Invitation to Tender to provide a HR and Payroll System solution (5-year contract)

{
  "buyer": {
    "id": "GB-UKPRN-10006570",
    "name": "East Kent Colleges Group"
  },
  "date": "2025-11-19T13:58:57Z",
  "id": "075248-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-05d6e8",
  "parties": [
    {
      "additionalIdentifiers": [
        {
          "id": "PYPY-4814-DDBH",
          "scheme": "GB-PPON"
        }
      ],
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Broadstairs",
        "postalCode": "CT10 1PN",
        "region": "UKJ44",
        "streetAddress": "Ramsgate Road"
      },
      "contactPoint": {
        "email": "Naomi.morris@eastkent.ac.uk",
        "name": "Naomi Morris"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ]
      },
      "id": "GB-UKPRN-10006570",
      "identifier": {
        "id": "10006570",
        "scheme": "GB-UKPRN"
      },
      "name": "East Kent Colleges Group",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tenderUpdate"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2025-12-10T23:59:59Z"
    },
    "description": "As a family of six community-based colleges across East Kent, EKC Group\u0027s mission is to play a leading role for East Kent in developing the economic and social prosperity of the communities we serve.\nThe Group\u0027s current Human Resources and Pay Roll system is being phased out by the supplier from 31 March 2026 and this has bought forward a planned procurement exercise for these solutions.\nThe Group employs over 1500 staff and provides HR and payroll services for our sister EKC Schools Trust, which has 700 employees over 15 schools. We have a wholly owned subsidiary that runs a Hotel which has 41 employees and a Tronc Scheme of 51 employees.\nAt present the Group has proprietary software for performance management, leave and expenses claims and a third-party recruitment and onboarding system (e-ploy). Whilst these could be maintained this tender includes the potential to include these elements within the overall software supplied.",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "documentType": "biddingDocuments",
        "format": "application/x-zip-compressed",
        "id": "A-6817",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-6817"
      },
      {
        "description": "Payroll Requirements (accessible vrs) document\navailable for download due to zip version error.",
        "documentType": "biddingDocuments",
        "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document",
        "id": "A-7307",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-7307"
      },
      {
        "description": "An expanded list of HR System preferred features and functionality.\nConsider these as part of tender submission preparation.",
        "documentType": "biddingDocuments",
        "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document",
        "id": "A-7339",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-7339"
      },
      {
        "description": "Clarifications and Guidance Document 1 - EKC Group Response",
        "documentType": "biddingDocuments",
        "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document",
        "id": "A-7622",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-7622"
      },
      {
        "description": "Clarification and guidance 2 - EKC Group Response",
        "documentType": "biddingDocuments",
        "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document",
        "id": "A-7624",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-7624"
      },
      {
        "description": "Clarifications and guidance document 3",
        "documentType": "biddingDocuments",
        "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document",
        "id": "A-7625",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-7625"
      },
      {
        "description": "Clarifications and Guidance Document 4 - EKC Group Response",
        "documentType": "biddingDocuments",
        "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document",
        "id": "A-7662",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-7662"
      },
      {
        "description": "Clarifications and Guidance Document 5 - EKC Group Response",
        "documentType": "biddingDocuments",
        "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document",
        "id": "A-7663",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-7663"
      },
      {
        "description": "Clarifications and Guidance 6 - General Position on International participation (Suppliers outside the UK)",
        "documentType": "biddingDocuments",
        "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document",
        "id": "A-7891",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-7891"
      },
      {
        "description": "Tender Clarifications and Guidance 7 document - EKC Group responses",
        "documentType": "biddingDocuments",
        "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document",
        "id": "A-7951",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-7951"
      },
      {
        "description": "Clarifications and Guidance 8 - EKC Group Response",
        "documentType": "biddingDocuments",
        "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document",
        "id": "A-8081",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-8081"
      },
      {
        "datePublished": "2025-11-19T13:58:57Z",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "075248-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/075248-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-11-11T17:00:00Z"
    },
    "id": "ocds-h6vhtk-05d6e8",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Software package and information systems",
            "id": "48000000",
            "scheme": "CPV"
          },
          {
            "description": "Miscellaneous services",
            "id": "98300000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKJ44"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "name": "Price",
              "numbers": [
                {
                  "number": 30,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            },
            {
              "description": "See the tender pack for full details of the customer requirements.",
              "name": "Customer Requirements",
              "numbers": [
                {
                  "number": 50,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Added Value",
              "numbers": [
                {
                  "number": 10,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Corporate Social Responsibility",
              "numbers": [
                {
                  "number": 10,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2031-03-31T23:59:59+01:00",
          "startDate": "2026-04-01T00:00:00+01:00"
        },
        "hasOptions": true,
        "id": "1",
        "options": {
          "description": "There may be additional software solutions that the supplier may provide that the buyer may be interested in as well as consultancy services or the like."
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "A service provider that offers HR and Payroll systems to Further Education, Higher Education and/or Multi Academy Trust education providers.",
              "type": "economic"
            },
            {
              "description": "Suppliers must hold Cyber Essentials, with Cyber Essentials + preferred.\nThe systems must be Multi-Factor Authentication (MFA) compliance and offer Single Sign On capability.",
              "type": "technical"
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "value": {
          "amount": 425000,
          "amountGross": 510000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procedure": {
      "features": "The tender process will be run using two rounds.\nThe First Round will be carried out as a written submission which tenderers satisfy the tender requirements of the legal services being sought, and meet, the evaluation criteria above.\nFollowing assessment, the top three tender scores will be shortlisted to participate in the Second Round.\nThe Second Round will consist of a virtual (MS Teams) one-hour interview, consisting of presentation and panel questions.\nFinal Scoring will consist of an aggregation of First Round and Second Round scores at ratio of 75% to 25%.\nThe top score following aggregation will be put forward for consideration subject to the internal approval process, relevant due diligence checks and/or references.\nEven in the event of a tender receives the top score, EKC will be under no obligation to enter into contact with the relevant bidder until the internal approval processes have been completed."
    },
    "procurementMethod": "open",
    "procurementMethodDetails": "Competitive flexible procedure",
    "specialRegime": [
      "utilities"
    ],
    "status": "active",
    "submissionMethodDetails": "https://www.ekcgroup.ac.uk\nAll questions and queries are to be directed to:-\nNaomi.Morris@eastkent.ac.uk\nTenders submissions ONLY must be returned via email to tenders.corporate.services@ekcgroup.ac.uk on 24/11/2025 before 5pm.\nSuppliers may return their tenders before this date but should do so via a passworded One Drive link. The password should then be provided after 5pm on  24/11/2025 via email to tenders.corporate.services@ekcgroup.ac.uk\nLate tender bids will not be considered.",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "tenderPeriod": {
      "endDate": "2025-11-24T17:00:00Z"
    },
    "title": "Invitation to Tender to provide a HR and Payroll System solution (5-year contract)",
    "value": {
      "amount": 425000,
      "amountGross": 510000,
      "currency": "GBP"
    }
  }
}