Notice Information
Notice Title
HR Finance System
Notice Description
Prior Information Notice (PIN) for HR & Payroll System for Housing Association Title: BAF 25005 - Procurement of an Integrated HR & Payroll system for a housing association/registered social landlord. Organisation: Bron Afon Community Housing Publication Date: 13/03/2025 1. Introduction Bron Afon, which is a social housing association, is seeking to procure a new HR & Payroll system to replace our existing solution. This new system will provide like-for-like functionality while introducing improvements to enhance efficiency, user experience, and compliance. 2. Scope of the Requirement The new system must offer the following functionalities: Core HR functions (employee records, absence management, recruitment, etc.). Payroll processing, including compliance with UK payroll regulations, flexible to allow alignment to internal policies, ability to provide a variety of payment types Data Security and Compliance: Adherence to data protection regulations and high standards of security. User-Friendly Interface: The system should have an intuitive interface accessible to various user levels across the organisation. Scalability and Flexibility: Capability to grow with the organisation's needs and accommodate future system integrations if required. Self-service functionality for employees and managers. Integration with existing finance and reporting systems. Improved automation and reporting capabilities. All systems will be assessed against a more in-depth set of requirements and standards following shortlisting for demos. System needs to be integrated and allow workflows across business and remove the need for duplicate entry of data Ability to roll back a payroll period whereby errors are identified Ability to integrated with direct workforce applications such as Total mobile to allow us to capture out of hours work electronically Ability to data load pay increases at scale Report function Salary forecasting tool 4. Current System Bron Afon Community Housing currently uses an on-premise Civica HR & Payroll system. This software is reaching its end of life and needs to be imminently replaced. 5. Indicative Timeline The main procurement constraint that we have is due to the HRP Windows software reaching end of life in March 2026. This means that the intention would be to procure and implement the new HR & Payroll system by December 2025, in time for us to do a parallel run of both old and new systems to ensure successful payroll before Year End period 25/26. We would therefore appreciate supplier information on timescales for implementation of their system and how achievable our indicative timeline is and any other constraints we need to consider with this timeline. PIN Publication Date: 13/03/2025 PIN Duration: 3 Weeks 5. Supplier Engagement Bron Afon invites suppliers with experience in delivering integrated HR & Payroll systems for housing associations or similar sectors to register their interest. Pre-tender market engagement activities will include supplier workshops and demos/consultations to gather insights on current solutions and best practices. 6. Contact Information For further information or to express interest, please use the S2W Function. Please note that this is a prior information notice only and does not constitute a formal tender or invitation to tender.
Planning Information
The main procurement constraint that we have is due to the HRP Windows software reaching end of life in March 2026. This means that the intention would be to procure and implement the new HR & Payroll system by December 2025, in time for us to do a parallel run of both old and new systems to ensure successful payroll before Year End period 25/26. We would therefore appreciate supplier information on timescales for implementation of their system and how achievable our indicative timeline is and any other constraints we need to consider with this timeline.
Notice Details
Publication & Lifecycle
- Open Contracting ID
- ocds-h6vhtk-04ee08
- Publication Source
- Find A Tender Service
- Latest Notice
- https://www.find-tender.service.gov.uk/Notice/009726-2025
- Current Stage
- Planning
- All Stages
- Planning
Procurement Classification
- Notice Type
- UK2 - Preliminary Market Engagement Notice
- Procurement Type
- Standard
- Procurement Category
- Services
- Procurement Method
- Not Specified
- Procurement Method Details
- Not specified
- Tender Suitability
- SME
- Awardee Scale
- Not specified
Common Procurement Vocabulary (CPV)
- CPV Divisions
48 - Software package and information systems
72 - IT services: consulting, software development, Internet and support
79 - Business services: law, marketing, consulting, recruitment, printing and security
-
- CPV Codes
48000000 - Software package and information systems
72000000 - IT services: consulting, software development, Internet and support
79400000 - Business and management consultancy and related services
Notice Value(s)
- Tender Value
- Not specified
- Lots Value
- Not specified
- Awards Value
- Not specified
- Contracts Value
- Not specified
Notice Dates
- Publication Date
- 17 Mar 202511 months ago
- Submission Deadline
- Not specified
- Future Notice Date
- 3 Apr 2025Expired
- Award Date
- Not specified
- Contract Period
- 13 Apr 2025 - 17 Mar 2026 6-12 months
- Recurrence
- Not specified
Notice Status
- Tender Status
- Planning
- Lots Status
- Planning
- Awards Status
- Not Specified
- Contracts Status
- Not Specified
Buyer & Supplier
Contracting Authority (Buyer)
- Main Buyer
- BARCUD SHARED SERVICES
- Additional Buyers
- Contact Name
- Brad Richards, shannon love
- Contact Email
- brad@barcudsharedservices.org.uk, shannon.love@bronafon.org.uk
- Contact Phone
- +447454350734
Buyer Location
- Locality
- CARDIFF
- Postcode
- CF24 2SA
- Post Town
- Cardiff
- Country
- Wales
-
- Major Region (ITL 1)
- TLL Wales
- Basic Region (ITL 2)
- TLL5 South East Wales
- Small Region (ITL 3)
- TLL53 Gwent Valleys
- Delivery Location
- Not specified
-
- Local Authority
- Torfaen
- Electoral Ward
- Llantarnam
- Westminster Constituency
- Torfaen
Further Information
Notice Documents
-
https://www.find-tender.service.gov.uk/Notice/009726-2025
17th March 2025 - Preliminary market engagement notice on Find a Tender
Open Contracting Data Standard (OCDS)
View full OCDS Record for this contracting process
The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.
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