Notice Information
Notice Title
Wessex Learning Trust - Provision of Human Resources Information System
Notice Description
This tender opportunity was issued by Wessex Learning Trust ("the Trust"). The 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 - 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.
Lot Information
Lot LOT-0000
Options: The estimated contract value for the HR system is PS500k, 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 PS500k 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: Option of three further one year extensions (3+1+1+1)
Notice Details
Publication & Lifecycle
- Open Contracting ID
- ocds-h6vhtk-059ada
- Publication Source
- Find A Tender Service
- Latest Notice
- https://www.find-tender.service.gov.uk/Notice/000461-2026
- Current Stage
- Award
- All Stages
- Tender, Award
Procurement Classification
- Notice Type
- UK6 - Contract Award Notice
- Procurement Type
- Standard
- Procurement Category
- Goods
- Procurement Method
- Open
- Procurement Method Details
- Open procedure
- Tender Suitability
- SME
- Awardee Scale
- SME
Common Procurement Vocabulary (CPV)
- CPV Divisions
48 - Software package and information systems
-
- CPV Codes
48400000 - Business transaction and personal business software package
48450000 - Time accounting or human resources software package
Notice Value(s)
- Tender Value
- £1,000,000 £1M-£10M
- Lots Value
- £1,000,000 £1M-£10M
- Awards Value
- £1,000,000 £1M-£10M
- Contracts Value
- Not specified
Notice Dates
- Publication Date
- 5 Jan 20261 months ago
- Submission Deadline
- 23 Oct 2025Expired
- Future Notice Date
- Not specified
- Award Date
- 17 Dec 20252 months ago
- Contract Period
- 31 Mar 2026 - 1 Apr 2029 3-4 years
- Recurrence
- Not specified
Notice Status
- Tender Status
- Complete
- Lots Status
- Complete
- Awards Status
- Pending
- Contracts Status
- Not Specified
Buyer & Supplier
Contracting Authority (Buyer)
- Main Buyer
- WESSEX LEARNING TRUST
- Additional Buyers
- Contact Name
- Claire Jones, Emma May
- Contact Email
- claire.jones@phplaw.co.uk, emay@wessexlearningtrust.co.uk, josie.medforth@phplaw.co.uk, office@wessexlearningtrust.co.uk
- Contact Phone
- 01934745363
Buyer Location
- Locality
- TOTNES
- Postcode
- TQ9 5RW
- Post Town
- Torquay
- Country
- England
-
- Major Region (ITL 1)
- TLK South West (England)
- Basic Region (ITL 2)
- TLK4 Devon
- Small Region (ITL 3)
- TLK43 Devon CC
- Delivery Location
- TLK South West (England)
-
- Local Authority
- South Hams
- Electoral Ward
- Totnes
- Westminster Constituency
- South Devon
Further Information
Notice Documents
-
https://www.find-tender.service.gov.uk/Notice/000461-2026
5th January 2026 - Contract award notice on Find a Tender -
https://www.find-tender.service.gov.uk/Notice/056776-2025
16th September 2025 - Tender 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.
{
"tag": [
"compiled"
],
"id": "ocds-h6vhtk-059ada-2026-01-05T16:50:50Z",
"date": "2026-01-05T16:50:50Z",
"ocid": "ocds-h6vhtk-059ada",
"initiationType": "tender",
"parties": [
{
"id": "GB-PPON-PPRM-9434-VNYQ",
"name": "PHP Law LLP",
"identifier": {
"scheme": "GB-PPON",
"id": "PPRM-9434-VNYQ"
},
"address": {
"streetAddress": "Unit 3 The Brutus Centre Station Road Totnes",
"locality": "Totnes",
"postalCode": "TQ9 5RW",
"country": "GB",
"countryName": "United Kingdom",
"region": "UKK43"
},
"contactPoint": {
"name": "Claire Jones",
"email": "claire.jones@phplaw.co.uk"
},
"roles": [
"procuringEntity",
"processContactPoint"
],
"roleDetails": "Procurement Consultant"
},
{
"id": "GB-PPON-PMBL-4155-MYDV",
"name": "Wessex Learning Trust",
"identifier": {
"scheme": "GB-PPON",
"id": "PMBL-4155-MYDV"
},
"address": {
"streetAddress": "Station Road,",
"locality": "Cheddar, Somerset",
"postalCode": "BS27 3AQ",
"country": "GB",
"countryName": "United Kingdom",
"region": "UKK23"
},
"contactPoint": {
"name": "Emma May",
"email": "office@wessexlearningtrust.co.uk",
"telephone": "01934745363"
},
"roles": [
"buyer"
],
"details": {
"url": "https://wessexlearningtrust.co.uk/",
"classifications": [
{
"id": "publicAuthorityCentralGovernment",
"scheme": "UK_CA_TYPE",
"description": "Public authority - central government"
}
]
}
},
{
"id": "GB-COH-07348580",
"name": "WESSEX LEARNING TRUST",
"identifier": {
"scheme": "GB-COH",
"id": "07348580"
},
"additionalIdentifiers": [
{
"scheme": "GB-PPON",
"id": "PMBL-4155-MYDV"
}
],
"address": {
"streetAddress": "The Kings Of Wessex Academy",
"locality": "Cheddar",
"postalCode": "BS27 3AQ",
"country": "GB",
"countryName": "United Kingdom",
"region": "UKK23"
},
"contactPoint": {
"email": "emay@wessexlearningtrust.co.uk"
},
"roles": [
"buyer"
],
"details": {
"classifications": [
{
