Payroll Service and HR/Payroll System

{
  "id": "034141-2026",
  "tag": [
    "tender"
  ],
  "date": "2026-04-15T12:07:47+01:00",
  "ocid": "ocds-h6vhtk-0567b9",
  "buyer": {
    "id": "GB-PPON-PQYY-1684-DYLV",
    "name": "London Borough of Hounslow"
  },
  "tender": {
    "id": "DN812800",
    "lots": [
      {
        "id": "1",
        "value": {
          "amount": 13860000,
          "currency": "GBP",
          "amountGross": 16632000
        },
        "status": "active",
        "renewal": {
          "description": "The Contracting Authority reserves the right to extend the contract beyond the initial term for up to a further two (2) years and an additional option to extend for a further two (2) years thereafter, subject to satisfactory performance of the Contractor. \n Extension Criteria \nAn extension will only be considered where the Contractor has: \n- Consistently met or exceeded performance expectations \n- Demonstrated proactive issue resolution and continuous improvement \n- Maintained compliance with all legal and contractual requirements"
        },
        "hasRenewal": true,
        "suitability": {
          "sme": true
        },
        "awardCriteria": {
          "criteria": [
            {
              "name": "Quality",
              "type": "quality",
              "numbers": [
                {
                  "number": 60,
                  "weight": "percentageExact"
                }
              ]
            },
            {
              "name": "Price",
              "type": "price",
              "numbers": [
                {
                  "number": 40,
                  "weight": "percentageExact"
                }
              ]
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2032-09-30T23:59:59+01:00",
          "startDate": "2026-10-01T00:00:00+01:00",
          "maxExtentDate": "2036-09-30T23:59:59+01:00"
        },
        "selectionCriteria": {
          "criteria": [
            {
              "type": "economic",
              "description": "As outlined in the Invitation to Tender"
            },
            {
              "type": "technical",
              "description": "As outlined in the Invitation to Tender"
            }
          ]
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UK",
            "country": "GB",
            "countryName": "United Kingdom"
          }
        ],
        "additionalClassifications": [
          {
            "id": "79211110",
            "scheme": "CPV",
            "description": "Payroll management services"
          },
          {
            "id": "79631000",
            "scheme": "CPV",
            "description": "Personnel and payroll services"
          }
        ]
      }
    ],
    "title": "Payroll Service and HR/Payroll System",
    "value": {
      "amount": 13860000,
      "currency": "GBP",
      "amountGross": 16632000
    },
    "status": "active",
    "coveredBy": [
      "GPA"
    ],
    "documents": [
      {
        "id": "conflictOfInterest",
        "description": "Not published",
        "documentType": "conflictOfInterest"
      },
      {
        "id": "034141-2026",
        "url": "https://www.find-tender.service.gov.uk/Notice/034141-2026",
        "format": "text/html",
        "noticeType": "UK4",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "datePublished": "2026-04-15T12:07:47+01:00"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "lotDetails": {
      "noLotsDivisionRationale": "Having undertaken the preliminary market engagement, the Authority concluded that the requirement could not appropriately be awarded by reference to lots. The Authority has chosen not to divide the contract into lots as it requires a single supplier to deliver Payroll as a managed service together with an integrated HR and Payroll system. Payroll delivery across council officers, schools, councillors, external clients, LBH trading companies (including the Lampton Group) and periodic elections is critically dependent on accurate, timely and secure HR data. Separating these requirements would increase interface, data integrity and accountability risks and raise the likelihood of service disruption. A single contract approach ensures end‑to‑end responsibility for service delivery, statutory compliance, information security and business continuity, while avoiding additional integration, operational and contract management costs. Following market engagement, the Authority is satisfied that there are sufficient capable suppliers able to deliver the combined requirement and that this approach does not unduly restrict competition"
    },
    "recurrence": {
      "dates": [
        {
          "startDate": "2035-04-01T23:59:59+01:00"
        }
      ]
    },
