Scope
Description
ExtraCare Charitable Trust is seeking some pre-market engagement from suppliers ahead of a formal procurement process for a new Finance System.
Contract dates (estimated)
- 1 March 2027 to 30 April 2032
- 5 years, 2 months
Main procurement category
Services
CPV classifications
- 48440000 - Financial analysis and accounting software package
- 72260000 - Software-related services
Contract locations
- UKC - North East (England)
- UKD - North West (England)
- UKE - Yorkshire and the Humber
- UKF - East Midlands (England)
- UKG - West Midlands (England)
- UKH - East of England
- UKI - London
- UKJ - South East (England)
- UKK - South West (England)
Engagement
Engagement deadline
12 September 2025
Engagement process description
Expression of Interest - Pre-Tender Market Engagement for Finance System Procurement
Organisation: ExtraCare Charitable Trust
Sector: Housing
Contact: procurement.team@extracare.org.uk
Deadline for Responses: 12th September 2025
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Purpose of this Notice
ExtraCare Charitable Trust is seeking expressions of interest from suppliers ahead of a formal procurement process for a new Finance System. This pre-tender market engagement aims to:
• Understand market capabilities and innovations.
• Inform the development of our procurement strategy and system requirements.
• Ensure inclusivity and transparency in supplier engagement.
We welcome input from suppliers with experience in delivering finance systems to similar sized organisations, particularly those with experience working with charities and housing associations.
We reserve the right not to proceed with a procurement exercise or a contract or a commitment of any nature.
Any and all costs associated with the production of a response to an Expression of Interest must be borne by the potential Provider. We will not contribute in any way to the costs of any response.
Information contained within this document is confidential and must not be revealed to any third party without prior written consent from us.
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About Us
We are a UK-based charity operating in the housing sector. We operate at 18 retirement villages and schemes in the UK, providing over 3,700 homes for over 4,000 residents. Our finance function of around 40 people is relatively straightforward with limited customisation expected for a new finance system. We are currently reviewing and upgrading several internal systems, some of which will require integration with the new finance system.
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Scope of the Finance System
The new system will be expected to provide core finance functionality, including:
• General Ledger
• Accounts Payable and Receivable
• Fixed Assets
• Budgeting and Forecasting
• Financial Reporting and Analysis
• Bank Reconciliations
• VAT and Regulatory Compliance
• Purchase Order management
We also require:
• Integration with existing systems, including an OCR scanning system and other Purchase Order systems.
• Flexibility to integrate with other existing or future systems
• Cloud-based deployment preferred
• User-friendly interface and reporting tools
• Strong support and training offering________________________________________
Market Engagement Process
Interested suppliers are invited to respond with:
• A brief overview of your solution and its suitability for our organisation
• Examples of similar implementations
• Key differentiators of your system
• Indicative implementation timelines and support models
• A pre-recorded max 30min demo/webinar demonstrating core functionality and general look and feel
Responses will help shape our formal tender documentation. Participation in this process does not confer any advantage in the subsequent procurement.
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Next Steps
Following this engagement, we intend to:
• Review supplier input
• Finalise our requirements
• Publish a formal tender notice in accordance with applicable procurement regulations (or utilise a suitable framework)
How to Respond
Please submit your expression of interest by 4pm Friday 12th September 2025 to procurement.team@extracare.org.uk
If you have any questions, contact procurement.team@extracare.org.uk
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Contracting authority
THE EXTRACARE CHARITABLE TRUST
- Companies House: 02205136
- Public Procurement Organisation Number: PPLZ-4412-MJVZ
7 Harry Weston Road, Binley Business Park
Coventry
CV3 2SN
United Kingdom
Email: procurement.team@extracare.org.uk
Website: https://www.extracare.org.uk/
Region: UKG33 - Coventry
Organisation type: Public authority - sub-central government