Invitation to submit a proposal for human resources information system (HRIS) and fully managed payroll service

{
  "id": "080155-2026",
  "tag": [
    "tender"
  ],
  "date": "2026-08-24T09:23:07+01:00",
  "ocid": "ocds-h6vhtk-06ea20",
  "buyer": {
    "id": "GB-COH-07796938",
    "name": "VANGUARD LEARNING TRUST"
  },
  "tender": {
    "id": "ocds-h6vhtk-06ea20",
    "lots": [
      {
        "id": "1",
        "value": {
          "currency": "GBP",
          "amountGross": 200000
        },
        "status": "active",
        "renewal": {
          "description": "The Trust could decide to extend a contract if any of the following circumstances apply:\nUndergoing onboarding of new academies or restructuring.\nSignificant operational or technical disruption is caused.\nTransfer of supplier does not provide value for money.\nEmergency unforeseen circumstances."
        },
        "hasRenewal": true,
        "awardCriteria": {
          "description": "Suppliers are requested to complete the supplier response columns within the requirements document and to provide a commercial proposal using the template in the attached sheet. Additionally, please provide a high level project plan to demonstrate the timescales that your solution could be deployed in and a copy of your customer support service-level agreement (SLA). Finally, short-listed providers will be required to complete the Trust's data protection impact assessment (DPIA).\nThe supplier responses have been separated into the following sections within the Excel sheet:\nHigh level requirements\nThese are deemed as essentials - if the solution is not able to meet all of the requirements in this section the supplier will not be shortlisted. \nHR/payroll software requirements\nThese are the software requirements that we deem to be 'non-standard'.\nPayroll service requirements\nThis section confirms what we expect to be provided with as part of the supplier submission. \nNon-functional requirements\nThis section is for the supplier to confirm the arrangements relating to security. \nCommercial submission\nSuppliers should complete the provided table for ease of comparison. \nPlease note that for any of the above requirements suppliers may include as many appendices to their responses as required, please confirm which appendix you are referencing for that question within the submission document.\nResponses will be evaluated using a scoring system from 0 to 4 as described below.\n0 = Unacceptable - There is insufficient detail in the response to enable a satisfactory degree of consideration. The response presents significant risks to the overall service delivery.\n1 = Unsatisfactory - There is a lack of detail in the response and it provides for only some aspect of the scope of service delivery.  The response presents some risks to the overall service delivery.\n2 = Satisfactory - The response provides sufficient detail to enable an adequate degree of consideration and provides for most aspects of the scope of service delivery.  The response presents minor risks to the overall service delivery.\n3 = Good - The response provides sufficient detail to enable a good degree of consideration and provides for the full scope of service delivery.  The response presents no risks or concerns to the overall service delivery. \n4 = Excellent - The response provides sufficient detail to enable an excellent degree of consideration and provides for the full scope of service delivery.  The response presents no risks or concerns to the overall service delivery.\nResponses will be individually assessed according to the scoring system above. They will then weighted according to the specifications provided in the documentation."
        },
        "contractPeriod": {
          "endDate": "2031-03-31T23:59:59+01:00",
          "startDate": "2027-04-01T00:00:00+01:00",
          "maxExtentDate": "2032-03-31T23:59:59+01:00"
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UKC",
            "country": "GB",
            "countryName": "United Kingdom"
          },
          {
            "region": "UKD",
            "country": "GB",
            "countryName": "United Kingdom"
          },
          {
            "region": "UKE",
            "country": "GB",
            "countryName": "United Kingdom"
          },
          {
            "region": "UKF",
            "country": "GB",
            "countryName": "United Kingdom"
          },
          {
            "region": "UKG",
            "country": "GB",
            "countryName": "United Kingdom"
          },
          {
            "region": "UKH",
            "country": "GB",
            "countryName": "United Kingdom"
          },
          {
            "region": "UKI",
            "country": "GB",
            "countryName": "United Kingdom"
          },
          {
            "region": "UKJ",
            "country": "GB",
            "countryName": "United Kingdom"
          },
          {
            "region": "UKK",
            "country": "GB",
            "countryName": "United Kingdom"
          }
        ],
        "additionalClassifications": [
          {
            "id": "79631000",
            "scheme": "CPV",
            "description": "Personnel and payroll services"
          }
        ]
      }
    ],
    "title": "Invitation to submit a proposal for human resources information system (HRIS) and fully managed payroll service",
    "value": {
      "currency": "GBP",
      "amountGross": 200000
    },
    "status": "active",
    "documents": [
      {
        "id": "A-21433",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-21433",
        "format": "application/vnd.openxmlformats-officedocument.spreadsheetml.sheet",
        "documentType": "biddingDocuments"
      },
      {
        "id": "A-21435",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-21435",
        "format": "application/pdf",
        "documentType": "biddingDocuments"
      },
      {
        "id": "080155-2026",
        "url": "https://www.find-tender.service.gov.uk/Notice/080155-2026",
        "format": "text/html",
        "noticeType": "UK4",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "datePublished": "2026-08-24T09:23:07+01:00"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "techniques": {
      "frameworkAgreement": {
        "type": "closed",
        "method": "withAndWithoutReopeningCompetition",