    "awardPeriod": {
      "endDate": "2026-09-21T23:59:59+01:00"
    },
    "description": "The London Borough of Hounslow (the \"Council\") is seeking a Service Delivery Partner ('Delivery Partner') to deliver a fully outsourced Payroll Service and Software‑as‑a‑Service (SaaS) HR/Payroll System from 1 October 2027.  The service has been outsourced since October 2017 and TUPE will apply. The incumbent system is iTrent. The Authority will retain an in‑house HR operations team responsible for system set‑ups and reporting.\nThe contract covers a fully managed payroll service for:\nCouncil employees\nEmployees of Council‑owned companies (the Lampton Group)\nExternal clients purchasing the service\nCouncillors' allowances and expenses\nPeriodic election payrolls\nMaintained schools, academies and extended childcare centres including:\n•\tWest Thames College\n•\tNorwood Green Juniors\n•\tThe Green School Trust\n•\tBCPS Extended Day Care\n•\tBeavers Lodge Playgroup\n•\tHounslow Action For Youth Association Ltd\n•\tRiverside Early Risers \n•\tSpringwell + Morning Care\n•\tSpringwell Holiday Scheme\nThe supplier must provide the employer role for pension administration, covering the Local Government Pension Scheme (LGPS), Teachers' Pension Scheme and other applicable pension arrangements.\nThe supplier must provide a SaaS HR/Payroll system including payroll, core HR, absence management, recruitment and onboarding, and management of employees and non‑employees.\nThe scope includes implementation, configuration and deployment; data migration and reconciliation; ongoing support, maintenance and upgrades; continuous improvement and benchmarking; and contract exit and transition support.\nThe service must comply with all applicable UK legislation and deliver accurate, timely and customer‑focused payroll services.",
    "riskDetails": "This Procurement relates to a second‑generation outsourced payroll and HR service, replacing an incumbent supplier. While information has been provided based on current arrangements, the following matters are subject to variation during transition and the contract term.\n•\tTUPE and Transition: The number, roles, and availability of staff transferring under TUPE may differ from indicative information provided.\n•\tIncumbent Dependency: Transition activities may be affected by the quality, availability, or cooperation of the incumbent supplier.\n•\tService Volumes: Payroll and HR transaction volumes may vary from historic levels over the contract term.\n•\tLegislative Change: Changes in employment, payroll, tax, pensions, or reporting requirements may impact service delivery.\n•\tLocal Policy Change: Local authority HR, pay, or workforce policies may change during the contract term.\n•\tExit and Re‑procurement: Exit and future transition requirements may vary depending on future sourcing decisions.",
    "tenderPeriod": {
      "endDate": "2026-06-22T12:00:00+01:00"
    },
    "enquiryPeriod": {
      "endDate": "2026-06-05T12:00:00+01:00"
    },
    "hasRecurrence": true,
    "aboveThreshold": true,
    "submissionTerms": {
      "languages": [
        "en"
      ],
      "electronicSubmissionPolicy": "allowed"
    },
    "procurementMethod": "open",
    "mainProcurementCategory": "services",
    "submissionMethodDetails": "https://procontract.due-north.com/Advert?advertId=3706a117-ab38-f111-813c-005056b64545&fromProjectDashboard=True",
    "procurementMethodDetails": "Open procedure"
  },
  "parties": [
    {
      "id": "GB-PPON-PQYY-1684-DYLV",
      "name": "London Borough of Hounslow",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKI75",
        "country": "GB",
        "locality": "Hounslow, London",
        "postalCode": "TW3 3EB",
        "countryName": "United Kingdom",
        "streetAddress": "Hounslow House, 7 Bath Road"
      },
      "details": {
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          }
        ]
      },
      "identifier": {
        "id": "PQYY-1684-DYLV",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "name": "Olubunmi Akinmade",
        "email": "procurement@hounslow.gov.uk"
      }
    }
  ],
  "language": "en",
  "initiationType": "tender"
}

{
  "id": "047497-2025",
  "tag": [
    "planningUpdate"
  ],
  "date": "2025-08-11T09:17:30+01:00",
  "ocid": "ocds-h6vhtk-0567b9",
  "buyer": {
    "id": "GB-PPON-PQYY-1684-DYLV",
    "name": "London Borough of Hounslow"
  },
  "tender": {
    "id": "ocds-h6vhtk-0567b9",
    "lots": [
      {
        "id": "1",
        "status": "planning",
        "contractPeriod": {
          "endDate": "2032-09-30T23:59:59+01:00",
          "startDate": "2027-10-01T00:00:00+01:00"
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UKI75",
            "country": "GB",
