Finance System Replacement

{
  "id": "061962-2026",
  "tag": [
    "planning"
  ],
  "date": "2026-07-01T17:08:33+01:00",
  "ocid": "ocds-h6vhtk-06c1c4",
  "buyer": {
    "id": "GB-COH-RS007726",
    "name": "POPLAR HOUSING AND REGENERATION COMMUNITY ASSOCIATION LIMITED"
  },
  "tender": {
    "id": "ocds-h6vhtk-06c1c4",
    "lots": [
      {
        "id": "1",
        "status": "planning",
        "hasRenewal": true,
        "suitability": {
          "sme": true
        },
        "contractPeriod": {
          "endDate": "2032-07-31T23:59:59+01:00",
          "startDate": "2027-08-01T00:00:00+01:00",
          "maxExtentDate": "2034-06-30T23:59:59+01:00"
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UKC",
            "country": "GB",
            "countryName": "United Kingdom"
          },
          {
            "region": "UKD",
            "country": "GB",
            "countryName": "United Kingdom"
          },
          {
            "region": "UKE",
            "country": "GB",
            "countryName": "United Kingdom"
          },
          {
            "region": "UKF",
            "country": "GB",
            "countryName": "United Kingdom"
          },
          {
            "region": "UKG",
            "country": "GB",
            "countryName": "United Kingdom"
          },
          {
            "region": "UKH",
            "country": "GB",
            "countryName": "United Kingdom"
          },
          {
            "region": "UKI",
            "country": "GB",
            "countryName": "United Kingdom"
          },
          {
            "region": "UKJ",
            "country": "GB",
            "countryName": "United Kingdom"
          },
          {
            "region": "UKK",
            "country": "GB",
            "countryName": "United Kingdom"
          },
          {
            "region": "UKL",
            "country": "GB",
            "countryName": "United Kingdom"
          },
          {
            "region": "UKM",
            "country": "GB",
            "countryName": "United Kingdom"
          },
          {
            "region": "UKN",
            "country": "GB",
            "countryName": "United Kingdom"
          },
          {
            "region": "GG",
            "country": "GG",
            "countryName": "Guernsey"
          },
          {
            "region": "IM",
            "country": "IM",
            "countryName": "Isle of Man"
          },
          {
            "region": "JE",
            "country": "JE",
            "countryName": "Jersey"
          }
        ],
        "additionalClassifications": [
          {
            "id": "48440000",
            "scheme": "CPV",
            "description": "Financial analysis and accounting software package"
          }
        ]
      }
    ],
    "title": "Finance System Replacement",
    "status": "planning",
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "description": "Poplar HARCA is seeking to procure a modern cloud-based (SaaS) finance system to replace its existing Accounts platform, aligning with its Cloud First strategy and wider digital transformation objectives.\nScope of Goods and Services\nThe procurement will include:\n•\tProvision of a fully integrated finance system with core financial management, reporting, workflow, and automation capabilities.\n•\tSystem integration with existing housing management software (MRI Enterprise Housing).\n•\tData services, including migration, archiving, and access to historic financial data (up to 6 years retention).\n•\tFunctionality to support data governance, quality, and consistency improvements.\n•\tInclusion of AI-enabled and emerging technology capabilities to enhance efficiency and insight.\n•\tImplementation, support, and ongoing service model delivery.\nScale and Value Context\n•\tOrganisation manages 10,000+ homes and employs 300-350 staff, indicating an enterprise-level system requirement.\n•\tOperates within a £2.5bn regeneration programme, requiring a robust and scalable financial platform.\n•\tProcurement will assess indicative costs, investment levels, and resource requirements.\nDelivery Model\n•\tSolution must be delivered via a cloud-hosted SaaS model, supporting the transition from legacy on-premise systems.\n•\tSuppliers will be expected to provide: \no\tA clear implementation approach and timeline\no\tDefined integration architecture\no\tSupport and maintenance arrangements\no\tDemonstrations and evidence of sector experience",
    "aboveThreshold": true,
    "mainProcurementCategory": "goods"
  },
  "parties": [
    {
      "id": "GB-COH-RS007726",
      "name": "POPLAR HOUSING AND REGENERATION COMMUNITY ASSOCIATION LIMITED",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKI42",
        "country": "GB",
        "locality": "London",
        "postalCode": "E14 6DA",
        "countryName": "United Kingdom",
        "streetAddress": "155 East India Dock Road"
      },
      "details": {
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          }
        ]
      },
      "identifier": {
        "id": "RS007726",
        "scheme": "GB-COH"
      },
      "contactPoint": {
        "email": "procurementbusiness@poplarharca.co.uk"
      },
      "additionalIdentifiers": [
        {
          "id": "PRPW-7482-CJBN",
          "scheme": "GB-PPON"
        }
      ]
    }
  ],
  "language": "en",
  "planning": {
    "documents": [
      {
        "id": "061962-2026",
        "url": "https://www.find-tender.service.gov.uk/Notice/061962-2026",
        "format": "text/html",
        "noticeType": "UK2",
        "description": "Preliminary market engagement notice on Find a Tender",
        "documentType": "marketEngagementNotice",
        "datePublished": "2026-07-01T17:08:33+01:00"
      }
    ],
    "milestones": [
      {
        "id": "engagement",
        "type": "engagement",
        "status": "scheduled",
        "dueDate": "2026-08-24T23:59:59+01:00",
        "description": "Scope of Engagement \nPoplar HARCA is undertaking a Pre-Market Engagement (PME) exercise to explore the market for a cloud-based finance system replacement. The purpose of the engagement is to understand supplier capability, solution options, delivery models, and other possibilities in advance of any formal procurement process.\nSuppliers will be expected to demonstrate and discuss:\n•\tCore finance functionality\n•\tReporting and management information\n•\tWorkflow and automation capabilities\n•\tIntegration with housing management systems\n•\tData migration, archive, and historic data access\n•\tAI-enabled functionality\n•\tImplementation approach and delivery model\n•\tSupport arrangements and indicative costs\n•\tRelevant sector experience\nEngagement Activities, Locations and Dates\nThe PME will be conducted through structured supplier system demonstrations.\n•\tDemonstrations will take place between 3 August 2026 and 17 August 2026.\n•\tEach session will last half a day, scheduled as either: \no\tMorning session: 09:00 - 12:00, or\no\tAfternoon session: 13:00 - 16:00\nThe preferred  location is:\nPoplar HARCA Head Office\n155 East India Dock Road\nLondon\nE14 6DA.\n•\tVirtual (Microsoft Teams) sessions will be accommodated where suppliers are unable to attend in person.\n•\tDemonstration slots are limited and will be allocated on a first-come, first-served basis.\n•\tConfirmed session dates will be issued during the week commencing 27 July 2026.\nExpressions of Interest (EOI).\nInterested Parties wishing to participate in the PME should register their interest no later than 21st July 2026 by sending an email to:\nProcurementbusiness@poplarharca.co.uk \nSuppliers wishing to participate in the PME must:\n•\tSubmit their registration by 21 July 2026\n•\tProvide the names and roles of attendees for the demonstration session\nParticipation is subject to availability and completion of the registration process.\nClarification and Information Sharing\nA formal clarification process is not specified for this PME. \nHowever:\n•\tInformation provided by participants may be used to inform Poplar HARCA's future specification, procurement strategy, and business case development.\n•\tSuppliers should clearly identify any commercially sensitive information at the point of submission"
      }
    ]
  },
  "initiationType": "tender"
}