ACE - Provision of Financial Management System

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-06093e-2026-02-16T16:52:26Z",
    "date": "2026-02-16T16:52:26Z",
    "ocid": "ocds-h6vhtk-06093e",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PPRM-9434-VNYQ",
            "name": "PHP Law LLP",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PPRM-9434-VNYQ"
            },
            "address": {
                "streetAddress": "Unit 3 The Brutus Centre Station Road Totnes",
                "locality": "Totnes",
                "postalCode": "TQ9 5TZ",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKK43"
            },
            "contactPoint": {
                "name": "Claire Jones",
                "email": "claire.jones@phplaw.co.uk",
                "telephone": "+44 01234567890"
            },
            "roles": [
                "procuringEntity",
                "processContactPoint"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    }
                ]
            },
            "roleDetails": "Supporting Tender process"
        },
        {
            "id": "GB-PPON-PYNM-4868-XBBN",
            "name": "Academies for Character & Excellence",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PYNM-4868-XBBN"
            },
            "address": {
                "streetAddress": "Pathfields",
                "locality": "Totnes",
                "postalCode": "TQ9 5TZ",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKK43"
            },
            "contactPoint": {
                "name": "Laurence Evans",
                "email": "laurence.evans@acexcellence.org.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PYNM-4868-XBBN",
        "name": "Academies for Character & Excellence"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=101610&TID=100106844&B= This pre-market engagement exercise is intended to help shape the Trust's detailed requirements, commercial approach, and implementation planning. Suppliers will be offered a 1-hour slot on the 4th or 5th of February for a brief meeting/demo focussed on specific areas of enquiry which will be provided in advance. If you wish to book in a slot, please message the request through the tendering portal EU Supply with your email address with your preferred date and time for the 4th or 5th February. Slots will be allocated on a first come first serve basis. Once all slots are booked out we will have to respectfully decline any further requests. However all information from these meetings will be shared within the tender pack, where it has been deemed as not commercially sensitive.",
                "dueDate": "2026-02-06T23:59:59Z",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "004525-2026",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/004525-2026",
                "datePublished": "2026-01-19T17:00:28Z",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "ACE01.76",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "ACE - Provision of Financial Management System",
        "description": "This tender opportunity has been issued by Academies for Character and Excellence (\"the Trust\") and Tenderers are invited to tender for the provision of Financial Management System. Full details of all contract requirements are given in this document - Document 2. Specification of Requirement. The Trust comprises multiple academies operating under a unified governance structure and financial framework. To support effective financial oversight and ensure regulatory compliance, the Trust requires a fully integrated Finance System. The system must enable compliant financial management in accordance with the Academies Trust Handbook (ATH), all ESFA reporting obligations, and the Trust's Finance Policy.",
        "items": [
            {
                "id": "LOT-0000",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "48440000",
                        "description": "Financial analysis and accounting software package"
                    },
                    {
                        "scheme": "CPV",
                        "id": "48000000",
                        "description": "Software package and information systems"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKK",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKK",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "LOT-0000"
            }
        ],
        "value": {
            "amountGross": 300000,
            "amount": 250000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "goods",
        "additionalProcurementCategories": [
            "services"
        ],
        "aboveThreshold": true,
        "lots": [
            {
                "id": "LOT-0000",
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-09-01T00:00:00Z",
                    "endDate": "2030-08-31T23:59:59+01:00",
                    "maxExtentDate": "2032-08-31T23:59:59+01:00"
                },
                "hasRenewal": true,
                "status": "active",
                "value": {
                    "amountGross": 300000,
                    "amount": 250000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Implementation & Transition Delivery",
                            "numbers": [
                                {
                                    "number": 5,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Quality of People & Support Team",
                            "numbers": [
                                {
                                    "number": 5.5,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Customer Retention & Client Success",
                            "numbers": [
                                {
                                    "number": 4.5,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Service Support Model & Responsiveness",
                            "numbers": [
                                {
                                    "number": 3,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Contract Management & Strategic Partnership",
                            "numbers": [
                                {
                                    "number": 2,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Service Performance Monitoring & Continuous Improvement",
                            "numbers": [
                                {
                                    "number": 2,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Innovation, Product Roadmap & Future Fit",
                            "numbers": [
                                {
                                    "number": 1.5,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Complaint Resolution & Escalation",
                            "numbers": [
                                {
                                    "number": 1.5,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Software Functionality",
                            "description": "Importance of Requirement: High = 25% Medium = 10% Low = 5%",
                            "numbers": [
                                {
