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PROCUREMENT OPPORTUNITY

Provision of a Financial Management System and Associated Solutions

Caerphilly County Borough Council · Preliminary market engagement notice on Find a Tender

Tender information last checkedLast checked 26 Sept 2026, 23:41.

Opportunity overview

Caerphilly County Borough Council is seeking to procure a cloud-based Financial Management System to replace its existing solution. The proposed solution will support the Council's core financial management requirements, including general ledger, accounts payable, accounts receivable, budgeting, forecasting, fixed asset accounting, lease accounting, reporting and analytics. The Council also requires a solution capable of integrating with existing corporate systems and supporting a modern, secure and scalable digital architecture. The procurement may include optional modules and associated services, including asset management, property and estate management, implementation, migration, training, support and maintenance services.

Classification

  • CPV48440000 — Financial analysis and accounting software package
  • CPV48442000 — Financial systems software package
  • CPV48810000 — Information systems
  • CPV72000000 — IT services: consulting, software development, Internet and support
  • CPV72263000 — Software implementation services
  • CPV72267100 — Maintenance of information technology software

Lots

  • Lot 1Value not stated

Documents and notices

Published notice details

Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.

Scope, procedure and submissions

Id
ocds-h6vhtk-06ccf2
Main Procurement Category
services
Above Threshold
Yes
Status
planned

Legal basis

Id
2023/54
Scheme
UKPGA

Communication

Future Notice Date
19 Oct 2026, 23:59

Lots and requirements

Entry 1
Id
1
Has Renewal
Yes
Status
planned

Suitability

Sme
Yes

Contract period

Starts
1 Feb 2028, 00:00
Ends
31 Jan 2033, 23:59
Max Extent Date
31 Jan 2038, 23:59

Items and delivery

Item 1
Id
1
Related Lot
1

Additional Classifications

Entry 1
Scheme
CPV
Id
48442000
Description
Financial systems software package
Entry 2
Scheme
CPV
Id
48440000
Description
Financial analysis and accounting software package
Entry 3
Scheme
CPV
Id
48810000
Description
Information systems
Entry 4
Scheme
CPV
Id
72263000
Description
Software implementation services
Entry 5
Scheme
CPV
Id
72267100
Description
Maintenance of information technology software
Entry 6
Scheme
CPV
Id
72000000
Description
IT services: consulting, software development, Internet and support

