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Provision of a Financial Management System and Associated Solutions

Caerphilly County Borough Council

This public procurement record has 2 releases in its history.

Planning

16 Jul 2026 at 15:47

UK2 - Preliminary Market Engagement Notice
Planning

16 Jul 2026 at 13:52

UK1 - Pipeline Notice
Summary of the contracting process

Caerphilly County Borough Council intends to replace its existing financial management system with a modern, cloud-based software service for use across the Council in Caerphilly, Wales. The required core finance capability covers general ledger, accounts payable and receivable, budgeting, forecasting, fixed-asset accounting, lease accounting including IFRS16, financial and statutory reporting, analytics, dashboards and management information. The solution must provide secure, scalable architecture and open integration through APIs with existing HR and payroll, procurement, income and estate-management systems. The Council is also considering financial asset-register functionality, asset lifecycles, depreciation, valuations and disposals, and links to property and asset data. Optional scope could include property and estate management, land and buildings management, lease management, and purchase-to-pay functions such as requisitions, approvals, ordering, invoice automation and supplier management.

This procurement is at the planning stage: the Council has published an intention to procure and is carrying out preliminary market engagement, not inviting tenders. It expects to use a competitive flexible procedure. The planned procurement is above threshold and has one planned lot, with an estimated value of £5,000,000 excluding VAT (£6,000,000 including VAT). The proposed contract would run from 1 February 2028 to 31 January 2033, with renewal permitted to a maximum extent of 31 January 2038. The Council expects market engagement responses by 3 August 2026, engagement sessions from 3 to 14 August 2026, and procurement commencement in October or November 2026. Implementation is anticipated from March 2027 to January 2028, with go-live in February 2028.

This will suit suppliers of local-government financial management software, cloud SaaS platforms, financial systems integration and implementation services. The Council is seeking evidence of core finance capability, public-sector accounting compliance, IFRS16 lease accounting, financial asset registers, reporting and analytics, secure scalable architecture, APIs and integration with corporate systems. Relevant providers may offer either an integrated ERP platform or modular best-of-breed services, including optional property and estate management or purchase-to-pay modules. Delivery partners able to handle implementation, migration, training, support and maintenance should prepare to explain their approach, typical implementation experience, delivery risks and mitigations. The lot is identified as suitable for small and medium-sized enterprises, so specialist suppliers and modular providers may be well placed to contribute, whether independently or through a wider delivery model.

How relevant is this notice?

Notice Information

Notice Title

Provision of a Financial Management System and Associated Solutions

Notice Description

Caerphilly County Borough Council is seeking to procure a cloud-based Financial Management System to replace its existing solution. The proposed solution will support the Council's core financial management requirements, including general ledger, accounts payable, accounts receivable, budgeting, forecasting, fixed asset accounting, lease accounting, reporting and analytics. The Council also requires a solution capable of integrating with existing corporate systems and supporting a modern, secure and scalable digital architecture. The procurement may include optional modules and associated services, including asset management, property and estate management, implementation, migration, training, support and maintenance services.