                                    "number": 40,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "cost",
                            "name": "Price",
                            "description": "Whole life contract cost",
                            "numbers": [
                                {
                                    "number": 35,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "Financial Capacity Assessment: Bidders must demonstrate that their financial position is sufficiently robust to support both the implementation and ongoing delivery of the Finance System. Bidders must provide their audited financial statements for the previous two financial years. Where audited accounts are not available, bidders should provide certified accounts or equivalent financial information. Bidders should disclose any known events that may materially impact their financial position during the contract term (for example, planned sale, refinancing, or restructuring). Minimum Turnover Requirement The bidder's annual turnover must be at least two times the estimated annual contract value. Net Asset Position Bidders must demonstrate a positive net asset position in their most recent financial statements Liquidity and Access to Financial Resources Bidders must demonstrate access to adequate financial resources to support ongoing business operations and contractual commitments. Revenue Model Stability Bidders must describe their revenue model, including the proportion of income that is recurring, contractually committed, or otherwise predictable. The Trust will assess the economic and financial standing of bidders to ensure that the successful supplier has the financial capacity and resilience required to deliver the contract for its full duration. The Trust is seeking a financially resilient supplier capable of sustaining long-term service delivery. The assessment is designed to ensure resilience rather than favour organisations of a particular size. The assessment will be conducted in accordance with the principles of proportionality, transparency, and equal treatment. Insurance requirements - can commit to obtain, prior to the award of the contract, the levels of insurance cover indicated below a. Employer's (Compulsory) Liability Insurance* = PS5m b. Public Liability Insurance = PS5m c. Professional Indemnity Insurance = PS1m d. Product Liability Insurance = PS1m e. Cyber and Data Protection Insurance = PS1m"
                        },
                        {
                            "type": "technical",
                            "description": "Relevant experience and contract examples Please provide details of up to three contracts to meet conditions of participation relating to technical ability set out in the relevant notice or procurement documents, in any combination from either the public or private sectors (which may include samples of grant-funded work). The examples must be from the past three years. To constitute a pass, the minimum of two contract examples provided shall be relevant to the complexity of the requirement, with a sufficient level of detail that provides confidence in the Tenderer's established past experience in similar and relevant projects/contracts. Organisational Standards Please provide details of the organisational standards and certifications your organisation holds that are relevant to the delivery of this contract, including (but not limited to) Quality Management and Information Security standards such as ISO 9001 and ISO 27001, or equivalent internationally recognised certifications. You must confirm that the scope of these certifications explicitly covers the services proposed within this procurement. Where equivalent standards are offered, please explain how they meet or exceed the requirements of the specified ISO standards. Bidders must submit the following evidence: * Copies of current certification issued by an accredited certification body. * A copy of the certification scope statement demonstrating that the services being procured fall within the accredited scope. * Confirmation of certification validity dates. * Details of any non-conformities identified during the most recent audit and the corrective actions taken."
                        }
                    ]
                },
                "renewal": {
                    "description": "4 year term with the option of two further 1 year extensions (4+1+1)"
                },
                "hasOptions": true,
                "options": {
                    "description": "To enable further schools to be added to the contract as they join the Trust and to enable additional modules or services in relation to the software."
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2026-02-13T23:59:59Z"
        },
        "status": "active",
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "coveredBy": [
            "GPA"
        ],
        "submissionMethodDetails": "https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=102458&TID100107674&B=",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-03-23T12:00:00+00:00"
        },
        "enquiryPeriod": {
            "endDate": "2026-03-13T12:00:00+00:00"
        },
        "awardPeriod": {
            "endDate": "2026-05-11T23:59:59+01:00"
        },
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "014023-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/014023-2026",
                "datePublished": "2026-02-16T16:52:26Z",
                "format": "text/html"
            }
        ],
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2032-01-05T23:59:59Z"
                }
            ]
        },
        "contractTerms": {
            "financialTerms": "41. The Trust requires the following payment profile: a. Implementation Costs i. 25% invoiced upon Contract Signature ii. 25% invoiced upon completion of the build iii. 25% following completion of testing iv. 25% following go live plus 1 month b. Table B All Inclusive Cost i. Quarterly invoicing, 1st Invoice 2 months in Arrears following Go Live. Where it has been identified, and agreed, that adjustments are required (in respect of service credits, additional works, errors or omissions), these will be taken account of within the next invoice."
        },
        "riskDetails": "Key risks in finance system contracts for schools: Financial risks: Higher-than-expected costs, hidden charges, poor value for money. Contract risks: Long, inflexible contracts, high exit fees, supplier lock-in. Data & cyber risks: GDPR breaches, weak security, system outages. Operational risks: System downtime, poor usability, inadequate support and training. Compliance risks: Failure to meet DfE/LA requirements, weak audit trails. Implementation risks: Poor data migration, ineffective change management. Fraud & control risks: Weak approval controls, segregation of duties, payment errors. Strategic risks: Supplier failure, system becoming outdated or unsupported. Overall impact: Financial loss, non-compliance, operational disruption, and reputational damage."
    },
    "language": "en"
}