Finance and HR System(s)

{
  "id": "023781-2026",
  "tag": [
    "tender"
  ],
  "date": "2026-03-16T19:30:45Z",
  "ocid": "ocds-h6vhtk-058b4c",
  "buyer": {
    "id": "GB-COH-04015633",
    "name": "WALSALL HOUSING GROUP LIMITED"
  },
  "tender": {
    "id": "DN787705",
    "lots": [
      {
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        "value": {
          "currency": "AED",
          "amountGross": 7046000
        },
        "status": "active",
        "renewal": {
          "description": "The option to extend for further periods of up to five years."
        },
        "hasRenewal": true,
        "awardCriteria": {
          "criteria": [
            {
              "name": "Cost",
              "type": "cost",
              "numbers": [
                {
                  "number": 30,
                  "weight": "percentageExact"
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            },
            {
              "name": "Quality",
              "type": "quality",
              "numbers": [
                {
                  "number": 70,
                  "weight": "percentageExact"
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            }
          ]
        },
        "contractPeriod": {
          "endDate": "2035-03-31T23:59:59+01:00",
          "startDate": "2027-02-01T00:00:00+00:00",
          "maxExtentDate": "2040-03-31T23:59:59+01:00"
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    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "additionalClassifications": [
          {
            "id": "48000000",
            "scheme": "CPV",
            "description": "Software package and information systems"
          },
          {
            "id": "48442000",
            "scheme": "CPV",
            "description": "Financial systems software package"
          },
          {
            "id": "48443000",
            "scheme": "CPV",
            "description": "Accounting software package"
          },
          {
            "id": "48444000",
            "scheme": "CPV",
            "description": "Accounting system"
          },
          {
            "id": "48450000",
            "scheme": "CPV",
            "description": "Time accounting or human resources software package"
          },
          {
            "id": "48451000",
            "scheme": "CPV",
            "description": "Enterprise resource planning software package"
          },
          {
            "id": "72261000",
            "scheme": "CPV",
            "description": "Software support services"
          },
          {
            "id": "72200000",
            "scheme": "CPV",
            "description": "Software programming and consultancy services"
          }
        ]
      }
    ],
    "title": "Finance and HR System(s)",
    "value": {
      "currency": "GBP",
      "amountGross": 7046000
    },
    "status": "active",
    "documents": [
      {
        "id": "future",
        "documentType": "biddingDocuments",
        "accessDetails": "see web address above for Tender Portal"
      },
      {
        "id": "conflictOfInterest",
        "description": "Not published",
        "documentType": "conflictOfInterest"
      },
      {
        "id": "023781-2026",
        "url": "https://www.find-tender.service.gov.uk/Notice/023781-2026",
        "format": "text/html",
        "noticeType": "UK4",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "datePublished": "2026-03-16T19:30:45Z"
      }
    ],
    "procedure": {
      "features": "Please see tender documentation"
    },
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "awardPeriod": {
      "endDate": "2027-01-20T23:59:59+00:00"
    },
    "description": "Walsall Housing Group Limited (trading as “whg”) is registered with the Regulator of Social Housing, as a registered Provider of Social Housing (L4389), as a company limited by guarantee at Companies House (04015633) and as a registered charity (1108779) with its main operating subsidiaries & entities and all future operating subsidiaries & entities.\nwhg is procuring for and on behalf of its subsidiaries and potentially Aspire Housing Limited.  \nwhg requires a wholistic software solution for both finance and HR systems including the build and run phases of such systems. In an ideal world the Finance and HR system will come hosted on the same platform to provide a consistent look and feel across its back office and self-service functions. The Finance and HR systems may be provided as separate products/solutions however seamless integration must be demonstrated. \nwhg anticipated key dates in relation to the Contract are detailed in the tender documentation and split between Mobilisation / Build, License Minimum term with the option to extend at whg’s sole discretion. An outline is provided below:\n•\tHR System\no\tMobilisation / Build Period: February 2027\no\tGo Live: January 2028\no\tMinimum term: 7 years and 3 months with the option to extend for further periods of up to 5 (five) years at whg’s sole discretion.\n•\tFinance System \no\tMobilisation / Build Period: February 2027\no\tGo Live: April 2028\no\tMinimum term: 7 years with the option to extend for further periods of up to 5 (five) years at whg’s sole discretion.\nwhg and Aspire Housing are in early talks around a potential merger of the two organisations to create a new housing association with over 32,000 homes across their Midlands heartlands.\nThe merger would see the creation of a new housing association, building on an existing footprint across the West Midlands and Staffordshire. Under the proposals, whg and Aspire aim to bring together the best from both organisations to provide excellent housing services, create more regional growth opportunities and build more affordable homes for people in local communities.\nThe estimated contract value includes an allowance for the merger proportion (35%) of licenses and additional costs associated with implementation/build phase over the term including the extension options.\nPlease see the tender documentation for the full description and requirements.",
