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

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        "id": "L-11",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357767",
        "description": "Appendix 5 - Form of Tender",
        "documentType": "biddingDocuments"
      },
      {
        "id": "L-12",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357769",
        "description": "Atodiad 5 - Ffurflen Tendro",
        "documentType": "biddingDocuments"
      },
      {
        "id": "L-13",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357770",
        "description": "Appendix 6 - Social Care Wales Contractual Terms",
        "documentType": "biddingDocuments"
      },
      {
        "id": "L-14",
        "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357784",
        "description": "Atodiad 2 - Manyleb",
        "documentType": "biddingDocuments"
      },
      {
        "id": "future",
        "documentType": "biddingDocuments",
        "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."
      },
      {
        "id": "conflictOfInterest",
        "description": "Not published",
        "documentType": "conflictOfInterest"
      },
      {
        "id": "005456-2026",
        "url": "https://www.find-tender.service.gov.uk/Notice/005456-2026",
        "format": "text/html",
        "noticeType": "UK4",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "datePublished": "2026-01-21T16:02:37Z"
      }
    ],
    "procedure": {
      "features": "Social Care Wales will run this procurement using a three‑stage Competitive Flexible Procedure, structured as follows:\nStage 1 — Conditions of Participation: Suppliers will submit responses to Welsh procurement specific questionnaire's (WPSQ). These will be assessed on a pass/fail basis to confirm minimum capability, relevance, and suitability to deliver the HRIS solution.\nStage 2 — 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 — 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’ requirements.\nA final moderated score will be applied following demonstrations to determine the preferred bidder."
    },
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "recurrence": {
      "dates": [
        {
          "startDate": "2031-01-31T23:59:59+00:00"
        }
      ]
    },
    "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’s 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‑managed implementation ready for Day‑1 operation on 1 September 2026.",
    "enquiryPeriod": {
      "endDate": "2026-02-04T17:00:00+00:00"
    },
    "hasRecurrence": true,
    "aboveThreshold": true,
    "submissionTerms": {
      "languages": [
        "cy",
        "en"
      ],
      "electronicSubmissionPolicy": "allowed"
    },
    "procurementMethod": "selective",
    "mainProcurementCategory": "services",
    "submissionMethodDetails": "https://www.sell2wales.gov.wales",
    "procurementMethodDetails": "Competitive flexible procedure",
    "expressionOfInterestDeadline": "2026-02-16T12:00:00+00:00"
  },
  "parties": [
    {
      "id": "GB-PPON-PTTZ-7468-NYRQ",
      "name": "Social Care Wales",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKL22",
        "country": "GB",
        "locality": "Cardiff",
        "postalCode": "CF10 1EW",
        "countryName": "United Kingdom",
        "streetAddress": "South Gate House"
      },
      "details": {
        "url": "http://www.socialcare.wales",
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          },
          {
            "id": "GB-WLS",
            "scheme": "UK_CA_DEVOLVED_REGULATIONS",
            "description": "Welsh devolved regulations apply"
          }
        ]
      },
      "identifier": {
        "id": "PTTZ-7468-NYRQ",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "name": "Procurement Team",
        "email": "procurement@socialcare.wales"
      }
    }
  ],
  "language": "en",
  "initiationType": "tender"
}

{
  "id": "079550-2025",
  "tag": [
    "planning"
  ],
  "date": "2025-12-04T08:28:15Z",
  "ocid": "ocds-h6vhtk-05ee64",
  "buyer": {
    "id": "GB-PPON-PTTZ-7468-NYRQ",
    "name": "Social Care Wales"
  },
  "tender": {
    "id": "HRIS",
    "lots": [
      {
        "id": "1",
        "status": "planning",
        "hasRenewal": true,
        "suitability": {
          "sme": true,
          "vcse": true
        },
        "contractPeriod": {
          "endDate": "2029-07-31T23:59:59+01:00",
          "startDate": "2026-08-03T00:00:00+01:00",
          "maxExtentDate": "2031-07-31T23:59:59+01:00"
