Provision of Payroll Services for St Thomas Catholic Academies Trust

{
  "buyer": {
    "id": "GB-COH-09660515",
    "name": "ST THOMAS CATHOLIC ACADEMIES TRUST"
  },
  "date": "2025-12-03T10:16:41Z",
  "id": "079210-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-05eda3",
  "parties": [
    {
      "additionalIdentifiers": [
        {
          "id": "PWQV-9459-HGGG",
          "scheme": "GB-PPON"
        }
      ],
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Luton",
        "postalCode": "LU4 0PF",
        "region": "UKH21",
        "streetAddress": "St Martin De Porres Catholic Primary School"
      },
      "contactPoint": {
        "email": "gailheath@panacheconsultancy.co.uk",
        "name": "Payroll Procurement Team"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ]
      },
      "id": "GB-COH-09660515",
      "identifier": {
        "id": "09660515",
        "scheme": "GB-COH"
      },
      "name": "ST THOMAS CATHOLIC ACADEMIES TRUST",
      "roles": [
        "buyer"
      ]
    },
    {
      "additionalIdentifiers": [
        {
          "id": "PJBH-9519-QWJG",
          "scheme": "GB-PPON"
        }
      ],
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Cheltenham",
        "postalCode": "GL51 6TQ",
        "region": "UKK13",
        "streetAddress": "Midway House Herrick Way, Staverton Technology Park"
      },
      "contactPoint": {
        "email": "gailheath@panacheconsultancy.co.uk"
      },
      "details": {
        "url": "http://www.panacheconsultancy.co.uk"
      },
      "id": "GB-COH-07723278",
      "identifier": {
        "id": "07723278",
        "scheme": "GB-COH"
      },
      "name": "PANACHE CREATIVE LIMITED",
      "roleDetails": "Panache, catering services consultants, are assisting St Thomas Catholic Academies Trust with the facilitation of this tender exercise, as a supporting role only.",
      "roles": [
        "procuringEntity",
        "processContactPoint"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2026-03-31T23:59:59+01:00"
    },
    "description": "St Thomas Catholic Academies Trust is undertaking this procurement process to source a suitable provider that can operate all aspects of the Trust\u0027s payroll and pension administration for all their schools and any schools that may join the Trust in the future.\nOver the past few years the Trust has changed significantly by growing to 17 schools and as such the requirements of the payroll and personnel services have evolved, and now the Trust is moving to re-tender the contract to meet new demands.  \nEach school is responsible for managing their workforce and checking payroll data, with top-level oversight coming from the Trust.\nSTCAT schools are based within varying areas which means that the support staff workforce is enrolled in various pension schemes with differing local authorities. A provider who can understand these nuanced differences and ensure that the service is flexible yet remaining consistent, will be paramount to the success of the contract.\nAmongst current frustrations is the lack of easily accessible and interrogable workforce data and a lack of interoperability between the HR/Payroll service and other core systems such as the school MIS, or financial management software. Although not a firm requirement, it would be beneficial if the new service could offer such functionality.\nThe number of schools is due to increase shortly from 17 to 20, plus the Central Team, and the Trust requires a system to manage that change.",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "description": "Interested parties are to complete a Procurement Specific Questionnaire, which can be accessed via the dropbox link provided. If you have any queries, please contact\ngail@panacheconsultancy.co.uk",
        "documentType": "biddingDocuments",
        "id": "L-1",
        "url": "https://www.dropbox.com/scl/fo/9wj8xrno7ujyg541k3ovd/AH6phcBPgaZkMn3KuNK1VIs?rlkey=soxo9gzaepifur0uqacjaaewv\u0026st=lowfsi1g\u0026dl=0"
      },
      {
        "datePublished": "2025-12-03T10:16:41Z",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "079210-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/079210-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2026-01-05T12:00:00Z"
    },
    "expressionOfInterestDeadline": "2026-01-07T12:00:00Z",
    "id": "ocds-h6vhtk-05eda3",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Payroll management services",
            "id": "79211110",
            "scheme": "CPV"
          },
          {
            "description": "Personnel and payroll services",
            "id": "79631000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKH2"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKJ1"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "name": "Quality",
              "numbers": [
                {
                  "number": 70,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Cost",
              "numbers": [
                {
                  "number": 30,
                  "weight": "percentageExact"
                }
              ],
              "type": "cost"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2029-08-31T23:59:59+01:00",
          "maxExtentDate": "2031-08-31T23:59:59+01:00",
          "startDate": "2026-09-01T00:00:00+01:00"
        },
        "hasRenewal": true,
        "id": "1",
        "renewal": {
          "description": "Up to 2 year extension, on a +1year, +1year basis."
        },
        "status": "active",
        "value": {
          "amountGross": 5250000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procedure": {
      "features": "The procurement process follows a two stage \u0027Competitive Flexible\u0027 approach, beginning with a Procurement Specific Questionnaire (PSQ) stage followed by an Invitation to Tender (ITT) stage after shortlisting. \nThis process is managed under the Light Touch Regime, and the Trust reserves the right to refine the award criteria throughout."
    },
    "procurementMethod": "selective",
    "procurementMethodDetails": "Competitive flexible procedure",
    "specialRegime": [
      "lightTouch"
    ],
    "status": "active",
    "submissionMethodDetails": "Submission instructions are included in the PSQ; all completed PSQ submissions are to be sent to gail@panacheconsultancy.co.uk\nby the deadline stipulated.\nhttps://www.panacheconsultancy.co.uk",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "title": "Provision of Payroll Services for St Thomas Catholic Academies Trust",
    "value": {
      "amountGross": 5250000,
      "currency": "GBP"
    }
  }
}