Future NHS Workforce Solution (including Electronic Staff Record (ESR) Services)

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-032866-2025-11-06T11:09:12Z",
    "date": "2025-11-06T11:09:12Z",
    "ocid": "ocds-h6vhtk-032866",
    "initiationType": "tender",
    "tender": {
        "id": "ocds-h6vhtk-032866",
        "legalBasis": {
            "id": "32014L0024",
            "scheme": "CELEX"
        },
        "title": "Future NHS Workforce Solution (including Electronic Staff Record (ESR) Services)",
        "status": "complete",
        "classification": {
            "scheme": "CPV",
            "id": "72222300",
            "description": "Information technology services"
        },
        "mainProcurementCategory": "services",
        "description": "The Authority has procured a supplier to develop a new transformed integrated workforce management solution for the NHS in England and Wales. The current Electronic Staff Record (ESR) service includes HR and payroll; learning; talent management; Total Reward Statements and workforce reporting. It is supported by a supply of systems, support and auxiliary services that enable its effective utilisation. ESR currently pays over 1.9m NHS employees every month, equivalent to around five percent of the UK workforce.<br/><br/>The future NHS workforce solution will fulfil the ambition of providing the NHS with a user centred digital workforce solution to empower people from both national and local organisations to carry out their roles effectively and efficiently, supporting them through their journey with the NHS.<br/><br/>The supplier will manage the ESR service, transform, develop, implement and manage the future NHS workforce solution and once migration of user organisations completes, decommission the ESR service.",
        "lots": [
            {
                "id": "1",
                "description": "The ESR service is provided under a managed service contract which expires August 2026. Oracle eBusiness Suite underpins the current integrated HR, payroll, learning management and business intelligence capability.<br/><br/>The future NHS workforce solution brings the opportunity to transform the existing ESR service to respond to changes in the wider health and care system. It will support NHS strategic workforce objectives through new and improved functionality and provide data and insights to inform decision making.<br/><br/>The Authority has awarded one contract based on the Cabinet Office Model Services Contract v2.2 for a supplier to fulfil all the requirements below:<br/><br/>i. Transition and takeover of current ESR service by 31 August 2026 including transfer of staff.<br/>ii. Run existing ESR service from 1 September 2026 including ongoing development.<br/>iii. Design, develop, configure and test the future NHS workforce solution from contract award including pilot (early adopter) implementation.<br/>iv. Implementation of future NHS workforce solution including migration of all user organisations from the ESR service to the future NHS workforce solution in advance of the ESR service support end date of 2035.<br/>v. Running the future NHS workforce solution including ongoing development.<br/>vi. Decommission ESR following successful completion of the implementation and migration process.<br/><br/>Functional domains will deliver the capability of the future NHS workforce solution to support NHS organisation's workforce management needs:<br/><br/>i. Talent Acquisition: end to end hiring experience including demand identification, talent sourcing, job marketing, candidate assessment, applicant tracking and onboarding.<br/>ii. Core HR: employee lifecycle management including organisation management, grievance management, leave management, absentee management, self-service and exit management. The future solution will reflect the NHS organisation structures and allow flexibility for mergers/de-mergers, TUPE and HMRC guidance.<br/>iii. Payroll: third party platform interoperability for time tracking, payroll administration, metrics and analysis. Maintenance of national and local pay scales, allowances and deductions in line with terms & conditions, adhering to legislative requirements such as National Minimum Wage and HMRC thresholds.<br/>iv. Compensation and Benefits: compensation & benefits management, pension contribution deduction, health & wellbeing and recognition.<br/>v. Learning: knowledge management, administration of learning, learning delivery management and development of business leaders.<br/>vi. Career Development: employee career experience covering career paths, coaching, staff mobility and succession planning.<br/>vii. Performance Management: objective setting, performance management, competency assessment and metrics & analysis.<br/><br/>Supporting the functional requirements are a series of non-functional and technical capabilities:<br/><br/>i. Standards and Compliance: adhering to NHS, national and international regulations, policies and standards.<br/>ii. Service Continuity: availability, maintaining and restoring service in accordance with service levels.<br/>iii. Performance & Scalability: increase in number of users, records and demand without degradation of service, and future growth across the health and care system.<br/>iv. System Intelligence: dynamic, future-proof systems, responsive to change in line with workforce needs and technology advances.<br/>v. Security: cyber-security management and adhering to appropriate security standards.<br/>vi. Interoperability: new capability to meet interoperability requirements and ensure ongoing current interfaces where required.<br/>vii. Channels & User Interface: multiple channel access, with accessibility as a core consideration.<br/>viii. Data, Reporting & Analytics: person-centred data management including aggregation, segregation and storage enabling better insights and experiences.<br/>ix. Service Management Support: Service Desk and Incident Management. Additional information: A Price per Quality Point (PQP) evaluation methodology was used where the PQP was calculated by dividing the Price by the Total Quality Score.",
