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Introduction\nCaerphilly County Borough Council (“the Council”) is undertaking pre‑market engagement (PME) in advance of a future procurement exercise for the replacement of its Financial Management System , with the current system contract due to expire in 2028.\nThe purpose of this engagement is to:\n•\tunderstand the range of solutions available within the market\n•\tgather insight into delivery models and implementation approaches\n•\tinform the Council’s future procurement strategy and requirements\nThis notice is issued for information and engagement purposes only and does not constitute a call for competition.\n2. Background\nThe Council currently operates a financial management system that supports its core financial management functions. 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Introduction\nCaerphilly County Borough Council (“the Council”) is undertaking pre‑market engagement (PME) in advance of a future procurement exercise for the replacement of its Financial Management System , with the current system contract due to expire in 2028.\nThe purpose of this engagement is to:\n•\tunderstand the range of solutions available within the market\n•\tgather insight into delivery models and implementation approaches\n•\tinform the Council’s future procurement strategy and requirements\nThis notice is issued for information and engagement purposes only and does not constitute a call for competition.\n2. Background\nThe Council currently operates a financial management system that supports its core financial management functions. As part of its wider digital transformation programme, the Council is exploring options for the replacement of this system with the aim of implementing a modern, cloud‑based solution that offers improved functionality, enhanced integration, and a better user experience.\nIn parallel, the Council is reviewing its corporate asset management systems, including both property and financial asset registers. As such, the Council is interested in solutions that can support or integrate with these requirements.\n3. Scope of Requirement (Indicative)\nAt this stage, the Council is exploring solutions which may include:\nFinancial Management System (Required)\nGeneral Ledger\nAccounts Payable and Receivable\nBudgeting and Forecasting\nFixed Asset Accounting (including lease accounting / IFRS16)\nFinancial reporting and analytics\nReporting\nStandard financial reports\nSelf-service reporting \nDashboards for budget managers\nManagement information\nStatutory reporting\nIntegration and Technical Requirements (Required)\nCloud-hosted (SaaS) solution\nOpen integration capabilities (APIs)\nSecure and scalable architecture\nAbility to integrate with existing Council systems ie HR and payroll, Procurement, Income, Estate Management\nAsset Management – Financial Elements (Required)\nFinancial asset register\nAsset lifecycle, depreciation, valuations and disposals\nLease accounting and compliance reporting\nIntegration with asset/property datasets\nProperty / Estate Management (Optional)\nThe Council is exploring whether suppliers can provide or integrate with:\n•\tproperty and estate management systems\n•\tland, buildings and lease management\n•\tlinking operational and financial asset data\nThis is an optional, modular requirement.\nPurchase-to-Pay (Optional)\nThe Council is also exploring the potential inclusion of a Purchase‑to‑Pay (P2P) solution, including:\n•\trequisitioning and approvals\n•\tpurchase orders\n•\tinvoice processing (including automation)\n•\tsupplier management\nThis requirement is also optional and subject to market feedback.\n4. Objectives\nThe Council is seeking a solution that:\n•\tImproves efficiency through automation and streamlined processes\n•\tEnhances financial reporting, forecasting and decision-making\n•\tImproved management information and analytics.