    "enquiryPeriod": {
      "endDate": "2026-04-10T12:00:00+01:00"
    },
    "aboveThreshold": true,
    "submissionTerms": {
      "languages": [
        "en"
      ],
      "electronicSubmissionPolicy": "allowed"
    },
    "procurementMethod": "selective",
    "mainProcurementCategory": "goods",
    "submissionMethodDetails": "https://in-tendhost.co.uk/whg/aspx/home",
    "procurementMethodDetails": "Competitive flexible procedure",
    "expressionOfInterestDeadline": "2026-04-20T12:00:00+01:00"
  },
  "parties": [
    {
      "id": "GB-COH-04015633",
      "name": "WALSALL HOUSING GROUP LIMITED",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKG38",
        "country": "GB",
        "locality": "Walsall",
        "postalCode": "WS1 1AB",
        "countryName": "United Kingdom",
        "streetAddress": "100 Hatherton Street"
      },
      "details": {
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            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
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      },
      "identifier": {
        "id": "04015633",
        "scheme": "GB-COH"
      },
      "contactPoint": {
        "email": "Procurement@whgrp.co.uk"
      }
    }
  ],
  "language": "en",
  "initiationType": "tender"
}

{
  "id": "050175-2025",
  "tag": [
    "planning"
  ],
  "date": "2025-08-20T13:28:02+01:00",
  "ocid": "ocds-h6vhtk-058b4c",
  "buyer": {
    "id": "GB-COH-04015633",
    "name": "WALSALL HOUSING GROUP LIMITED"
  },
  "tender": {
    "id": "DN787705",
    "lots": [
      {
        "id": "1",
        "status": "planning",
        "hasRenewal": true,
        "suitability": {
          "sme": true,
          "vcse": true
        },
        "contractPeriod": {
          "endDate": "2036-09-30T23:59:59+01:00",
          "startDate": "2026-10-01T00:00:00+01:00",
          "maxExtentDate": "2041-09-30T23:59:59Z"
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UKG",
            "country": "GB",
            "countryName": "United Kingdom"
          }
        ],
        "additionalClassifications": [
          {
            "id": "48440000",
            "scheme": "CPV",
            "description": "Financial analysis and accounting software package"
          },
          {
            "id": "48450000",
            "scheme": "CPV",
            "description": "Time accounting or human resources software package"
          },
          {
            "id": "72260000",
            "scheme": "CPV",
            "description": "Software-related services"
          }
        ]
      }
    ],
    "title": "Finance HR System",
    "value": {
      "amount": 6250000,
      "currency": "GBP",
      "amountGross": 7500000
    },
    "status": "planning",
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "description": "whg is seeking to engage with suppliers to explore the market for Finance HR System/s. \nwhg relies on its Finance and HR system not just for accounting, but as a strategic tool to manage its operations, comply with regulations, and deliver value for money.​ \nwhg is looking for a modern system with an intuitive user interface, in an ideal world the finance and HR system will come hosted on the same platform to provide a consistent look and feel across its back office and self-service functions. whg will procure the finance and HR systems separately where there is a strong business case however seamless integration must be demonstrated. ​ \nIntegration with Microsoft packages including Power BI should come as standard. Systems must demonstrate a range of flexible API's which will allows data and transactions to be interfaced in and out of both systems.​ \nOnce implemented whg should be self-sufficient and able to manage the system without recourse to the supplier.​ \nPlease see below for the requirements. \nCore Financial Management​: \nGeneral ledger with multi-dimensional coding (e.g., expenses code, cost centre, project, activity/scheme) Interface with external systems (e.g. housing managements and payroll bureau)​.\nSource to Payment (Accounts Payable AP) with supplier and contract management, purchase order processing, commitment accounting, AI integration for document management of AP invoices batch payments, integration with bacs systems and supplier spend analysis.​ \nSales to Cash (Accounts receivable) with customer invoicing, debt management and credit control​ \nCash and bank management, including bank reconciliations, multiple bank accounts and seamless integration to banking systems​ \nFixed asset management including depreciation, component accounting and asset lifecycle tracking​ \nBudgeting and forecasting (both annual and rolling forecasts)​ \nVAT (VAT groups, Partial Exemption Special Methodology)​ \nCIS (Construction Industry Scheme) processing​ \nMulti-company and intercompany accounting (for groups with multiple entities)​ \nExpenses systems linked to the AP module​ \nProject and Development Accounting​: \n Scheme and development cost tracking​ \nCapital project management with spend profiles and commitments​ \nGrant and funding tracking (Homes England, etc.)