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Provision of Financial Management and Procurement system

Tender Overview

ORGANIZATION

PHP Law LLP

LOCATION

South West England, United Kingdom

VALUE

£300,000

DEADLINE

February 06, 2026 at 00:00

CATEGORY

Other

CPV CODE

48440000

REFERENCE

004525-2026

Project Timeline

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Contact Information

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View Original

Original Tender Description

The Academies for Character and Excellence is a growing primary school Multi-Academy Trust currently comprising 20 schools, with anticipated growth to 25 schools during the tender period with future further growth anticipated in coming years. The Trust is undertaking pre-market engagement to inform a forthcoming procurement for a new Financial Management System to be deployed across the Trust and its schools. The solution will be required to support all core finance functions including general ledger, budgetary controls, accounts payable and receivable, bank and cash management, fixed assets, and statutory and management reporting in line with ESFA and DfE requirements. The Trust is seeking a modern, cloud hosted system that offers strong multi entity capability, enabling central Trust oversight alongside appropriate devolved access for individual schools. A key element of this procurement is the provision of an integrated purchasing and procurement portal for school based users. This is expected to support requisitioning, approval workflows, purchase ordering, goods receipting, supplier management, and budgetary controls. The Trust is particularly interested in solutions that improve visibility and control of spend, reduce manual processing, and support consistent processes across a growing Trust. The Trust currently uses IMP for budget planning and forecasting and would welcome engagement with suppliers whose solutions can integrate effectively with this environment. Scalability, automation, efficiency of transactions, and robust reporting will be central considerations, with a strong emphasis on reducing central administrative workload while improving access to timely financial information.
⚠️

MANDATORY EXCLUSION GROUNDS

  • No mandatory exclusion grounds are specified for this pre-market engagement.
✓

ELIGIBILITY REQUIREMENTS

  • No specific eligibility requirements are detailed for this pre-market engagement.
🔧

TECHNICAL CAPABILITY REQUIREMENTS

  • System must be a modern, cloud-hosted Financial Management System.
  • System must support all core finance functions: general ledger, budgetary controls, accounts payable, accounts receivable, bank and cash management, and fixed assets.
  • System must provide statutory and management reporting in line with ESFA and DfE requirements.
  • System must offer strong multi-entity capability.
  • System must enable central Trust oversight.
  • System must allow appropriate devolved access for individual schools.
  • System must include an integrated purchasing and procurement portal for school-based users.
  • The purchasing portal must support requisitioning.
  • The purchasing portal must support approval workflows.
  • The purchasing portal must support purchase ordering.
  • The purchasing portal must support goods receipting.
  • The purchasing portal must support supplier management.
  • The purchasing portal must support budgetary controls.
  • Solution must improve visibility and control of spend.
  • Solution must reduce manual processing.
  • Solution must support consistent processes across a growing Trust.
  • Solution must integrate effectively with IMP for budget planning and forecasting.
  • System must be scalable to support anticipated growth from 20 to 25+ schools and future further growth.
  • System must offer automation capabilities.
  • System must ensure efficiency of transactions.
  • System must provide robust reporting.
  • Solution must reduce central administrative workload.
  • Solution must improve access to timely financial information.
💰

FINANCIAL REQUIREMENTS

  • No specific financial requirements for bidders are detailed for this pre-market engagement.
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SUBMISSION REQUIREMENTS

  • Engage with the Contracting Authority (PHP Law LLP) as part of the pre-market engagement.
  • Provide information on solutions that meet the described requirements for a Financial Management System and integrated purchasing portal.
  • Demonstrate how the proposed solution can integrate effectively with the IMP budget planning and forecasting environment.

