Prior information notice
This notice is for prior information only
Section I: Contracting
authority
I.1) Name and addresses
STOKE-ON-TRENT CITY COUNCIL
Civic Centre
STOKE-ON-TRENT
ST41HH
UK
Contact person: Agnes Ashun
Telephone: +44 1782237651
E-mail: agnes.ashun@stoke.gov.uk
Fax: +44 1782237651
NUTS: UKG23
Internet address(es)
Main address: https://www.stoke.gov.uk/
Address of the buyer profile: https://www.stoke.gov.uk/
I.3) Communication
Additional information can be obtained from the abovementioned address
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Automatic Statement Reconciliation Software
II.1.2) Main CPV code
48441000
II.1.3) Type of contract
Supplies
II.1.4) Short description
Stoke-on-Trent City Council is exploring the procurement of an Automatic Statement Reconciliation Software to support financial operations by improving accuracy, efficiency, and automation in reconciling various financial statements, including bank transactions, supplier statements, and internal ledger records.
- Automate reconciliation processes, reducing manual effort and improving data accuracy.
- Identify discrepancies and exceptions dynamically, with built-in error handling.
- Utilise AI-driven or rule-based transaction matching to enhance financial control.
- Assist in the discovery of hidden credit notes to maximise cost recovery.
- Provide tracking functionality to monitor whether identified issues, such as missing invoices or reconciliation discrepancies, have been resolved.
- Offer compatibility with widely used ERP and finance management solutions, such as SAP Public Cloud and Civica, allowing for data extraction or integration where feasible.
- Support compliance with financial regulations and reporting standards applicable in the UK public sector.
- Provide an intuitive interface with real-time reporting and analytics for financial oversight.
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
48440000
II.2.3) Place of performance
NUTS code:
UKG23
Main site or place of performance:
United Kingdom (Stoke-on-Trent and surrounding areas)
II.2.4) Description of the procurement
Stoke-on-Trent City Council is seeking a scalable and efficient reconciliation solution that can work alongside existing financial management systems. The key objectives include:
- Automated Matching - AI-driven and configurable rule-based matching of transactions.
- Exception Handling - Identification of unmatched or irregular transactions for review.
- Discovery of Hidden Credit Notes - Identification of supplier credit notes that may have gone unnoticed, helping to recover costs.
- Issue Tracking & Resolution Monitoring - A system to flag reconciliation issues and track their resolution status to ensure follow-through.
- Audit Trail & Compliance - Full traceability and reporting features to support audits.
- Cloud-Based or On-Premise Deployment - A flexible solution that can accommodate different IT environments.
- Integration and Data Handling - Ability to interact with ERP, finance management systems, and other relevant platforms through structured data extraction, reporting capabilities, or integration where applicable.
The council wishes to continue fulfilling its current services to the same high standard, though recognizes the need to engage with the innovative providers within the market to better understand the wider offer which may be available in an ever developing digital service are.
If you are interested in any further discussions regarding this notice please contact Gabriella.brown@stoke.gov.uk with the reference 'Automatic Statement Reconciliation' where additional details can be discussed.
II.3) Estimated date of publication of contract notice:
01/04/2025
Section IV: Procedure
IV.1) Description
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
Section VI: Complementary information
VI.3) Additional information
The procurement will be conducted as an open and competitive tender process, ensuring compliance with public sector procurement regulations.
This PIN serves as early notification to potential suppliers regarding this upcoming opportunity. Interested parties are encouraged to express interest and provide feedback on the proposed scope of services.
VI.5) Date of dispatch of this notice
10/02/2025