"id": "publicAuthoritySubCentralGovernment",
"scheme": "UK_CA_TYPE",
"description": "Public authority - sub-central government"
}
]
}
},
{
"id": "GB-COH-OC429243",
"name": "PHP LAW LLP",
"identifier": {
"scheme": "GB-COH",
"id": "OC429243"
},
"additionalIdentifiers": [
{
"scheme": "GB-PPON",
"id": "PPRM-9434-VNYQ"
}
],
"address": {
"streetAddress": "Unit 3 The Brutus Centre",
"locality": "Totnes",
"postalCode": "TQ9 5RW",
"country": "GB",
"countryName": "United Kingdom",
"region": "UKK43"
},
"contactPoint": {
"email": "josie.medforth@phplaw.co.uk"
},
"roles": [
"procuringEntity",
"processContactPoint"
],
"roleDetails": "Procurement Advisor",
"details": {
"url": "http://www.phplaw.co.uk"
}
},
{
"id": "GB-COH-09098826",
"name": "STAFF ABSENCE MANAGEMENT LTD",
"identifier": {
"scheme": "GB-COH",
"id": "09098826"
},
"additionalIdentifiers": [
{
"scheme": "GB-PPON",
"id": "PPNY-1916-DQXG"
}
],
"address": {
"streetAddress": "Fora - Great Eastern Street, 4th Floor, 21-33 Great Eastern Street,",
"locality": "London",
"postalCode": "EC2A 3EJ",
"country": "GB",
"countryName": "United Kingdom",
"region": "UKI41"
},
"contactPoint": {
"email": "tenders@sampeople.co.uk"
},
"roles": [
"supplier"
],
"details": {
"url": "https://sampeople.co.uk/",
"scale": "sme",
"vcse": false,
"publicServiceMissionOrganization": false,
"shelteredWorkshop": false
}
}
],
"buyer": {
"id": "GB-COH-07348580",
"name": "WESSEX LEARNING TRUST"
},
"tender": {
"id": "WLT01.01",
"legalBasis": {
"id": "2023/54",
"scheme": "UKPGA",
"uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
},
"title": "Wessex Learning Trust - Provision of Human Resources Information System",
"description": "This tender opportunity was issued by Wessex Learning Trust (\"the Trust\"). The 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 - 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.",
"status": "complete",
"items": [
{
"id": "LOT-0000",
"additionalClassifications": [
{
"scheme": "CPV",
"id": "48450000",
"description": "Time accounting or human resources software package"
},
{
"scheme": "CPV",
"id": "48400000",
"description": "Business transaction and personal business software package"
}
],
"deliveryAddresses": [
{
"region": "UKK",
"country": "GB",
"countryName": "United Kingdom"
}
],
"relatedLot": "LOT-0000"
}
],
"value": {
"amountGross": 1200000,
"amount": 1000000,
"currency": "GBP"
},
"procurementMethod": "open",
"procurementMethodDetails": "Open procedure",
"mainProcurementCategory": "goods",
"additionalProcurementCategories": [
"services"
],
"aboveThreshold": true,
"coveredBy": [
"GPA"
],
"submissionMethodDetails": "https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=97871&B=",
"submissionTerms": {
"electronicSubmissionPolicy": "allowed",
"languages": [
"en"
]
},
"tenderPeriod": {
"endDate": "2025-10-23T11:00:00+00:00"
},
"enquiryPeriod": {
"endDate": "2025-10-23T11:00:00+00:00"
},
"awardPeriod": {
"endDate": "2025-12-08T23:59:59Z"
},
"lots": [
{
"id": "LOT-0000",
"status": "complete",
"value": {
"amountGross": 1200000,
"amount": 1000000,
"currency": "GBP"
},
"awardCriteria": {
"criteria": [
{
"type": "quality",
"name": "Technical Functionality",
"description": "Technical Functionality",
"numbers": [
{
"number": 10,
"weight": "percentageExact"
}
]
},
{
"type": "quality",
"name": "Core HR Functionality",
"description": "Core HR Functionality",
"numbers": [
{
"number": 17.5,
"weight": "percentageExact"
}
]
},
{
"type": "quality",
"name": "Technical Requirements",
"description": "Technical Requirements",
"numbers": [
{
"number": 7.5,
"weight": "percentageExact"
}
]
},
{
"type": "quality",
"name": "Support & Maintenance",
"description": "Support & Maintenance",
"numbers": [
{
"number": 7.5,
"weight": "percentageExact"
}
]
},
{
"type": "quality",
"name": "Account Management",
"description": "Account Management",
"numbers": [
{
"number": 7.5,
"weight": "percentageExact"
}
]
},
{
"type": "quality",
"name": "Implementation & Training",
"description": "Implementation & Training",
"numbers": [
{
"number": 7.5,
"weight": "percentageExact"
}
]
},
{
"type": "quality",
"name": "Added Value",
"description": "Added Value",
"numbers": [
{
"number": 2.5,
"weight": "percentageExact"
}
]
},
{
"type": "cost",
"name": "Cost",
"description": "Cost",
"numbers": [
{
"number": 40,
"weight": "percentageExact"
}
]
}
]
},
"selectionCriteria": {
"criteria": [
{
"type": "economic",
"description": "A financial appraisal will be based upon a credit check"
},
{
"type": "technical",
"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: * Cyber Essentials * ISO/IEC 27001 - Information Security Management or equivalent * ISO 9001 - 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."
}
]
},
"suitability": {
"sme": true
},
"contractPeriod": {
"startDate": "2026-04-01T00:00:00Z",
"endDate": "2029-03-31T23:59:59Z",
"maxExtentDate": "2032-03-31T23:59:59Z"
},
"hasRenewal": true,
"renewal": {
"description": "Option of three further one year extensions (3+1+1+1)"
},
"hasOptions": true,
"options": {
"description": "The estimated contract value for the HR system is PS500k, 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 PS500k 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."
}
}
],
"documents": [
{
"id": "conflictOfInterest",
"documentType": "conflictOfInterest",
"description": "Not published"
},
{
"id": "056776-2025",
"documentType": "tenderNotice",
"noticeType": "UK4",
"description": "Tender notice on Find a Tender",
"url": "https://www.find-tender.service.gov.uk/Notice/056776-2025",
"datePublished": "2025-09-16T09:00:30+01:00",
"format": "text/html"
}
],
"contractTerms": {
"financialTerms": "An agreed payment profile will be formulated with the successful bidder. Example below: Milestone Description Payment % Contract Signature & 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 & 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 30-60 days, performance check, transition to support phase -10%"
},
"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 & 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."
},
"language": "en",
"bids": {
"statistics": [
{
"id": "1",
"measure": "bids",
"value": 6,
"relatedLot": "LOT-0000"
},
{
"id": "2",
"measure": "finalStageBids",
"value": 4,
"relatedLot": "LOT-0000"
},
{
"id": "3",
"measure": "smeFinalStageBids",
"value": 4,
"relatedLot": "LOT-0000"
},
{
"id": "4",
"measure": "vcseFinalStageBids",
"value": 0,
"relatedLot": "LOT-0000"
}
]
},
"awards": [
{
"id": "1",
"title": "Provision of Human Resources Information System",
"status": "pending",
"date": "2025-12-17T00:00:00Z",
"value": {
"amountGross": 1200000,
"amount": 1000000,
"currency": "GBP"
},
"mainProcurementCategory": "goods",
"additionalProcurementCategories": [
"services"
],
"aboveThreshold": true,
"suppliers": [
{
"id": "GB-COH-09098826",
"name": "STAFF ABSENCE MANAGEMENT LTD"
}
],
"items": [
{
"id": "LOT-0000",
"additionalClassifications": [
{
"scheme": "CPV",
"id": "48400000",
"description": "Business transaction and personal business software package"
}
],
"deliveryAddresses": [
{
"region": "UKK",
"country": "GB",
"countryName": "United Kingdom"
}
],
"relatedLot": "LOT-0000"
}
],
"standstillPeriod": {
"endDate": "2026-01-14T23:59:59+00:00"
},
"contractPeriod": {
"startDate": "2026-04-01T00:00:00+01:00",
"endDate": "2029-04-01T23:59:59+01:00",
"maxExtentDate": "2032-04-01T23:59:59+01:00"
},
"hasRenewal": true,
"renewal": {
"description": "Option of three further one year extensions (3+1+1+1)"
},
"hasOptions": true,
"options": {
"description": "The right to additional purchases while the contract is valid. The estimated contract value for the HR system is PS500k, 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 PS500k has been added to the contract value to enable the potential for a payroll service to be included within the scope of the contract in the future."
},
"relatedLots": [
"LOT-0000"
],
"documents": [
{
"id": "000461-2026",
"documentType": "awardNotice",
"noticeType": "UK6",
"description": "Contract award notice on Find a Tender",
"url": "https://www.find-tender.service.gov.uk/Notice/000461-2026",
"datePublished": "2026-01-05T16:50:50Z",
"format": "text/html"
}
],
"assessmentSummariesDateSent": "2026-01-05T00:00:00Z",
"milestones": [
{
"id": "1",
"type": "futureSignatureDate",
"dueDate": "2026-01-30T23:59:59Z",
"status": "scheduled"
}
]
}
]
}