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UKL",
            "country": "GB",
            "countryName": "United Kingdom"
          }
        ],
        "additionalClassifications": [
          {
            "id": "48000000",
            "scheme": "CPV",
            "description": "Software package and information systems"
          },
          {
            "id": "72000000",
            "scheme": "CPV",
            "description": "IT services: consulting, software development, Internet and support"
          }
        ]
      }
    ],
    "title": "Provision of a Human Resources Information System (HRIS) / Caffael System Gwybodaeth Adnoddau Dynol ",
    "value": {
      "amount": 141667,
      "currency": "GBP",
      "amountGross": 170000
    },
    "status": "planning",
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "description": "Social Care Wales intends to procure a secure, user-friendly HR Information System (HRIS) to streamline HR processes, improve efficiency, and ensure compliance with bilingual and accessibility standards. The system will support HR teams, line managers, and employees through automation, integration, and self-service functionality. \nKey Objectives \n~Implement a secure HRIS that simplifies HR operations and enhances user experience. \n~Enable efficient management of personal data, absence tracking, performance reviews, and reporting. \n~Ensure full bilingual functionality (Welsh and English) and compliance with WCAG 2.2 accessibility standards. \n~Provide self-service portals for employees and line managers. \n~Improve efficiency through automation and integration with existing systems. \nCore Requirements \nHR Functionality: \n~Employee data management (personal details, job/pay records, equality data). \n~Absence and leave management with automated carry-forward. \n~Training record management and integration with IHASCO LMS. \n~Standard and custom HR reporting (workforce composition, pay gap, retention, attendance). \n~Notifications for tasks and workflows. \nEmployee & Manager Self-Service: \n~Leave requests and approvals. \n~Time and attendance tracking with carry-over functionality. \n~Performance management (objectives, review notes). \n~Ability to update personal details with HR notifications. \nTechnical & Integration: \n~Compatibility with Microsoft products (Forms, SharePoint). \n~Secure login (at least 2FA but preferably SSO) and role-based permissions \n~Document storage for HR and managers. \n~Ongoing technical support and training under SLA. \nCompliance: \n~Full bilingual functionality (Welsh/English). \n~Accessibility compliance with WCAG 2.2. \n~GDPR and data protection considerations (including DPIA support). \n~Registered as a data controller with ICO  \n~Cyber Essentials Plus  \n~Data to be held in UK (or EEA if there are no alternative options) \nFuture Considerations \n~Integration with Applicant Tracking System and extended Learning Management System. \nMae Gofal Cymdeithasol Cymru’n bwriadu caffael System Gwybodaeth Adnoddau Dynol (HRIS) ddiogel, hawdd ei defnyddio i symleiddio prosesau AD, gwella effeithlonrwydd, a sicrhau cydymffurfiaeth â safonau dwyieithog a hygyrchedd. Bydd y system yn cefnogi timau AD, rheolwyr llinell a gweithwyr trwy awtomeiddio, integreiddio, ac ymarferoldeb hunanwasanaeth. \nAmcanion Allweddol:\n~Gweithredu HRIS dogel sy'n symleiddio gweithrediadau AD a gwella profiad y defnyddiwr. \n~Galluogi rheoli data personol effeithlon, tracio absenoldebau, adolygiadau perfformiad, ac adrodd. \n~Sicrhau ymarferoldeb dwyieithog llawn (Cymraeg a Saesneg) a chydymffurfiaeth â safonau hygyrchedd WCAG 2.2. \n~Darparu pyrth hunanwasanaeth i weithwyr a rheolwyr llinell. \n~Gwella effeithlonrwydd trwy awtomeiddio ac integreiddio â systemau presennol. \nGofynion Craidd \nYmarferoldeb AD: \n~Rheoli data cyflogeion (manylion personol, cofnodion swydd/cyflog, data cydraddoldeb). \n~Rheoli Absenoldeb a gwyliau gyda chario drosodd awtomataidd. \n~Rheoli cofnodion hyfforddi ac integreiddio â IHASCO LMS. \n~Adrodd elfennau safonol ac arferol adnoddau dynol (cyfansoddiad y gweithlu, bwlch cyflog, cadw staff, presenoldeb). \n~Hysbysiadau ar gyfer tasgau a llifoedd gwaith. \n Hunanwasanaeth Gweithwyr a Rheolwr: \n~Cymeradwyo ceisiadau ar gyfer gwyliau. \n~Tracio amseroedd a phresenoldeb gydag ymarferoldeb cario drosodd. \n~Rheoli perfformiad (amcanion, nodiadau adolygu). \n~Y gallu i ddiweddaru manylion personol gyda hysbysiadau AD. \nTechnegol ac Integreiddio: \n~Cydnawsedd/cydnabyddiaeth â chynhyrchion Microsoft (Ffurflenni, SharePoint). \n~Mewngofnodi diogel (o leiaf 2FA ond yn delfrydol SSO) a chaniatâd/cymeradwyo ar sail rôl. \n~Storio dogfennau ar gyfer AD a rheolwyr. \n~Cymorth technegol parhaus a hyfforddiant o dan CLG. \nCydymffurfiad: \n~Ymarferoldeb dwyieithog llawn (Cymraeg/Saesneg). \n~Cydymffurfio â WCAG 2.2. \n~GDPR ac ystyriaethau diogelu data (gan gynnwys cymorth DPIA). \n~Wedi'i gofrestru fel rheolydd data gydag ICO \n~Hanfodion Seiber Plws \n~Data i'w gadw yn y DU (neu'r AEE os nad oes opsiynau arall) \nYstyriaethau yn y dyfodol:\n~Integreiddio â System Tracio Ymgeiswyr a System Rheoli Dysgu estynedig. ",