                "status": "cancelled",
                "value": {
                    "amount": 1700000000,
                    "currency": "GBP"
                },
                "contractPeriod": {
                    "durationInDays": 5400
                },
                "hasRenewal": false,
                "secondStage": {
                    "minimumCandidates": 6,
                    "maximumCandidates": 6
                },
                "submissionTerms": {
                    "variantPolicy": "notAllowed"
                },
                "hasOptions": false,
                "awardCriteria": {
                    "criteria": [
                        {
                            "name": "Programme Vision",
                            "type": "quality",
                            "description": "11.5"
                        },
                        {
                            "name": "Programme Delivery",
                            "type": "quality",
                            "description": "23.5"
                        },
                        {
                            "name": "Functionality",
                            "type": "quality",
                            "description": "31.5"
                        },
                        {
                            "name": "Technology",
                            "type": "quality",
                            "description": "23.5"
                        },
                        {
                            "name": "Social Value",
                            "type": "quality",
                            "description": "10"
                        },
                        {
                            "type": "price",
                            "description": "100"
                        }
                    ]
                }
            }
        ],
        "items": [
            {
                "id": "1",
                "deliveryAddresses": [
                    {
                        "region": "UKC22"
                    },
                    {
                        "region": "UKC22"
                    },
                    {
                        "region": "UKC22"
                    }
                ],
                "relatedLot": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "79211110",
                        "description": "Payroll management services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "72212451",
                        "description": "Enterprise resource planning software development services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "72260000",
                        "description": "Software-related services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "79900000",
                        "description": "Miscellaneous business and business-related services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "79410000",
                        "description": "Business and management consultancy services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "80420000",
                        "description": "E-learning services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "48450000",
                        "description": "Time accounting or human resources software package"
                    },
                    {
                        "scheme": "CPV",
                        "id": "72212450",
                        "description": "Time accounting or human resources software development services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "79600000",
                        "description": "Recruitment services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "79631000",
                        "description": "Personnel and payroll services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "48451000",
                        "description": "Enterprise resource planning software package"
                    }
                ],
                "deliveryLocation": {
                    "description": "Newcastle upon Tyne"
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2022-06-01T00:00:00+01:00",
            "atypicalToolUrl": "https://health-family.force.com/s/Welcome"
        },
        "amendments": [
            {
                "id": "1",
                "unstructuredChanges": [
                    {
                        "oldValue": {
                            "text": "This Prior Information Notice (PIN) is to inform organisations of a Supplier Market Engagement Event which the NHS Business Services Authority (NHSBSA) is hosting at 09:30 till 12:30 (BST) on Thursday 28 April 2022. (See II.2.14 Additional information below for invite details). The event is related to the procurement and contract for the transformation and provision of the NHS Electronic Staff Record (ESR) Services. This follows from previous events held in 2021 and 10 March 2022. It will focus on commercial considerations that will form the basis of the Invitation to Tender and Negotiate (ITTN) pack. These are expected to include updates on the Alpha / Proof of Concept phase, levelling of the playing field, finance and other commercial matters."
