Provision of a fully bilingual (Welsh and English) HR Information System (HRIS)

{
  "buyer": {
    "id": "GB-PPON-PTTZ-7468-NYRQ",
    "name": "Social Care Wales"
  },
  "date": "2026-02-10T16:41:07Z",
  "id": "012118-2026",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-05ee64",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Cardiff",
        "postalCode": "CF10 1EW",
        "region": "UKL22",
        "streetAddress": "South Gate House"
      },
      "contactPoint": {
        "email": "procurement@socialcare.wales",
        "name": "Procurement Team"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          },
          {
            "description": "Welsh devolved regulations apply",
            "id": "GB-WLS",
            "scheme": "UK_CA_DEVOLVED_REGULATIONS"
          }
        ],
        "url": "http://www.socialcare.wales"
      },
      "id": "GB-PPON-PTTZ-7468-NYRQ",
      "identifier": {
        "id": "PTTZ-7468-NYRQ",
        "scheme": "GB-PPON"
      },
      "name": "Social Care Wales",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tenderUpdate"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2026-04-22T23:59:59+01:00"
    },
    "description": "The purpose of this procurement is to select and implement a modern, secure, fully bilingual (Welsh and English) Human Resources Information System (HRIS) that will replace Social Care Wales\u2019s current HR platform (Ciphr). The new system must improve and streamline HR processes, support efficient workforce management, ensure legal compliance with Welsh language standards, and provide better user experience for employees, managers, and HR teams.\nIt aims to deliver a solution that enables a smooth, well\u2011managed implementation ready for Day\u20111 operation on 1 September 2026.",
    "documents": [
      {
        "description": "Competitive Flexible Procedure Invitation to Tender - HRIS",
        "documentType": "biddingDocuments",
        "id": "L-2",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357755"
      },
      {
        "description": "Gwahoddiad i Dendro Gweithdrefn Hyblyg Gystadleuol - HRIS",
        "documentType": "biddingDocuments",
        "id": "L-3",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357756"
      },
      {
        "description": "Appendix 1 - WPSQ",
        "documentType": "biddingDocuments",
        "id": "L-4",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357758"
      },
      {
        "description": "Atodiad 1 - WPSQ ",
        "documentType": "biddingDocuments",
        "id": "L-5",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357759"
      },
      {
        "description": "Appendix 2 \u2013\u00a0Specification",
        "documentType": "biddingDocuments",
        "id": "L-6",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357761"
      },
      {
        "description": "Appendix 3 \u2013 Social Care Wales\u2019s tone of voice guidelines",
        "documentType": "biddingDocuments",
        "id": "L-7",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357762"
      },
      {
        "description": "Atodiad 3 - Canllaw ein llais Gofal Cymdeithasol Cymru",
        "documentType": "biddingDocuments",
        "id": "L-8",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357763"
      },
      {
        "description": "Appendix 4 \u2013 Social Care Wales\u2019s branding guidelines",
        "documentType": "biddingDocuments",
        "id": "L-9",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357765"
      },
      {
        "description": "Atodiad 4 - Canllawiau brand Gofal Cymdeithasol Cymru",
        "documentType": "biddingDocuments",
        "id": "L-10",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357766"
      },
      {
        "description": "Appendix 5 - Form of Tender",
        "documentType": "biddingDocuments",
        "id": "L-11",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357767"
      },
      {
        "description": "Atodiad 5 - Ffurflen Tendro",
        "documentType": "biddingDocuments",
        "id": "L-12",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357769"
      },
      {
        "description": "Appendix 6 - Social Care Wales Contractual Terms",
        "documentType": "biddingDocuments",
        "id": "L-13",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357770"
      },
      {
        "description": "Atodiad 2 - Manyleb",
        "documentType": "biddingDocuments",
        "id": "L-14",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357784"
      },
      {
        "description": "Supplier questions re contract clauses",
        "documentType": "biddingDocuments",
        "id": "L-15",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=360920"
      },
      {
        "accessDetails": "Stage 2 - The Invitation to Tender (ITT) and all associated tender documents will be issued via Sell2Wales to all Suppliers that successfully pass Stage 1. \nStage 3 - Will commence with the issuing of a formal letter (via email) inviting the shortlisted Suppliers to participate in product demonstrations.",