            "countryName": "United Kingdom"
          }
        ],
        "additionalClassifications": [
          {
            "id": "75110000",
            "scheme": "CPV",
            "description": "General public services"
          }
        ]
      }
    ],
    "title": "Payroll and HR System Admin",
    "value": {
      "currency": "GBP",
      "amountGross": 8316000
    },
    "status": "planning",
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "description": "LBH is seeking to commission:\nPayroll: the service includes payroll for Council officers, staff based in schools and other external clients, staff employed by council companies - LNH trading company, pensioners in the Hounslow Local Government Pension Scheme, payment of Councillors allowances and expenses and periodic elections payroll when required. Trading Company's payroll service is based on the same specification as the service received by the Council.\nSystem administration for the HR system iTrent (provided by the current supplier) and the HRP/Schools portal\nVision:\nOur vision for the Payroll Service:\nTo provide seamless, efficient and transparent payroll and pensions services for Hounslow employees and pensioners, its companies' employees and external clients (e.g., schools). The Payroll services will be fit for purpose for the specific requirements of these different clients. The service will ensure that payroll is accurate and on time, and that pension contributions for all pension providers, tax and other deductions are administrated correctly.\nOur vision for System Administration Service:\nTo actively support system developments and upgrades to ensure that the system in use meets the needs of the organisation. We want to provide a responsive service that addresses issues with the HR system in a timely manner and provides data and reports when required, as well as offering support and training for the end users of the HR system. The service will support the organisation to deliver its People strategies and policies effectively. \nCurrent performance\nIn 2024/25 payroll accuracy has consistently been over 99.90%\nIn 2024/25 there were a total of 180,001 payrolls, 90,678 were pensions \n1,472 new queries about pensions were received in 2024/25\nIn 2024/25 there was £47k in overpayments on LBH payroll, 63.7% (£30k) of which was recovered to date\nThere were approximately £81k in overpayments on Trading Comapny's payroll in an 8-month period (August 2024 - March 2025) \nThere were 335 new starters were set up in iTrent and 275 leavers processed on the HR System in 2024/25 \nThere is a 3 working day response time from the HR Systems Administration team \nCurrent contract cost\nAnnual core contract cost\nSystem admin: £303k\nPayroll: £1.083m\nObjectives\nLower contract cost by min 10%\nIncrease accuracy and minimise incorrect payments\nAutomate processes wherever possible\nAbility for employees to self-serve wherever possible\nImprove reporting on pensions and review what other data could be used to monitor the payroll performance \nProvide HR system (optional)",
    "aboveThreshold": true,
    "mainProcurementCategory": "services"
  },
  "parties": [
    {
      "id": "GB-PPON-PQYY-1684-DYLV",
      "name": "London Borough of Hounslow",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKI75",
        "country": "GB",
        "locality": "Hounslow, London",
        "postalCode": "TW3 3EB",
        "countryName": "United Kingdom",
        "streetAddress": "Hounslow House, 7 Bath Road"
      },
      "details": {
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          }
        ]
      },
      "identifier": {
        "id": "PQYY-1684-DYLV",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "email": "beatrice.uhlir@hounslow.gov.uk"
      }
    }
  ],
  "language": "en",
  "planning": {
    "documents": [
      {
        "id": "047497-2025",
        "url": "https://www.find-tender.service.gov.uk/Notice/047497-2025",
        "format": "text/html",
        "noticeType": "UK2",
        "description": "Preliminary market engagement notice on Find a Tender",
        "documentType": "marketEngagementNotice",
        "datePublished": "2025-08-11T09:17:30+01:00"
      }
    ],
    "milestones": [
      {
        "id": "engagement",
        "type": "engagement",
        "status": "scheduled",
        "dueDate": "2025-09-05T23:59:59+01:00",
        "description": "The Council intends to hold a series of online interviews with interested providers during August/September 2025.\nIt should be noted that this engagement is not a formal tendering process.\nThe information we gain through our market engagement will help to inform our commissioning intentions and refine our specification for this service."