                        },
                        "newValue": {
                            "text": "This Prior Information Notice (PIN) is to inform organisations of a Supplier Market Engagement Event which the NHS Business Services Authority (NHSBSA) is hosting at 09:30 till 12:30 (BST) on Thursday 12 May 2022. (See II.2.14 Additional information below for invite details). The event is related to the procurement and contract for the transformation and provision of the NHS Electronic Staff Record (ESR) Services. This follows from previous events held in 2021 and 10 March 2022. It will focus on commercial considerations that will form the basis of the Invitation to Tender and Negotiate (ITTN) pack. These are expected to include updates on the Alpha / Proof of Concept phase, levelling of the playing field, finance and other commercial matters."
                        },
                        "where": {
                            "section": "II.1.4.1",
                            "label": "Short description"
                        }
                    },
                    {
                        "oldValue": {
                            "text": "NHSBSA is considering its next steps in development of its procurement for the future NHS workforce solution. NHSBSA engaged with the market in 2021 and March 2022, regarding the Discovery exercise, its findings and the Commercial content of the Outline Business Case. NHSBSA wants to now consult with the market on the commercial considerations that will form the basis of the Invitation to Tender and Negotiate (ITTN) pack. These are expected to include updates on the Alpha / Proof of Concept phase, levelling of the playing field, finance and other commercial matters. The Supplier Market Engagement Event, which NHSBSA is hosting, is at 09:30 till 12:30 (BST), Thursday 28 April 2022, via webinar only. NHSBSA will be issuing a set of Request for Information (RFI) questions after the event. Depending on feedback from the RFI responses there may be follow up 1 to 1 discussions later. ESR includes, but is not limited to, the provision of the following core services:- - Payroll - Core HR (e.g. key personnel events; leave and absence; education, training and organisational structures; approvals, revalidations/fitness to practice) - Recruitment - Integrated Identity Management - Occupational Health - Finance - Learning Management (including eLearning) - Manager and Employee Self Service - Talent Management/Compliance Management - Data Warehouse - Management Reporting - Local and National - Inter Employee Authority Data Transfer Service. - Associated Framework Services (e.g. expenses solutions) - Total Reward Statements - Interoperability with other services and options (including NHS Jobs & NHS Pensions). The ESR solution and related services are provided by the current provider under a managed service contract which, will run until August 2025. The NHS ESR solution is one of the Workforce services provided by the NHSBSA and is an Oracle based workforce management tool for the integrated HR, payroll, learning management and business intelligence. The Solution currently services over 1.8m employees in over 440 organisations."
                        },
                        "newValue": {
                            "text": "NHSBSA is considering its next steps in development of its procurement for the future NHS workforce solution. NHSBSA engaged with the market in 2021 and March 2022, regarding the Discovery exercise, its findings and the Commercial content of the Outline Business Case. NHSBSA wants to now consult with the market on the commercial considerations that will form the basis of the Invitation to Tender and Negotiate (ITTN) pack. These are expected to include updates on the Alpha / Proof of Concept phase, levelling of the playing field, finance and other commercial matters. The Supplier Market Engagement Event, which NHSBSA is hosting, is at 09:30 till 12:30 (BST), Thursday 12 May 2022, via webinar only. NHSBSA will be issuing a set of Request for Information (RFI) questions after the event. Depending on feedback from the RFI responses there may be follow up 1 to 1 discussions later. ESR includes, but is not limited to, the provision of the following core services:- - Payroll - Core HR (e.g. key personnel events; leave and absence; education, training and organisational structures; approvals, revalidations/fitness to practice) - Recruitment - Integrated Identity Management - Occupational Health - Finance - Learning Management (including eLearning) - Manager and Employee Self Service - Talent Management/Compliance Management - Data Warehouse - Management Reporting - Local and National - Inter Employee Authority Data Transfer Service. - Associated Framework Services (e.g. expenses solutions) - Total Reward Statements - Interoperability with other services and options (including NHS Jobs & NHS Pensions). The ESR solution and related services are provided by the current provider under a managed service contract which, will run until August 2025. The NHS ESR solution is one of the Workforce services provided by the NHSBSA and is an Oracle based workforce management tool for the integrated HR, payroll, learning management and business intelligence. The Solution currently services over 1.8m employees in over 440 organisations."
