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Replacement Contract Management, Billing and Invoicing System

Kent County Council

This public procurement record has 2 releases in its history.

Tender

09 Sep 2026 at 16:36

UK4 - Tender Notice
Planning

24 Jul 2026 at 15:28

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Kent County Council, trading as Procurement Services, is procuring a replacement contract management, billing and invoicing system for its Procurement Services Digital and Invoicing and Billing teams. The requirement is for a cloud-based software service, preferably one integrated solution, although alternative approaches may be considered if they provide clear value and meet the requirements. The system will replace the current enterprise resource planning platform and cover quotation and product configuration, contract creation and management, contract-driven billing, invoice processing, invoice validation and exception handling, credit notes, reversals, rebilling, consolidated and advance billing, reporting, audit and data export. Payments remain outside the scope and will continue through a separate system. The work is associated with business transaction, financial, billing and enterprise resource planning software and implementation services.

The procurement has reached tender: the council invited suppliers to submit offers through an open procedure, with electronic submission allowed in English via the Delta eSourcing portal using access code 5E9765W52U. Questions could be submitted until 29 September 2026 at 17:00, and offers were due by 6 October 2026 at 17:00. The evaluation decision was due by 9 November 2026. This is a single-lot services contract running from 1 January 2027 to 31 December 2030. Its gross estimated value is £150,000. Evaluation is based on quality at 60%, price at 30% and social value at 10%. The opportunity is above the relevant threshold and the lot is identified as suitable for SMEs and voluntary, community or social enterprises.

This opportunity suits software suppliers and implementation partners able to deliver a modern UK-hosted SaaS platform for contract management, billing and invoicing. The solution must support corporate single sign-on, multi-factor authentication, role-based access control and APIs for integration with existing corporate systems. Suppliers should be able to provide functionality across quotation generation, product and pricing configuration, contract lifecycle management, contract-driven billing, invoice processing, validation and exception management, credit notes, reversals, rebilling, consolidated and advance billing, reporting, audit and data export. Strong candidates will be able to demonstrate secure, integrated enterprise software delivery and the ability to support Procurement Services’ operational teams. Suppliers offering a single integrated platform are particularly aligned, while alternative approaches can be considered where they meet the full requirement and show clear value.

How relevant is this notice?

Notice Information

Notice Title

Replacement Contract Management, Billing and Invoicing System

Notice Description

The scope of this system includes the full replacement of the current ERP system with a cloud-based solution for use by the Procurement Services Digital and Invoicing and Billing teams. A single integrated solution is preferred, although alternative approaches will be considered where they demonstrate clear value and meet all requirements. The replacement solution must include: *Cloud based SaaS solution hosted in the UK *Single Sign On using the corporate identity provider *Multi Factor Authentication *Role based access control *API functionality for system integration *Quotation creation and product configuration *Contract creation and management *Contract-driven billing *Invoice processing *Invoice validation and exception handling *Credit notes, reversals, and rebilling *Consolidated and advance billing *Reporting, audit, and data export Payments are out of scope and will continue to be performed by a separate system. For more information about this opportunity, please visit the eSourcing portal at: https://www.delta-esourcing.com/tenders/UK-UK-West-Malling:-Business-transaction-and-personal-business-software-package./5E9765W52U To respond to this opportunity, please click here: https://www.delta-esourcing.com/respond/5E9765W52U

Planning Information

Commercial Services Group (CSG) is undertaking preliminary market engagement to inform the future procurement of a replacement Enterprise Resource Planning (ERP) solution.. The organisation is seeking supplier input and market intelligence regarding modern cloud-based solutions capable of supporting the end-to-end management of: •Quotation and proposal generation •Product and pricing configuration •Contract lifecycle management •Purchase order generation •Billing and invoicing •EDI invoice processing •Invoice validation and exception management •Customer and supplier account management •Reporting and analytics •Audit, security and governance requirements •Integration with existing corporate systems The outcome of this engagement will assist CSG in refining its requirements, understanding market capability, identifying delivery risks and determining the most appropriate procurement approach. Responses will not form part of any future evaluation or award process. ________________________________________ Background CSG currently operates a system to support quoting, contract management, billing and invoice processing activities across Procurement Services operations. The organisation intends to replace the existing platform with a modern SaaS-based solution capable of supporting future service requirements whilst improving automation, auditability, integration and operational efficiency.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06d380
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/085539-2026
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME, VCSE
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

48400000 - Business transaction and personal business software package

48442000 - Financial systems software package

48444100 - Billing system

48451000 - Enterprise resource planning software package

48781000 - System management software package

72212781 - System management software development services

72227000 - Software integration consultancy services

72263000 - Software implementation services

72268000 - Software supply services

Notice Value(s)

Tender Value
£150,000 £100K-£500K
Lots Value
£150,000 £100K-£500K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
9 Sep 20261 weeks ago
Submission Deadline
6 Oct 20262 weeks to go
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
1 Jan 2027 - 31 Dec 2030 4-5 years
Recurrence
Not specified

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Kent County 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
WEST MALLING
Postcode
ME19 4YT
Postcode Area
Rochester
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ4 Kent
Small Region (ITL 3)
TLJ46 West Kent
Delivery Location
Not specified
Local Authority
Tonbridge and Malling
Electoral Ward
Kings Hill
Westminster Constituency
Maidstone and Malling

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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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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