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 20266 days ago
- Submission Deadline
- Not specified
- Future Notice Date
- 19 Oct 20263 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
- Post Town
- 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
-
https://www.find-tender.service.gov.uk/Notice/067385-2026
16th July 2026 - Preliminary market engagement notice on Find a Tender -
https://www.find-tender.service.gov.uk/Notice/067280-2026
16th July 2026 - Pipeline notice on Find a Tender
Open Contracting Data Standard (OCDS)
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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