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Future Cash Systems - Cash Processing & CViT Transport (Track & Trace)

Post Office Limited

This public procurement record has 2 releases in its history.

Planning

28 Aug 2026 at 15:54

UK2 - Preliminary Market Engagement Notice
Planning

28 Aug 2026 at 15:25

UK1 - Pipeline Notice
Summary of the contracting process

Post Office Limited is preparing to replace and enhance the system used to manage physical cash and valuables across its national supply chain. The service covers cash-centre processing and Cash & Valuables in Transit depot track and trace, supporting movement, reconciliation, control, reporting, inventory and transport operations. Potential functions include demand planning, customer orders, chain-of-custody tracking, route optimisation, real-time visibility, exception management, multi-currency processing, forecasting, proof of delivery, analytics, audit and compliance. The supplier will provide the applications and application management, including maintenance, support, development, security, transition, testing, knowledge transfer and improvement. Integration is required with Post Office systems and external services. Work will be delivered across the United Kingdom, supporting more than 11,500 branches, banking hubs and other customers.

This is a planned procurement at the preliminary market engagement stage, before any invitation to tender. Post Office Limited expects to use a competitive flexible procedure for an above-threshold services contract. The current plan is one lot, with a proposed contract period from 27 May 2027 to 27 May 2032 and a possible extension to 27 May 2037; renewal is envisaged. For the market engagement, organisations were expected to submit a signed non-disclosure agreement and a capability suitability statement by 9 September 2026 at 10:00. Shortlisted participants were expected to be notified on 14 September, receive the engagement pack on 17 September, attend a site visit on 24 September and submit written responses by 1 October. The buyer expected to publish the next notice on 28 October 2026.

The process is likely to suit specialist software providers with a commercial offering for cash processing, cash-centre operations, Cash and Valuables in Transit logistics or end-to-end consignment tracking. Relevant suppliers should be able to implement and manage business-critical applications, configure workflows and automation, and support predictive analytics, reporting, audit and regulatory controls. Experience integrating with enterprise finance, point-of-sale, data warehouse, note-counting and foreign-currency systems will be important. The requirement also calls for application maintenance, technical support, development, security management, service transition, operational readiness, testing, knowledge transfer and continual improvement. Providers able to support a large, distributed UK network and independent customer organisations, including branches and banking hubs, are well placed. The buyer is also testing the market for hosting and service-management services.

How relevant is this notice?

Notice Information

Notice Title

Future Cash Systems - Cash Processing & CViT Transport (Track & Trace)

Notice Description

O V E R V I E W Post Office Limited (POL) is preparing for the replacement and improvement of its Cash Processing & CViT Transport (Track & Trace) System. This is the system that manages and facilitates the logistics of physical cash across its 11,500+ branches and other customers across the UK. S E R V I C E S U M M A R Y A highly specialised, business-critical cash management system used in POL's cash centres and Cash & Valuables in Transit (CViT) depots (as opposed to POL branches) supporting the movement, processing, reconciliation, control and reporting of cash and valuables across POL's national supply chain. Functions of the system may also include demand planning and cash forecasting, customer order management and fulfilment, end-to-end consignment and chain-of-custody tracking, route planning and optimisation, real-time operational visibility, exception and investigation management, multi-currency cash processing, inventory forecasting and optimisation, digital proof of collection and delivery, advanced reporting and self-service analytics, audit and regulatory compliance, master data management, and operational performance monitoring either delivered directly, or through integrations to POL strategic systems. The solution is expected to support configurable workflows, automation, predictive analytics, and the efficient management of cash, valuables, assets and transport operations across the end-to-end supply chain. The solution must support POL's independent network of customers, including POL Branches and banking hubs. The future supplier(s) is expected to implement and provide a replacement and enhanced application together with associated application management services, including maintenance, support, development, security management, service transition, operational readiness, testing, knowledge transfer and ongoing service improvement. The application(s) must integrate with internal and external systems, such as POL's national-wide Electronic Point of Sale (EPOS) system, finance system, high-speed note counting machine, data warehouse, and foreign currency exchange. S C O P E The current minimum scope under consideration is: 1. Applications (software(s) for both the Cash Centre processing and CViT Track & Trace); and 2. Applications Management (maintenance, support and development). POL is also considering, as informed by this preliminary market engagement (PME) exercise, whether the additional services below should be added to the scope: 3. Hosting 4. Service Management (integrator, incident mgmt., reporting)