        "description": "Suppliers are requested to complete the supplier response columns within the requirements document and to provide a commercial proposal using the template in the attached sheet. Additionally, please provide a high level project plan to demonstrate the timescales that your solution could be deployed in and a copy of your customer support service-level agreement (SLA). Finally, short-listed providers will be required to complete the Trust's data protection impact assessment (DPIA).\nThe supplier responses have been separated into the following sections within the Excel sheet:\nHigh level requirements\nThese are deemed as essentials - if the solution is not able to meet all of the requirements in this section the supplier will not be shortlisted. \nHR/payroll software requirements\nThese are the software requirements that we deem to be 'non-standard'.\nPayroll service requirements\nThis section confirms what we expect to be provided with as part of the supplier submission. \nNon-functional requirements\nThis section is for the supplier to confirm the arrangements relating to security. \nCommercial submission\nSuppliers should complete the provided table for ease of comparison. \nPlease note that for any of the above requirements suppliers may include as many appendices to their responses as required, please confirm which appendix you are referencing for that question within the submission document.\nResponses will be evaluated using a scoring system from 0 to 4 as described below.\n0 = Unacceptable - There is insufficient detail in the response to enable a satisfactory degree of consideration. The response presents significant risks to the overall service delivery.\n1 = Unsatisfactory - There is a lack of detail in the response and it provides for only some aspect of the scope of service delivery.  The response presents some risks to the overall service delivery.\n2 = Satisfactory - The response provides sufficient detail to enable an adequate degree of consideration and provides for most aspects of the scope of service delivery.  The response presents minor risks to the overall service delivery.\n3 = Good - The response provides sufficient detail to enable a good degree of consideration and provides for the full scope of service delivery.  The response presents no risks or concerns to the overall service delivery. \n4 = Excellent - The response provides sufficient detail to enable an excellent degree of consideration and provides for the full scope of service delivery.  The response presents no risks or concerns to the overall service delivery.\nResponses will be individually assessed according to the scoring system above. They will then weighted according to the specifications provided in the documentation."
      },
      "hasFrameworkAgreement": true
    },
    "description": "Vanguard Learning Trust invites qualified suppliers to tender for the provision of a cloud-based human resources information system (HRIS) and a fully managed payroll service to support approximately 615 employees across 6 schools and a central Trust team. The solution must deliver secure, efficient HR and payroll processes, ensure statutory compliance with UK employment, pensions and HMRC regulations, and provide high-quality support to both Trust leaders and school-based staff.\nObjectives\nThe Trust aims to procure a combined HRIS and payroll solution that:\nProvides a single source of truth for employee data across all schools and the Trust's central team.\nReduces administrative workloads and manual processing.\nEnsures accurate, timely payroll with all third-party submissions completed by the provider, including HMRC, pension providers, and statutory bodies.\nSupports workforce planning, reporting, and strategic oversight at Trust level.\nOffers excellent employee and manager self-service.\nEnsures data security, GDPR compliance, and UK-based hosting.\nScope of software and services\nThe software will include: \nGeneral HR system of record (SoR) \nAbsence and attendance management functionality, which will link to occupational sickness scheme requirements\nTime and expenses (the functionality for employees to log additional hours and expenses, which would only be approved at managerial level)\nOrganisation structure\nEmployee Self Service\nManager Self Service \nPeople Analytics\nA fully managed payroll and pension service\nThe Trust would not be procuring the functionality below in the first instance but may consider doing at a later date. These are, therefore, 'desirable' rather than 'essential':\nIntegrated applicant tracking and onboarding functionality\nPerformance management and appraisal functionality\nCase management functionality\nThe service provision will include:\nFully managed payroll services\nFully managed pensions services\nSolution hosting \nRequirements\nOur requirements (functional and non-functional) have been listed and are provided in an Excel sheet along with this document.\nSupplier Responses\nSuppliers are requested to complete the supplier response columns within the requirements document and to provide a commercial proposal using the template in the attached sheet. Additionally, please provide a high level project plan to demonstrate the timescales that your solution could be deployed in and a copy of your customer support service-level agreement (SLA). Finally, short-listed providers will be required to complete the Trust's data protection impact assessment (DPIA).",
    "tenderPeriod": {
      "endDate": "2026-09-14T12:00:00+01:00"
    },
    "enquiryPeriod": {
      "endDate": "2026-09-04T12:00:00+01:00"
    },
    "aboveThreshold": false,
    "submissionTerms": {
      "electronicSubmissionPolicy": "notAllowed"
    },
    "otherRequirements": {
      "reservedParticipationLocation": {
        "gazetteer": {
          "scheme": "GB-ONS",
          "identifiers": [
            "K02000001"
          ]
        },
        "description": null
      }
    },
    "procurementMethod": "open",
    "mainProcurementCategory": "services",
    "submissionMethodDetails": "Vanguard Learning Trust\nField End Junior School\nField End Road\nRuislip\nHA4 9PQ\npayrollpensions@vlt.org.uk",
    "procurementMethodDetails": "Below threshold - open competition"
  },
  "parties": [
    {
      "id": "GB-COH-07796938",
      "name": "VANGUARD LEARNING TRUST",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKI74",
        "country": "GB",
        "locality": "Ruislip",
        "postalCode": "HA4 9PQ",
        "countryName": "United Kingdom",
        "streetAddress": "Field End Junior School"
      },
      "details": {
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          }
        ]
      },
      "identifier": {
        "id": "07796938",
        "scheme": "GB-COH"
      },
      "contactPoint": {
        "email": "payrollpensions@vlt.org.uk"
      },
      "additionalIdentifiers": [
        {
          "id": "PZZC-8783-WVQV",
          "scheme": "GB-PPON"
        }
      ]
    }
  ],
  "language": "en",
  "initiationType": "tender"
}