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Integrated HR & Payroll system

Truro & Penwith College

This public procurement record has 3 releases in its history.

TenderCancellation

28 Jan 2026 at 17:10

UK12 - Procurement Termination Notice
Tender

08 Dec 2025 at 16:26

UK4 - Tender Notice
Planning

31 Oct 2025 at 14:38

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Truro & Penwith College, located in Truro, United Kingdom, initiated a procurement process for an "Integrated HR & Payroll system" in the software and information systems industry category. Despite initial planning and issuing of tender documents, the tender process was terminated due to operational constraints and scheduling issues that posed risks to the college's business continuity and statutory obligations. The decision was made to cancel the tender stage, initially set to conclude with awards by March 2026, and to pursue a direct award using a recognised Framework Agreement to circumvent the constraints. This strategic shift allows for an expedited and secure transition from the current system.

This tender posed a valuable opportunity for IT companies specialising in HR and payroll solutions to engage with a significant educational institution, aiming to implement a comprehensive software-as-a-service solution. Although cancelled, the initial procurement could have potentially benefitted established software providers that can quickly adapt to requirements and timelines for deployment, data migration, and integration services. By streamlining future procurement through a Framework Agreement, companies still have opportunities to participate in supplying Truro & Penwith College and to leverage any framework-led procurement processes that may arise following this cancellation.

How relevant is this notice?

Notice Information

Notice Title

Integrated HR & Payroll system

Notice Description

Truro and Penwith College is a large, further education provider in Cornwall. The College has three main campuses in Truro, Penzance and Bodmin. The College provides education services to circa 9,000 learners with a workforce of 1200 staff. The current HR and Payroll platform is an on-premise system that has been in place for many years, but no longer meets the needs of the College. The primary objective of this procurement for Truro & Penwith College is to select a single contractor to supply and implement a modern, modular, and cost-effective HR and Payroll system. The first phase of the project will focus on the seamless and low-impact migration of the core Payroll, Pensions, and HR functions, with a requirement for this phase to be completed by Q3-2026. Following successful implementation, the College must have the opportunity to call off extended functionality including such functions as: Recruitment, Onboarding, Performance Management, HR Case Management, and Learning & Development. These will be elective modules, implemented according to the College's own timetable. Fully detailed ITT documents will be a made available to suppliers immediately following evaluation of the PSQ. This is expected to be early January, 2026, with intent to award by the end of March 2026. A full process timeline will be issued with the ITT document pack. Documents issued with this Notice * Requirement Outline Brief * Payroll Use Case Scenario * HR Use Case Scenario * PME Q&A Transcript * Procurement Specific Questionnaire Instructions for Participation: Stage 1 Documents including the PSQ form, can be obtained by registering as a supplier on the In-tend Shared Portal and by expressing an interest in this Project. Link below to access the portal: https://in-tendhost.co.uk/intendsharedservices/aspx/Home

Lot Information

Lot 1

Renewal: Initial Contract Period of 5 years with 3 possible extensions e.g. +1+1+1.

Planning Information

The PME process is as detailed below. 1. Expressions of Interest (EOI) • Submit EOI via portal link: https://in-tendhost.co.uk/intendsharedservices/aspx/Home by Friday 14 November 2025 at 16:00 hours. • Include: ◦ Legal entity name and company number. ◦ Nominated contact person. ◦ Valid corporate email address for Microsoft Teams invite. 2. Single Supplier Q&A Event • One live online Q&A session for all interested suppliers via Microsoft Teams on Thursday 20 November 2025 1030–1200 hours UK time • Session will cover POB content, CFP stage design and supplier Q&A. • All questions and answers will be logged and shared with all engaged suppliers after the event. 3 Bilateral Communications • No one-to-one meetings planned or envisaged. • Submit Q&A clarification requests via portal link:https://in-tendhost.co.uk/intendsharedservices/aspx/Home by Monday 10 November 2025 at 16:00 hours. • Answers and any clarifications will be shared with all engaged suppliers.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05d825
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/007768-2026
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
UK12 - Procurement Termination Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Competitive flexible procedure
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48000000 - Software package and information systems

48450000 - Time accounting or human resources software package

Notice Value(s)

Tender Value
£300,000 £100K-£500K
Lots Value
£300,000 £100K-£500K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
28 Jan 20267 months ago
Submission Deadline
2 Jan 2026Expired
Future Notice Date
31 Dec 2025Expired
Award Date
Not specified
Contract Period
1 Jun 2026 - 31 May 2031 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Cancelled
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Truro & Penwith College
Additional Buyers

Truro and Penwith College

Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
TRURO
Postcode
TR1 3XX
Postcode Area
Truro
Country
England
Major Region (ITL 1)
TLK South West (England)
Basic Region (ITL 2)
TLK3 Cornwall and Isles of Scilly
Small Region (ITL 3)
TLK30 Cornwall and Isles of Scilly
Delivery Location
TLK South West (England)
Local Authority
Cornwall
Electoral Ward
Gloweth, Malabar & Shortlanesend
Westminster Constituency
Truro and Falmouth

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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