Payroll Service and HR/Payroll System

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-0567b9-2026-04-15T12:07:47+01:00",
    "date": "2026-04-15T12:07:47+01:00",
    "ocid": "ocds-h6vhtk-0567b9",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PQYY-1684-DYLV",
            "name": "London Borough of Hounslow",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PQYY-1684-DYLV"
            },
            "address": {
                "streetAddress": "Hounslow House, 7 Bath Road",
                "locality": "Hounslow, London",
                "postalCode": "TW3 3EB",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKI75"
            },
            "contactPoint": {
                "email": "procurement@hounslow.gov.uk",
                "name": "Olubunmi Akinmade"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PQYY-1684-DYLV",
        "name": "London Borough of Hounslow"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "The Council intends to hold a series of online interviews with interested providers during August/September 2025. It should be noted that this engagement is not a formal tendering process. The information we gain through our market engagement will help to inform our commissioning intentions and refine our specification for this service.",
                "dueDate": "2025-09-05T23:59:59+01:00",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "043723-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/043723-2025",
                "datePublished": "2025-07-29T10:26:08+01:00",
                "format": "text/html"
            },
            {
                "id": "047497-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/047497-2025",
                "datePublished": "2025-08-11T09:17:30+01:00",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "DN812800",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Payroll Service and HR/Payroll System",
        "description": "The London Borough of Hounslow (the \"Council\") is seeking a Service Delivery Partner ('Delivery Partner') to deliver a fully outsourced Payroll Service and Software-as-a-Service (SaaS) HR/Payroll System from 1 October 2027. The service has been outsourced since October 2017 and TUPE will apply. The incumbent system is iTrent. The Authority will retain an in-house HR operations team responsible for system set-ups and reporting. The contract covers a fully managed payroll service for: Council employees Employees of Council-owned companies (the Lampton Group) External clients purchasing the service Councillors' allowances and expenses Periodic election payrolls Maintained schools, academies and extended childcare centres including: * West Thames College * Norwood Green Juniors * The Green School Trust * BCPS Extended Day Care * Beavers Lodge Playgroup * Hounslow Action For Youth Association Ltd * Riverside Early Risers * Springwell + Morning Care * Springwell Holiday Scheme The supplier must provide the employer role for pension administration, covering the Local Government Pension Scheme (LGPS), Teachers' Pension Scheme and other applicable pension arrangements. The supplier must provide a SaaS HR/Payroll system including payroll, core HR, absence management, recruitment and onboarding, and management of employees and non-employees. The scope includes implementation, configuration and deployment; data migration and reconciliation; ongoing support, maintenance and upgrades; continuous improvement and benchmarking; and contract exit and transition support. The service must comply with all applicable UK legislation and deliver accurate, timely and customer-focused payroll services.",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "79211110",
                        "description": "Payroll management services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "79631000",
                        "description": "Personnel and payroll services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKI75",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKI75",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UK",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 16632000,
            "currency": "GBP",
            "amount": 13860000
        },
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "contractPeriod": {
                    "startDate": "2026-10-01T00:00:00+01:00",
                    "endDate": "2032-09-30T23:59:59+01:00",
                    "maxExtentDate": "2036-09-30T23:59:59+01:00"
                },
                "status": "active",
                "value": {
                    "amountGross": 16632000,
                    "amount": 13860000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality",
                            "numbers": [
                                {
                                    "number": 60,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "numbers": [
                                {
                                    "number": 40,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "As outlined in the Invitation to Tender"
                        },
                        {
                            "type": "technical",
                            "description": "As outlined in the Invitation to Tender"
                        }
                    ]
                },
                "suitability": {
                    "sme": true
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "The Contracting Authority reserves the right to extend the contract beyond the initial term for up to a further two (2) years and an additional option to extend for a further two (2) years thereafter, subject to satisfactory performance of the Contractor. Extension Criteria An extension will only be considered where the Contractor has: - Consistently met or exceeded performance expectations - Demonstrated proactive issue resolution and continuous improvement - Maintained compliance with all legal and contractual requirements"
                }
            }
        ],
        "status": "active",
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "coveredBy": [
            "GPA"
        ],
        "submissionMethodDetails": "https://procontract.due-north.com/Advert?advertId=3706a117-ab38-f111-813c-005056b64545&fromProjectDashboard=True",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-06-22T12:00:00+01:00"
        },
        "enquiryPeriod": {
            "endDate": "2026-06-05T12:00:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2026-09-21T23:59:59+01:00"
        },
        "lotDetails": {
            "noLotsDivisionRationale": "Having undertaken the preliminary market engagement, the Authority concluded that the requirement could not appropriately be awarded by reference to lots. The Authority has chosen not to divide the contract into lots as it requires a single supplier to deliver Payroll as a managed service together with an integrated HR and Payroll system. Payroll delivery across council officers, schools, councillors, external clients, LBH trading companies (including the Lampton Group) and periodic elections is critically dependent on accurate, timely and secure HR data. Separating these requirements would increase interface, data integrity and accountability risks and raise the likelihood of service disruption. A single contract approach ensures end-to-end responsibility for service delivery, statutory compliance, information security and business continuity, while avoiding additional integration, operational and contract management costs. Following market engagement, the Authority is satisfied that there are sufficient capable suppliers able to deliver the combined requirement and that this approach does not unduly restrict competition"
        },
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "034141-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/034141-2026",
                "datePublished": "2026-04-15T12:07:47+01:00",
                "format": "text/html"
            }
        ],
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2035-04-01T23:59:59+01:00"
                }
            ]
        },
        "riskDetails": "This Procurement relates to a second-generation outsourced payroll and HR service, replacing an incumbent supplier. While information has been provided based on current arrangements, the following matters are subject to variation during transition and the contract term. * TUPE and Transition: The number, roles, and availability of staff transferring under TUPE may differ from indicative information provided. * Incumbent Dependency: Transition activities may be affected by the quality, availability, or cooperation of the incumbent supplier. * Service Volumes: Payroll and HR transaction volumes may vary from historic levels over the contract term. * Legislative Change: Changes in employment, payroll, tax, pensions, or reporting requirements may impact service delivery. * Local Policy Change: Local authority HR, pay, or workforce policies may change during the contract term. * Exit and Re-procurement: Exit and future transition requirements may vary depending on future sourcing decisions."
    },
    "language": "en"
}