​ \nLinks to development appraisal tools​ \nHousing-Specific Requirements​:\nIntegration with housing management systems (e.g., MIS Active H)​ \nRent and Service charge accounting and recharges​ \nComponentisation of assets  \nCompliance with SORP and FRS 102​ \nReporting and Business Intelligence:​ \nCustom report builder (ad-hoc reporting)​ \nStandard reports (financial analysis, management accounts, statutory reporting, board reporting)​ \nReal-time dashboards for budget holders and executives​ \nExport capabilities to Excel, PDF, and other formats​ \nIntegration to Power BI and Teams​ \nKPI and regulatory reporting (e.g., RSH requirements, Credit Rating Agency, Covenant Compliance)​ \nRegulatory Compliance​: \nCompliance with FRS 102 and the Housing SORP​ \nVAT accounting (including partial exemption, reverse charge for CIS) \nCore HR System Requirement​:\nResource Register​ \nOrganisational Structure and Position Register​ \nStandard HR workflows (e.g. starter, change, leaver, other)​ \nSelf-managed system administration (e.g. organisational structure, create/edit reports, changes to tables/labels)​ \nAbsence Management, including sick pay calculations and bulk annual leave adjustments​ \nDocument Management (e.g. contracts, letters, payslips)​ \nIntegration to third party payroll and other third-party systems (e.g. ATS, reward platform, absence management software)​ \nData reporting, with capabilities for historic/change analysis and audit trail reporting​ \nAutomated notification capabilities (to system users, managers and employees)​ \nFlexible access levels with self-service capabilities for employees​ \nAutomated data retention and deletion tools, including automated or semi-automated Subject Access Request tools​ \nBulk change capabilities (e.g. pay review, organisational changes) \nGeneral Requirements:  \nCloud and Hosting:​ \nCloud-based or hybrid architecture (preferred for scalability and resilience)​ \nUK-based data centres with robust disaster recovery and back-up systems​ \nRegular updates and minimal downtime (SaaS model ideal)​ \n User Experience and Access: \nIntuitive user interface with role-based dashboards​ \nMobile-accessible for remote or hybrid working​ \nSelf-service tools for budget holders and non-finance users​ \nSecurity and Access Control​: \n User-level permissions and audit trail​ \nTwo-factor authentication OR single sign on \nGDPR compliance with data access control and retention policies​ \nAudit and Risk Management​: \n Full audit trail of transactions and user activity​ \nDefinable Segregation of duties (e.g., invoice entry vs approval vs payment)​ \nDefinable Workflow approvals for purchases, journals, and budget changes​ \nUser defined Alerting to provide alerts where the reporting conditions are triggered​ \nVendor Support and Community:​ \nStrong user community and active vendor roadmap​ \nTraining and onboarding support​ \nProven track record in the housing or similar sectors​ \nImplementation Considerations​: \nClear implementation plan with milestones and stakeholder engagement​ \nData migration support, including chart of accounts redesign if needed​ \nProject management from vendor or third-party consultants​ \nOngoing support (e.g., helpdesk, account manager, user forums)",
    "aboveThreshold": true,
    "mainProcurementCategory": "services"
  },
  "parties": [
    {
      "id": "GB-COH-04015633",
      "name": "WALSALL HOUSING GROUP LIMITED",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKG38",
        "country": "GB",
        "locality": "Walsall",
        "postalCode": "WS1 1AB",
        "countryName": "United Kingdom",
        "streetAddress": "100 Hatherton Street"
      },
      "details": {
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          }
        ]
      },
      "identifier": {
        "id": "04015633",
        "scheme": "GB-COH"
      },
      "contactPoint": {
        "email": "Procurement@whgrp.co.uk"
      },
      "additionalIdentifiers": [
        {
          "id": "PYHD-5721-XWDQ",
          "scheme": "GB-PPON"
        }
      ]
    }
  ],
  "language": "en",
  "planning": {
    "documents": [
      {
        "id": "050175-2025",
        "url": "https://www.find-tender.service.gov.uk/Notice/050175-2025",
        "format": "text/html",
        "noticeType": "UK2",
        "description": "Preliminary market engagement notice on Find a Tender",
        "documentType": "marketEngagementNotice",
        "datePublished": "2025-08-20T13:28:02+01:00"
      }
    ],
    "milestones": [
      {
        "id": "engagement",
        "type": "engagement",
        "status": "scheduled",
        "dueDate": "2025-09-08T23:59:59+01:00",
        "description": "Interested suppliers are invited to participate in this market engagement exercise to consider the outline requirements. They are not to be considered exhaustive or restrictive and we want to understand from this preliminary market engagement exercise of the scope of services we have identified. \nThere will be an initial supplier briefing session held online by Teams on Monday 15th September 09:30-10:30. \nFollowing this, a questionnaire shall be issued to interested suppliers to further understand the scope and supply market capacity and capability. \nTo participate, please register your interest by submitting an 'Expression of Interest (EOI)' form available on Pro-Contract Housing Procurement Portal (https://procontract.due-north.com/) project DN787705. All expressions of interest must be submitted through the Pro-Contract Housing Procurement Portal via message function against project DN787705. \nPlease complete and upload the document attached to the portal 'EOI - Finance HR System' by no later than 12.00 noon (GMT) on 08 September 2025. \nShould you experience any technical difficulties in using the Pro-Contract system, please contact the supplier support helpline on 03300050352. \nwhg is committed to fair, transparent, and competitive procurement in accordance with the Procurement Act 2023. This notice does not constitute a commitment to procure but is intended to inform the development of our procurement strategy and shape our procurement process."
      }
    ]
  },
  "initiationType": "tender"
}