Official UK procurement notice
Source to Pay Software Solution (
Authority: Southern Water Services Limited (Public body)·Consortium: 2 public authorities
What is being bought2 lots · detail below
Published requirement descriptionSouthern Water ("SW") seek a Solution Provider to licence a cloud-based, Source to Pay software solution ("Solution") that will give SW users a more intuitive experience in purchasing goods and services.
The Source to Pay process ("S2P") comprises of Source to Contract ("S2C") and Purchase to Pay ("P2P") processes. The Solution will provide end-to-end functionality.
P2P:
The Solution will manage SW's end-to-end procurement processes from capturing a Requirement, through Purchase Requisition, Approval, Purchase Order Creation, Supplier PO Receipting, SW Service/Product Receipting, Supplier Invoicing to "OK to pay" from a 3-way match.
Critical to improved user experience will be that the Solution will enable users to:
- Execute required actions "on the move" via secure mobile technologies as well as computer based.
- Leverage punchouts with external approved and secure supplier sites.
- Access and order from approved supplier catalogues.
The Solution must have a proven method of:
- Managing professional services.
- Goods and works contracts that may leverage Framework Agreements and timesheets.
These areas represent a key portion of the SW spend profile. The nature of managing this spend in this Solution is still being defined but will be clarified later in the Procurement Process.
S2C:
For spend that is not readily available when requisitioned, the Solution would also have integrated Sourcing, Contracting and Supplier / Contract Performance Management functionality, that is triggered by workflow management to a central Procurement function.
All S2P activities must workflow automatically and allow for online collaboration between SW colleagues and Suppliers, who will be able to access the Solution via a secure external Supplier Portal.
The number of integrations to legacy SW systems is still being defined, but we would expect the Solution to be able to readily integrate to common Finance or HR platforms as a minimum and have SSO capability.
It must also have the capability to be integrated with Asset Management, Inventory and Stores solutions, as a possible further future activity. (Although this is not in the initial implementation scope, it is essential there is evidential functional capability to do so.)
To deliver the integration of the Solution, SW is seeking a Solution Implementation Partner ("SIP") who is accredited to the Software Provider ("SWP").
The Solution Provider is asked to identify up to three (3) Solution Implementation Partners ("SIP"). The process for nominating SIPs is described in the Tender Pack.
The SIP must be able to:
- Prove and leverage experience of SWP implementation in the UK utility industry, with a preference for Water industry.
- Prove accreditation with the SWP, with experience in implementation of the specific Solution.
- How the procedure runs: The Tender stages will be run as follows: Stage 1: PQQ-SWP (Software Provider): All interested software providers can apply to be considered for participation in this sourcing exercise, through contacting [email protected]. The SWP must nominate up to 3 SIPs (Software Implementation Partner) that are accredited and certified to implement their software. This may include in-house implementation teams (if appropriate). Aligned to the aims of the Procurement Act 2023 in creating a more level playing field for SMEs, SW require the SWP to nominate 1 x Tier 1 SIP and 2 x "Other" SIPs; being of mid-range/SME/Specialist in nature. Through a set of criteria defined in the PQQ documentation, a shortlist of 4-6 SWPs (and their nominated SIPs) will be invited to respond to the ITT-SWP stage. All other SWPs (and non-compliant parties) will be notified as unsuccessful from the process at this stage. Stage 2: ITT-SWP: The shortlisted SWPs will receive the ITT documentation to be considered as the optimal software solution for Southern Water. SWPs will be provided a pre-determined time slot to present demonstrations to SW. For transparency, these demonstration sessions will be recorded. Further detail with regard to the presentation objectives and timings will be provided within the ITT documentation. Through this ITT stage, the Top-2 down selected SWPs will progress to the final stage of the Tender - this will then trigger the separate SIP selection process. PQQ/ITT-SIP: At the same time as the ITT-SWP is published, a separate PQQ/ITT-SIP documentation pack will be published to the nominated SIPs of the shortlisted 4-6 SWPs (only). The PQQ (SIP) will be used to pre-qualify SIPs ahead of further down-selecting to the Top-2 SWPs. Only SIPs who cannot fulfil the PQQ (SIP) requirements, will be automatically rejected. Note: a SIP that is nominated by more than one SWP, will be asked to complete separate responses per SWP-nomination as some answers will specifically pertain to their working with that SWP. Note: SIPs are advised that although PQQ/ITT-SIP is published at the same time, the ITT-SIP will only be evaluated by SW once the Top-2 SWPs have been determined. SW will notify the Top-2 down selected SWPs to alert their respective SIPs to respond to the ITT (SIP). Stage 3: Upon determination of the Top-2 down selected SWPs, their associated SIPs will be provided a pre-determined time slot to present demonstrations to SW. For transparency, these demonstration sessions will be recorded. BAFO-SWP: the Top-2 down selected SWPs will be given the opportunity to consider and submit a BAFO at the same time as their nominated SIPs are responding to the ITT-SIP. The deadline for BAFO-SWP and ITT-SIP will be the same. Stage 4: FINAL SELECTION: Upon submission of the BAFO-SWP and ITT-SIP, Southern Water will assess and score the combined SWP-SIP combination of responses to identify the optimal partnership. This combination will become the Preferred Solution and Implementation Partner and progress to the Contracting stage.
