Finance System Software · UK public procurement notice

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