      }
    ]
  },
  "initiationType": "tender"
}

{
  "id": "043723-2025",
  "tag": [
    "planning"
  ],
  "date": "2025-07-29T10:26:08+01:00",
  "ocid": "ocds-h6vhtk-0567b9",
  "buyer": {
    "id": "GB-PPON-PQYY-1684-DYLV",
    "name": "London Borough of Hounslow"
  },
  "tender": {
    "id": "ocds-h6vhtk-0567b9",
    "lots": [
      {
        "id": "1",
        "status": "planning",
        "contractPeriod": {
          "endDate": "2032-09-30T23:59:59+01:00",
          "startDate": "2027-10-01T00:00:00+01:00"
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UKI75",
            "country": "GB",
            "countryName": "United Kingdom"
          }
        ],
        "additionalClassifications": [
          {
            "id": "75110000",
            "scheme": "CPV",
            "description": "General public services"
          }
        ]
      }
    ],
    "title": "Payroll and HR System Admin",
    "value": {
      "currency": "GBP",
      "amountGross": 8316000
    },
    "status": "planning",
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "description": "LBH is seeking to commission: \nPayroll: the service includes payroll for Council officers, staff based in schools and other external clients, staff employed by council companies - LNH trading company, pensioners in the Hounslow Local Government Pension Scheme, payment of Councillors allowances and expenses and periodic elections payroll when required. Trading Company's payroll service is based on the same specification as the service received by the Council. \nSystem administration for the HR system iTrent (provided by the current supplier) and the HRP/Schools portal \nVision: \nOur vision for the Payroll Service: \nTo provide seamless, efficient and transparent payroll and pensions services for Hounslow employees and pensioners, its companies' employees and external clients (e.g., schools). The Payroll services will be fit for purpose for the specific requirements of these different clients. The service will ensure that payroll is accurate and on time, and that pension contributions for all pension providers, tax and other deductions are administrated correctly. \nOur vision for System Administration Service: \nTo actively support system developments and upgrades to ensure that the system in use meets the needs of the organisation. We want to provide a responsive service that addresses issues with the HR system in a timely manner and provides data and reports when required, as well as offering support and training for the end users of the HR system. The service will support the organisation to deliver its People strategies and policies effectively.  \nCurrent performance \nIn 2024/25 payroll accuracy has consistently been over 99.90% \nIn 2024/25 there were a total of 180,001 payrolls, 90,678 were pensions  \n1,472 new queries about pensions were received in 2024/25 \nIn 2024/25 there was £47k in overpayments on LBH payroll, 63.7% (£30k) of which was recovered to date \nThere were approximately £81k in overpayments on Trading Comapny's payroll in an 8-month period (August 2024 - March 2025)  \nThere were 335 new starters were set up in iTrent and 275 leavers processed on iTrent in 2024/25  \nThere is a 3 working day response time from the HR Systems Administration team  \nCurrent contract cost \nAnnual core contract cost \nSystem admin: £303k \nPayroll: £1.083m \nObjectives \nLower contract cost by min 10% \nIncrease accuracy and minimise incorrect payments \nAutomate processes wherever possible \nAbility for employees to self-serve wherever possible \nImprove reporting on pensions and review what other data could be used to monitor the payroll performance  \nProvide HR system (optional)",
    "aboveThreshold": true,
    "mainProcurementCategory": "services"
  },
  "parties": [
    {
      "id": "GB-PPON-PQYY-1684-DYLV",
      "name": "London Borough of Hounslow",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKI75",
        "country": "GB",
        "locality": "Hounslow, London",
        "postalCode": "TW3 3EB",
        "countryName": "United Kingdom",
        "streetAddress": "Hounslow House, 7 Bath Road"
      },
      "details": {
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          }
        ]
      },
      "identifier": {
        "id": "PQYY-1684-DYLV",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "email": "beatrice.uhlir@hounslow.gov.uk"
      }
    }
  ],
  "language": "en",
  "planning": {
    "documents": [
      {
        "id": "043723-2025",
        "url": "https://www.find-tender.service.gov.uk/Notice/043723-2025",
        "format": "text/html",
        "noticeType": "UK2",
        "description": "Preliminary market engagement notice on Find a Tender",
        "documentType": "marketEngagementNotice",
        "datePublished": "2025-07-29T10:26:08+01:00"
      }
    ],
    "milestones": [
      {
        "id": "engagement",
        "type": "engagement",
        "status": "scheduled",
        "dueDate": "2025-09-05T23:59:59+01:00",
        "description": "The Council intends to hold a series of online interviews with interested providers during August/September 2025. \nIt should be noted that this engagement is not a formal tendering process. \nThe information we gain through our market engagement will help to inform our commissioning intentions and refine our specification for this service."
      }
    ]
  },
  "initiationType": "tender"
}