\n•\tEnsures compliance with accounting standards (e.g. IFRS16, CIPFA)\n•\tProvides a modern, user-friendly interface\n•\tEnables integration across corporate systems\n•\tFuture-proofs the Council’s digital architecture\n5. Supplier Engagement\nThe Council is inviting suppliers to provide written responses to the below questions and may invite selected suppliers to further engagement sessions (e.g. presentations or demonstrations).\n6. Supplier Questions (Brief Response Requested)\n•\tSolution & Delivery Model\nPlease briefly describe your solution and whether it is:\na fully integrated ERP solution; or\na modular / best-of-breed approach\nWhat delivery models do you typically implement within local authorities?\n•\tCore Finance\nHow does your solution support core finance functions (GL, AP/AR, budgeting, forecasting, reporting)?\nHow is compliance with IFRS16 and public sector accounting requirements managed?\n•\tAsset Management\nDoes your solution include asset management functionality or integrate with third‑party systems?\nHow does your solution support financial asset registers and lease accounting?\n•\tOptional Modules\nCan your solution provide or integrate with property / estate management systems?\nCan Purchase‑to‑Pay functionality be delivered as:\npart of an integrated solution; or\na standalone module?\n•\tImplementation\nWhat are typical implementation timescales for:\nFinancial Management systems\nfully integrated solutions\nWhat are the key risks in implementation and how are these typically managed?\n•\tCommercial Model\nPlease summarise your pricing approach (e.g. licensing, implementation, support).\nWhat are the key cost drivers for your solution?\n•\tGeneral Feedback\nWhat approach would you recommend for this requirement:\nsingle supplier (ERP)\nmulti-supplier / modular solution\nAre there any key considerations or risks the Council should be aware of at this stage?\nFollowing the closure of the engagement period, the Council intends to hold short engagement sessions with interested suppliers. 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} ], "milestones": [ { "id": "engagement", "type": [ { "releaseID": "067385-2026", "releaseDate": "2026-07-16T15:47:54+01:00", "releaseTag": [ "planning" ], "value": "engagement" } ], "description": [ { "releaseID": "067385-2026", "releaseDate": "2026-07-16T15:47:54+01:00", "releaseTag": [ "planning" ], "value": "1. Introduction\nCaerphilly County Borough Council (“the Council”) is undertaking pre‑market engagement (PME) in advance of a future procurement exercise for the replacement of its Financial Management System , with the current system contract due to expire in 2028.\nThe purpose of this engagement is to:\n•\tunderstand the range of solutions available within the market\n•\tgather insight into delivery models and implementation approaches\n•\tinform the Council’s future procurement strategy and requirements\nThis notice is issued for information and engagement purposes only and does not constitute a call for competition.\n2. Background\nThe Council currently operates a financial management system that supports its core financial management functions. As part of its wider digital transformation programme, the Council is exploring options for the replacement of this system with the aim of implementing a modern, cloud‑based solution that offers improved functionality, enhanced integration, and a better user experience.\nIn parallel, the Council is reviewing its corporate asset management systems, including both property and financial asset registers. As such, the Council is interested in solutions that can support or integrate with these requirements.\n3. Scope of Requirement (Indicative)\nAt this stage, the Council is exploring solutions which may include:\nFinancial Management System (Required)\nGeneral Ledger\nAccounts Payable and Receivable\nBudgeting and Forecasting\nFixed Asset Accounting (including lease accounting / IFRS16)\nFinancial reporting and analytics\nReporting\nStandard financial reports\nSelf-service reporting \nDashboards for budget managers\nManagement information\nStatutory reporting\nIntegration and Technical Requirements (Required)\nCloud-hosted (SaaS) solution\nOpen integration capabilities (APIs)\nSecure and scalable architecture\nAbility to integrate with existing Council systems ie HR and payroll, Procurement, Income, Estate Management\nAsset Management – Financial Elements (Required)\nFinancial asset register\nAsset lifecycle, depreciation, valuations and disposals\nLease accounting and compliance reporting\nIntegration with asset/property datasets\nProperty / Estate Management (Optional)\nThe Council is exploring whether suppliers can provide or integrate with:\n•\tproperty and estate management systems\n•\tland, buildings and lease management\n•\tlinking operational and financial asset data\nThis is an optional, modular requirement.\nPurchase-to-Pay (Optional)\nThe Council is also exploring the potential inclusion of a Purchase‑to‑Pay (P2P) solution, including:\n•\trequisitioning and approvals\n•\tpurchase orders\n•\tinvoice processing (including automation)\n•\tsupplier management\nThis requirement is also optional and subject to market feedback.\n4. Objectives\nThe Council is seeking a solution that:\n•\tImproves efficiency through automation and streamlined processes\n•\tEnhances financial reporting, forecasting and decision-making\n•\tImproved management information and analytics.\n•\tEnsures compliance with accounting standards (e.g. IFRS16, CIPFA)\n•\tProvides a modern, user-friendly interface\n•\tEnables integration across corporate systems\n•\tFuture-proofs the Council’s digital architecture\n5. Supplier Engagement\nThe Council is inviting suppliers to provide written responses to the below questions and may invite selected suppliers to further engagement sessions (e.g. presentations or demonstrations).\n6. Supplier Questions (Brief Response Requested)\n•\tSolution & Delivery Model\nPlease briefly describe your solution and whether it is:\na fully integrated ERP solution; or\na modular / best-of-breed approach\nWhat delivery models do you typically implement within local authorities?\n•\tCore Finance\nHow does your solution support core finance functions (GL, AP/AR, budgeting, forecasting, reporting)?\nHow is compliance with IFRS16 and public sector accounting requirements managed?\n•\tAsset Management\nDoes your solution include asset management functionality or integrate with third‑party systems?\nHow does your solution support financial asset registers and lease accounting?\n•\tOptional Modules\nCan your solution provide or integrate with property / estate management systems?\nCan Purchase‑to‑Pay functionality be delivered as:\npart of an integrated solution; or\na standalone module?\n•\tImplementation\nWhat are typical implementation timescales for:\nFinancial Management systems\nfully integrated solutions\nWhat are the key risks in implementation and how are these typically managed?\n•\tCommercial Model\nPlease summarise your pricing approach (e.g. licensing, implementation, support).\nWhat are the key cost drivers for your solution?\n•\tGeneral Feedback\nWhat approach would you recommend for this requirement:\nsingle supplier (ERP)\nmulti-supplier / modular solution\nAre there any key considerations or risks the Council should be aware of at this stage?\nFollowing the closure of the engagement period, the Council intends to hold short engagement sessions with interested suppliers. Sessions may be conducted either via Microsoft Teams or in person and will provide an opportunity for suppliers to discuss their solutions and share market insight relevant to the Council's requirements.