Scope
Reference
DN770242
Description
The council's current income management system is Civica ICON, this is used to record all financial transactions, directly input by Civica ICON users (there are 270 current Civica ICON users) and integration files from other systems and payment platforms. System integrations to Civica ICON include Girobank, AllPay and Bankline. System Integrations from Civica ICON include NEC Housing, iWorld, Parking and Integra. Payment platforms currently used are Opayo and Worldpay.
The Council is looking for providers of solutions that would meet but not limited to the following features:
• Our business and user requirements.
• Live Data Interrogation.
• Incident Management.
• Finance monitoring and e-commerce.
• Comply with all current and future UK legislation, codes, and standards.
• Compatible with mobile working, offline and online
• Customisable dashboards.
• Freedom Of Information request management.
• Intelligent workload management.
• Chip and Pin payments.
• Automated Telephone Payment Line
• Online payments
• Cash payments
The aim of this procurement would be to contract with a provider to provide a system that can manage all our requirements to take and record payments made to the council either in person, online or by telephone.
The Council also aim to streamline the number of systems that integrate with the income management system such as Worldpay, Opayo and our own internal Payment hub system. This will streamline the process to make it more manageable for both ICT and the Finance systems team as well as simplifying the process for the significant number of users in the services.
Total value (estimated)
- £480,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 31 August 2025 to 1 August 2028
- Possible extension to 1 September 2029
- 4 years, 2 days
Description of possible extension:
Optionable 12 Months extension
Main procurement category
Services
CPV classifications
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UKJ41 - Medway
Justification for not using lots
N/A
Participation
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
30 May 2025, 12:00pm
Deadline for requests to participate
13 June 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
2 August 2025
Award criteria
| Name | Description | Type |
|---|---|---|
| Quality | 60% Quality |
Quality |
Weighting description
60% Quality and 40% Price
Other information
Payment terms
Invoices to be sent to Medway Council finance team.
Description of risks to contract performance
Successful appointment of supplier to deliver required application(s)
Successful delivery of application that meets the needs of the Council
Successful appointment of supplier who can deliver agreed application within agreed timescales
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authority
Medway Council
- Public Procurement Organisation Number: PWYH-3898-LDQR
Medway Council, Gun Wharf, Dock Road
Chatham
ME4 4TR
United Kingdom
Contact name: Mr Victor Ogunyemi
Telephone: +44 1634337843
Email: victor.ogunyemi@medway.gov.uk
Website: http://www.medway.gov.uk
Region: UKJ41 - Medway
Organisation type: Public authority - sub-central government