HR and Payroll System (5 Year contract)

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            "id": "GB-UKPRN-10006570",
            "name": "East Kent Colleges Group",
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                "locality": "Broadstairs",
                "postalCode": "CT10 1PN",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKJ44"
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            "name": "HEALTHBOXHR LTD",
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                "locality": "Ascot",
                "postalCode": "SL5 9FE",
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                "countryName": "United Kingdom",
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                "email": "admin@healthboxhr.com"
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        "title": "HR and Payroll System (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 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.",
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            "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."
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                "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",
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            },
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                "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",
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            },
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                "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)"
            }
        ]
    },
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                "measure": "vcseFinalStageBids",
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                    "id": "GB-COH-16132339",
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                            "scheme": "CPV",
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                            "country": "GB",
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                "maxExtentDate": "2034-03-31T23:59:59+01:00"
            },
            "hasRenewal": true,
            "renewal": {
                "description": "If EKC Group is satisfied with the service and quality of the system a 3-year renewal term can be enacted."
            },
            "hasOptions": true,
            "options": {
                "description": "If new and relevant modules become available."
            },
            "relatedLots": [
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            "documents": [
                {
                    "id": "081552-2025",
                    "documentType": "awardNotice",
                    "noticeType": "UK6",
                    "description": "Contract award notice on Find a Tender",
                    "url": "https://www.find-tender.service.gov.uk/Notice/081552-2025",
                    "datePublished": "2025-12-10T14:28:06Z",
                    "format": "text/html"
                }
            ],
            "assessmentSummariesDateSent": "2025-12-10T00:00:00Z",
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    "contracts": [
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            "id": "1",
            "awardID": "1",
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                "maxExtentDate": "2034-03-31T23:59:59+01:00"
            },
            "hasRenewal": true,
            "renewal": {
                "description": "If EKC Group is satisfied with the service and quality of the system a 3-year renewal term can be enacted."
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                "amountGross": 495072,
                "amount": 412560,
                "currency": "GBP"
            },
            "aboveThreshold": true,
            "dateSigned": "2025-12-23T00:00:00Z",
            "documents": [
                {
                    "id": "A-13863",
                    "documentType": "contractSigned",
                    "description": "Contract is partially redacted for reasons of commercial sensitivity.",
                    "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-13863",
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                },
                {
                    "id": "026700-2026",
                    "documentType": "contractNotice",
                    "noticeType": "UK7",
                    "description": "Contract details notice on Find a Tender",
                    "url": "https://www.find-tender.service.gov.uk/Notice/026700-2026",
                    "datePublished": "2026-03-24T11:25:27Z",
                    "format": "text/html"
                }
            ],
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                            "id": "frequency",
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                {
                    "id": "2",
                    "title": "Financial accuracy & accessibility",
                    "description": "- Measurable Payroll processing time, and visible efficiency metrics - Tax Code Downloadable - Swift Calculating Time -Trackable ratios of payroll runs completed without errors, which is crucial for maintaining accuracy. -End-to-end data flow accurately from the HR side to the payroll side (including for new starters entered, and job changes etc). This must be at 100% to ensure that 'gross to net pay' match",
                    "observations": [
                        {
                            "id": "frequency",
                            "period": {
                                "durationInMonths": 12
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                },
                {
                    "id": "3",
                    "title": "HR Compliance Reporting",
                    "description": "FE Workforce Data Collection-Staff Record Specification: -To enable the mandatory data collection to provide a technical specification and file format of the FE Workforce staff record to enable the intended audience to be able to meet the requirements for FE Workforce staff data return for the current academic year. This is an annual submission. -The FE and skills sector in England will use the FE Workforce Data Collection to collect data about staff and recruitment in the sector. This will bring the knowledge of the workforce in FE on a par with that of schools and higher education. The workforce collection will include demographic and personal characteristics, such as ethnicity and disability data, which will enable better planning and understanding of the impact of government policies on diversity in FE staffing and leadership. It will support the delivery of technical education reforms crucial to individual and national prosperity and be used to plan, implement, and evaluate FE workforce policy. In addition, it will provide the ability to assess and analyse the capacity of the FE workforce and generate valuable outputs for providers for planning, analysis, bench marking and skills gaps.",
                    "observations": [
                        {
                            "id": "frequency",
                            "period": {
                                "durationInMonths": 12
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    ]
}