Provision of a Financial Management System

Description

Derby College Group (herein referred to as ‘DCG’) currently utilises a Financial Management System via the Open Accounts system. This contract is due to expire automatically on 31.07.27. The intended outcome of the process is to determine the most advantageous tender(s) (MAT) and select a suitable Financial Management System, capable of meeting all DCG specified requirements for implementation before 01.08.27 to ensure seamless continuity of system functionality for DCG. Derby College Group undertook a Pre-Market Engagement exercise in accordance with Section 17 of the Procurement Act 2023 to test the proposed requirement, understand current market capabilities and inform the final procurement strategy in May 2026 with ocds-h6vhtk-06908f and FTS reference 2026/S 000-040647. Seven suppliers responded, representing a range of Financial Management System solutions and implementation approaches. The PME confirmed that there is a competitive market capable of delivering DCG's requirements and that an open competition is appropriate. The key themes arising from market engagement were: • The need for a clear and detailed functional specification, with mandatory requirements distinguished from desirable requirements. • The importance of publishing a transparent evaluation methodology and treatment of partial compliance. • Clarification of user volumes, entity structure, integration requirements and data migration expectations. • Recognition that approaches to contract terms vary across the market and may influence supplier participation. • The importance of defining reporting, dashboard and self-service requirements for non-finance users. • The need for a realistic implementation timetable and adequate internal change-management resource. • The desirability of clear pricing assumptions to ensure tender responses are directly comparable As a result of the PME, DCG has refined the specification, clarified implementation expectations, defined the evaluation methodology, confirmed pricing assumptions and strengthened guidance relating to migration, integrations and ongoing support. In accordance with procurement legislation and good practice, participation in the PME does not confer any advantage, preference or prior knowledge benefit during the evaluation of tenders. All bidders will be evaluated solely on the basis of their tender submission against the published evaluation criteria.

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