Commerce Payments * Offers a fully hosted internet payment solution with shopping cart, miscellaneous payments, and a Digital Wallet for card reuse. * Provides tools to customise hosted payment pages. Third-Party Integration * Supports integration with external applications via SOAP and REST APIs. * Allows secure transaction handoff and return for receipting and system updates. * Accepts alternative payment methods including PayPal, Pingit, and Visa Checkout. System Compatibility * Integrates with existing systems such as Microsoft Dynamics. Automated Telephony *,Provides a fully hosted automated telephony solution for 24/7/365 payments and balance enquiries. Data Access & Refunds * Enables real-time transaction viewing, balance queries, and customer refund processing. Service Level Agreement (SLA) * The SLA will define minimum acceptable service levels, including system uptime, response times, and resolution times for incidents. * Support hours, escalation procedures, and contact channels must be clearly documented. * Regular service reviews will be conducted to ensure SLA compliance. * Penalties or service credits may apply for failure to meet agreed service levels. Performance Management * Performance will be monitored against agreed KPIs, including transaction processing speed, system availability, and customer satisfaction. * The supplier must provide regular performance reports and participate in review meetings. * Continuous improvement plans should be in place to address any performance gaps.

Planning Information

Cornwall Council is planning to undertake market engagement to review available options for delivering its income management solution. The Council currently uses the Access Income Management System (AIMS) across multiple entities and service departments. With the existing contract due to expire in the coming years, this provides an opportunity to explore the market for a single enterprise-level software solution. At this stage, the Council wishes to gain a high-level understanding of alternative products available, comparing functionality and indicative costs. Suppliers interested in participating should contact Alex Kirk (Alex.Kirk@cornwall.gov.uk) to request a copy of the Request for Information (RFI) document. As part of developing our procurement plans and contract specifications, we are issuing the RFI for suppliers to provide written responses. Please note that all information contained in the RFI is classified as Confidential. Responses will help inform the development of a business proposal. Any such proposal will be subject to the creation and approval of a formal business case, and therefore this exercise does not imply any commercial commitment. This is not a formal tender document. Participation in this soft market assessment will not prejudice suppliers from taking part in any future procurement process. We anticipate holding 60-minute sessions for suppliers to present and discuss their responses to the RFI from Monday 12 January 2026 to Friday 23 January 2026, though this may change depending on the number of responses. Suppliers should contact Alex Kirk by email to express their interest in attending a session and confirm their intention to submit a response. Once the response deadline has passed, session invites will be issued to those who submitted responses. These sessions are intended to give suppliers flexibility to steer the conversation and focus on the key elements of their RFI response that they believe represent the most important and value-adding aspects for the Council. Suppliers should be prepared to demonstrate the key capabilities of their system or present a comprehensive overview of their solution. The Council will also take the opportunity to ask questions and provide input during the session to clarify aspects of the response. The deadline for RFI submission will be Monday 8 December 2025.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05dd33
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/072227-2025
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

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

CPV Codes

48000000 - Software package and information systems

72000000 - IT services: consulting, software development, Internet and support

Notice Value(s)

Tender Value
£400,000 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
8 Nov 20254 weeks ago
Submission Deadline
Not specified
Future Notice Date
16 Mar 20264 months to go
Award Date
Not specified
Contract Period
6 Sep 2026 - 6 Sep 2031 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
CORNWALL COUNCIL
Contact Name
Mr Alex Kirk
Contact Email
alex.kirk@cornwall.gov.uk
Contact Phone
Not specified

Buyer Location

Locality
TRURO
Postcode
TR1 3AY
Post Town
Truro
Country
England
Major Region (ITL 1)
TLK South West (England)
Basic Region (ITL 2)
TLK3 Cornwall and Isles of Scilly
Small Region (ITL 3)
TLK30 Cornwall and Isles of Scilly
Delivery Location
TLK3 Cornwall and Isles of Scilly
Local Authority
Cornwall
Electoral Ward
Truro Boscawen & Redannick
Westminster Constituency
Truro and Falmouth

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

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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