Wessex Learning Trust - Provision of Human Resources Information System

{
  "buyer": {
    "id": "GB-PPON-PMBL-4155-MYDV",
    "name": "Wessex Learning Trust"
  },
  "date": "2025-09-16T09:00:30+01:00",
  "id": "056776-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-059ada",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Totnes",
        "postalCode": "TQ9 5RW",
        "region": "UKK43",
        "streetAddress": "Unit 3 The Brutus Centre Station Road Totnes"
      },
      "contactPoint": {
        "email": "claire.jones@phplaw.co.uk",
        "name": "Claire Jones"
      },
      "id": "GB-PPON-PPRM-9434-VNYQ",
      "identifier": {
        "id": "PPRM-9434-VNYQ",
        "scheme": "GB-PPON"
      },
      "name": "PHP Law LLP",
      "roleDetails": "Procurement Consultant",
      "roles": [
        "procuringEntity",
        "processContactPoint"
      ]
    },
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Cheddar, Somerset",
        "postalCode": "BS27 3AQ",
        "region": "UKK23",
        "streetAddress": "Station Road,"
      },
      "contactPoint": {
        "email": "office@wessexlearningtrust.co.uk",
        "name": "Emma May",
        "telephone": "01934745363"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - central government",
            "id": "publicAuthorityCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "https://wessexlearningtrust.co.uk/"
      },
      "id": "GB-PPON-PMBL-4155-MYDV",
      "identifier": {
        "id": "PMBL-4155-MYDV",
        "scheme": "GB-PPON"
      },
      "name": "Wessex Learning Trust",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "additionalProcurementCategories": [
      "services"
    ],
    "awardPeriod": {
      "endDate": "2025-12-08T23:59:59Z"
    },
    "contractTerms": {
      "financialTerms": "An agreed payment profile will be formulated with the successful bidder. Example below: Milestone Description Payment % Contract Signature \u0026 Mobilisation - Project kick-off, resource allocation, initial planning - 10% System Configuration Setup of system modules, workflows, user roles, and integrations -20% Data Migration Transfer and validation of legacy HR data into the new system - 10% User Acceptance Testing (UAT) Completion of UAT with key stakeholders, issue resolution - 20% Training \u0026 Documentation Delivery of user training sessions and system manuals - 10% Go-Live Full deployment across the trust, system operational -20% Post-Implementation Review Final review after 30\u201360 days, performance check, transition to support phase -10%"
    },
    "coveredBy": [
      "GPA"
    ],
    "description": "This tender opportunity has been issued by Wessex Learning Trust (\u201cthe Trust\u201d). The proposed contract will be for the provision of a cloud-based HR System and the intention is to have fully implemented and operational systems in place for September 2026. Key products and services will include: a. Bespoke Services \u2013 Bidders are encouraged to assess how they can deliver the HR Management Information System, demonstrating its effectiveness, how it will benefit the HR service whilst promoting efficiency. b. Greater digitalisation, including employee and manager self-service. c. Human Resources functions: enhanced efficiency of back-office services to enable effective absence management, contract management, case management and reporting. d. The option to include Onboarding (including monitoring pre-employment checks), Establishment Management and Applicant Tracking, Performance and Learning management. e. Support and account management: to include an effective and efficient transition/implementation, beneficial SLAs, contract reviews and KPI monitoring.",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-09-16T09:00:30+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "056776-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/056776-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-10-23T11:00:00+00:00"
    },
    "id": "WLT01.01",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Time accounting or human resources software package",
            "id": "48450000",
            "scheme": "CPV"
          },
          {
            "description": "Business transaction and personal business software package",
            "id": "48400000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKK"
          }
        ],
        "id": "LOT-0000",
        "relatedLot": "LOT-0000"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Technical Functionality",
              "name": "Technical Functionality",
              "numbers": [
                {
                  "number": 10,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Core HR Functionality",
              "name": "Core HR Functionality",
              "numbers": [
                {
                  "number": 17.5,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Technical Requirements",
              "name": "Technical Requirements",
              "numbers": [
                {
                  "number": 7.5,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Support \u0026 Maintenance",
              "name": "Support \u0026 Maintenance",
              "numbers": [
                {
                  "number": 7.5,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Account Management",
              "name": "Account Management",
              "numbers": [
                {
                  "number": 7.5,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Implementation \u0026 Training",
              "name": "Implementation \u0026 Training",
              "numbers": [
                {
                  "number": 7.5,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Added Value",
              "name": "Added Value",
              "numbers": [
                {
                  "number": 2.5,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Cost",
              "name": "Cost",
              "numbers": [
                {
                  "number": 40,
                  "weight": "percentageExact"
                }
              ],
              "type": "cost"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2029-03-31T23:59:59Z",
          "maxExtentDate": "2032-03-31T23:59:59Z",
          "startDate": "2026-04-01T00:00:00Z"
        },
        "hasOptions": true,
        "hasRenewal": true,
        "id": "LOT-0000",
        "options": {
          "description": "The estimated contract value for the HR system is \u00a3500k, to enable the inclusion of the following: *Contract extensions for a 3 further years *Additional Schools to join the Trust *CPI from year 2 In addition, a further \u00a3500k has been added to the contrct value to enable the potential for a payroll service to be included within the scope of the contract in the future."
