Official UK procurement notice
Pay Rule Calculator (Middleware)
Authority: Transport for Wales Rail Limited (Utility Buyer) (Public body)
What is being bought
Published requirement descriptionThe Authority wishes to procure Software as a Services (SaaS) licenses for preferably a suitable Off the Shelf (OTS) solution for middleware, implementation services including training and ongoing software maintenance and support.TfW are looking to replace their pay rule calculation system. This is a system that takes a daily import from a rostering system, calculates employee hours according to present pay rules and then allows payroll staff to adjust any employee’s timesheet where necessary.
- The authority expects to re-tender this requirement around 5 Sept 2030, 23:59 BST.
- How the procedure runs: The competitive flexible procedure is a procurement process that allows contracting authorities to design the procurement process according to considerations specific to the particular contract being procured. A single stage process has been adopted, all bidders passing the conditions for participation e.g. financial and technical suitability will be taken forward to the ITT award evaluation stage. The three Tenderers with the highest aggregated quality and commercial scores who pass the first stage selection questions and submit a compliant bid. The Authority reserves the right to hold a further dialogue and negotiation stage with the two tenderers with the highest aggregated quality and commercial scores. These discussions may be used to refine terms and conditions, technical requirements, service level agreements, drive a focus on price etc. This may require elements of the tenderer submission to be resubmitted or reflected in the final agreement. Please refer to E-Tender Wales, ITT volume 1 for more information.
- No preliminary market engagement: The Pay Rule Calculator is business critical and is a specialist requirement due to the requirement to interface with two other existing solutions. Therefore, competition is understood to be limited. The existing solution is also time critical as the incumbent provider has issued an end of life notice.
CPV: IT services: consulting, software development, Internet and support · Industry specific software package · Software package and information systems
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£609,999
- Economic & financial standing
Please refer to ITT documents
- Technical & professional ability
Please refer to ITT documents
What it takes to wini
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 morei
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).
Published sub-criteria (2)
- Quality: 70%
- Commercial: 30%
Published award criteria (2)
- Commercial
- Quality
- Economic & financial standing
Please refer to ITT documents
- Technical & professional ability
Please refer to ITT documents
- 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
- Competitive flexible 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
- Yes (GPA)
- Recurring procurement
- Yes · next expected 5 Sept 2030
- First published
- 12 May 2025, 10:58 BST
- Last source update
- 24 Oct 2025, 14:57 BST
- Award evaluation window
- Submission end – 26 Aug 2025
- Authority reference
TFW0861.00- FTS notice number
2025/S 000-020352- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-051090Find a Tender- Contract terms summary
Please refer to ITT documents
- How it runs
The competitive flexible procedure is a procurement process that allows contracting authorities to design the procurement process according to considerations specific to the particular contract being procured.
A single stage process has been adopted, all bidders passing the conditions for participation e.g. financial and technical suitability will be taken forward to the ITT award evaluation stage.
The three Tenderers with the highest aggregated quality and commercial scores who pass the first stage selection questions and submit a compliant bid.
The Authority reserves the right to hold a further dialogue and negotiation stage with the two tenderers with the highest aggregated quality and commercial scores. These discussions may be used to refine terms and conditions, technical requirements, service level agreements, drive a focus on price etc. This may require elements of the tenderer submission to be resubmitted or reflected in the final agreement.
Please refer to E-Tender Wales, ITT volume 1 for more information.
- Risks
Under performance in accordance with the specified KPIs as published in the tender documents.
How it was run
Official notice- Submission deadline
- 13 Jun 2025, 16:00 BST
- Clarification deadline
- 23 May 2025, 16:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en, cy
e-tenderwales.bravosolution.co.uk/home.html ↗
Please search under ITT code ITT_117212
Timeline
12 May 2025 → 28 Oct 2025 · 8 dates- Tender notice published12 May 2025, 10:58 BST
- Clarification questions by23 May 2025, 16:00 BST
- Submission deadline13 Jun 2025, 16:00 BST
- Award decision expected by26 Aug 2025, 23:59 BST
- Assessment summaries sent12 Sept 2025, 00:00 BST
- Contract starts382 days ago6 Oct 2025, 00:00 BST
- Latest notice published363 days ago24 Oct 2025, 14:57 BST
- Standstill ends359 days ago28 Oct 2025, 23:59 GMT
Notice history
5 events · 3 releases on Find a Tender · since 12 May 2025- Tender notice published12 May 2025, 10:58 BSTUK4
- Contract award notice published17 Oct 2025, 12:44 BSTUK6
- Status changed to complete17 Oct 2025, 12:44 BST
- Contract details notice published24 Oct 2025, 14:57 BSTUK7
- Contract signature expected28 Oct 2025, 23:59 GMTscheduled
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Kronos Systems LtdSMEPay Rule Calculator 1 Nov 2025 – 10 Oct 2030 · up to 10 Oct 2032Extensions: optional 2 years extension periods | £674,000 | 12 Sept 2025 | Awarded |
Contracts
Pay Rule Calculator (Middleware) · Kronos Systems LtdSME
- Signed
- 23 Oct 2025
- Value
- £674,000
- Period
- 1 Nov 2025 – 1 Nov 2028
- Status
- active
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 2final-stage tenders | 2 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- UKGAwarded supplier
Official documents & specifications (4)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specificationsAccess: E-Tender Wales Portal- ITT_117212
Notices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender