Contracting authority

Contracting authority:

Northern Ireland Assembly Commission

Public Procurement Organisation Number:

PYCW-9139-GQXZ

Address:

Northern Ireland Assembly Commission, Parliament Buildings, Stormont
Belfast
BT4 3XX
UK

Contact name:

Procurement Team

Email:

procurement@niassembly.gov.uk

Telephone:

02890418308

Website:

Not provided

Organisation type:

MINISTRY

Devolved regulations that apply:

Northern Ireland

Procedure

Procedure type:

Below threshold - without competition

Tenders received:

0

Tenders assessed:

0

Tenders from SMEs:

0

Tenders from VCSEs:

0

Scope

Title:

Provision of PECOS P2P Systems Software Licensing, Support and Maintenance to the Northern Ireland Assembly Commission (2026–2028)

Reference number:

Not provided

Description:

The NI Assembly Commission's Finance Office uses several software packages to deliver its services. PECOS Purchase to Pay (P2P) is one of the central packages with the software being used as both a purchase to pay and budgeting system having been used by the Assembly Commission from the mid-2000s.

The current arrangements include an automated Purchase Ordering (PO) system to include; approval workflows within the system, an auto-generated audit trail to record same, a system solution for matching invoices to approved PO’s, generation of invoicing files for upload to the central finance accounting system (SUN Systems). This facilitates the payment of supplier invoices and bills, records expenditure for budgeting and reporting purposes, aids reporting of expenditure commitments and accruals.

Financial systems enable the Finance Office to carry out monthly financial management accounting, forecasting and budgeting processes to deliver essential Assembly Commission business. The financial systems software package also ensures that invoices are paid to suppliers and that expenditure is accurately recorded and reported to fulfil the Assembly Commission’s internal and external reporting requirements.

It is anticipated that the existing PECOS P2P software will be replaced as part of the wider Assembly Commission Corporate Systems Review project that will lead to the procurement and implementation of a new fully integrated system(s) to meet the needs of HR, Finance and Procurement. However, until a replacement system is fully implemented, the systems review project has been paused and alternative options are being considered. It is now anticipated that the project will be re-established shortly to procure several best of breed software solutions, but the implementation of agreed solutions will take at least 12-18 months therefore an interim solution is required to allow the Finance Office to continue operations.
To view this notice, please click here:
https://niassembly.delta-esourcing.com/delta/viewNotice.html?noticeId=1044173066

Participation

Suitable for SMEs:

Yes

Suitable for VCSEs:

No

Lots

Description:

Not provided

Main procurement category:

SERVICES

Above threshold:

No

Suitable for SMEs:

No

Suitable for VCSEs:

No

Contract dates (estimated):

01/07/2026 to 30/06/2028

CPV classifications:

48442000 - Financial systems software package.

72261000 - Software support services.

Contract can be extended:

No

Delivery regions:

UKN06 - Belfast

Suppliers

Lot 1

Title:

Not provided

Supplier:

Elcom Systems Ltd.

Companies House:

PDPL-4468-PJHN

Address:

Orion House, 5 Upper St. Martin's Lane
LONDON
WC2H 9EA
UK

Email:

sales@elcom.com

Telephone:

07400 064626

Small or medium-sized enterprise (SME):

Yes

Voluntary, community or social enterprise (VCSE):

No

Supported employment provider:

No

Public service mutual:

No

Documents

Associated tender documents:

Not provided

Technical specifications:

Not provided

Contract Terms

Contract terms:

Not provided

A conflicts assessment has been prepared and revised:

Yes

Direct Award Justification

Allowed by statutory instrument:

No

Direct award justifications:

Single supplier - technical

Justification description:

Section 41(6) of the Procurement Act 2023, which permits direct award where a “direct award justification” applies—specifically where only a particular supplier can provide the required goods due to technical or exclusive rights, and no reasonable alternatives exist (Schedule 5 para 6 (a) and (b)).

Special regime:

None

Other organisations

Not provided