---
title: "Provision of a Financial Management System and Associated Solutions"
ocid: "ocds-h6vhtk-06ccf2"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-06ccf2"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-06ccf2.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-06ccf2.json"
source: "Find A Tender Service"
current_stage: "Planning"
buyer: "CAERPHILLY COUNTY BOROUGH COUNCIL"
published: "2026-07-16"
---

# Provision of a Financial Management System and Associated Solutions

Buyer: CAERPHILLY COUNTY BOROUGH COUNCIL  
Current stage: Planning  
OCID: ocds-h6vhtk-06ccf2

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## Summary

Caerphilly County Borough Council is in the planning stage of procuring a new cloud-based Financial Management System to replace its current system, which is set to expire in 2028. The procurement process is focused on solutions that can enhance the Council's core financial functions such as general ledger, budgeting, and forecasting, alongside optional modules including asset management, property management, and purchase-to-pay functionality. The council is conducting pre-market engagement until 3 August 2026 to gather insights into available solutions and inform its procurement strategy, with the procurement expected to commence around October/November 2026. Located in Hengoed, United Kingdom, interested suppliers can contribute through engagement sessions from 3 - 14 August 2026.

This opportunity is particularly promising for businesses experienced in delivering integrated or modular cloud-based financial systems within the public sector. Companies offering solutions that enhance digital transformation, improve integration capabilities, and provide scalable, user-friendly interfaces will find this tender suitable. The competitive flexible procedure underpins the procurement method, providing an equitable platform for SMEs to engage and potentially secure a contract valued at approximately GBP 5 million, aiming to drive innovation and efficiency within Caerphilly County Borough Council's financial management framework.

## Notice

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

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/067385-2026 |
| 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 |
| All stages | Planning |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 16 Jul 2026 |
| Submission deadline | Not specified |
| Future notice date | 19 Oct 2026 |
| Award date | Not specified |
| Contract period | 1 Feb 2028 - 31 Jan 2033 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £5,000,000 |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Planned |
| Lots status | Planned |
| Awards status | Not specified |
| Contracts status | Not specified |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | CAERPHILLY COUNTY BOROUGH COUNCIL |
| Locality | HENGOED |
| Post town | Cardiff |
| Postcode | CF82 7PG |
| Country | Wales |
| ITL 1 | TLL Wales |
| ITL 2 | TLL5 South East Wales |
| ITL 3 | TLL53 Gwent Valleys |
| Local authority | Caerphilly |
| Electoral ward | Ystrad Mynach |
| Westminster constituency | Caerphilly |
| Delivery location | TLL16 Gwent Valleys |

## CPV Codes

### Divisions

- 48 - Software package and information systems
- 72 - IT services: consulting, software development, Internet and support

### 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

## Release History

- 16 Jul 2026 at 14:47 - Planning - UK2 - Preliminary Market Engagement Notice - https://www.find-tender.service.gov.uk/Notice/067385-2026
- 16 Jul 2026 at 12:52 - Planning - UK1 - Pipeline Notice - https://www.find-tender.service.gov.uk/Notice/067280-2026

## 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

## Notice URLs

- http://www.caerphilly.gov.uk
- https://www.legislation.gov.uk/ukpga/2023/54/contents

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-06ccf2. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-06ccf2.json.