GWR - HRMS & Payroll Systems

{
  "id": "038604-2024",
  "tag": [
    "tender"
  ],
  "date": "2024-11-29T13:18:27Z",
  "ocid": "ocds-h6vhtk-04c128",
  "buyer": {
    "id": "GB-COH-05113733",
    "name": "FIRSTGROUP HOLDINGS LIMITED"
  },
  "tender": {
    "id": "Notice reference: 2024/S 000-038230",
    "lots": [
      {
        "id": "1",
        "value": {
          "amount": 6000000,
          "currency": "GBP"
        },
        "status": "active",
        "renewal": {
          "description": "An option for a period of 3 years and a further period of up to 2 years."
        },
        "hasOptions": false,
        "hasRenewal": true,
        "description": "First Rail Holdings Ltd. (Known as FRH) on behalf of its subsidiary company, \"First Greater Western Ltd (GWR)\" is approaching the market to procure an HRMS & Payroll Systems Solution.\nFRH currently operate multiple Payroll and HR solutions. The predominant solution is Cyborg Payroll, PDS for HR and LMS which are procured from SumTotal, which are now owned by Cornerstone. The implementation of this solution started over 20 years ago and due to the outdated nature of the systems, current functionality and the ability to develop it further to meet changing business needs is constrained.\nIn particular, the current Payroll system is vulnerable to Cyber security threats, due to the age of the application, and technical upgrades or updated functionality are costly or not possible. Regular payroll processing requires manual manipulation, outside of the system, using Excel spreadsheets that pose both a contingency and security risk.\nSince the introduction of the current systems, increased complexities in HR and Payroll management have meant that the current systems are outdated, manual and prone to errors. This also hinders our ability to attract, retain and develop top talent at GWR and efficiently manage HR and pay-related processes. In addition, there is a risk that the existing suppliers may terminate our contracts early or not agree to any extension for technical support beyond December 2026.\nThere are numerous systems and interfaces that hold and process HR people's data across GWR. This does not support line managers in effectively managing employee data via self-service functionality.\nThe current systems are also unable to meet new regulations or legal requirements as changes to functionality will be limited or not able to be implemented. As the payroll system is old technology, there is an ever-decreasing number of technical experts who can make changes or troubleshoot issues that arise.",
        "contractPeriod": {
          "durationInDays": 1800
        },
        "submissionTerms": {
          "variantPolicy": "notAllowed"
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UKK14"
          }
        ],
        "additionalClassifications": [
          {
            "id": "48450000",
            "scheme": "CPV",
            "description": "Time accounting or human resources software package"
          }
        ]
      }
    ],
    "title": "GWR - HRMS & Payroll Systems",
    "value": {
      "amount": 6000000,
      "currency": "GBP"
    },
    "status": "active",
    "legalBasis": {
      "id": "32014L0025",
      "scheme": "CELEX"
    },
    "description": "FirstGroup Holdings Ltd. (Known as FGH), on behalf of its subsidiary company, \"First Greater Western Limited (GWR)\", is approaching the market to procure an HRMS & Payroll System.\nGWR's HR department is responsible for managing and developing an organization's workforce. HR departments handle various tasks, including recruitment, employee onboarding, training and development, performance management, employee relations, benefits administration, policy development, and compliance with UK labour laws and regulations. The HR function focuses on the overall management and well-being of employees, ensuring that they are engaged, productive, and supported within the organization.\nWhereas the GWR Payroll department specifically pertains to the process of calculating and distributing employee compensation. It involves tasks such as calculating wages or salaries, factoring in deductions (e.g., taxes, benefits, retirement contributions), processing payroll payments, maintaining payroll records, and ensuring compliance with payroll-related laws and regulations. Payroll departments handle the financial aspect of employee compensation, ensuring accurate and timely payment to employees.\nPayroll accuracy and timeliness are non-negotiable, especially when navigating the complexities of HMRC regulations in the UK.\nFGH will procure an HRMS & Payroll solution provider on a master service agreement for GWR depending on the commercial terms offered.\nGWR is seeking to procure the best in class solution offering the following characteristics not limited to;\n* - Comprehensive Functionality\n* - Analytics for Informed Decision-Making\n* - Employee Self-Service\n* - Customisation for Unique Business Needs\n* - Support for Remote Workforce\n* - Cost-effective and provides measurable value to GWR.\nThese features collectively enhance the efficiency, accuracy, and user experience of HR and payroll management.\nHR and payroll applications should offer significant advantages for First GWR, particularly in terms of efficiency, compliance, and cost-effectiveness.\nHere are some key benefits:\n* - Efficiency and Timesaving\n* - Compliance with UK Labor Laws\n* - Cost-Effectiveness\n* - Improved Efficiency\n* - Scalability\n* - Improved Employee Experience\n* - Self-Service\n* - Data Security\nBusiness Coverage\nGWR has c6,500 employees, of which approximately 33% have laptops/desktops, 100% have company mobile phones/PDAs and 0% without connectivity. Whilst every employee has a mobile phone/PDA the uptake of usage for company processes and the IT maturity of employees varies, as is typical with any frontline/operational business. Our employees are either categorised as Onboard, Station, Engineering or office/HQ based.",
    "secondStage": {
      "invitationDate": "2025-02-03T00:00:00Z"
    },
    "tenderPeriod": {
      "endDate": "2024-12-27"
    },
    "hasRecurrence": false,
    "classification": {
      "id": "48450000",
      "scheme": "CPV",
      "description": "Time accounting or human resources software package"
    },
    "submissionTerms": {
      "languages": [
        "en"
      ]
    },
    "submissionMethod": [
      "written"
    ],
    "participationFees": [
      {
        "id": "1",
        "type": [
          "document"
        ]
      }
    ],
    "procurementMethod": "selective",
    "mainProcurementCategory": "goods",
    "procurementMethodDetails": "Negotiated procedure with prior call for competition"
  },
  "parties": [
    {
      "id": "GB-COH-05113733",
      "name": "FIRSTGROUP HOLDINGS LIMITED",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKI32",
        "locality": "LONDON",
        "postalCode": "W21AF",
        "countryName": "United Kingdom",
        "streetAddress": "8th Floor, The Point"
      },
      "details": {
        "url": "http://www.gwr.com/",
        "classifications": [
          {
            "id": "RAILWAY_SERVICES",
            "scheme": "TED_CE_ACTIVITY",
            "description": "Railway services"
          }
        ]
      },
      "identifier": {
        "id": "05113733",
        "scheme": "GB-COH",
        "legalName": "FIRSTGROUP HOLDINGS LIMITED"
      },
      "contactPoint": {
        "url": "http://redirect.transaxions.com/events/KNu9s",
        "name": "Ejaz Kamal",
        "email": "ejaz.kamal@firstrail.com",
        "telephone": "+44 2072910505"
      }
    },
    {
      "id": "GB-FTS-131625",
      "name": "First Greater Western Limited",
      "roles": [
        "reviewBody"
      ],
      "address": {
        "locality": "SWINDON, WILTSHIRE,",
        "postalCode": "SN1 1HL",
        "countryName": "United Kingdom",
        "streetAddress": "MILFORD HOUSE 1 MILFORD STREET,"
      },
      "identifier": {
        "legalName": "First Greater Western Limited"
      }
    }
  ],
  "language": "en",
  "description": "- no PQQ documentation will be available until shortly after the expiry of this Contract Notice\n- only suppliers shortlisted at the PQQ Stage will receive a copy of the Tender.",
  "initiationType": "tender"
}