Diocese of Coventry MAT Provision of HR System and Payroll Service

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    "description": "The Trust is seeking a Contractor to deliver a service that will manage all aspects of payroll and pension administration, provide a centralised, efficient and compliant HR system, pension administration and pension (TPS/LGPS, AVC providers) returns, reporting and meet all end of year and EOYC requirements. The Contractor will provide a flexible service, staffed with suitably experienced personnel and have adequate resource in place to fulfil service requirements",
    "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": "2026-04-09T11:00:00+00:00"
    },
    "contractTerms": {
      "financialTerms": "The Trust requires the following payment profile: Implementation Costs i. 33.3% invoiced up to completion of the build ii. 33.3% following completion of testing iii.33.3% following go live plus 1 month All Inclusive Cost 1st Month Invoice in Arrears following the end of the month after Go Live. Commissionable Items Charged post Go Live in arrears, separately itemised in the All-Inclusive Cost Monthly Invoice"
    },
    "enquiryPeriod": {
      "endDate": "2026-04-09T11:00:00+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=102970&TID100108177&B=",
    "procurementMethodDetails": "Open procedure"
  },
  "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": "Paul Hodgson",
        "email": "paul.hodgson@phplaw.co.uk",
        "telephone": "+44 01234567890"
      }
    },
    {
      "id": "GB-PPON-PBJV-7557-VVPT",
      "name": "Diocese of Coventry",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKG13",
        "country": "GB",
        "locality": "Bulkington, Bedworth",
        "postalCode": "CV12 9PF",
        "countryName": "United Kingdom",
        "streetAddress": "St James’ CofE Academy, Barbridge Road"
      },
      "details": {
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          }
        ]
      },
      "identifier": {
        "id": "PBJV-7557-VVPT",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "name": "Debs Bacon",
        "email": "Deb.Bacon@covmat.org"
      }
    }
  ],
  "language": "en",
  "planning": {
    "noEngagementNoticeRationale": "The requirements are not complex or niche and the Contracting Authority already has an understanding of what they want the service to deliver and the market is known."
  },
  "initiationType": "tender"
}