Requirements Preview

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HTM
Planning Notice
General Information004525-2026.html
Summary:
This document is a preliminary market engagement notice from Academies for Character & Excellence, seeking information from suppliers for a new cloud-hosted Financial Management and Procurement system to support its growing multi-academy trust and integrate with existing budget planning tools.
DOC
OCDS Record
OCDS Data004525-2026_ocds_record.json
Summary:
This OCDS record details a pre-market engagement for a new cloud-hosted Financial Management System, including an integrated purchasing portal, for a growing Multi-Academy Trust of 20-25 primary schools, seeking solutions that improve spend visibility, reduce manual processing, and integrate with IMP for budget planning.
DOC
OCDS Release Package
OCDS Data004525-2026_ocds_release.json
Summary:
The Academies for Character and Excellence Multi-Academy Trust is seeking a modern, cloud-hosted Financial Management System with multi-entity capabilities and an integrated purchasing portal to support its growing network of schools, enhance financial visibility, and reduce administrative burden.
PDF
Official PDF Version
PDF004525-2026_official.pdf
Summary:
Download failed - no summary available

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72
Good

Tender Quality Score

This pre-market engagement notice clearly outlines the requirements for a modern financial management and procurement system for a growing Multi-Academy Trust, demonstrating good clarity and data consistency, though it lacks formal procedural details and e-submission capabilities.

Score Breakdown

Legal Compliance75/100

As a pre-market engagement notice in 'planning' status, the absence of a defined 'Type' or 'Procedure' is acceptable at this preliminary stage. The CPV code is appropriate, and there are no disputes. However, the 'Liable Person' is not specified, and the explicit mention of relevant national procurement regulations is missing, which would be essential for a formal tender.

•Missing liable person
•No explicit mention of national procurement regulations
Clarity80/100

The description is highly detailed and unambiguous, clearly outlining the Trust's needs, current environment, and desired system functionalities. The AI-extracted technical requirements are comprehensive and well-articulated. While evaluation criteria are not specified, this is expected for a pre-market engagement focused on information gathering.

•No evaluation criteria specified (expected for pre-market engagement)
Completeness70/100

Basic information, financial details, and timeline are adequately provided. Requirements are well-defined. However, the 'Type' and 'Procedure' fields are empty, and the 'Liable Person' is missing. A significant concern is the failure to download the 'Official PDF Version,' which impacts the completeness of accessible documentation.

•Missing procedure type
•Missing liable person
Fairness65/100

The estimated value is disclosed, which promotes transparency. However, the lack of e-submission capabilities is a significant barrier to equal access for all potential bidders. The absence of evaluation criteria, while typical for pre-market engagement, would be a major fairness concern in a formal tender. The requirement for IMP integration is specific but a legitimate functional need, not necessarily indicative of tailoring.

•No e-submission
•Failed document download
Practicality65/100

The contract start date and duration are clearly specified, and the estimated value is provided. However, the lack of electronic submission support creates a practical hurdle for bidders. The failure to download the 'Official PDF Version' also poses a practical challenge for accessing complete information.

•No electronic submission support
•Failed download of official PDF document
Data Consistency90/100

Key fields such as title, reference, organization, value, timeline, CPV, and NUTS code are consistently populated and logical. The 'planning' status and 'pre-market engagement' context explain the absence of 'Type' and 'Procedure' definitions. There are no reported suspensions or disputes.

Sustainability50/100

The tender does not explicitly include green procurement or social criteria. However, it demonstrates a strong focus on technological innovation, automation, efficiency, and scalability, which contribute to operational sustainability and long-term value. It is not EU funded.

•No explicit green procurement or social criteria

Strengths

Clear and detailed description of needs and requirements
Comprehensive AI-extracted technical capabilities
Transparent disclosure of estimated value and key timelines
Appropriate CPV classification
Strong focus on technological innovation and efficiency

Concerns

Lack of formal procedure type and liable person, even for pre-market engagement
Absence of electronic submission capabilities
Failure to download the 'Official PDF Version' document
No explicit evaluation criteria (though expected for pre-market, it's a future concern)
No explicit green procurement or social criteria

Recommendations

1. Ensure all tender documents are accessible and downloadable for future formal procurement.
2. Implement electronic submission for the formal tender to enhance fairness and practicality.
3. Clearly define the procurement procedure type, liable person, and evaluation criteria for the subsequent formal tender.

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B
Tender Quality Score
72/ 100 · Good
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