Accounts Payable Duplicate Payments & Audit Software System Procurement

Concepts

• information technology
• winchester
• hcc
• audit software system
• software supply
• current system
• accounts payable duplicate payments
• payable team process
• finance system
• hampshire county council accounts

Location

Hampshire and Isle of Wight:

Description

Hampshire County Council is preparing to run a procurement for an Accounts Payable Duplicate Payments & Audit Software System. This Prior Information Notice is to alert the market that this requirement will be published shortly. HCC anticipates the procurement timetable to be as follows: Publication of ITT June 2023 Evaluation and Moderation August 2023 Award of contract September 2023 This is an estimated timetable and subject to change. The HCC Finance team require a Commercial Off the Shelf (COTS) product which will not require significant development or customisation by the client or the supplier to meet the requirements.

Total Quantity or Scope

Hampshire County Council is planning to run a procurement for an Accounts Payable Duplicate Payments and Audit Software System to replace their current system. … The Hampshire County Council Accounts Payable Team process over 950,000 transactions every year on behalf of the Authority and other entities. The team currently use a service that provides software to audit the finance system to discover duplicate payments. This information is used to prevent potentially fraudulent transactions and error from suppliers. The Authority is looking to procure a replacement system which includes software licences for 15 users, support, maintenance and training. The Authority requires the new system to check whether VAT has been charged correctly and a system that can perform an audit of transactions undertaken by the HCC Finance System. The system should: • Be fully supported and maintained by the application provider between 8am and 5pm, Monday to Friday. • Have an agreed SLA to underpin the provision of the service. • The current number of transactions is circa 950,000 per year, but the system must have the ability to increase to 1.25M transactions per year and also have the ability to cater for double the current volume of transactions should HCC require this during the contract term. • HCC currently processes 60,000 supplier records to ascertain if there is missing or incorrect data in the Master Supplier File. The system must have the scope to process double the number of supplier records should HCC require this during the contract term. • have the ability to increase the number of entities where further onboarding takes place during the contract term. HCC currently provides services to 5 entities. • Be able to provide Standard Report Templates • have the ability to enable HCC to customise its own reports. • Provide a configurable Dashboard. • Allow Data Capture category headings to be defined and amended by HCC. • Provide reports in a range of formats including Excel and PDF; • Provide Trend analysis reports across all services. • Identify potential duplicate payments on all invoice document types on a daily basis • Check for spikes and sequencing • The system must have the ability to facilitate Role Based Access • Integrate with SAP ERP via flat CSV or XML file format • Provide training for users of the system together with documentation and a level of support and guidance throughout the contract term • Have the ability to check for common fraud indicators such as invalid email addresses, invalid VAT registration and invalid bank account details If you are interested in this requirement, please register for the Hampshire County Council's Tendering Portal In-Tend https://www.in-tendhost.co.uk/hampshire/aspx/home - registration is free. Once registered on In Tend you will be able to access a copy of the Cloud Security Questionnaire which will be included as part of the published ITT. This document is for information only at this stage. Acceptance of these cloud security requirements will be mandatory as part of the ITT exercise. If you have any questions regarding this PIN notice, please send correspondence via In Tend. Logging into In-Tend (once registered) - to view this opportunity please click on "Tenders" then "Current" and then scroll down to the project. - select "View Details" on the relevant opportunity - click the "Express Interest" tab When the tender updates and documents are issued, if you have registered an interest, you will be notified by In-Tend.

CPV Codes

• 72000000 - IT services: consulting, software development, Internet and support
• 72268000 - Software supply services
• 72500000 - Computer-related services

Other Information

** PREVIEW NOTICE, please check Find a Tender for full details. **