ACE - Provision of Integrated HR and Payroll System

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    "description": "Trust requires a fully integrated HR and Payroll platform operating from a single, authoritative dataset. The solution must enable compliant payroll and workforce administration in accordance with relevant legislation, HMRC requirements, Teachers’ Pension Scheme (TPS) and Local Government Pension Scheme (LGPS) regulations, statutory employment obligations, and sector best practice. It must also provide the transparency, reporting capability, and internal controls necessary to support efficient Trust-wide operations. The Trust is seeking a platform that provides operational flexibility, allowing payroll processing to be delivered either in-house or via a managed service within the same system environment. The Trust may transition between these delivery models during the contract term and therefore requires a solution that enables this without system replacement or material disruption.",
    "riskDetails": "1. Data Accuracy & Input Risk: Inconsistent or late inputs from academies can cause payroll errors. 2. Integration & Systems Compatibility Risks: Unclear or evolving integration requirements may disrupt operations. 3. Implementation & Transition Risks: Complex migrations, legacy data, and tight timelines can cause failures. 4. Compliance & Legislative Risk: High risk of non‑compliance with LGPS, TPS, HMRC, and sector requirements. 5. Governance & Approval‑Chain Risk: Multi‑level approvals may delay payroll runs. 6. Service Reliability & Business Continuity: Outages or poor resilience may cause missed pay dates. 7. Vendor Performance, Capacity & Resourcing Risks: Under‑resourcing can slow turnaround and increase errors. 8. Query Management & Support Risk: Insufficient helpdesk responsiveness impacts accuracy and staff satisfaction. 9. Contractual & Liability Risks: Liability caps may be insufficient for high‑impact payroll errors. 10. Scalability & Expansion Risks: Onboarding new schools can be delayed or inaccurate. 11. Cultural, Process & Change Management Risk: Low adoption and inconsistent processes increase error likelihood. 12. Trust Control & Visibility Risk: Reduced visibility or audit access undermines governance.",
    "tenderPeriod": {
      "endDate": "2026-03-30T11:00:00+00:00"
    },
    "contractTerms": {
      "financialTerms": "The Trust requires the following payment profile: a. Implementation Costs • 25% invoiced upon Contract Signature • 25% invoiced upon completion of the build • 25% following completion of testing • 25% following go live plus 1 month b. Table B All Inclusive Cost • Monthly invoice in arrears Where it has been identified, and agreed, that adjustments are required (in respect of service credits, additional works, errors or omissions), these will be taken account of within the next invoice."
    },
    "enquiryPeriod": {
      "endDate": "2026-03-30T11:00:00+00:00"
    },
    "hasRecurrence": true,
    "aboveThreshold": true,
    "submissionTerms": {
      "languages": [
        "en"
      ],
      "electronicSubmissionPolicy": "allowed"
    },
    "procurementMethod": "open",
    "mainProcurementCategory": "services",
    "submissionMethodDetails": "https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=102573&TID100107787&B=",
    "procurementMethodDetails": "Open procedure",
    "additionalProcurementCategories": [
      "goods"
    ]
  },
  "parties": [
    {
      "id": "GB-PPON-PPRM-9434-VNYQ",
      "name": "PHP Law LLP",
      "roles": [
        "procuringEntity",
        "processContactPoint"
      ],
      "address": {
        "region": "UKK43",
        "country": "GB",
        "locality": "Totnes",
        "postalCode": "TQ9 5RW",
        "countryName": "United Kingdom",
        "streetAddress": "Unit 3 The Brutus Centre Station Road Totnes"
      },
      "identifier": {
        "id": "PPRM-9434-VNYQ",
        "scheme": "GB-PPON"
      },
      "roleDetails": "Procurement Process Support",
      "contactPoint": {
        "name": "Claire Jones",
        "email": "claire.jones@phplaw.co.uk"
      }
    },
    {
      "id": "GB-PPON-PYNM-4868-XBBN",
      "name": "Academies for Character & Excellence",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKK43",
        "country": "GB",
        "locality": "Totnes",
        "postalCode": "TQ9 5TZ",
        "countryName": "United Kingdom",
        "streetAddress": "Pathfields"
      },
      "details": {
        "classifications": [
          {
            "id": "publicAuthorityCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - central government"
          }
        ]
      },
      "identifier": {
        "id": "PYNM-4868-XBBN",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "name": "Laurence Evans",
        "email": "Laurence.Evans@acexcellence.co.uk"
      }
    }
  ],
  "language": "en",
  "initiationType": "tender"
}

{
  "id": "005644-2026",
  "tag": [
    "planning"
  ],
  "date": "2026-01-22T10:50:20Z",
  "ocid": "ocds-h6vhtk-060bed",
  "buyer": {
    "id": "GB-PPON-PYNM-4868-XBBN",
    "name": "Academies for Character & Excellence"
  },
  "tender": {
    "id": "ACE01.75",
    "lots": [
      {
        "id": "LOT-0000",
        "status": "planning",
        "hasRenewal": true,
        "suitability": {
          "sme": true
        },
        "contractPeriod": {
          "endDate": "2030-08-31T23:59:59+01:00",
          "startDate": "2026-09-01T00:00:00Z",
          "maxExtentDate": "2032-08-31T23:59:59+01:00"
        }
      }
    ],
    "items": [
      {
        "id": "LOT-0000",
        "relatedLot": "LOT-0000",
        "deliveryAddresses": [
          {
            "region": "UKK",
            "country": "GB",
            "countryName": "United Kingdom"
          }
        ],
        "additionalClassifications": [
