Official UK procurement notice
PROVISION OF SUPPLY, INSTALL AND MAINTENANCE OF HR AND PAYROLL SYSTEM
Authority: ARCHWAY LEARNING TRUST (Public body)
What is being bought
Published requirement descriptionProvision of a single, integrated HR and Payroll system which will include Supply, Implementation and Maintenance of the System, starting on 13th of January 2027 for 36 months with option to extend 1 + 1 year.
The system must be designed and demonstrate proven functionality to operate effectively within the education sector, specifically within a multi-academy trust environment, recognising the complexity of school-based staffing structures, roles and contractual arrangements.
- How the procedure runs: The Archway Learning Trust is currently out to tender for the provision of supply, install and maintenance of HR and Payroll System. The contract is being offered for three-year with the option to extend for a further two periods of 12 months. The contract commencement date is 13th January 2027. Suppliers are invited to submit a Procurement Specific Questionnaire (PSQ) response as the first stage of the procedure. Deadline for submission is 26th June 2026. Responses to be sent via email to these 2 email addresses: [email protected] and [email protected]
- No preliminary market engagement: The Trust invited for 4 Suppliers in April-May 2026 to demonstrate their system via MS Teams. This engagement enabled the Trust to: Understand the capabilities of the current HR systems market Assess different system models and approaches Refine and define its requirements in line with good practice
CPV: Enterprise resource planning software package · Payroll management services · Personnel and payroll services
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£480,000
- Condition of participationshortlisting
Once a question has received a score, it will have a weighting applied. The weighted scores will be added together to calculate the total weighted score. This will then allow the PSQ responses to be comparatively ranked.
Suppliers will be excluded from the tender if any of their response got FAILED or 0 score.
Suppliers with minimum 3 points will proceed to the Invitation to Tender Stage.
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 (6)
- Functionality for the Education Sector: 30%
- Mobilisation: 25%
- Ongoing quality of Service and Account Management: 20%
- Clarity and transparency in pricing: 10%
- Social Value: 5%
- Technical Environment: system and data security: 10%
Published award criteria (6)
- Functionality for the Education Sector
- Mobilisation
- Ongoing quality of Service and Account Management
- Clarity and transparency in pricing
- Technical Environment: system and data security
- Social Value
- Condition of participationshortlisting
Once a question has received a score, it will have a weighting applied. The weighted scores will be added together to calculate the total weighted score. This will then allow the PSQ responses to be comparatively ranked.
Suppliers will be excluded from the tender if any of their response got FAILED or 0 score.
Suppliers with minimum 3 points will proceed to the Invitation to Tender Stage.
- Price carries 10 of 100 points: a 10% discount moves about 1 point. 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
- Unspecified in notice
- Recurring procurement
- Unspecified in notice
- First published
- 19 Jun 2026, 13:59 BST
- Last source update
- 28 Aug 2026, 11:11 BST
- Award evaluation window
- Submission end – 10 Aug 2026
- FTS notice number
2026/S 000-058109- Latest notice
- Contract award notice (UK6)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-06b931Find a Tender
- How it runs
The Archway Learning Trust is currently out to tender for the provision of supply, install and maintenance of HR and Payroll System.
The contract is being offered for three-year with the option to extend for a further two periods of 12 months. The contract commencement date is 13th January 2027.
Suppliers are invited to submit a Procurement Specific Questionnaire (PSQ) response as the first stage of the procedure.
Deadline for submission is 26th June 2026. Responses to be sent via email to these 2 email addresses: [email protected] and [email protected]
How it was run
Official notice- Requests to participate (first stage)
- 26 Jun 2026, 12:00 BST
- Submission deadline
- 26 Jun 2026, 12:00 BST
- Clarification deadline
- 26 Jun 2026, 12:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Website: archwaytrust.co.uk ↗
Suppliers are invited to submit a Procurement Specific Questionnaire (PSQ) response. Submissions will be evaluated based on the criteria detailed in the PSQ documentation.
Deadline for submission is 26th June 2026. Responses to be sent via email to these 2 email addresses: [email protected] and [email protected]
Timeline
19 Jun 2026 → 13 Jan 2027 · 7 dates- Tender notice published126 days ago19 Jun 2026, 13:59 BST
- Clarification questions by119 days ago26 Jun 2026, 12:00 BST
- Submission deadline119 days ago26 Jun 2026, 12:00 BST
- Award decision expected by74 days ago10 Aug 2026, 23:59 BST
- Assessment summaries sent57 days ago28 Aug 2026, 00:00 BST
- Latest notice published56 days ago28 Aug 2026, 11:11 BST
- Today23 Oct 2026
- Contract startsin 81 days13 Jan 2027
Notice history
4 events · 2 releases on Find a Tender · since 19 Jun 2026- Tender notice published19 Jun 2026, 13:59 BSTUK4
- Contract award notice published28 Aug 2026, 11:11 BSTUK6
- Status changed to complete28 Aug 2026, 11:11 BST
- Contract signature expected20 Oct 2026, 23:59 BSTscheduled
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| SAMpeople1 Nov 2026 – 31 Oct 2029 · up to 12 Jan 2032Extensions: The contract can be extended with 1 + 1 year, in case of the supplier`s performance is satisfactory during minimum of 32 months. | £160,000 | 28 Aug 2026 | Awarded |
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 6final-stage tenders · 7 at stage one | 1 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- STAFF ABSENCE MANAGEMENT LTDAwarded supplier
Official documents & specifications (3)
Official links; attachments are not copiedTender pack and attachments
Notices published for this procedure
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender