Scope
Reference
Replacement ERP
Description
Replacement ERP System covering finance, HR, payroll, stores and procurement.
PLA is agnostic towards an all in one solution or best of breed. The RFP will be split into lots covering each of these functions. One supplier may be awarded one, multiple or all lots.
Note the contract value is unknown for each lot and any values entered are arbitrary.
Only a PQQ is being released at this stage.
Total value (estimated)
- £1,000,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 January 2026 to 31 December 2031
- Possible extension to 31 December 2036
- 11 years
Description of possible extension:
Each lot or collection of lots may be extended a maximum of two times before re-tendering.
Main procurement category
Goods
Contract locations
- UKJ - South East (England)
Lot constraints
Description of how multiple lots may be awarded:
Each module is being offered as a separate lot but PLA is agnostic whether they will be awarded separately or to a single provider as an all in one solution (or any combination thereof).
Not the same for all lots
CPV classifications and options are shown in Lot sections, because they are not the same for all lots.
Lot 1. HR
Description
HR software module
Lot value (estimated)
- £200,000 including VAT
Options
The right to additional purchases while the contract is valid.
TBD
CPV classifications
- 48450000 - Time accounting or human resources software package
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot 2. Payroll
Description
Payroll software module
Lot value (estimated)
- £200,000 including VAT
Options
The right to additional purchases while the contract is valid.
Not yet determined
CPV classifications
- 48440000 - Financial analysis and accounting software package
- 48450000 - Time accounting or human resources software package
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot 3. Finance
Description
Finance and Accounting software module
Lot value (estimated)
- £200,000 including VAT
Options
The right to additional purchases while the contract is valid.
Not yet determined
CPV classifications
- 48440000 - Financial analysis and accounting software package
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot 4. Stores
Description
Stores and stock software module
Lot value (estimated)
- £200,000 including VAT
Options
The right to additional purchases while the contract is valid.
Not yet determined
CPV classifications
- 48430000 - Inventory management software package
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot 5. Procurement
Description
Procurement software module
Lot value (estimated)
- £200,000 including VAT
Options
The right to additional purchases while the contract is valid.
Not yet determined
CPV classifications
- 48490000 - Procurement software package
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Participation
Legal and financial capacity conditions of participation
Lot 1. HR
Lot 2. Payroll
Lot 3. Finance
Lot 4. Stores
Lot 5. Procurement
As per PQQ
Technical ability conditions of participation
Lot 1. HR
Lot 2. Payroll
Lot 3. Finance
Lot 4. Stores
Lot 5. Procurement
As per PQQ
Submission
Enquiry deadline
15 August 2025, 11:59pm
Submission type
Requests to participate
Deadline for requests to participate
29 August 2025, 11:59pm
Submission address and any special instructions
As per PQQ document found on https://pla.co.uk/procurement
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
31 December 2025
Award criteria
Lot 1. HR
| Name | Description | Type |
|---|---|---|
| Not yet determined | Not yet determined |
Quality |
Weighting description
RFP weighting not yet determined
Lot 2. Payroll
| Name | Description | Type |
|---|---|---|
| Not yet determined | Not yet determined for RFP stage |
Quality |
Weighting description
Not yet determined for RFP stage
Lot 3. Finance
Lot 4. Stores
Lot 5. Procurement
| Name | Description | Type |
|---|---|---|
| Not yet determined for RFP stage | Not yet determined for RFP stage |
Quality |
Weighting description
Not yet determined for RFP stage
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Special regime
Utilities
Competitive flexible procedure description
Open PQQ/SQ process via responses to enclosed questionnaire.
Prospective suppliers to be shortlisted against pre-set criteria to advance to RFP stage.
RFP release and further shortlist. Note the number of participants at RFP stage has not been set.
It is anticipated that demo sessions will be required post RFP submission (dates tbc). Further shortlisting may happen at this stage.
BAFO/ final negotiation stage pending proposals received.
Contract award.
Contracting authority
Port of London Authority
- Public Procurement Organisation Number: PRJC-2566-BCZY
London River House
Gravesend
DA122BG
United Kingdom
Email: richard.hopperton@pla.co.uk
Region: UKJ43 - Kent Thames Gateway
Organisation type: Private utility