Planning Information

1. Introduction Caerphilly County Borough Council (“the Council”) is undertaking pre‑market engagement (PME) in advance of a future procurement exercise for the replacement of its Financial Management System , with the current system contract due to expire in 2028. The purpose of this engagement is to: • understand the range of solutions available within the market • gather insight into delivery models and implementation approaches • inform the Council’s future procurement strategy and requirements This notice is issued for information and engagement purposes only and does not constitute a call for competition. 2. Background The Council currently operates a financial management system that supports its core financial management functions. As part of its wider digital transformation programme, the Council is exploring options for the replacement of this system with the aim of implementing a modern, cloud‑based solution that offers improved functionality, enhanced integration, and a better user experience. In parallel, the Council is reviewing its corporate asset management systems, including both property and financial asset registers. As such, the Council is interested in solutions that can support or integrate with these requirements. 3. Scope of Requirement (Indicative) At this stage, the Council is exploring solutions which may include: Financial Management System (Required) General Ledger Accounts Payable and Receivable Budgeting and Forecasting Fixed Asset Accounting (including lease accounting / IFRS16) Financial reporting and analytics Reporting Standard financial reports Self-service reporting Dashboards for budget managers Management information Statutory reporting Integration and Technical Requirements (Required) Cloud-hosted (SaaS) solution Open integration capabilities (APIs) Secure and scalable architecture Ability to integrate with existing Council systems ie HR and payroll, Procurement, Income, Estate Management Asset Management – Financial Elements (Required) Financial asset register Asset lifecycle, depreciation, valuations and disposals Lease accounting and compliance reporting Integration with asset/property datasets Property / Estate Management (Optional) The Council is exploring whether suppliers can provide or integrate with: • property and estate management systems • land, buildings and lease management • linking operational and financial asset data This is an optional, modular requirement. Purchase-to-Pay (Optional) The Council is also exploring the potential inclusion of a Purchase‑to‑Pay (P2P) solution, including: • requisitioning and approvals • purchase orders • invoice processing (including automation) • supplier management This requirement is also optional and subject to market feedback. 4. Objectives The Council is seeking a solution that: • Improves efficiency through automation and streamlined processes • Enhances financial reporting, forecasting and decision-making • Improved management information and analytics. • Ensures compliance with accounting standards (e.g. IFRS16, CIPFA) • Provides a modern, user-friendly interface • Enables integration across corporate systems • Future-proofs the Council’s digital architecture 5. Supplier Engagement The Council is inviting suppliers to provide written responses to the below questions and may invite selected suppliers to further engagement sessions (e.g. presentations or demonstrations). 6. Supplier Questions (Brief Response Requested) • Solution & Delivery Model Please briefly describe your solution and whether it is: a fully integrated ERP solution; or a modular / best-of-breed approach What delivery models do you typically implement within local authorities? • Core Finance How does your solution support core finance functions (GL, AP/AR, budgeting, forecasting, reporting)? How is compliance with IFRS16 and public sector accounting requirements managed? • Asset Management Does your solution include asset management functionality or integrate with third‑party systems? How does your solution support financial asset registers and lease accounting? • Optional Modules Can your solution provide or integrate with property / estate management systems? Can Purchase‑to‑Pay functionality be delivered as: part of an integrated solution; or a standalone module? • Implementation What are typical implementation timescales for: Financial Management systems fully integrated solutions What are the key risks in implementation and how are these typically managed? • Commercial Model Please summarise your pricing approach (e.g. licensing, implementation, support). What are the key cost drivers for your solution? • General Feedback What approach would you recommend for this requirement: single supplier (ERP) multi-supplier / modular solution Are there any key considerations or risks the Council should be aware of at this stage? Following the closure of the engagement period, the Council intends to hold short engagement sessions with interested suppliers. Sessions may be conducted either via Microsoft Teams or in person and will provide an opportunity for suppliers to discuss their solutions and share market insight relevant to the Council's requirements. 7. Next Steps (Indicative) Closing date for supplier responses: 03 August 2026 Supplier engagement sessions: 03 - 14 August 2026 Procurement commencement: anticipated October/November 2026 Implementation: anticipated March 2027-January 2028 Go Live: February 2028

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06ccf2
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/067385-2026
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
Competitive flexible procedure
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

48440000 - Financial analysis and accounting software package

48442000 - Financial systems software package

48810000 - Information systems

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

72263000 - Software implementation services

72267100 - Maintenance of information technology software

Notice Value(s)

Tender Value
£5,000,000 £1M-£10M
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
16 Jul 20262 months ago
Submission Deadline
Not specified
Future Notice Date
19 Oct 20262 months to go
Award Date
Not specified
Contract Period
1 Feb 2028 - 31 Jan 2033 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Planned
Lots Status
Planned
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Caerphilly County Borough Council
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
HENGOED
Postcode
CF82 7PG
Postcode Area
Cardiff
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL5 South East Wales
Small Region (ITL 3)
TLL53 Gwent Valleys
Delivery Location
TLL16 Gwent Valleys
Local Authority
Caerphilly
Electoral Ward
Ystrad Mynach
Westminster Constituency
Caerphilly

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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