Integrated HR & Payroll system

{
  "buyer": {
    "id": "GB-UKPRN-10007063",
    "name": "Truro \u0026 Penwith College"
  },
  "date": "2025-12-08T16:26:42Z",
  "id": "080776-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-05d825",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Truro",
        "postalCode": "TR1 3XX",
        "region": "UKK30",
        "streetAddress": "College Road"
      },
      "contactPoint": {
        "email": "procurement@truro-penwith.ac.uk",
        "name": "Guy Guerandel"
      },
      "details": {
        "classifications": [
          {
            "description": "Public undertaking",
            "id": "publicUndertaking",
            "scheme": "UK_CA_TYPE"
          }
        ]
      },
      "id": "GB-UKPRN-10007063",
      "identifier": {
        "id": "10007063",
        "scheme": "GB-UKPRN"
      },
      "name": "Truro \u0026 Penwith College",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2026-03-31T23:59:59+01:00"
    },
    "contractTerms": {
      "financialTerms": "To be confirmed in the Tender Document Pack at Stage 2."
    },
    "description": "Truro and Penwith College is a large, further education provider in Cornwall. The College has three main campuses in Truro, Penzance and Bodmin. The College provides education services to circa 9,000 learners with a workforce of 1200 staff. The current HR and Payroll platform is an on-premise system that has been in place for many years, but no longer meets the needs of the College.\nThe primary objective of this procurement for Truro \u0026 Penwith College is to select a single contractor to supply and implement a modern, modular, and cost-effective HR and Payroll system. The first phase of the project will focus on the seamless and low-impact migration of the core Payroll, Pensions, and HR functions, with a requirement for this phase to be completed by Q3-2026.\nFollowing successful implementation, the College must have the opportunity to call off extended functionality including such functions as: \nRecruitment, Onboarding, Performance Management, HR Case Management, and Learning \u0026 Development. These will be elective modules, implemented according to the College\u0027s own timetable.\nFully detailed ITT documents will be a made available to suppliers immediately following evaluation of the PSQ. This is expected to be early January, 2026, with intent to award by the end of March 2026. A full process timeline will be issued with the ITT document pack.\nDocuments issued with this Notice\n    \u2022 Requirement Outline Brief\n    \u2022 Payroll Use Case Scenario\n    \u2022 HR Use Case Scenario\n    \u2022 PME Q\u0026A Transcript\n    \u2022 Procurement Specific Questionnaire \nInstructions for Participation:\nStage 1 Documents including the PSQ form, can be obtained by registering as a supplier on the In-tend Shared Portal and by expressing an interest in this Project. Link below to access the portal:\nhttps://in-tendhost.co.uk/intendsharedservices/aspx/Home",
    "documents": [
      {
        "description": "Documents (free of charge) are available from the In-tend Shared portal. To participate in this Tender you must firstly register as a Supplier (free of charge) and then Express an Interest in this Tender Project.",
        "documentType": "biddingDocuments",
        "id": "L-1",
        "url": "https://in-tendhost.co.uk/intendsharedservices/aspx/Home"
      },
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-12-08T16:26:42Z",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "080776-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/080776-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-12-16T17:00:00+00:00"
    },
    "id": "HR-Payroll-ITT",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Software package and information systems",
            "id": "48000000",
            "scheme": "CPV"
          },
          {
            "description": "Time accounting or human resources software package",
            "id": "48450000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKK"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Assessment/Award Criteria\nStage 1 \u2013 PSQ:\nThe PSQ will be evaluated as Pass or Fail, criteria and scoring is detailed in the PSQ document accompanying this Notice\nStage 2 \u2013 Full tender submission and evaluation:\nFollowing the PSQ stage, qualifying suppliers will be invited to submit a fully costed tender proposal. The authority will furnish invited suppliers with a full and detailed tender pack. Fully detailed assessment criteria and scoring will be provided at Stage 2. Evaluation will be carried out progressively in three phases, with each phase having specific criteria as detailed below:\nStage 2a:\n    \u2022 Written Tender Response - Score \u0026 weighting TBC\n    \u2022 Responses from Specification Matrix - Score \u0026 weighting TBC\u00a0\n    \u2022 Alignment with Contractual requirements - Score \u0026 weighting TBC\u00a0\nThe College envisages inviting between 3-5 of the highest scoring bids (based only on quality) to participate in the next evaluation phase, The College reserves the right to lower or increase this number dependent on the quality of the bids received. \nStage 2b:\n    \u2022 Supplier presentation of proposed solution - Score \u0026 weighting TBC\u00a0\n    \u2022 Supplier product demonstration - Score \u0026 weighting TBC\u00a0\nScores from this phase are taken forward\u00a0to the BAFO stage.\nStage 2c\u00a0\u00a0(BAFO):\n    \u2022 Implementation costs - Score \u0026 weighting TBC\u00a0\n    \u2022 Call Off Costs - Score \u0026 weighting TBC\u00a0\n    \u2022 Ad-Hoc consultancy costs - Score \u0026 weighting TBC\u00a0\n    \u2022 Total contract Lifetime cost\t- Score \u0026 weighting TBC\u00a0\nThis will include a review of Scores from 2a and 2b if the proposal is changed in BAFO prior to full scoring of each bid prior to final award decision.",
              "name": "Simple description",
              "type": "price"
            }
          ],
          "weightingDescription": "Assessment/Award Criteria\nStage 1 \u2013 PSQ:\nThe PSQ will be evaluated as Pass or Fail, criteria and scoring is detailed in the PSQ document accompanying this Notice\nStage 2 \u2013 Full tender submission and evaluation:\nFollowing the PSQ stage, qualifying suppliers will be invited to submit a fully costed tender proposal. The authority will furnish invited suppliers with a full and detailed tender pack. Fully detailed assessment criteria and scoring will be provided at Stage 2. Evaluation will be carried out progressively in three phases, with each phase having specific criteria as detailed below:\nStage 2a:\n    \u2022 Written Tender Response - Score \u0026 weighting TBC\n    \u2022 Responses from Specification Matrix - Score \u0026 weighting TBC\u00a0\n    \u2022 Alignment with Contractual requirements - Score \u0026 weighting TBC\u00a0\nThe College envisages inviting between 3-5 of the highest scoring bids (based only on quality) to participate in the next evaluation phase, The College reserves the right to lower or increase this number dependent on the quality of the bids received. \nStage 2b:\n    \u2022 Supplier presentation of proposed solution - Score \u0026 weighting TBC\u00a0\n    \u2022 Supplier product demonstration - Score \u0026 weighting TBC\u00a0\nScores from this phase are taken forward\u00a0to the BAFO stage.\nStage 2c\u00a0\u00a0(BAFO):\n    \u2022 Implementation costs - Score \u0026 weighting TBC\u00a0\n    \u2022 Call Off Costs - Score \u0026 weighting TBC\u00a0\n    \u2022 Ad-Hoc consultancy costs - Score \u0026 weighting TBC\u00a0\n    \u2022 Total contract Lifetime cost\t- Score \u0026 weighting TBC\u00a0\nThis will include a review of Scores from 2a and 2b if the proposal is changed in BAFO prior to full scoring of each bid prior to final award decision."
        },
        "contractPeriod": {
          "endDate": "2031-05-31T23:59:59+01:00",
          "maxExtentDate": "2034-05-31T23:59:59+01:00",
          "startDate": "2026-06-01T00:00:00+01:00"
        },
        "hasRenewal": true,
        "id": "1",
        "renewal": {
          "description": "Initial Contract Period of 5 years with 3 possible extensions e.g. +1+1+1."
        },
        "status": "active",
        "value": {
          "amount": 300000.0,
          "amountGross": 360000.0,
          "currency": "AED"
        }
      }
    ],
    "mainProcurementCategory": "goods",
    "procedure": {
      "features": "This procurement will be structured in two key phases \u2013 Supplier selection (PSQ), which is published with this notice. This will be followed by the issue of the full tender document pack to qualifying suppliers following the completion of Stage 1. \nStage 1 \u2013 Supplier Selection (PSQ):\nApplicants who wish to participate will need to pre-qualify and must complete the Procurement Specific Questionnaire (PSQ) published alongside this notice. \nThe PSQ sets out the information required by the authority in order to assess the suitability of applicants to perform the contract.  The PSQ Stage will be evaluated as Pass or Fail. Applicants will need to Pass the PSQ Stage in order to participate further. \nThe deadline for PSQ clarifications is December 16th, 2025 and the return deadline for the PSQ is January 2nd, 2026. \nStage 2 \u2013 Full tender submission and evaluation (Anticipated issue date: January, 2026):\nFollowing the PSQ stage, qualifying suppliers will be invited to submit a fully costed tender proposal. The authority will furnish invited suppliers with a full and detailed tender pack. Evaluation will be carried out in three phases:\nStage 2a - Following the submission deadline, the authority will evaluate and score bidders written proposals, responses to the specification matrix and proposed draft contract terms against quality-based criteria specific to this section. Cost will not be scored at this stage. The College envisages inviting between 3-5 of the highest scoring bids (based only on quality) to participate in the next evaluation phase, The College reserves the right to lower or increase this number dependent on the quality of the bids received. \nStage 2b \u2013 The selected high scoring bidders from phase 2a will be invited to attend a presentation and demonstration session. Suppliers will be asked to outline how their proposal meets the requirements set out by the College and facilitate demonstrations based on scenarios pre-scripted the College. Supplier presentations and demonstration sessions will be scored against set criteria for these sessions. Costs will also be evaluated and compared at this stage but not scored.  Following second phase evaluations, 1:1 feed-back sessions will be held with each supplier where their proposals and scores will be discussed along with proposed costs relative to other bids. Suppliers will be given constructive feedback aimed at optimizing their proposals prior to the final phase.\nStage 2c \u2013 BAFO \u2013 Following feedback sessions, suppliers will be invited to submit best and final offers, which should include any final adjustments to their solution proposal or terms in addition to costs. After the BAFO deadline, each proposal will then be re-scored against the pre-set criteria for each phase and an award decision will be made based on the highest overall score."
    },
    "procurementMethod": "open",
    "procurementMethodDetails": "Competitive flexible procedure",
    "status": "active",
    "submissionMethodDetails": "To be returned via the In-tend Shared Portal.  https://in-tendhost.co.uk/intendsharedservices/aspx/Home",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "tenderPeriod": {
      "endDate": "2026-01-02T13:00:00+00:00"
    },
    "title": "Integrated HR \u0026 Payroll system",
    "value": {
      "amount": 300000.0,
      "amountGross": 360000.0,
      "currency": "GBP"
    }
  }
}