Planning Information

D E A D L I N E Interested organisations must submit both a signed non-disclosure agreement (NDA) and its Capability Suitability Statement by no later than Wednesday 09 September at 10:00. A PME introduction webinar will be scheduled, this is anticipated to be during week commencing Monday the 14th of September. This will be confirmed via the Post Office e-sourcing tool (Web3) to down-selected participants. S T A G E S : POL will conduct this PME in two stages. STAGE 1 (PME Invite & Down-selection): Organisations wishing to participate must: • enter into POL's NDA; and • submit its Capability Suitability Statement The Capability Suitability Statement must detail (in no more than 1000 words) a case study with demonstrable relevant experience, credible expertise, and capability. Suitable organisations must be service providers (not end users) with a relevant commercial offering to meet the required service. POL intends to select up to eight (8) organisations to progress to the next stage. If there are less than this number of suitable respondents by the deadline, POL may extend it. Where more satisfy the relevant minimum requirements, POL will reduce numbers: • by compliance with these instructions; • by the most appropriate Capability Suitability Statements; • to seek an appropriately representative range of organisations across the relevant service areas and delivery models; and • as otherwise permissible in accordance with the Procurement Act 2023 POL's e-sourcing tool is Web3. To be considered for this PME exercise, organisations must: • Register to Web3 if your organisation has not already (https://postoffice.wax-live.com/S2C/SignIn.aspx); then • Find and access the Web3 "Qualification Stage for PME2 for Cash Processing & CViT Transport System" Project Event; then • Download, sign, and upload NDA; and • Upload its Capability Suitability Statement. The NDA and Capability Suitability Statement must be uploaded to the Project Event in their respective Questionnaire areas. Should your organisation have issues with Web3, use the 'Contact Us' in the URL link above. Only if issues persist, contact POL using the email address below. procurement@postoffice.co.uk STAGE 2 (PME Exercise): Shortlisted organisations will be invited to participate in the PME exercise, which is expected to comprise of: • The PME pack (incumbent system overview, purpose and questions for this PME); • a POL presentation; • a site visit; • organisations' submissions of written PME responses; and/or • one-to-one engagement sessions with POL. Indicative timescales for key PME activities are as below. Note, these dates are subject to review. • Mon 14 Sep: Notify shortlisted organisations • Thu 17 Sep: Issue PME Pack • Thu 24 Sep: Site Visit • Thu 01 Oct: Organisations written responses to PME questions D I S C L A I M E R S: Participation in the PME, including shortlisting, will not form part of the evaluation of any subsequent procurement and will not confer any advantage or preference in that procurement. POL reserves the right to amend the format or timing of the PME where necessary, provided that any such changes are managed consistently with its obligations under the Procurement Act 2023.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06eec3
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/082320-2026
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
Not specified
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

48430000 - Inventory management software package

72261000 - Software support services

72262000 - Software development services

72263000 - Software implementation services

72265000 - Software configuration services

72267100 - Maintenance of information technology software

72268000 - Software supply services

72416000 - Application service providers

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
28 Aug 20262 weeks ago
Submission Deadline
Not specified
Future Notice Date
28 Oct 20262 months to go
Award Date
Not specified
Contract Period
27 May 2027 - 27 May 2032 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
Post Office Limited
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LONDON
Postcode
EC2V 7ER
Postcode Area
Central London
Country
England
Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI3 Inner London - West
Small Region (ITL 3)
TLI35 Westminster and City of London
Delivery Location
Not specified
Local Authority
City of London
Electoral Ward
Bassishaw
Westminster Constituency
Cities of London and Westminster

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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