Procurement, implementation and support of Procure to Pay (P2P) Software - Prior Information Notice (PIN) for Supplier pre-Engagement Event

This Prior Information Notice is to advise all interested parties of our planned supplier pre-market engagement event for a computerised Procurement to Pay (P2P) solution. We now welcome registrations of interest to be part of these sessions. The sessions are intended to assist mhs homes with its understanding of system availability and capabilities, and to help inform specification and tender documentation ahead of a planned tender process. mhs homes is a non profit organisation that provides affordable homes to people who need them most. As Medway's largest housing association and Kent's largest independent landlord, we offer homes for general needs, private rent and shared ownership. Medway Housing Society was formed in 1990 when we acquired the entire housing stock of the then Rochester - Upon - Medway City Council. We were the only large-scale voluntary transfer to take place that was not registered with the then Housing Corporation. 8,567 properties and 122 staff transferred from the Council to the Society on 29 July 1990. mhs community charity, was set up in 1999 to deliver community based initiatives in Medway. The charity created two Foyers to provide accommodation, access to education, training and employment for disadvantaged young people aged 16 to 25. In 2011 we launched a new registered provider subsidiary, Heart of Medway Housing Association. We became one of the first non-registered organisations to create a registered provider subsidiary within a group. Heart of Medway has charitable status and was registered with the Tenant Services Authority (TSA) to deliver the organisation's future development programme. Supplier Pre-market Engagement It is intended that the event will be held over two days on 5th and 6th September 2023. Each supplier involved will be invited to present a high level overview of their P2P software and will be asked to include in the presentation the following two high level scenarios: • How an order is raised and authorised for an overhead/asset items, how the order is receipted and how an invoice is received and processed against the order, including any additional authorisation process that may be required (e.g. if the invoice value does not match the order value) • How an invoice/credit note is processed that does not have a pre raised order to match against e.g. utility bill or development invoices including how these are coded and authorised. A brief explanation of how the system will integrate with other business systems used by mhs (e.g. core finance system, repairs ordering and asset management systems) is also requested Each supplier will have approximately 45 minutes available for the presentation, therefore suppliers are asked to ensure the presentations are focused. Our preference is for on site, in person presentations where possible but where this is not possible presentation via Teams will be acceptable. We would ask that a maximum of two representatives from each supplier attend these sessions. Session Details Session 1: Tuesday 5th September 2023, 9am to 5pm (45 minute time slots to be allocated) Session 2: Wednesday 6th September 2023, 9am to 5pm (45 minute time slots to be allocated) Please register your interest by completing the registration form and returning by Tuesday 29th August @ 12pm. Once your interest has been registered, we will contact you to confirm a time slot for one of the sessions, a final Agenda and share a Microsoft Teams link if attending virtually. Please note that we are unlikely to be able to accommodate all suppliers who register an interest to participate in the sessions. mhs homes is committed to ensuring fairness, openness and transparency, and to following the Public Contract Regulations 2015 and related regulations. This Prior Information Notice (PIN) is however, issued solely for the purpose of conducting supplier pre-market engagement. Interested parties will not be prejudiced or advantaged by any response or lack thereof to the PIN or attendance (virtual or in person) to the supplier pre-market engagement event and a response to this PIN, or the event, does not guarantee any invitation to participate in any future procurement. This PIN does not constitute a call for competition to procure any services, supplies or works for mhs homes. mhs homes is not liable for any costs, fees, or expenses incurred by any party in replying to the PIN or attending the supplier pre-market engagement event sessions. Additional information: Please register on the mhs tending portal Curtis Fitch https://mhshomes.esourcingportal.com/current_opportunities.cfm via this link you can view the notice and register. Enter your company details and accept the terms & conditions, view the related document and access the link for the registering form. You will receive an email with your allocated slot after the notice closes. Thank you in advance for your interest,