Delivery locations

Entry 1
Region
UKL16
Country
GB
Country Name
United Kingdom

Planning and budget

Milestones

Entry 1
Id
engagement
Type
engagement
Description
1. Introduction Caerphilly County Borough Council (“the Council”) is undertaking pre‑market engagement (PME) in advance of a future procurement exercise for the replacement of its Financial Management System , with the current system contract due to expire in 2028. The purpose of this engagement is to: • understand the range of solutions available within the market • gather insight into delivery models and implementation approaches • inform the Council’s future procurement strategy and requirements This notice is issued for information and engagement purposes only and does not constitute a call for competition. 2. Background The Council currently operates a financial management system that supports its core financial management functions. As part of its wider digital transformation programme, the Council is exploring options for the replacement of this system with the aim of implementing a modern, cloud‑based solution that offers improved functionality, enhanced integration, and a better user experience. In parallel, the Council is reviewing its corporate asset management systems, including both property and financial asset registers. As such, the Council is interested in solutions that can support or integrate with these requirements. 3. Scope of Requirement (Indicative) At this stage, the Council is exploring solutions which may include: Financial Management System (Required) General Ledger Accounts Payable and Receivable Budgeting and Forecasting Fixed Asset Accounting (including lease accounting / IFRS16) Financial reporting and analytics Reporting Standard financial reports Self-service reporting Dashboards for budget managers Management information Statutory reporting Integration and Technical Requirements (Required) Cloud-hosted (SaaS) solution Open integration capabilities (APIs) Secure and scalable architecture Ability to integrate with existing Council systems ie HR and payroll, Procurement, Income, Estate Management Asset Management – Financial Elements (Required) Financial asset register Asset lifecycle, depreciation, valuations and disposals Lease accounting and compliance reporting Integration with asset/property datasets Property / Estate Management (Optional) The Council is exploring whether suppliers can provide or integrate with: • property and estate management systems • land, buildings and lease management • linking operational and financial asset data This is an optional, modular requirement. Purchase-to-Pay (Optional) The Council is also exploring the potential inclusion of a Purchase‑to‑Pay (P2P) solution, including: • requisitioning and approvals • purchase orders • invoice processing (including automation) • supplier management This requirement is also optional and subject to market feedback. 4. Objectives The Council is seeking a solution that: • Improves efficiency through automation and streamlined processes • Enhances financial reporting, forecasting and decision-making • Improved management information and analytics. • Ensures compliance with accounting standards (e.g. IFRS16, CIPFA) • Provides a modern, user-friendly interface • Enables integration across corporate systems • Future-proofs the Council’s digital architecture 5. Supplier Engagement The Council is inviting suppliers to provide written responses to the below questions and may invite selected suppliers to further engagement sessions (e.g. presentations or demonstrations). 6. Supplier Questions (Brief Response Requested) • Solution & Delivery Model Please briefly describe your solution and whether it is: a fully integrated ERP solution; or a modular / best-of-breed approach What delivery models do you typically implement within local authorities? • Core Finance How does your solution support core finance functions (GL, AP/AR, budgeting, forecasting, reporting)? How is compliance with IFRS16 and public sector accounting requirements managed? • Asset Management Does your solution include asset management functionality or integrate with third‑party systems? How does your solution support financial asset registers and lease accounting? • Optional Modules Can your solution provide or integrate with property / estate management systems? Can Purchase‑to‑Pay functionality be delivered as: part of an integrated solution; or a standalone module? • Implementation What are typical implementation timescales for: Financial Management systems fully integrated solutions What are the key risks in implementation and how are these typically managed? • Commercial Model Please summarise your pricing approach (e.g. licensing, implementation, support). What are the key cost drivers for your solution? • General Feedback What approach would you recommend for this requirement: single supplier (ERP) multi-supplier / modular solution Are there any key considerations or risks the Council should be aware of at this stage? Following the closure of the engagement period, the Council intends to hold short engagement sessions with interested suppliers. Sessions may be conducted either via Microsoft Teams or in person and will provide an opportunity for suppliers to discuss their solutions and share market insight relevant to the Council's requirements. 7. Next Steps (Indicative) Closing date for supplier responses: 03 August 2026 Supplier engagement sessions: 03 - 14 August 2026 Procurement commencement: anticipated October/November 2026 Implementation: anticipated March 2027-January 2028 Go Live: February 2028
Due
3 Aug 2026, 23:59
Status
scheduled

Documents

Entry 1
Id
067385-2026
Document Type
marketEngagementNotice
Notice Type
UK2
Description
Preliminary market engagement notice on Find a Tender
Published
16 Jul 2026, 15:47
Format
text/html

Buyer, suppliers and contacts

Organisation 1
Name
Caerphilly County Borough Council
Id
GB-PPON-PWHP-2369-JPYL

Identifier

Scheme
GB-PPON
Id
PWHP-2369-JPYL

Address

Street Address
Penallta House, Tredomen Park
Locality
Hengoed
Postal Code
CF82 7PG
Country
GB
Country Name
United Kingdom
Region
UKL16

Contact

Name
Jessica Thomas

Roles

buyer

Details

Classifications

Entry 1
Scheme
UK_CA_TYPE
Id
publicAuthoritySubCentralGovernment
Description
Public authority - sub-central government
Entry 2
Scheme
UK_CA_DEVOLVED_REGULATIONS
Id
GB-WLS
Description
Welsh devolved regulations apply

Recorded locations

  • Buyer location · Hengoed · UKL16 · CF82 7PG · United Kingdom
  • Delivery location · UKL16 · United Kingdom

Notice and amendment history

2 published notice versions reviewed by ProcuraAxis.

2 VERSIONS
  1. 067280-2026Pipeline notice on Find a Tender ·
  2. 067385-2026Preliminary market engagement notice on Find a Tender ·