Section one: Contracting authority
one.1) Name and addresses
STOKE-ON-TRENT CITY COUNCIL
Civic Centre
STOKE-ON-TRENT
ST41HH
Contact
Agnes Ashun
Telephone
+44 1782237651
Fax
+44 1782237651
Country
United Kingdom
Region code
UKG23 - Stoke-on-Trent
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
Buyer's address
one.3) Communication
Additional information can be obtained from the above-mentioned address
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Automatic Statement Reconciliation Software
two.1.2) Main CPV code
- 48441000 - Financial analysis software package
two.1.3) Type of contract
Supplies
two.1.4) Short description
Stoke-on-Trent City Council is exploring the procurement of an Automatic Statement Reconciliation Software to support financial operations by improving accuracy, efficiency, and automation in reconciling various financial statements, including bank transactions, supplier statements, and internal ledger records.
- Automate reconciliation processes, reducing manual effort and improving data accuracy.
- Identify discrepancies and exceptions dynamically, with built-in error handling.
- Utilise AI-driven or rule-based transaction matching to enhance financial control.
- Assist in the discovery of hidden credit notes to maximise cost recovery.
- Provide tracking functionality to monitor whether identified issues, such as missing invoices or reconciliation discrepancies, have been resolved.
- Offer compatibility with widely used ERP and finance management solutions, such as SAP Public Cloud and Civica, allowing for data extraction or integration where feasible.
- Support compliance with financial regulations and reporting standards applicable in the UK public sector.
- Provide an intuitive interface with real-time reporting and analytics for financial oversight.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48440000 - Financial analysis and accounting software package
two.2.3) Place of performance
NUTS codes
- UKG23 - Stoke-on-Trent
Main site or place of performance
United Kingdom (Stoke-on-Trent and surrounding areas)
two.2.4) Description of the procurement
Stoke-on-Trent City Council is seeking a scalable and efficient reconciliation solution that can work alongside existing financial management systems. The key objectives include:
- Automated Matching - AI-driven and configurable rule-based matching of transactions.
- Exception Handling - Identification of unmatched or irregular transactions for review.
- Discovery of Hidden Credit Notes - Identification of supplier credit notes that may have gone unnoticed, helping to recover costs.
- Issue Tracking & Resolution Monitoring - A system to flag reconciliation issues and track their resolution status to ensure follow-through.
- Audit Trail & Compliance - Full traceability and reporting features to support audits.
- Cloud-Based or On-Premise Deployment - A flexible solution that can accommodate different IT environments.
- Integration and Data Handling - Ability to interact with ERP, finance management systems, and other relevant platforms through structured data extraction, reporting capabilities, or integration where applicable.
The council wishes to continue fulfilling its current services to the same high standard, though recognizes the need to engage with the innovative providers within the market to better understand the wider offer which may be available in an ever developing digital service are.
If you are interested in any further discussions regarding this notice please contact Gabriella.brown@stoke.gov.uk with the reference 'Automatic Statement Reconciliation' where additional details can be discussed.
two.3) Estimated date of publication of contract notice
1 April 2025
Section four. Procedure
four.1) Description
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
Section six. Complementary information
six.3) Additional information
The procurement will be conducted as an open and competitive tender process, ensuring compliance with public sector procurement regulations.
This PIN serves as early notification to potential suppliers regarding this upcoming opportunity. Interested parties are encouraged to express interest and provide feedback on the proposed scope of services.