Finance System Software

{
  "id": "051940-2025",
  "tag": [
    "planning"
  ],
  "date": "2025-08-28T12:58:46+01:00",
  "ocid": "ocds-h6vhtk-058f4a",
  "buyer": {
    "id": "GB-COH-02205136",
    "name": "THE EXTRACARE CHARITABLE TRUST"
  },
  "tender": {
    "id": "ocds-h6vhtk-058f4a",
    "lots": [
      {
        "id": "1",
        "status": "planning",
        "suitability": {
          "sme": true
        },
        "contractPeriod": {
          "endDate": "2032-04-30T23:59:59+01:00",
          "startDate": "2027-03-01T00:00:00Z"
        }
      }
    ],
    "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"
          }
        ],
        "additionalClassifications": [
          {
            "id": "48440000",
            "scheme": "CPV",
            "description": "Financial analysis and accounting software package"
          },
          {
            "id": "72260000",
            "scheme": "CPV",
            "description": "Software-related services"
          }
        ]
      }
    ],
    "title": "Finance System Software",
    "status": "planning",
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "description": "ExtraCare Charitable Trust is seeking some pre-market engagement from suppliers ahead of a formal procurement process for a new Finance System.",
    "aboveThreshold": true,
    "mainProcurementCategory": "services"
  },
  "parties": [
    {
      "id": "GB-COH-02205136",
      "name": "THE EXTRACARE CHARITABLE TRUST",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKG33",
        "country": "GB",
        "locality": "Coventry",
        "postalCode": "CV3 2SN",
        "countryName": "United Kingdom",
        "streetAddress": "7 Harry Weston Road, Binley Business Park"
      },
      "details": {
        "url": "https://www.extracare.org.uk/",
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          }
        ]
      },
      "identifier": {
        "id": "02205136",
        "scheme": "GB-COH"
      },
      "contactPoint": {
        "email": "procurement.team@extracare.org.uk"
      },
      "additionalIdentifiers": [
        {
          "id": "PPLZ-4412-MJVZ",
          "scheme": "GB-PPON"
        }
      ]
    }
  ],
  "language": "en",
  "planning": {
    "documents": [
      {
        "id": "051940-2025",
        "url": "https://www.find-tender.service.gov.uk/Notice/051940-2025",
        "format": "text/html",
        "noticeType": "UK2",
        "description": "Preliminary market engagement notice on Find a Tender",
        "documentType": "marketEngagementNotice",
        "datePublished": "2025-08-28T12:58:46+01:00"
      }
    ],
    "milestones": [
      {
        "id": "engagement",
        "type": "engagement",
        "status": "scheduled",
        "dueDate": "2025-09-12T23:59:59+01:00",
        "description": "Expression of Interest - Pre-Tender Market Engagement for Finance System Procurement\nOrganisation: ExtraCare Charitable Trust\nSector: Housing\nContact: procurement.team@extracare.org.uk \nDeadline for Responses: 12th September 2025\n________________________________________\nPurpose of this Notice\nExtraCare Charitable Trust is seeking expressions of interest from suppliers ahead of a formal procurement process for a new Finance System. This pre-tender market engagement aims to:\n•\tUnderstand market capabilities and innovations.\n•\tInform the development of our procurement strategy and system requirements.\n•\tEnsure inclusivity and transparency in supplier engagement.\nWe welcome input from suppliers with experience in delivering finance systems to similar sized organisations, particularly those with experience working with charities and housing associations. \nWe reserve the right not to proceed with a procurement exercise or a contract or a commitment of any nature.\nAny and all costs associated with the production of a response to an Expression of Interest must be borne by the potential Provider. We will not contribute in any way to the costs of any response.\nInformation contained within this document is confidential and must not be revealed to any third party without prior written consent from us.\n________________________________________\nAbout Us\nWe are a UK-based charity operating in the housing sector. We operate at 18 retirement villages and schemes in the UK, providing over 3,700 homes for over 4,000 residents. Our finance function of around 40 people is relatively straightforward with limited customisation expected for a new finance system. We are currently reviewing and upgrading several internal systems, some of which will require integration with the new finance system.\n________________________________________\nScope of the Finance System\nThe new system will be expected to provide core finance functionality, including:\n•\tGeneral Ledger\n•\tAccounts Payable and Receivable\n•\tFixed Assets\n•\tBudgeting and Forecasting\n•\tFinancial Reporting and Analysis\n•\tBank Reconciliations\n•\tVAT and Regulatory Compliance\n•\tPurchase Order management\nWe also require:\n•\tIntegration with existing systems, including an OCR scanning system and other Purchase Order systems.\n•\tFlexibility to integrate with other existing or future systems\n•\tCloud-based deployment preferred\n•\tUser-friendly interface and reporting tools\n•\tStrong support and training offering________________________________________\nMarket Engagement Process\nInterested suppliers are invited to respond with:\n•\tA brief overview of your solution and its suitability for our organisation\n•\tExamples of similar implementations\n•\tKey differentiators of your system\n•\tIndicative implementation timelines and support models\n•\tA pre-recorded max 30min demo/webinar demonstrating core functionality and general look and feel\nResponses will help shape our formal tender documentation. Participation in this process does not confer any advantage in the subsequent procurement.\n________________________________________\nNext Steps\nFollowing this engagement, we intend to:\n•\tReview supplier input\n•\tFinalise our requirements\n•\tPublish a formal tender notice in accordance with applicable procurement regulations (or utilise a suitable framework)\nHow to Respond\nPlease submit your expression of interest by 4pm Friday 12th September 2025 to procurement.team@extracare.org.uk \nIf you have any questions, contact procurement.team@extracare.org.uk"
      }
    ]
  },
  "initiationType": "tender"
}