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Published 16 Dec 2025, 15:13 GMT

Official UK procurement notice

HR and Payroll Solution · UK public procurement notice

Official notice

Authority: South Staffordshire College (Education)

ServicesOpen procedureAbove thresholdSME suitable
Sectors: Software Packages & ERP (48)Business Services & Consultancy (79) Delivery: West Midlands (UKG)
Published estimate£220,000≈ £73k / year · £220,000 inc. VAT29.6% above published estimate
Submissions closed 26 Jan 2026awarded 6 Mar 2026
Awarded to HEALTHBOXHR LTD
Contract term 3 yrsends 19 Apr 2029 · up to 19 Apr 2031 with extensions · starts 20 Apr 2026

What is being bought

Published requirement description

The scope of the Contract includes but is not limited to the following: HR and Payroll Software Solution. The Contractor must take a proactive approach to their role and have robust business processes, (including but not limited to, project and account management arrangements and clear mobilisation and communication plans) and Data Protection/Data Processing policies in place. The Contractor (where applicable) will work co-operatively with any incumbent to affect a systematic, planned and robust transfer which ensures business continuity.

  • The authority expects to re-tender this requirement around 20 Apr 2029, 23:59 BST.

CPV: Industry specific software package · Personnel and payroll services · Time accounting or human resources software package

The lotProcurement structure

single lot · value published
Lot #1AwardedRenewal 3 yrsSMEPublished value£220,000
Contract period: 20 Apr 2026 – 19 Apr 2029 (3 yrs) · up to 19 Apr 2031 with extensionsValue: £220,000 exc. VAT · £220,000 inc. VAT
Delivery: West MidlandsEligibility: SME eligible
Extensions: Option to extend for up to 12 months plus additional optional extension of up to 12 months.
48100000 Industry specific software package48450000 Time accounting or human resources software package79631000 Personnel and payroll services
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    Please see the Invitation to Tender.

  • Technical & professional ability

    Please see the Invitation to Tender.

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored
Quality: 70%Price: 30%
Published award criteria (2)
  • Quality: Please see the Invitation to Tender.
  • Price: Please see the Invitation to Tender.
Conditions of participation2
  • Economic & financial standing

    Please see the Invitation to Tender.

  • Technical & professional ability

    Please see the Invitation to Tender.

What this means for your bid
  • Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record
Procedure method
Open procedure
Legal basis
UKPGA · 2023/54 Procurement Act 2023
Procurement category
Services
Notice status
Awarded
Procurement threshold
Above threshold (FTS publication)
Regulatory regime
Standard
Commercial structure
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Unspecified in notice
Recurring procurement
Yes · next expected 20 Apr 2029
First published
16 Dec 2025, 15:13 GMT
Last source update
6 May 2026, 10:57 BST
Award evaluation window
Submission end – 27 Mar 2026
Authority reference
SSC25-01
FTS notice number
2025/S 000-083461
Latest notice
Contract details notice (UK7)
Classification (CPV)
Industry specific software packagePersonnel and payroll servicesTime accounting or human resources software package
Delivery area
West Midlands (UKG)
Official registry OCID
ocds-h6vhtk-05f6ed Find a Tender

How it was run

Official notice
Submission deadline
26 Jan 2026, 12:00 GMT
Clarification deadline
12 Jan 2026, 12:00 GMT
Electronic submission
Not allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

All instructions on how to apply for and submit a tender are contained within the Invitation to Tender.

It is the Tenderers responsibility to email an Expression Of Interest (EOI) to [email protected] before the deadline 12/01/2026 12:00 to ensure they receive the complete set of clarification questions and responses.

If the Tenderer does not submit an EOI by the 12/01/2026 12:00 they WILL NOT receive the complete set of ALL clarification questions and responses.

Only Offers submitted prior to the closing date and time to the email address [email protected] will be regarded by both parties as a bona fide Tender.

Offers may be submitted at any time prior to the closing date and time specified.

Offers received before the deadline will be retained unopened until the opening date.

Any Offers received after the deadline may be rejected at the Authority's discretion.

Please refer to the Invitation To Tender for further details.

Timeline

16 Dec 2025 → 6 May 2026 · 8 dates
  1. Tender notice published309 days ago
    16 Dec 2025, 15:13 GMT
  2. Clarification questions by283 days ago
    12 Jan 2026, 12:00 GMT
  3. Submission deadline269 days ago
    26 Jan 2026, 12:00 GMT
  4. Assessment summaries sent230 days ago
    6 Mar 2026
  5. Standstill ends217 days ago
    18 Mar 2026, 23:59 GMT
  6. Award decision expected by208 days ago
    27 Mar 2026, 23:59 GMT
  7. Contract starts185 days ago
    20 Apr 2026, 00:00 BST
  8. Latest notice published169 days ago
    6 May 2026, 10:57 BST

Notice history

5 events · 3 releases on Find a Tender · since 16 Dec 2025
  1. Tender notice published
    16 Dec 2025, 15:13 GMT
    UK4
  2. Contract award notice published
    6 Mar 2026, 12:19 GMT
    UK6
  3. Status changed to complete
    6 Mar 2026, 12:19 GMT
  4. Contract signature expected
    19 Mar 2026, 23:59 GMT
    scheduled
  5. Contract details notice published
    6 May 2026, 10:57 BST
    UK7

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 1
Awarded value (inc. VAT) £285,0001 award inc. VAT; no net value published
Bids received 21 from SMEs
Contracts signed 1latest 27 Mar 2026
Awarded toValueDateStatus
HEALTHBOXHR LTDSME19 Mar 2026 – 18 Mar 2029 · up to 18 Mar 2031Extensions: One up to 12 month extension plus a further up to 12 months extension.£285,000 inc. VAT6 Mar 2026Awarded

Contracts

  • Contract 1 · HEALTHBOXHR LTDSME

    Signed
    27 Mar 2026
    Value
    £285,000 inc. VAT
    Period
    30 Mar 2026 – 29 Mar 2029 · up to 29 Mar 2031 with extensions
    Status
    active
    Extensions
    Upto 12 months followed by optional up to 12 months.
    3 agreed KPIs: Availability Target · Uptime Target · Backup and Restore Target
    • Availability Target
    • Uptime Target
    • Backup and Restore Target

Bid statistics published by the authority

BidsSMEVCSEValid bid range
2final-stage tenders · 5 at stage one10—

Contracting authority & participating public bodies

South Staffordshire College

Contracting authorityPublic authority - sub-central government GB-PPON: PBDN-5365-BPCR · GB-UKPRN: 135658 RODBASTON HALL, PENKRDIGE, West Midlands, ST19 5PHContact name, email, phone

Bidders & participating suppliers

1 commercial party on the notice
  • HealthBoxHR LtdAwarded supplierGB-COH: 16132339 Ascot Business Park Second Floor, 2 Queens Square Lyndhurst Road, Ascot, South East, SL5 9FEContact email

Official documents & specifications (16)

Official links; attachments are not copied

Tender pack and attachments

Show 5 more documents

Notices published for this procedure

  • Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender
  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender