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HR and Payroll System (5 Year contract)

East Kent Colleges Group

This public procurement record has 12 releases in its history.

Award

24 Mar 2026 at 11:25

UK7 - Contract Details Notice
Award

10 Dec 2025 at 14:28

UK6 - Contract Award Notice
TenderUpdate

19 Nov 2025 at 13:58

UK4 - Tender Notice
TenderUpdate

17 Nov 2025 at 10:46

UK4 - Tender Notice
TenderUpdate

14 Nov 2025 at 15:51

UK4 - Tender Notice
TenderUpdate

14 Nov 2025 at 12:43

UK4 - Tender Notice
TenderUpdate

14 Nov 2025 at 11:11

UK4 - Tender Notice
TenderUpdate

10 Nov 2025 at 13:00

UK4 - Tender Notice
TenderUpdate

10 Nov 2025 at 12:48

UK4 - Tender Notice
TenderUpdate

04 Nov 2025 at 16:11

UK4 - Tender Notice
TenderUpdate

03 Nov 2025 at 17:02

UK4 - Tender Notice
Tender

30 Oct 2025 at 10:39

UK4 - Tender Notice
Summary of the contracting process

The East Kent Colleges Group awarded a contract to HealthBoxHR for the provision of a new HR and Payroll System. This five-year agreement covers the needs of the Group, which operates across East Kent and serves six community-based colleges, along with their sister EKC Schools Trust encompassing 15 schools, a hotel subsidiary, and a tronc scheme. The acquisition, motivated by the phasing out of their existing HR and Payroll system by 31 March 2026, sought competitive bids through an open procurement method. The process concluded successfully on 24 March 2026, with the contract effective from 1 April 2026 until 31 March 2031, subject to potential renewal for an additional three years. This procurement falls under the services category, and it was conducted using a competitive flexible procedure.

This tender represents significant growth opportunities for businesses specialising in HR and Payroll systems, particularly those serving the education sector. Suppliers with a strong track record in providing solutions to further education, higher education, or multi-academy trusts would be well-suited to compete in similar procurement processes. HealthBoxHR, identified as an SME, demonstrated compliance with requirements such as Cyber Essentials certification and the ability to offer Multi-Factor Authentication (MFA) and Single Sign-On capabilities, which were crucial in securing this contract. Businesses focusing on software development, consultancy services, and additional value-added solutions will find emerging opportunities as EKC Group may seek additional modules or related services, which could enhance the supplier's engagement and long-term partnership prospects.

How relevant is this notice?

Notice Information

Notice Title

HR and Payroll System (5 Year contract)

Notice Description

As a family of six community-based colleges across East Kent, EKC Group's mission is to play a leading role for East Kent in developing the economic and social prosperity of the communities we serve. The Group's current Human Resources and Payroll system is being phased out by the supplier from 31 March 2026 and this has bought forward a planned procurement exercise for these solutions. The Group employs over 1500 staff and provides HR and payroll services for our sister EKC Schools Trust, which has 700 employees over 15 schools. We have a wholly owned subsidiary that runs a Hotel which has 41 employees and a Tronc Scheme of 51 employees. At present the Group has proprietary software for performance management, leave and expenses claims and a third-party recruitment and onboarding system (e-ploy). Whilst these could be maintained this tender includes the potential to include these elements within the overall software supplied.

Lot Information

Lot 1

Options: There may be additional software solutions that the supplier may provide that the buyer may be interested in as well as consultancy services or the like.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05d6e8
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/026700-2026
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
UK7 - Contract Details Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Competitive flexible procedure
Tender Suitability
SME
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

79 - Business services: law, marketing, consulting, recruitment, printing and security

98 - Other community, social and personal services

CPV Codes

48000000 - Software package and information systems

79631000 - Personnel and payroll services

98300000 - Miscellaneous services

Notice Value(s)

Tender Value
£425,000 £100K-£500K
Lots Value
£425,000 £100K-£500K
Awards Value
£412,560 £100K-£500K
Contracts Value
£412,560 £100K-£500K

Notice Dates

Publication Date
24 Mar 20265 months ago
Submission Deadline
24 Nov 2025Expired
Future Notice Date
Not specified
Award Date
9 Dec 20258 months ago
Contract Period
23 Dec 2025 - 22 Dec 2030 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Active
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
East Kent Colleges Group
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
BROADSTAIRS
Postcode
CT10 1PN
Postcode Area
Canterbury
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ4 Kent
Small Region (ITL 3)
TLJ44 East Kent
Delivery Location
TLJ44 East Kent
Local Authority
Thanet
Electoral Ward
Viking
Westminster Constituency
East Thanet

Supplier Information

Number of Suppliers
1
Supplier Name

HEALTHBOXHR LTD

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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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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