                        },
                        "where": {
                            "section": "II.2.4.1",
                            "label": "Description of procurement"
                        }
                    },
                    {
                        "oldValue": {
                            "text": "All who registered or attended the 10 March 2022 event will receive the meeting link by email w/c 4 April. If not received by close Friday 8 April please contact as below. In other cases, to be invited please email nhsbsa.esrdiscovery@nhs.net with names, roles and email addresses of attendees."
                        },
                        "newValue": {
                            "text": "All who received an invite to the 28 April event will be sent a revision week commencing 18 April 2022. If not received by close Friday 22 April please contact as below. In other cases, to be invited please email nhsbsa.esrdiscovery@nhs.net with names, roles and email addresses of attendees."
                        },
                        "where": {
                            "section": "II.2.14.1",
                            "label": "Additional information"
                        }
                    }
                ]
            },
            {
                "id": "2",
                "unstructuredChanges": [
                    {
                        "oldValue": {
                            "date": "2022-10-07T16:00:00+01:00"
                        },
                        "newValue": {
                            "date": "2022-10-21T16:00:00+01:00"
                        },
                        "where": {
                            "section": "IV.2.2.1",
                            "label": "Deadline for EOI date"
                        }
                    }
                ]
            },
            {
                "id": "3",
                "unstructuredChanges": [
                    {
                        "oldValue": {
                            "date": "2022-10-07T16:00:00+01:00"
                        },
                        "newValue": {
                            "date": "2022-11-09T16:00:00Z"
                        },
                        "where": {
                            "section": "IV.2.2.1",
                            "label": "Deadline for EOI date"
                        }
                    }
                ]
            }
        ],
        "value": {
            "amount": 1700000000,
            "currency": "GBP"
        },
        "submissionMethod": [
            "electronicSubmission",
            "written"
        ],
        "submissionMethodDetails": "https://health-family.force.com/s/Welcome",
        "selectionCriteria": {
            "criteria": [
                {
                    "type": "suitability",
                    "description": "See Selection Questionnaire",
                    "appliesTo": [
                        "supplier"
                    ]
                },
                {
                    "minimum": "See Selection Questionnaire<br/><br/>i. A Minimum Annual Turnover requirement of PS150 million applies, see Selection Questionnaire.<br/><br/>ii. Financial Stability to be determined as stated in Selection Questionnaire."
                },
                {
                    "type": "technical",
                    "description": "See Selection Questionnaire",
                    "appliesTo": [
                        "supplier"
                    ]
                }
            ]
        },
        "contractTerms": {
            "performanceTerms": "See Selection Questionnaire"
        },
        "otherRequirements": {
            "requiresStaffNamesAndQualifications": true
        },
        "procurementMethod": "selective",
        "procurementMethodDetails": "Competitive procedure with negotiation",
        "secondStage": {
            "successiveReduction": true,
            "noNegotiationNecessary": true,
            "invitationDate": "2022-11-28T00:00:00Z"
        },
        "coveredBy": [
            "GPA"
        ],
        "tenderPeriod": {
            "endDate": "2022-10-07T16:00:00+01:00"
        },
        "submissionTerms": {
            "languages": [
                "en"
            ],
            "bidValidityPeriod": {
                "endDate": "2025-02-28T23:59:59Z"
            }
        },
        "hasRecurrence": false,
        "reviewDetails": "In accordance with regulation 87 of the Public Contracts Regulations 2015, the Authority observed a ten (10) calendar day standstill period following notification of the Authority's decision to award the contract. This provided time for unsuccessful tenderers to challenge the award decision prior to the contract being entered into.<br/>The Public Contracts Regulations 2015 provide remedies under statute for aggrieved parties."
    },
    "parties": [
        {
            "id": "GB-FTS-8532",
            "name": "NHS Business Services Authority",
            "identifier": {
                "legalName": "NHS Business Services Authority",
                "noIdentifierRationale": "notOnAnyRegister"
            },
            "address": {
                "streetAddress": "Stella House, Goldcrest Way, Newburn Riverside",
                "locality": "Newcastle upon Tyne",
                "region": "UKC22",
                "postalCode": "NE15 8NY",
                "countryName": "United Kingdom"
            },
            "contactPoint": {
                "name": "NHSBSA Commercial Team",
                "email": "commercialservicesteam@nhsbsa.nhs.uk",
                "url": "https://health-family.force.com/s/Welcome"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.nhsbsa.nhs.uk/",
                "buyerProfile": "https://www.nhsbsa.nhs.uk/",
                "classifications": [
                    {
                        "scheme": "TED_CA_TYPE",
                        "id": "BODY_PUBLIC",
                        "description": "Body governed by public law"
                    },
                    {
                        "scheme": "COFOG",
                        "id": "07",
                        "description": "Health"
                    }
                ]
            }
        },
        {
            "id": "GB-FTS-18700",
            "name": "NHS Business Services Authority",
            "identifier": {
                "legalName": "NHS Business Services Authority"
            },
            "address": {
                "streetAddress": "Stella House, Goldcrest Way",
                "locality": "Newcastle Upon Tyne",
                "postalCode": "NE15 8NY",
                "countryName": "United Kingdom"
            },
            "contactPoint": {
                "email": "commercialservicesteam@nhsbsa.nhs.uk"
            },
            "roles": [
                "reviewBody"
            ],
            "details": {
                "url": "https://www.nhsbsa.nhs.uk/"
            }
        },
        {
            "id": "GB-FTS-165827",
            "name": "Infosys Limited",
            "identifier": {
                "legalName": "Infosys Limited",
                "id": "FC020086"
            },
            "address": {
                "streetAddress": "Electronics City, Hosur Road,",
                "locality": "Bangalore",
                "region": "IN",
                "postalCode": "560100",
                "countryName": "India"
            },
            "contactPoint": {
                "email": "ukps@infosys.com"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "url": "http://www.infosys.com",
                "scale": "large"
            }
        }
    ],
    "buyer": {
        "id": "GB-FTS-8532",
        "name": "NHS Business Services Authority"
    },
    "language": "en",
    "description": "i. User organisations of the existing ESR service are mainly NHS Trusts and Bodies. Future scope may widen to include other organisations delivering Primary Care and health and social care pursuant to the Health and Social Care Act 2012, the Health and Care Act 2022 and any successor legislation<br/><br/>ii. Pre-Tender Market Engagement was conducted for this procurement - Find a Tender Service Notice references:<br/><br/>2022/S 000-010156<br/>2022/S 000-008651<br/>2022/S 000-003477<br/>2021/S 000-026774<br/>2021/S 000-015879",
    "awards": [
        {
            "id": "071542-2025-1",
            "relatedLots": [
                "1"
            ],
            "status": "active",
            "hasSubcontracting": true,
            "subcontracting": {
                "minimumPercentage": 0.64,
                "maximumPercentage": 0.64,
                "description": "HCM SaaS Solution Provider, SaaS Platform provider; Consulting Services; Solution Security.<br/>Cloud & Data stack tools for data migration & Identity Access Management.<br/>Programme Management Office, User Adoption & Organisational Change Management.<br/>Security Product & Service Partner.<br/>Data Archival Solution.<br/>IT Service Management solution.<br/>Welsh Language Translator.<br/>Hardware assets decommission."
            },
            "suppliers": [
                {
                    "id": "GB-FTS-165827",
                    "name": "Infosys Limited"
                }
            ]
        }
    ],
    "contracts": [
        {
            "id": "071542-2025-1",
            "awardID": "071542-2025-1",
            "status": "active",
            "value": {
                "amount": 1172968,
                "currency": "GBP"
            },
            "dateSigned": "2025-10-10T00:00:00+01:00"
        }
    ],
    "bids": {
        "statistics": [
            {
                "id": "1",
                "measure": "bids",
                "relatedLot": "1",
                "value": 3
            },
            {
                "id": "2",
                "measure": "foreignBidsFromNonEU",
                "relatedLot": "1",
                "value": 3
            },
            {
                "id": "3",
                "measure": "electronicBids",
                "relatedLot": "1",
                "value": 3
            }
        ]
    }
}