          {
            "id": "79631000",
            "scheme": "CPV",
            "description": "Personnel and payroll services"
          },
          {
            "id": "48450000",
            "scheme": "CPV",
            "description": "Time accounting or human resources software package"
          },
          {
            "id": "79211110",
            "scheme": "CPV",
            "description": "Payroll management services"
          }
        ]
      }
    ],
    "title": "Provision of Integrated HR & Payroll System",
    "value": {
      "amount": 450000,
      "currency": "GBP",
      "amountGross": 540000
    },
    "status": "planning",
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "description": "The Academies for Character and Excellence is a growing primary school Multi-Academy Trust currently comprising 20 schools, with anticipated growth to 25 schools during the tender period with future further growth anticipated in coming years. The Trust is undertaking pre-market engagement to inform a forthcoming procurement for an integrated HR and Payroll solution, including the delivery of a fully outsourced payroll service. The Trust is seeking a modern, cloud-based platform to support the full employee lifecycle, providing a single, secure source of workforce data across the Trust. Core requirements are expected to include employee records management, recruitment and onboarding, contract and position management, absence and leave management, HR reporting, DfE Workforce Census, employee self-service and integration with payroll processing. A key objective of this procurement is to secure a provider with demonstrable payroll expertise within the education sector, delivering a resilient, accurate, and compliant outsourced payroll service. This is expected to include monthly payroll processing, statutory and year-end submissions, pensions administration, handling of complex pay arrangements, and appropriate support services for payroll and HR queries. The Trust places strong emphasis on service quality, continuity, and sector knowledge and expertise, not solely the provision of software. The Trust currently uses Bromcom as its Management Information System and would welcome engagement with suppliers whose HR and payroll solutions can integrate effectively with this platform. Seamless integration between HR and payroll is a priority, alongside improved access to payroll data, enhanced reporting capability, and reduced reliance on manual processes. Scalability, data security, and automation will be key considerations to support the Trust’s ongoing growth. The contract start date will be between September and November 2026",
    "communication": {
      "futureNoticeDate": "2026-02-13T23:59:59Z"
    },
    "aboveThreshold": true,
    "mainProcurementCategory": "services"
  },
  "parties": [
    {
      "id": "GB-PPON-PYNM-4868-XBBN",
      "name": "Academies for Character & Excellence",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKK43",
        "country": "GB",
        "locality": "Totnes",
        "postalCode": "TQ9 5RW",
        "countryName": "United Kingdom",
        "streetAddress": "Unit 3 The Brutus Centre Station Road Totnes"
      },
      "details": {
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          }
        ]
      },
      "identifier": {
        "id": "PYNM-4868-XBBN",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "name": "Claire Jones",
        "email": "claire.jones@phplaw.co.uk",
        "telephone": "+44 01234567890"
      }
    },
    {
      "id": "GB-PPON-PPRM-9434-VNYQ",
      "name": "PHP Law LLP",
      "roles": [
        "procuringEntity",
        "processContactPoint"
      ],
      "address": {
        "region": "UKK43",
        "country": "GB",
        "locality": "Totnes",
        "postalCode": "TQ9 5RW",
        "countryName": "United Kingdom",
        "streetAddress": "Unit 3 The Brutus Centre Station Road Totnes"
      },
      "identifier": {
        "id": "PPRM-9434-VNYQ",
        "scheme": "GB-PPON"
      },
      "roleDetails": "Procurement Process Support",
      "contactPoint": {
        "name": "Claire Jones",
        "email": "Claire.Jones@phplaw.co.uk"
      }
    }
  ],
  "language": "en",
  "planning": {
    "documents": [
      {
        "id": "005644-2026",
        "url": "https://www.find-tender.service.gov.uk/Notice/005644-2026",
        "format": "text/html",
        "noticeType": "UK2",
        "description": "Preliminary market engagement notice on Find a Tender",
        "documentType": "marketEngagementNotice",
        "datePublished": "2026-01-22T10:50:20Z"
      }
    ],
    "milestones": [
      {
        "id": "engagement",
        "type": "engagement",
        "status": "scheduled",
        "dueDate": "2026-02-13T23:59:59Z",
        "description": "https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=101607&TID=100106841&B= This pre-market engagement is intended to inform the Trust’s detailed specification and procurement strategy, and the Trust welcomes dialogue with interested suppliers to help shape a future tender that delivers a robust, education-focused HR and payroll solution. Suppliers will be offered a 1-hour slot on the 11th or 12th of February for a brief meeting/demo focussed on specific areas of enquiry which will be provided in advance. If you wish to book in a slot, please message the request through the tendering portal EU Supply with your email address with your preferred date and time for the 11th or 12th February. Slots will be allocated on a first come first serve basis. Once all slots are booked out we will have to respectfully decline any further requests. However all information from these meetings will be shared within the tender pack, where it has been deemed as not commercially sensitive."
      }
    ]
  },
  "initiationType": "tender"
}