        },
        "renewal": {
          "description": "Option of three further one year extensions (3+1+1+1)"
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "A financial appraisal will be based upon a credit check",
              "type": "economic"
            },
            {
              "description": "Please confirm whether you already have, or can commit to obtain, prior to the award of the contract, the requirements indicated below: Please confirm whether you already have, or can commit to obtain, prior to the award of the contract, the requirements indicated below: \u2022 Cyber Essentials \u2022 ISO/IEC 27001 \u2013 Information Security Management or equivalent \u2022 ISO 9001 \u2013 Quality Management Systems or equivalent Confirm you have experience of similar contract delivery of implementing and supporting a cloud based HR system with capability of adding in a payroll service to the education sector. Three previous contract examples to be provided.",
              "type": "technical"
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "value": {
          "amount": 1000000,
          "amountGross": 1200000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "goods",
    "procurementMethod": "open",
    "procurementMethodDetails": "Open procedure",
    "riskDetails": "Implementation Risks *Delayed Delivery *Missed milestones due to poor planning or resource constraints. Impact: Disruption to HR operations and trust-wide rollout. Data Migration Failures *Incomplete or inaccurate transfer of legacy HR data. Impact: Loss of critical employee records, payroll errors. Insufficient User Training *Poor adoption due to lack of training or support. Impact: Reduced system effectiveness and user frustration. Integration Issues *Failure to integrate with payroll, finance, or MIS systems. Impact: Manual workarounds, data silos, and inefficiencies. Operational Risks *System Downtime or Performance Issues Unreliable access or slow performance of the cloud platform. Impact: Interruptions to HR processes and reporting. Cybersecurity Breaches *Exposure of sensitive personal data due to weak security. Impact: Legal liability, reputational damage, ICO investigations. Non-Compliance with GDPR *Inadequate data protection measures or unclear data processing agreements. Impact: Regulatory penalties and trust-wide audits. Supplier Financial Instability *Risk of supplier insolvency or acquisition. Impact: Service disruption or loss of support. Contractual \u0026 Governance Risks *Ambiguous Service Level Agreements (SLAs) Lack of clarity on uptime, response times, and support obligations. Impact: Difficulty enforcing performance standards. Inadequate Exit Strategy *No clear plan for data retrieval or system transition at contract end. Impact: Vendor lock-in or costly migration. Change Control Failures *Unmanaged scope changes or feature requests. Impact: Budget overruns and timeline slippage. Lack of Performance Monitoring *No KPIs or regular reviews built into the contract. Impact: Issues go unnoticed until they escalate.",
    "status": "active",
    "submissionMethodDetails": "https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=97871\u0026B=",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "tenderPeriod": {
      "endDate": "2025-10-23T11:00:00+00:00"
    },
    "title": "Wessex Learning Trust - Provision of Human Resources Information System",
    "value": {
      "amount": 1000000,
      "amountGross": 1200000,
      "currency": "GBP"
    }
  }
}