CPV: Software implementation services · Software supply services
Lots and requirements (2)Procurement structure
2 lots · all with a published value · evaluation weights differ by lotLot #1Source to Pay Software SolutionAwardedRenewalPublished value£0
Southern Water is seeking a Source to Pay Software Solution that supports the needs and demands over the AMP8 period.
The Solution should enable SW users to do the following:
- Access the solution seamlessly (SSO)
- Be guided in their buying experience to available contracts with active approved suppliers to required goods or services, or to Procurement support for non-contracted goods and services, to be able to then establish a supporting contract
- Create and run a full end to end Sourcing Process, compliant to Procurement Act 2023 regulations - conversely able to also provide a lite-sourcing and e-auction functionality for suitable spend requirements
- Contract online with successful suppliers at the end of the Sourcing Process
- Manage the full end to end P2P process, providing real time visibility for all PR/PO and Invoices
- Receipt goods and services either online in the solution or via a solution generated email alert
A solution that enables SW Suppliers to:
- Access the solution via a secure Portal
- Maintain their own details
- Receive and respond online to Tender requests
- Receive and execute POs
- Create and publish invoices to SW
- Track payment progress of all invoices
A solution that can:
- Host the master SW Supplier database
- Be easily integrated to other SW legacy solutions
- Be aligned to forthcoming UK e-invoicing regulations
Lot #2Software Implementation PartnerAwardedRenewalPublished value£0
Southern Water is seeking a Software Implementation Partner that is certified and experienced with the SWP and will support SW in the implementation and enablement of the Solution.
An implementation partner that:
- Has been proposed by the associated S2P Software Provider in their initial response.
- Is accredited / certified by the Software Provider to configure and implement the associated software
- Has experience of configuring S2P solutions in the UK Utilities Industry including integration to UK Government sources such as Find a Tender Service (ideally Utilities experience is in "Water", but others would be considered - also ideally with the associated software but others would be considered)
- Has experience in delivering from an implementation playbook for the associated Software Provider
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Lots publish different evaluation splits; there is no single procedure weighting.
| Lot | Quality | Price | Split |
|---|---|---|---|
| 1 · Source to Pay Software Solution | 70% | 30% | |
| 2 · Software Implementation Partner | 50% | 50% |
- Price carries 30–50 points depending on the lot. Read the split per lot below.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Utilities
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Unspecified in notice
- First published
- 15 May 2025, 15:18 BST
- Last source update
- 20 Nov 2025, 17:06 GMT
- Award evaluation window
- Submission end – 7 Nov 2025
- FTS notice number
2025/S 000-024586- Latest notice
- Contract award notice (UK6)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-0514c3Find a Tender
- How it runs
The Tender stages will be run as follows:
Stage 1:
PQQ-SWP (Software Provider): All interested software providers can apply to be considered for participation in this sourcing exercise, through contacting [email protected]. The SWP must nominate up to 3 SIPs (Software Implementation Partner) that are accredited and certified to implement their software. This may include in-house implementation teams (if appropriate).
Aligned to the aims of the Procurement Act 2023 in creating a more level playing field for SMEs, SW require the SWP to nominate 1 x Tier 1 SIP and 2 x "Other" SIPs; being of mid-range/SME/Specialist in nature.
Through a set of criteria defined in the PQQ documentation, a shortlist of 4-6 SWPs (and their nominated SIPs) will be invited to respond to the ITT-SWP stage. All other SWPs (and non-compliant parties) will be notified as unsuccessful from the process at this stage.
Stage 2:
ITT-SWP: The shortlisted SWPs will receive the ITT documentation to be considered as the optimal software solution for Southern Water. SWPs will be provided a pre-determined time slot to present demonstrations to SW. For transparency, these demonstration sessions will be recorded. Further detail with regard to the presentation objectives and timings will be provided within the ITT documentation.
Through this ITT stage, the Top-2 down selected SWPs will progress to the final stage of the Tender - this will then trigger the separate SIP selection process.
PQQ/ITT-SIP: At the same time as the ITT-SWP is published, a separate PQQ/ITT-SIP documentation pack will be published to the nominated SIPs of the shortlisted 4-6 SWPs (only). The PQQ (SIP) will be used to pre-qualify SIPs ahead of further down-selecting to the Top-2 SWPs. Only SIPs who cannot fulfil the PQQ (SIP) requirements, will be automatically rejected.
Note: a SIP that is nominated by more than one SWP, will be asked to complete separate responses per SWP-nomination as some answers will specifically pertain to their working with that SWP.
Note: SIPs are advised that although PQQ/ITT-SIP is published at the same time, the ITT-SIP will only be evaluated by SW once the Top-2 SWPs have been determined. SW will notify the Top-2 down selected SWPs to alert their respective SIPs to respond to the ITT (SIP).
Stage 3:
Upon determination of the Top-2 down selected SWPs, their associated SIPs will be provided a pre-determined time slot to present demonstrations to SW. For transparency, these demonstration sessions will be recorded.
BAFO-SWP: the Top-2 down selected SWPs will be given the opportunity to consider and submit a BAFO at the same time as their nominated SIPs are responding to the ITT-SIP.
The deadline for BAFO-SWP and ITT-SIP will be the same.
Stage 4:
FINAL SELECTION: Upon submission of the BAFO-SWP and ITT-SIP, Southern Water will assess and score the combined SWP-SIP combination of responses to identify the optimal partnership.
This combination will become the Preferred Solution and Implementation Partner and progress to the Contracting stage.
How it was run
Official notice- Submission deadline
- 8 Sept 2025, 23:59 BST
- Clarification deadline
- 6 Jun 2025, 23:59 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
All interested software providers can apply to be considered for
participation in this tender, through contacting the provided email
address to receive the PQQ pack
Timeline
15 May 2025 → 2 Dec 2025 · 10 dates- Planning notice published15 May 2025, 15:18 BST
- Next notice expected20 May 2025, 23:59 BST
- Tender notice published22 May 2025, 10:52 BST
- Clarification questions by6 Jun 2025, 23:59 BST
- Submission deadline8 Sept 2025, 23:59 BST
- Award decision expected by349 days ago7 Nov 2025, 23:59 GMT
- Assessment summaries sent337 days ago20 Nov 2025
- Latest notice published336 days ago20 Nov 2025, 17:06 GMT
- Contract starts332 days ago25 Nov 2025
- Standstill ends324 days ago2 Dec 2025, 23:59 GMT
Notice history
13 events · 7 releases on Find a Tender · since 15 May 2025- Planned procurement notice published15 May 2025, 15:18 BSTUK3
- Planned procurement notice published16 May 2025, 10:17 BSTUK3
- Tender notice published22 May 2025, 10:52 BSTUK4
- Status changed to active22 May 2025, 10:52 BST
- Deadline moved to 8 Sept 2025, 23:59 BST22 May 2025, 10:52 BST+35 days · was 4 Aug 2025, 23:59 BST
- Buyer details updated22 May 2025, 10:52 BST
- Tender notice published22 May 2025, 10:59 BSTUK4
- Tender notice published22 May 2025, 12:14 BSTUK4
- Tender notice published22 May 2025, 12:22 BSTUK4
- Contract award notice published20 Nov 2025, 17:06 GMTUK6
- Status changed to complete20 Nov 2025, 17:06 GMT
- Procurement method changed20 Nov 2025, 17:06 GMT
- Contract signature expected4 Dec 2025, 23:59 GMTscheduled
Published amendments (3)
To clarify, the weighting for each lot is: Lot 1 70 Technical / 30 Commercial Lot 2 50 Technical / 50 Commercial
Clarification required due to FTS website error, the weighting for each lot is: Lot 1 70 Technical / 30 Commercial Lot 2 50 Technical / 50 Commercial
Clarification required due to FTS website error, the weighting for each lot is: Lot 1: 70 Technical / 30 Commercial Lots 2: 50 Technical / 50 Commercial
Routine re-releases (7)
- 2025-05: 4 releases · 15 May 2025, 22 May 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Lot 1 · Source to Pay Software Solution1 award | |||
| Coupa Software Inc4 Dec 2025 – 3 Dec 2029 · up to 3 Dec 2031Extensions: The contract with the Software provider to be in effect for an initial 4-year term, with the option of extension for a further 2-year term. The circumstances in which this extension would be utilised is to be determined by SW. · Options: The option to purchase additional modules if required. | £1,986,983 inc. VAT | 20 Nov 2025standstill to 2 Dec 2025 | Standstill |
| Lot 2 · Software Implementation Partner1 award | |||
| PARADE CONSULTING LIMITEDSME4 Dec 2025 – 30 Nov 2026 | £827,282 inc. VAT | 20 Nov 2025standstill to 2 Dec 2025 | Standstill |
Contracting authority & participating public bodies
2 public bodies on the noticeConsortium members and other public bodies
- SOUTHERN WATER SERVICES LIMITEDContracting authorityPrivate utility
Bidders & participating suppliers
2 commercial parties on the notice- Coupa Software IncAwarded supplier
- PARADE CONSULTING LIMITEDAwarded supplier
Official documents & specifications (9)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specificationsAccess: All Tender related communications and documentation will be issued from the dedicated Tender email [email protected] Future Tender documentation will be issued to Tenderers as the procurement process progresses.
Notices published for this procedure
- Contract award notice Contract award notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Planned procurement notice Planned procurement notice on Find a Tender
- Planned procurement notice Planned procurement notice on Find a Tender