\n7. Next Steps (Indicative)\nClosing date for supplier responses: 03 August 2026\nSupplier engagement sessions: 03 - 14 August 2026\nProcurement commencement: anticipated October/November 2026\nImplementation: anticipated March 2027-January 2028\nGo Live: February 2028" } ], "dueDate": [ { "releaseID": "067385-2026", "releaseDate": "2026-07-16T15:47:54+01:00", "releaseTag": [ "planning" ], "value": "2026-08-03T23:59:59+01:00" } ], "status": [ { "releaseID": "067385-2026", "releaseDate": "2026-07-16T15:47:54+01:00", "releaseTag": [ "planning" ], "value": "scheduled" } ] } ] }, "parties": [ { "id": "GB-PPON-PWHP-2369-JPYL", "name": [ { "releaseID": "067280-2026", "releaseDate": "2026-07-16T13:52:20+01:00", "releaseTag": [ "planning" ], "value": "Caerphilly County Borough Council" } ], "identifier": { "scheme": [ { "releaseID": "067280-2026", "releaseDate": "2026-07-16T13:52:20+01:00", "releaseTag": [ "planning" ], "value": "GB-PPON" } ], "id": [ { "releaseID": "067280-2026", "releaseDate": "2026-07-16T13:52:20+01:00", "releaseTag": [ "planning" ], "value": "PWHP-2369-JPYL" } ] }, "address": { "streetAddress": [ { "releaseID": "067280-2026", "releaseDate": "2026-07-16T13:52:20+01:00", "releaseTag": [ "planning" ], "value": "Penallta House, Tredomen Park" } ], "locality": [ { "releaseID": "067280-2026", "releaseDate": "2026-07-16T13:52:20+01:00", "releaseTag": [ "planning" ], "value": "Hengoed" } ], "postalCode": [ { "releaseID": "067280-2026", "releaseDate": "2026-07-16T13:52:20+01:00", "releaseTag": [ "planning" ], "value": "CF82 7PG" } ], "country": [ { "releaseID": "067280-2026", "releaseDate": "2026-07-16T13:52:20+01:00", "releaseTag": [ "planning" ], "value": "GB" } ], "countryName": [ { "releaseID": "067280-2026", "releaseDate": "2026-07-16T13:52:20+01:00", "releaseTag": [ "planning" ], "value": "United Kingdom" } ], "region": [ { "releaseID": "067280-2026", "releaseDate": "2026-07-16T13:52:20+01:00", "releaseTag": [ "planning" ], "value": "UKL16" } ] }, "contactPoint": { "name": [ { "releaseID": "067280-2026", "releaseDate": "2026-07-16T13:52:20+01:00", "releaseTag": [ "planning" ], "value": "Jessica Thomas" } ], "email": [ { "releaseID": "067280-2026", "releaseDate": "2026-07-16T13:52:20+01:00", "releaseTag": [ "planning" ], "value": "thomaj11@caerphilly.gov.uk" } ] }, "roles": [ { "releaseID": "067280-2026", "releaseDate": "2026-07-16T13:52:20+01:00", "releaseTag": [ "planning" ], "value": [ "buyer" ] } ], "details": { "url": [ { "releaseID": "067280-2026", "releaseDate": "2026-07-16T13:52:20+01:00", "releaseTag": [ "planning" ], "value": "http://www.caerphilly.gov.uk" } ], "classifications": [ { "releaseID": "067280-2026", "releaseDate": "2026-07-16T13:52:20+01:00", "releaseTag": [ "planning" ], "value": [ { "scheme": "UK_CA_TYPE", "id": "publicAuthoritySubCentralGovernment", "description": "Public authority - sub-central government" }, { "scheme": "UK_CA_DEVOLVED_REGULATIONS", "id": "GB-WLS", "description": "Welsh devolved regulations apply" } ] } ] } } ], "buyer": { "id": [ { "releaseID": "067280-2026", "releaseDate": "2026-07-16T13:52:20+01:00", "releaseTag": [ "planning" ], "value": "GB-PPON-PWHP-2369-JPYL" } ], "name": [ { "releaseID": "067280-2026", "releaseDate": "2026-07-16T13:52:20+01:00", "releaseTag": [ "planning" ], "value": "Caerphilly County Borough Council" } ] }, "tender": { "id": [ { "releaseID": "067280-2026", "releaseDate": "2026-07-16T13:52:20+01:00", "releaseTag": [ "planning" ], "value": "ocds-h6vhtk-06ccf2" } ], "legalBasis": { "id": [ { "releaseID": "067280-2026", "releaseDate": "2026-07-16T13:52:20+01:00", "releaseTag": [ "planning" ], "value": "2023/54" } ], "scheme": [ { "releaseID": "067280-2026", "releaseDate": "2026-07-16T13:52:20+01:00", "releaseTag": [ "planning" ], "value": "UKPGA" } ], "uri": [ { "releaseID": "067280-2026", "releaseDate": "2026-07-16T13:52:20+01:00", "releaseTag": [ "planning" ], "value": "https://www.legislation.gov.uk/ukpga/2023/54/contents" } ] }, "title": [ { "releaseID": "067280-2026", "releaseDate": "2026-07-16T13:52:20+01:00", "releaseTag": [ "planning" ], "value": "Provision of a Financial Management System and Associated Solutions" } ], "description": [ { "releaseID": "067280-2026", "releaseDate": "2026-07-16T13:52:20+01:00", "releaseTag": [ "planning" ], "value": "Caerphilly County Borough Council intends to procure a cloud-based Financial Management System to replace its existing solution. The procurement may include associated functionality covering financial management, asset management, lease accounting, reporting, analytics and system integration services. 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