Procure to Pay Software Solution Tender

Procure to Pay Software Solution Tender

NHG are not just looking for a simple P2P system, we require a system which will integrate with multiple other systems which are critical to the running of NHG.

United Kingdom-London: Software package and information systems

2020/S 158-386809

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Notting Hill Genesis
National registration number: United Kingdom
Postal address: Bruce Kenrick House, 2 Kilick Street
Town: London
Postal code: N1 9FL
Country: United Kingdom
Contact person: Nicole Ward
Telephone: +44 3330003000
Internet address(es):Main address:

Address of the buyer profile:

I.2)Information about joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Housing and community amenities

Section II: Object

II.1)Scope of the procurement


NHG P2P System

Reference number: PROC1158

II.1.2)Main CPV code

48000000 Software package and information systems

II.1.3)Type of contract


II.1.4)Short description:

NHG are looking to establish a single supplier contract for the provision of a Procure to Pay Software Solution. Since the merger NHG have been using the legacy NHH system for our Procure to Pay system. NHG process a high volume of payments and would like to procure a system which can efficiently process these high volumes.

NHG are not just looking for a simple P2P system, we require a system which will integrate with multiple other systems which are critical to the running of NHG, full details of these systems and NHG’s requirements can be found within the ITT documentation.

II.1.5)Estimated total value

Value excluding VAT: 850 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)

48440000 Financial analysis and accounting software package
48442000 Financial systems software package
48100000 Industry specific software package
48490000 Procurement software package
72212400 Business transaction and personal business software development services

II.2.3)Place of performance

Main site or place of performance:


II.2.4)Description of the procurement:

NHG are looking for a P2P system which will integrate with our existing Finance System SUN. There are several other systems which the new P2P system will need to be able to integrate with, which are vital to running of NHG. Full details of these can be found within the Invitation to Tender Documents.

The new P2P system is expected to make use of “e-invoicing”, i.e. the ability to match transactions automatically using a data-feed and/or artificial intelligence, with limited manual intervention. At present, circa 30 % of invoices are processed by incumbent supplier through the method of e-invoicing.

The new system is expected to support NHG with our flexible working policy and to allow remote working, whether at home, or in the community, and in the context of future-proofing the digital operations of NHG, we envisage that a new P2P system will be expected to make use of “cloud technology”, and incorporate mobile capability, in line with the NHG Digital Strategy.

The procurement is using the restricted procedure to allow NHG to reduce the number of bidders being brought through to the ITT stage. The top 5 – 7 Bidders who meet our minimum requirements as outlined in the SQ will be invited to the tender stage and will be evaluated on their response to the following areas;

— Quality Questions

— Technical Questions

— Pricing

These responses will be evaluated by the evaluation panel and the top 3 highest scoring bidders will be invited to present their solution to a wider evaluation project team.

The winning bidder will be the Most economically advantageous tender and will not be scored on price alone. Full details of the evaluation process can be found in the Invitation to Tender documents.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 850 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

It will be possible to extend this contract for another 36 months, if NHG are satisfied with the performance of the supplier during the initial term of the contract.

Please note the value of the contract includes the extension period of 3 years

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged minimum number: 5
Maximum number: 7

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

To respond to this opportunity please click here:

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 14/09/2020
Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 30/09/2020

IV.2.4)Languages in which tenders or requests to participate may be submitted:


IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Tender must be valid until: 28/05/2021
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted

VI.3)Additional information:

For more information about this tender, please refer to the tender documentation. This includes the Invitation to Tender.

For more information about this opportunity, please visit the Delta eSourcing portal at:

To respond to this opportunity, please click here:

GO Reference: GO-2020810-PRO-16933135

VI.4)Procedures for review

VI.4.1)Review body

Official name: The Royal Court of Justice
Postal address: The Strand
Town: London
Postal code: WC2A2LL
Country: United Kingdom

VI.4.2)Body responsible for mediation procedures

Official name: The Royal Court of Justice
Postal address: The Strand
Town: London
Postal code: WC2A2LL
Country: United Kingdom

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

In accordance with Regulation 86 (notices of decisions to award a contract or conclude a Framework Agreement); regulation 87 (standstill period) and the other relevant provisions of the Public Contracts Regulations 2015, following any decision to award a contract or contracts the Contracting Authority will be providing debriefing information to unsuccessful bidders and observe a minimum 10 day standstill period before the contracts are entered into. Notting Hill Genesis reserves the right not to award the opportunity or to award only part (or a different arrangement) of the opportunity described in this notice.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice: