Direct Award for Finance System replacement

{
  "awards": [
    {
      "aboveThreshold": true,
      "contractPeriod": {
        "endDate": "2029-05-22T23:59:59+01:00",
        "startDate": "2025-12-22T00:00:00Z"
      },
      "documents": [
        {
          "datePublished": "2025-12-04T11:57:36Z",
          "description": "Transparency notice on Find a Tender",
          "documentType": "awardNotice",
          "format": "text/html",
          "id": "079681-2025",
          "noticeType": "UK5",
          "url": "https://www.find-tender.service.gov.uk/Notice/079681-2025"
        }
      ],
      "id": "1",
      "items": [
        {
          "additionalClassifications": [
            {
              "description": "Financial systems software package",
              "id": "48442000",
              "scheme": "CPV"
            },
            {
              "description": "Accounting software package",
              "id": "48443000",
              "scheme": "CPV"
            },
            {
              "description": "Accounting system",
              "id": "48444000",
              "scheme": "CPV"
            }
          ],
          "id": "1",
          "relatedLot": "1"
        }
      ],
      "mainProcurementCategory": "goods",
      "milestones": [
        {
          "dueDate": "2025-12-22T23:59:59Z",
          "id": "1",
          "status": "scheduled",
          "type": "futureSignatureDate"
        }
      ],
      "relatedLots": [
        "1"
      ],
      "status": "pending",
      "suppliers": [
        {
          "id": "GB-COH-03341304",
          "name": "MRI SOFTWARE LIMITED"
        }
      ],
      "title": "Cloud Financials",
      "value": {
        "amountGross": 315218,
        "currency": "GBP"
      }
    }
  ],
  "buyer": {
    "id": "GB-COH-4263691",
    "name": "Two Rivers Housing"
  },
  "date": "2025-12-04T11:57:36Z",
  "id": "079681-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-05eea5",
  "parties": [
    {
      "additionalIdentifiers": [
        {
          "id": "9498",
          "scheme": "GB-MPR"
        },
        {
          "id": "PYMZ-8576-DHBJ",
          "scheme": "GB-PPON"
        }
      ],
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "NEWENT",
        "postalCode": "GL18 1DS",
        "region": "UKK13",
        "streetAddress": "Rivers Meet"
      },
      "contactPoint": {
        "email": "accounts@2rh.org.uk"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ]
      },
      "id": "GB-COH-4263691",
      "identifier": {
        "id": "4263691",
        "scheme": "GB-COH"
      },
      "name": "Two Rivers Housing",
      "roles": [
        "buyer"
      ]
    },
    {
      "additionalIdentifiers": [
        {
          "id": "PWRQ-7158-PXCR",
          "scheme": "GB-PPON"
        }
      ],
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "London",
        "postalCode": "EC2V 8EA",
        "region": "UKI31",
        "streetAddress": "9 King Street"
      },
      "contactPoint": {
        "email": "tenders@mrisoftware.com"
      },
      "details": {
        "scale": "large",
        "url": "http://www.mrisoftware.com",
        "vcse": false
      },
      "id": "GB-COH-03341304",
      "identifier": {
        "id": "03341304",
        "scheme": "GB-COH"
      },
      "name": "MRI SOFTWARE LIMITED",
      "roles": [
        "supplier"
      ]
    }
  ],
  "tag": [
    "award",
    "contract"
  ],
  "tender": {
    "description": "Summary\nThe requirement of this direct award is within the scope of Schedule 5 of the Procurement Act 2023, and in line with the Section 44 the same, Two Rivers Housing intends to award the contract for the provision of a Financial Cloud based, Software as a Service system (SAAS) incorporating a Purchase to Pay solution to MRI Software Limited. \nThis contract enables the organisation to transition from the current server-based OpenAccounts finance system to an integrated, modern, cloud-hosted platform with the same supplier. The cloud-hosted system is the replacement for the current server-based system, which is no longer being developed. The existing contract commenced in October 2021.\nContract Scope\nCurrent Two Rivers Housing finance system is a suite of three standalone but interfaced modules consisting of: OpenAccounts, eBIS and Version One. All three products are owned by OneAdvanced  and provided by MRI Software. \nThe replacement system will be one fully integrated system that is cloud based. \nThe move to the cloud-based system will also result in on-premises savings such as servers, backups, and disaster recovery costs.\nEssentially, the contract being awarded, concerns the supply of goods and services by the existing supplier which are intended as an extension to, or partial replacement of, existing goods and services in circumstances where-\n(a)\ta change in supplier would result in the contracting authority receiving goods, services or works that are different from, or incompatible with, the existing goods, services or works, and\n(b)\tthe difference or incompatibility would result in disproportionate technical difficulties in operation or maintenance.\nThe award will be for a period of 41 months commencing from December 2025, including a five-month implementation period at zero cost. The scope of the contract will include the implementation, licensing, and ongoing maintenance of the following components of the Financials suite:\n\u2022\tCore Financials base engine\n\u2022\tProject Management module\n\u2022\tAir Approvals (mobile approval workflow)\n\u2022\tBusiness Tax Portal\n\u2022\tPurchase Invoice Automation\nThe annual fee is \u00a399,500 including VAT, subject to a 5.5% annual inflationary uplift for three years, bringing the total contract value to \u00a3315,218. Included within the contract is a Right to Use Licence for Open Accounts which would have otherwise incur a cost of \u00a3123,910 over 7 years.",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      }
    ],
    "id": "ocds-h6vhtk-05eea5",
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "id": "1",
        "status": "complete"
      }
    ],
    "procurementMethod": "direct",
    "procurementMethodDetails": "Direct award",
    "procurementMethodRationale": "A direct award is justified for the following reasons:\n\u2022\tUrgent replacement of unsupported system: The current version of OpenAccounts (8.5) is now unsupported. Continued usage jeopardises Two Rivers Housing\u0027s Cyber Essentials accreditation, which requires systems to be no more than two versions behind current releases.\n\u2022\tNon-viable upgrade option:  Upgrading to the latest OpenAccounts version (10.1) would require a significant investment, including an upgrade of the Progress Database. OpenAccounts is being phased out and no longer has a product roadmap beyond legislative updates, this would not represent value for money for a short-term solution.\n\u2022\tAlignment with organisational strategy: Transitioning to a SaaS-based finance system aligns with Two Rivers Housing\u0027s digital and technology strategy to reduce reliance on on-premises infrastructure.\n\u2022\tNatural graduation from the current system: Cloud Financials is the replacement for OpenAccounts and will be managed and supported by the same system owners and support providers\n\u2022\tCost of change: The cost of supplier replacement will include, demobilisation of existing system, user training and onboarding, data cleansing and migration which will increase overall cost and as such not aligning with the Group objective to reduce waste of all forms and ensure value for money. \n\u2022\tFamiliarity and reduced training requirement: The Financials product uses similar processes to the existing OpenAccounts system, reducing training needs. MRI consultants already understand Two Rivers Housing\u0027s business processes, supporting a smooth and efficient implementation.\n\u2022\tOperational efficiencies: Replacing three separate systems (OpenAccounts, eBIS, and Version One) with one integrated solution will reduce system interfaces and provide operational efficiencies. Moving to a cloud-based system will also reduce on-premises costs such as server maintenance, backups, and disaster recovery.\nFuture Procurement Plans\nTwo Rivers Housing will use the time opportunity  availed through this award to re consider finance solutions for the growing needs of the organisation, with the intention to conduct a full competitive tender for its finance system to go live in May 2029.",
    "procurementMethodRationaleClassifications": [
      {
        "id": "switchingDirectAward"
      }
    ],
    "status": "complete",
    "title": "Direct Award for Finance System replacement"
  }
}