Invitation to Tender to provide a HR and Payroll System solution (5-year contract)

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    "id": "ocds-h6vhtk-05d6e8-2025-11-19T13:58:57Z",
    "date": "2025-11-19T13:58:57Z",
    "ocid": "ocds-h6vhtk-05d6e8",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-UKPRN-10006570",
            "name": "East Kent Colleges Group",
            "identifier": {
                "scheme": "GB-UKPRN",
                "id": "10006570"
            },
            "additionalIdentifiers": [
                {
                    "scheme": "GB-PPON",
                    "id": "PYPY-4814-DDBH"
                }
            ],
            "address": {
                "streetAddress": "Ramsgate Road",
                "locality": "Broadstairs",
                "postalCode": "CT10 1PN",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKJ44"
            },
            "contactPoint": {
                "name": "Naomi Morris",
                "email": "Naomi.morris@eastkent.ac.uk"
            },
            "roles": [
                "buyer"
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            "details": {
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                        "scheme": "UK_CA_TYPE",
                        "id": "publicAuthoritySubCentralGovernment",
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    ],
    "buyer": {
        "id": "GB-UKPRN-10006570",
        "name": "East Kent Colleges Group"
    },
    "tender": {
        "id": "ocds-h6vhtk-05d6e8",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Invitation to Tender to provide a HR and Payroll System solution (5-year contract)",
        "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 Pay Roll 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.",
        "status": "active",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "48000000",
                        "description": "Software package and information systems"
                    },
                    {
                        "scheme": "CPV",
                        "id": "98300000",
                        "description": "Miscellaneous services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKJ44",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKJ44",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKJ44",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKJ44",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKJ44",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKJ44",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKJ44",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKJ44",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKJ44",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKJ44",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 510000,
            "amount": 425000,
            "currency": "GBP"
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Competitive flexible procedure",
        "procedure": {
            "features": "The tender process will be run using two rounds. The First Round will be carried out as a written submission which tenderers satisfy the tender requirements of the legal services being sought, and meet, the evaluation criteria above. Following assessment, the top three tender scores will be shortlisted to participate in the Second Round. The Second Round will consist of a virtual (MS Teams) one-hour interview, consisting of presentation and panel questions. Final Scoring will consist of an aggregation of First Round and Second Round scores at ratio of 75% to 25%. The top score following aggregation will be put forward for consideration subject to the internal approval process, relevant due diligence checks and/or references. Even in the event of a tender receives the top score, EKC will be under no obligation to enter into contact with the relevant bidder until the internal approval processes have been completed."
        },
        "mainProcurementCategory": "services",
        "specialRegime": [
            "utilities"
        ],
        "aboveThreshold": true,
        "submissionMethodDetails": "https://www.ekcgroup.ac.uk All questions and queries are to be directed to:- Naomi.Morris@eastkent.ac.uk Tenders submissions ONLY must be returned via email to tenders.corporate.services@ekcgroup.ac.uk on 24/11/2025 before 5pm. Suppliers may return their tenders before this date but should do so via a passworded One Drive link. The password should then be provided after 5pm on 24/11/2025 via email to tenders.corporate.services@ekcgroup.ac.uk Late tender bids will not be considered.",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2025-11-24T17:00:00Z"
        },
        "enquiryPeriod": {
            "endDate": "2025-11-11T17:00:00Z"
        },
        "awardPeriod": {
            "endDate": "2025-12-10T23:59:59Z"
        },
        "lots": [
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                "id": "1",
                "status": "active",
                "value": {
                    "amountGross": 510000,
                    "amount": 425000,
                    "currency": "GBP"
                },
                "awardCriteria": {
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                            "type": "price",
                            "name": "Price",
                            "numbers": [
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                                    "number": 30,
                                    "weight": "percentageExact"
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                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Customer Requirements",
                            "description": "See the tender pack for full details of the customer requirements.",
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                                    "weight": "percentageExact"
                                }
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                        },
                        {
                            "type": "quality",
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                                {
                                    "number": 10,
                                    "weight": "percentageExact"
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                        {
                            "type": "quality",
                            "name": "Corporate Social Responsibility",
                            "numbers": [
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                                    "number": 10,
                                    "weight": "percentageExact"
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                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "A service provider that offers HR and Payroll systems to Further Education, Higher Education and/or Multi Academy Trust education providers."