    "communication": {
      "futureNoticeDate": "2026-04-30T23:59:59+01:00"
    },
    "aboveThreshold": true,
    "mainProcurementCategory": "goods"
  },
  "parties": [
    {
      "id": "GB-PPON-PTTZ-7468-NYRQ",
      "name": "Social Care Wales",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKL22",
        "country": "GB",
        "locality": "Cardiff",
        "postalCode": "CF10 1EW",
        "countryName": "United Kingdom",
        "streetAddress": "South Gate House"
      },
      "details": {
        "url": "http://www.socialcare.wales",
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          },
          {
            "id": "GB-WLS",
            "scheme": "UK_CA_DEVOLVED_REGULATIONS",
            "description": "Welsh devolved regulations apply"
          }
        ]
      },
      "identifier": {
        "id": "PTTZ-7468-NYRQ",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "name": "Procurement Team",
        "email": "procurement@socialcare.wales"
      }
    }
  ],
  "language": "en",
  "planning": {
    "documents": [
      {
        "id": "079550-2025",
        "url": "https://www.find-tender.service.gov.uk/Notice/079550-2025",
        "format": "text/html",
        "noticeType": "UK2",
        "description": "Preliminary market engagement notice on Find a Tender",
        "documentType": "marketEngagementNotice",
        "datePublished": "2025-12-04T08:28:15Z"
      }
    ],
    "milestones": [
      {
        "id": "engagement",
        "type": "engagement",
        "status": "scheduled",
        "dueDate": "2026-01-13T23:59:59+00:00",
        "description": "Social Care Wales is seeking market engagement to understand available solutions, indicative costs, and implementation timelines. Interested suppliers are invited to share information on suitable HRIS solutions that meet these requirements. \nWe will be holding two preliminary market engagement sessions via MS Teams on \n14:30, Thursday 11 December 2025 \n13:30, Thursday 8 January 2026 \nThe sessions will be hosted by project team: \nBeth Ackland \nVivienne Richards  \nYsabel Daly  \nAndrew Jones  \nMarianne Lewis  \nAnd a member of the procurement Team.  \nBoth sessions will begin with the same presentation outlining the requirements, following which an opportunity for questions and answers will follow. The sessions will be recorded and uploaded against this notice on Sell2Wales. \nIf you are interested in joining a preliminary market engagement session, please email procurement@socialcare.wales advising the tender title and desired session date/time.   \nThe Sell2Wales question and answer portal will be live against this PME notice until 17:00 Tuesday 13 January 2026.\nMae Gofal Cymdeithasol Cymru’n ceisio ymgysylltu â'r farchnad i ddeall yr atebion, costau, ac amserlenni gweithredu sydd ar gael. Gwahoddir cyflenwyr sydd â diddordeb i rannu gwybodaeth am atebion HRIS addas sy'n bodloni'r gofynion hyn. \nByddwn yn cynnal dwy sesiwn ymgysylltu ragarweiniol â'r farchnad trwy MS Teams ar \n14:30, Dydd Iau 11 Rhagfyr 2025 \n13:30, Dydd Iau 8 Ionawr 2026 \nBydd y sesiynau yn cael eu cynnal gan dîm y prosiect: \nBeth Ackland \nVivienne Richards \nYsabel Daly \nAndrew Jones \nMarianne Lewis \nAelod o'r Tîm caffael. \nBydd y ddwy sesiwn yn dechrau gyda'r un cyflwyniad yn amlinellu'r gofynion, ac yna bydd cyfle i gwestiynau ac atebion i ddilyn. Bydd y sesiynau'n cael eu recordio a'u llwytho i fyny yn erbyn yr hysbysiad hwn ar Sell2Wales. \nOs oes gennych ddiddordeb mewn ymuno â sesiwn ymgysylltu rhagarweiniol â'r farchnad, anfonwch e-bost  at procurement@socialcare.wales gan roi teitl y tendr a'r dyddiad/amser delfrydol yn y sesiwn a ddymunir.  \nBydd porth cwestiynau ac atebion Sell2Wales yn fyw yn erbyn yr hysbysiad PME hwn tan 17:00 Dydd Mawrth 13 Ionawr 2026 "
      }
    ]
  },
  "initiationType": "tender"
}