        "documentType": "biddingDocuments",
        "id": "future"
      },
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2026-02-10T16:41:07Z",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "012118-2026",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/012118-2026"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2026-02-10T17:00:00+00:00"
    },
    "expressionOfInterestDeadline": "2026-02-16T12:00:00+00:00",
    "hasRecurrence": true,
    "id": "HRIS ",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Time accounting or human resources software package",
            "id": "48450000",
            "scheme": "CPV"
          },
          {
            "description": "Software implementation services",
            "id": "72263000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKL"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Assessment of technical ability to fulfil requirements ",
              "name": "Quality",
              "numbers": [
                {
                  "number": 45.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Assessment of value adding services beyond the scope of the requirements ",
              "name": "Social Value ",
              "numbers": [
                {
                  "number": 5.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Evaluation of costs to fulfil the requirements ",
              "name": "Price",
              "numbers": [
                {
                  "number": 15.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "cost"
            },
            {
              "description": "This stage will enable each shortlisted Supplier to demonstrate to Social Care Wales that their proposed solution is capable of meeting the requirements of the Contract.  ",
              "name": "Product Demonstrations ",
              "numbers": [
                {
                  "number": 35.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2029-04-30T23:59:59+01:00",
          "maxExtentDate": "2031-04-30T23:59:59+01:00",
          "startDate": "2026-05-05T00:00:00+01:00"
        },
        "hasRenewal": true,
        "id": "1",
        "renewal": {
          "description": "The contract will run initially from 1 May 2026 \u2013 30 April 2029 years with a possibility of being extended for a further 24 months until 30 April 2031, up to a total period of 5 years."
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "See Appendix 1 - WPSQ",
              "type": "economic"
            },
            {
              "description": "See Appendix 1 - WPSQ",
              "type": "technical"
            },
            {
              "description": "Suppliers will be selected to proceed to tender based on their responses to the Welsh Procurement Specific Questionnaire (WPSQs). The purpose of this first stage is to confirm that suppliers have the minimum capability, experience, and organisational capacity required to deliver the HRIS solution.",
              "forReduction": true
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true,
          "vcse": true
        },
        "value": {
          "amount": 125000,
          "amountGross": 150000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procedure": {
      "features": "Social Care Wales will run this procurement using a three\u2011stage Competitive Flexible Procedure, structured as follows:\nStage 1 \u2014 Conditions of Participation: Suppliers will submit responses to Welsh procurement specific questionnaire\u0027s (WPSQ). These will be assessed on a pass/fail basis to confirm minimum capability, relevance, and suitability to deliver the HRIS solution.\nStage 2 \u2014 Invitation to Submit a Tender: All suppliers who pass Stage 1 will be invited to submit a full tender response, comprising of Quality, Social Value and Cost. Tenders will be evaluated on a most advantageous tender (MAT) basis, in accordance with the published criteria and weightings.\nStage 3 \u2014 Product Demonstrations: The top three scoring suppliers from the tender evaluation will be shortlisted and invited to deliver a structured product demonstration. Demonstrations will assess system capability, bilingual functionality, usability, and alignment with Social Care Wales\u2019 requirements.\nA final moderated score will be applied following demonstrations to determine the preferred bidder."
    },
    "procurementMethod": "selective",
    "procurementMethodDetails": "Competitive flexible procedure",
    "recurrence": {
      "dates": [
        {
          "startDate": "2031-01-31T23:59:59+00:00"
        }
      ]
    },
    "status": "active",
    "submissionMethodDetails": "https://www.sell2wales.gov.wales",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "cy",
        "en"
      ]
    },
    "title": "Provision of a fully bilingual (Welsh and English) HR Information System (HRIS)",
    "value": {
      "amount": 125000,
      "amountGross": 150000,
      "currency": "GBP"
    }
  }
}