Contract Variation for Continued Provision of HRIS Solution

{
  "awards": [
    {
      "id": "027012-2025-1",
      "relatedLots": [
        "1"
      ],
      "status": "active",
      "suppliers": [
        {
          "id": "GB-COH-2343760",
          "name": "ACCESS UK LTD"
        }
      ]
    }
  ],
  "buyer": {
    "id": "GB-COH-17434R",
    "name": "Moat Homes Limited"
  },
  "contracts": [
    {
      "awardID": "027012-2025-1",
      "dateSigned": "2025-05-23T00:00:00+01:00",
      "id": "027012-2025-1",
      "status": "active",
      "value": {
        "amount": 591932.76,
        "currency": "GBP"
      }
    }
  ],
  "date": "2025-05-23T16:53:45+01:00",
  "id": "027012-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-0524ac",
  "parties": [
    {
      "address": {
        "countryName": "United Kingdom",
        "locality": "Dartford",
        "postalCode": "DA26QE",
        "region": "UKJ43",
        "streetAddress": "Mariner House, Galleon Boulevard, Crossways"
      },
      "contactPoint": {
        "email": "Tenders@moat.co.uk",
        "name": "Procurement Department",
        "telephone": "+44 3003230011"
      },
      "details": {
        "classifications": [
          {
            "description": "Body governed by public law",
            "id": "BODY_PUBLIC",
            "scheme": "TED_CA_TYPE"
          },
          {
            "description": "Housing and community amenities",
            "id": "06",
            "scheme": "COFOG"
          }
        ],
        "url": "https://www.moat.co.uk/"
      },
      "id": "GB-COH-17434R",
      "identifier": {
        "id": "17434R",
        "legalName": "Moat Homes Limited",
        "scheme": "GB-COH"
      },
      "name": "Moat Homes Limited",
      "roles": [
        "buyer"
      ]
    },
    {
      "address": {
        "countryName": "United Kingdom",
        "locality": "Loughborough",
        "postalCode": "LE11 3QF",
        "region": "UKF2",
        "streetAddress": "Armstrong Building Oakwood Drive, Loughborough University Science \u0026 Enterprise Park"
      },
      "details": {
        "scale": "large"
      },
      "id": "GB-COH-2343760",
      "identifier": {
        "id": "2343760",
        "legalName": "ACCESS UK LTD",
        "scheme": "GB-COH"
      },
      "name": "ACCESS UK LTD",
      "roles": [
        "supplier"
      ]
    },
    {
      "address": {
        "countryName": "United Kingdom",
        "locality": "London",
        "postalCode": "WC2A 2LL",
        "streetAddress": "The Royal Courts of Justice, Strand"
      },
      "id": "GB-FTS-67385",
      "identifier": {
        "legalName": "High Court of Justice"
      },
      "name": "High Court of Justice",
      "roles": [
        "reviewBody"
      ]
    }
  ],
  "tag": [
    "award",
    "contract"
  ],
  "tender": {
    "classification": {
      "description": "Personnel and payroll services",
      "id": "79631000",
      "scheme": "CPV"
    },
    "coveredBy": [
      "GPA"
    ],
    "description": "This contract variation covers the continued provision of Moat\u0027s HRIS platform, including modules for HR, Recruitment, Payroll, and Expenses, provided by The Access Group. The variation reflects a shift to the Access Evo solution following product retirement of the previous platform",
    "id": "ocds-h6vhtk-0524ac",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Software package suites",
            "id": "48422000",
            "scheme": "CPV"
          },
          {
            "description": "Financial systems software package",
            "id": "48442000",
            "scheme": "CPV"
          },
          {
            "description": "Time accounting or human resources software package",
            "id": "48450000",
            "scheme": "CPV"
          },
          {
            "description": "Time accounting or human resources software development services",
            "id": "72212450",
            "scheme": "CPV"
          },
          {
            "description": "Personnel and payroll services",
            "id": "79631000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "region": "UKJ"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "32014L0024",
      "scheme": "CELEX"
    },
    "lots": [
      {
        "description": "The procurement relates to a contract variation with The Access Group to continue provision of an integrated HRIS solution via the Access Evo platform. The contract includes modules for HR (employee records, case management), Recruitment (ATS and onboarding), Payroll (monthly processing, payslip management), and Expenses (claim submission and approval). The variation reflects updated commercial terms, a product upgrade to the Evo suite, and pricing aligned to a 24-month fixed term with a 24-month extension option. Benefits include continuity of service, improved system performance, and reduced risk from supplier-driven retirement of the previous solution.\nFor clarity, the price for the initial term of 24 months is \u00a3295,966.38",
        "hasOptions": true,
        "id": "1",
        "options": {
          "description": "24-month fixed term with a 24-month extension option."
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procurementMethod": "limited",
    "procurementMethodDetails": "Award procedure without prior publication of a call for competition",
    "procurementMethodRationale": "The extension is considered lawful under Regulation 72(1)(e) because:\n1.\tThe modification does not render the contract materially different in character: The contract remains for the provision of HRIS services, albeit with updated technical features and a revised pricing mechanism. The core nature of the services remains unchanged.\n2.\tThe modification does not change the economic balance in favour of the contractor: While the pricing mechanism has been updated, Moat will ensure that the revised terms reflect reasonable compensation and do not result in over-compensation.\n3.\tThe modification does not considerably extend the scope of the contract: The extension is limited in duration and scope, intended solely to allow time for a compliant re-procurement process.",
    "procurementMethodRationaleClassifications": [
      {
        "description": "The procurement falls outside the scope of application of the directive",
        "id": "D_OUTSIDE_SCOPE",
        "scheme": "TED_PT_AWARD_CONTRACT_WITHOUT_CALL"
      }
    ],
    "status": "complete",
    "title": "Contract Variation for Continued Provision of HRIS Solution"
  }
}