Published date: 26 February 2024
Awarded contract - This means that the contract has been awarded to a supplier.
Contract summary
Industry
Financial consultancy, financial transaction processing and clearing-house services - 66170000
Location of contract
SN2 2EH
Value of contract
£16,500
Procurement reference
STA - Consultancy advice on Intelligent Document Processing IDP) for Finance
Published date
26 February 2024
Closing date
19 February 2024
Closing time
5pm
Contract start date
21 February 2024
Contract end date
20 April 2024
Contract type
Service contract
Procedure type
Single tender action (below threshold)
A direct contract with a single supplier, without competition.
This procedure can be used for procurements below the relevant contract value threshold.
Contract is suitable for SMEs?
Yes
Contract is suitable for VCSEs?
No
Description
Brief Description of purchase:
Gartner research has developed a standard reference model for the key phases in IPD workflow. HE's key functionality is, in relation to AP and AR:
Ingestion
1. Extract invoice and credit PDFs from emails (must have)
2. Recognise and consolidate supporting documentation with the original invoice e.g. invoice + excel usage report and attach both to the registered document (nice to have)
3. Recognise and separate individual invoices/credits where email contains multiple attachments (must have)
Document Classification
1. Identify between invoices and credits and handle differently (must have)
2. Not processing anything which isn't an invoice or credit note e.g. statement, reminder letter, order confirmation (must have - see 1)
Data Extraction
1. Recognise text on invoice regardless of position, orientation, text colour, font (type or handwritten) (must have)
2. Recognise relevant invoice information from email content e.g. PO number quoted in email (nice to have)
Validation
1. Check document compliance i.e. PO, VAT reg number, correct company name etc (must have)
2. Compare supplier information e.g. bank details from the invoice against supplier information held on the finance system (must have)
3. Exceptions list for human intervention including reason(s) per document e.g. non-compliance, missing information (must have)
4. Flag/classify invoices with queries vs those perfect for onward processing e.g. duplicate invoice, bank details don't match, PO complete/invalid (must have)
Integration
1. Populate Integra data fields (must have)
2. Data transfer to Integra via flat file (must have)
3. Attaching document images in Integra (must have)
In relation to assessment criteria for a platform which meets our requirements, HE has further suggested that the following factors are taken into account:
1. Flat file capability
2. A solution which demonstrated flexible and high quality, efficient handling of diverse document types - information in different places, handwritten, light text etc
3. Ease of use and training
4. Support for human to handle exceptions - user experience
5. Detailed proof concept
6. Exceptions handling capability
7. Replicated across multiple entities with different rules
Award information
Awarded date
21 February 2024
Contract start date
21 February 2024
Contract end date
20 April 2024
Total value of contract
£16,500
This contract was awarded to 1 supplier.
SSG Advisory
Address
The Courtyard
Smith's Lane
Northwich
Cheshire
CW8 3HFReference
No reference - other
Supplier is SME?
Yes
Supplier is VCSE?
No
About the buyer
Contact name
Historic England
Address
The Engine House, Fire Fly Avenue
Swindon
SN2 2EH
United Kingdom
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Closing: 19 February 2024, 5pm
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