Scope
Reference
SH2024-020A
Description
Procurement of Electronic Payment System to unify and streamline payment processes, improve customer journey, and achieve operational efficiencies. We are looking to procure a system that minimises internal administration, is resilient, robust and simple for both customers and staff to use.
Total value (estimated)
- £6,400,000 excluding VAT
- £7,680,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 September 2026 to 31 August 2031
- Possible extension to 31 August 2034
- 8 years
Description of possible extension:
3 x 12 months
Options
The right to additional purchases while the contract is valid.
If, during the term of the Contract, the Provider develops new or enhanced service features that improve outcomes, deliver additional public benefit, or offer demonstrable value for money to Southern Housing and its customers, the Authority may elect to adopt these enhancements in accordance with the Procurement Act 2023 and the Contract’s modification provisions.
Adoption will only proceed where the proposed change does not constitute a substantial modification and complies with the permitted grounds under the Act. Any enhancements incorporated into the Contract will be subject to mutually agreed commercial terms and documented through the appropriate contract modification process.
Main procurement category
Services
CPV classifications
- 66000000 - Financial and insurance services
- 48812000 - Financial information systems
- 64216110 - Electronic data exchange services
Contract locations
- UKI - London
- UKJ - South East (England)
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
6 March 2026, 3:00pm
Tender submission deadline
11 March 2026, 5:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
22 May 2026
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Quality Submssions | Quality | 60.00% |
| Cost Submissions | Cost | 40.00% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
No engagement undertaken at all, therefore PME Notice wasn't required.
Documents
Associated tender documents
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=631683
Schedule 9 Specification Requirements
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=631684
Schedule 10 Price Framework
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=631685
Schedule 11 Key Performance Indicators
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=631686
Schedule 12 Functional Requirements
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=631689
Schedule 13 Quality Questions
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=631691
Schedule 14 Social Value Approach
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=631693
Appendix 3 Contract SH Amendments
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=631695
Appendix 1 Form of Tender
Technical specifications to be met
https://southernhousing.mytenders.co.uk/
Specification document uploaded on to the portal.
Contracting authority
Southern Housing
- Public Procurement Organisation Number: PXJP-9994-BJBR
59-61 Clerkenwell Road
Sittingbourne
ME9 8GU
United Kingdom
Region: UKJ43 - Kent Thames Gateway
Organisation type: Public authority - sub-central government