                        },
                        {
                            "type": "technical",
                            "description": "Suppliers must hold Cyber Essentials, with Cyber Essentials + preferred. The systems must be Multi-Factor Authentication (MFA) compliance and offer Single Sign On capability."
                        }
                    ]
                },
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-04-01T00:00:00+01:00",
                    "endDate": "2031-03-31T23:59:59+01:00"
                },
                "hasOptions": true,
                "options": {
                    "description": "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."
                }
            }
        ],
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "A-6817",
                "documentType": "biddingDocuments",
                "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-6817",
                "format": "application/x-zip-compressed"
            },
            {
                "id": "069642-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/069642-2025",
                "datePublished": "2025-10-30T10:39:16Z",
                "format": "text/html"
            },
            {
                "id": "A-7307",
                "documentType": "biddingDocuments",
                "description": "Payroll Requirements (accessible vrs) document available for download due to zip version error.",
                "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-7307",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "070613-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/070613-2025",
                "datePublished": "2025-11-03T17:02:13Z",
                "format": "text/html"
            },
            {
                "id": "A-7339",
                "documentType": "biddingDocuments",
                "description": "An expanded list of HR System preferred features and functionality. Consider these as part of tender submission preparation.",
                "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-7339",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "070961-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/070961-2025",
                "datePublished": "2025-11-04T16:11:55Z",
                "format": "text/html"
            },
            {
                "id": "A-7622",
                "documentType": "biddingDocuments",
                "description": "Clarifications and Guidance Document 1 - EKC Group Response",
                "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-7622",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "072391-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/072391-2025",
                "datePublished": "2025-11-10T12:48:16Z",
                "format": "text/html"
            },
            {
                "id": "A-7624",
                "documentType": "biddingDocuments",
                "description": "Clarification and guidance 2 - EKC Group Response",
                "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-7624",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "A-7625",
                "documentType": "biddingDocuments",
                "description": "Clarifications and guidance document 3",
                "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-7625",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "072397-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/072397-2025",
                "datePublished": "2025-11-10T13:00:46Z",
                "format": "text/html"
            },
            {
                "id": "A-7662",
                "documentType": "biddingDocuments",
                "description": "Clarifications and Guidance Document 4 - EKC Group Response",
                "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-7662",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "A-7663",
                "documentType": "biddingDocuments",
                "description": "Clarifications and Guidance Document 5 - EKC Group Response",
                "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-7663",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "073878-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/073878-2025",
                "datePublished": "2025-11-14T11:11:02Z",
                "format": "text/html"
            },
            {
                "id": "A-7847",
                "documentType": "biddingDocuments",
                "description": "Clarifications and Guidance 6 - EKC Group Responses",
                "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-7847",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "073956-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/073956-2025",
                "datePublished": "2025-11-14T12:43:04Z",
                "format": "text/html"
            },
            {
                "id": "A-7891",
                "documentType": "biddingDocuments",
                "description": "Clarifications and Guidance 6 - General Position on International participation (Suppliers outside the UK)",
                "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-7891",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "074125-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/074125-2025",
                "datePublished": "2025-11-14T15:51:52Z",
                "format": "text/html"
            },
            {
                "id": "A-7951",
                "documentType": "biddingDocuments",
                "description": "Tender Clarifications and Guidance 7 document - EKC Group responses",
                "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-7951",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "074298-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/074298-2025",
                "datePublished": "2025-11-17T10:46:36Z",
                "format": "text/html"
            },
            {
                "id": "A-8081",
                "documentType": "biddingDocuments",
                "description": "Clarifications and Guidance 8 - EKC Group Response",
                "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-8081",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "075248-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/075248-2025",
                "datePublished": "2025-11-19T13:58:57Z",
                "format": "text/html"
            }
        ],
        "amendments": [
            {
                "id": "072391-2025",
                "description": "Please find Clarifications and Guidance Document 1 in the Documents Sections for further information."
            },
            {
                "id": "072397-2025",
                "description": "Clarifications guidance documents two and three are now available for downloading as seen in documents section."
            },
            {
                "id": "073878-2025",
                "description": "Guidance documents 4 & 5 available for download"
            },
            {
                "id": "073956-2025",
                "description": "Clarifications & Guidance Document 6 - EKC Responses"
            },
            {
                "id": "074125-2025",
                "description": "IMPORTANT: Added - Clarifications and Guidance 6 - General Position on International participation (Suppliers outside the UK)"
            }
        ]
    },
    "language": "en"
}