Purchase of Accounts Payable Forensic Software Package

Purchase of Accounts Payable Forensic Software Package

An Accounts Payable Forensic Software package relevant to specification requirements and which has been successfully delivered previously is required by Caerphilly County Borough Council Finance Section.


1 Authority Details


Authority Name and Address

Caerphilly County Borough Council

Procurement Services, Penallta House, Tredomen Park, Ystrad Mynach,


CF82 7PG


Wayne Thomas

+44 1443863161

+44 1443863167


Address from which documentation may be obtained

As in 1.1


Completed documents must be returned to:

As in 1.1

2 Contract Details



Purchase of Accounts Payable Forensic Software Package


Description of the goods or services required

An Accounts Payable Forensic Software package relevant to specification requirements and which has been successfully delivered previously is required by Caerphilly County Borough Council Finance Section:-

To link with and extract data from our Accounts Payable and Supplier File database located in our Integrated Financial System Advanced Business Solutions – E5. It must allow the Accounts Payable Team to achieve speedy, comprehensive and accurate analysis of payment information to highlight and prevent potential duplicate and erroneous payments prior to payment runs.

The software will need to be compatible with our existing ledger product and IT hardware and infrastructure.


Notice Coding and Classification

48440000 Financial analysis and accounting software package
48441000 Financial analysis software package
48442000 Financial systems software package
48443000 Accounting software package

1016 Gwent Valleys (Torfaen, Blaenau Gwent, Caerphilly)


Total quantity or scope of tender

3 Conditions for Participation


Minimum standards and qualification required

Bidders must be able to demonstrate previous experience of successfully delivering a software package relevant to the requirement.

4 Administrative Information


Type of Procedure

Single stage – Any candidate may submit a tender.


Reference number attributed to the notice by the contracting authority



Time Limits

a) Time-limit for obtaining documentation

b) Time-limit for receipt of completed tenders
13-08-2015  Time  12:00

c) Estimated award date 04-09-2015


Language or languages in which tenders or requests to participate can be drawn up



Tender Submission Postbox

5 Other Information


Additional Information

The process will be undertaken using Caerphilly CBC’s proactis plaza e-tendering system where the tender documents are available to be accessed.

The period to register interest in the opportunity on the proactis plaza e-tendering system is up to 10 August 2015. The system will not accept any further interest after this date.

The clarification period for any queries shall be up to 11 August 2015. Any queries shall via dialogue facility on the proactis plaza system but please note that No clarification queries will be responded to after this date.

The closing date for tender return via the e-tendering system is 12 noon on 13 August 2015. The system will not accept any tenders after this time and date.

Companies are invited to follow the following directions to register on to the system if you are not already registered and how in addition to have access to the documentation:-

1. Log in to the Proactis Supplier Portal at https://supplierlive.proactisp2p.com/Account/Login

2. Click the “Sign Up” option on the Portal homepage

3. Enter your correct Organisation Name, Details and Primary Contact Details.

4. Please make a note of the Organisation ID and User Name, then click “Register”.

5. You will then receive an email from the system asking you follow a link to activate your account.

6. Please enter the information requested, clicking on the blue arrow to move on to the next stage and follow the instructions ensuring that you enter all applicable details.

7. In the Classification section please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice, it is essential that only CPV Codes specific to your organisation are added to your profile.

8. Buyer Selection – At this stage you are required to indicate which Buyer Organisations you would like to register with. Please remember to register with Caerphilly this ensures that you will be alerted to all relevant opportunities.

9. Terms & Conditions – Read the terms and conditions of the use of this Supplier Portal and tick the box to denote you have read and understood the terms and that you agree to abide by them. If you do not agree you cannot complete the registration process. Once you have agreed click on the blue arrow to move on to the next stage.

10. Insert a password for the admin user and repeat it. The password MUST be between 6 and 50 characters in length. It must contain at least 2 number(s). Once completed select ‘Complete Registration’ and you will enter the Supplier Home page.

11. From the Home Page, go to the “Opportunities” icon, all current opportunities will be listed. Click on the blue arrow under the field ‘Show Me’ of the relevant opportunity then click to register your interest on the applicable button.

12. Refresh your screen by clicking on the opportunities icon located on the left hand side, to view the opportunity click the blue arrow.

13. Note the closing date for completion of the relevant project. To find all available documentation please drop down the ‘Request Documents’ option and click to download all documents.

14. You can now either complete your response or “Decline” this opportunity.

All queries are to be made via the messaging system on the Proactis portal. Please note we will NOT accept any questions/queries via telephone/email.

A supplier guide is available via the portal detailing how to use the Proactis Plaza system.

If you require assistance please contact

Natasha Ford 01443 863075 – fordn@caerphilly.gov.uk

(WA Ref:31369)


Additional Documentation


Publication date of this notice



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