Provision of a fully bilingual (Welsh and English) HR Information System (HRIS)

{
    "tag": [
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    "id": "ocds-h6vhtk-05ee64-2026-02-10T16:41:07Z",
    "date": "2026-02-10T16:41:07Z",
    "ocid": "ocds-h6vhtk-05ee64",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PTTZ-7468-NYRQ",
            "name": "Social Care Wales",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PTTZ-7468-NYRQ"
            },
            "address": {
                "streetAddress": "South Gate House",
                "locality": "Cardiff",
                "postalCode": "CF10 1EW",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKL22"
            },
            "contactPoint": {
                "name": "Procurement Team",
                "email": "procurement@socialcare.wales"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "http://www.socialcare.wales",
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    },
                    {
                        "id": "GB-WLS",
                        "scheme": "UK_CA_DEVOLVED_REGULATIONS",
                        "description": "Welsh devolved regulations apply"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PTTZ-7468-NYRQ",
        "name": "Social Care Wales"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "Social Care Wales is seeking market engagement to understand available solutions, indicative costs, and implementation timelines. Interested suppliers are invited to share information on suitable HRIS solutions that meet these requirements. We will be holding two preliminary market engagement sessions via MS Teams on 14:30, Thursday 11 December 2025 13:30, Thursday 8 January 2026 The sessions will be hosted by project team: Beth Ackland Vivienne Richards Ysabel Daly Andrew Jones Marianne Lewis And a member of the procurement Team. Both sessions will begin with the same presentation outlining the requirements, following which an opportunity for questions and answers will follow. The sessions will be recorded and uploaded against this notice on Sell2Wales. If you are interested in joining a preliminary market engagement session, please email procurement@socialcare.wales advising the tender title and desired session date/time. The Sell2Wales question and answer portal will be live against this PME notice until 17:00 Tuesday 13 January 2026. Mae Gofal Cymdeithasol Cymru'n ceisio ymgysylltu a'r farchnad i ddeall yr atebion, costau, ac amserlenni gweithredu sydd ar gael. Gwahoddir cyflenwyr sydd a diddordeb i rannu gwybodaeth am atebion HRIS addas sy'n bodloni'r gofynion hyn. Byddwn yn cynnal dwy sesiwn ymgysylltu ragarweiniol a'r farchnad trwy MS Teams ar 14:30, Dydd Iau 11 Rhagfyr 2025 13:30, Dydd Iau 8 Ionawr 2026 Bydd y sesiynau yn cael eu cynnal gan dim y prosiect: Beth Ackland Vivienne Richards Ysabel Daly Andrew Jones Marianne Lewis Aelod o'r Tim caffael. Bydd y ddwy sesiwn yn dechrau gyda'r un cyflwyniad yn amlinellu'r gofynion, ac yna bydd cyfle i gwestiynau ac atebion i ddilyn. Bydd y sesiynau'n cael eu recordio a'u llwytho i fyny yn erbyn yr hysbysiad hwn ar Sell2Wales. Os oes gennych ddiddordeb mewn ymuno a sesiwn ymgysylltu rhagarweiniol a'r farchnad, anfonwch e-bost at procurement@socialcare.wales gan roi teitl y tendr a'r dyddiad/amser delfrydol yn y sesiwn a ddymunir. Bydd porth cwestiynau ac atebion Sell2Wales yn fyw yn erbyn yr hysbysiad PME hwn tan 17:00 Dydd Mawrth 13 Ionawr 2026",
                "dueDate": "2026-01-13T23:59:59+00:00",
                "status": "scheduled"
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        "documents": [
            {
                "id": "079550-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/079550-2025",
                "datePublished": "2025-12-04T08:28:15Z",
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        ]
    },
    "tender": {
        "id": "HRIS",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Provision of a fully bilingual (Welsh and English) HR Information System (HRIS)",
        "description": "The purpose of this procurement is to select and implement a modern, secure, fully bilingual (Welsh and English) Human Resources Information System (HRIS) that will replace Social Care Wales's current HR platform (Ciphr). The new system must improve and streamline HR processes, support efficient workforce management, ensure legal compliance with Welsh language standards, and provide better user experience for employees, managers, and HR teams. It aims to deliver a solution that enables a smooth, well-managed implementation ready for Day-1 operation on 1 September 2026.",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "48450000",
                        "description": "Time accounting or human resources software package"
                    },
                    {
                        "scheme": "CPV",
                        "id": "72263000",
                        "description": "Software implementation services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKL",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKL",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKL",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 150000,
            "amount": 125000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "lots": [
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                "id": "1",
                "suitability": {
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                "contractPeriod": {
                    "startDate": "2026-05-05T00:00:00+01:00",
                    "endDate": "2029-04-30T23:59:59+01:00",
                    "maxExtentDate": "2031-04-30T23:59:59+01:00"
                },
                "hasRenewal": true,
                "status": "active",
                "value": {
                    "amountGross": 150000,
                    "amount": 125000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "Assessment of technical ability to fulfil requirements",
                            "numbers": [
                                {
                                    "number": 45,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Social Value",
                            "description": "Assessment of value adding services beyond the scope of the requirements",
                            "numbers": [
                                {
                                    "number": 5,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "cost",
                            "name": "Price",
                            "description": "Evaluation of costs to fulfil the requirements",
                            "numbers": [
                                {
                                    "number": 15,
                                    "weight": "percentageExact"
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                        },
                        {
                            "type": "quality",
                            "name": "Product Demonstrations",
                            "description": "This stage will enable each shortlisted Supplier to demonstrate to Social Care Wales that their proposed solution is capable of meeting the requirements of the Contract.",
                            "numbers": [
                                {
                                    "number": 35,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "Assessment of technical ability to fulfil requirements",
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                        {
                            "type": "quality",
                            "name": "Social Value",
                            "description": "Assessment of value adding services beyond the scope of the requirements",
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                        {
                            "type": "cost",
                            "name": "Price",
                            "description": "Evaluation of costs to fulfil the requirements",
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                                {
                                    "number": 15,
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                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Product Demonstrations",
                            "description": "This stage will enable each shortlisted Supplier to demonstrate to Social Care Wales that their proposed solution is capable of meeting the requirements of the Contract.",
                            "numbers": [
                                {
                                    "number": 35,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "See Appendix 1 - WPSQ"
                        },
                        {
                            "type": "technical",
                            "description": "See Appendix 1 - WPSQ"
                        },
                        {
                            "description": "Suppliers will be selected to proceed to tender based on their responses to the Welsh Procurement Specific Questionnaire (WPSQs). The purpose of this first stage is to confirm that suppliers have the minimum capability, experience, and organisational capacity required to deliver the HRIS solution.",
                            "forReduction": true
                        },
                        {
                            "type": "economic",
                            "description": "See Appendix 1 - WPSQ"
                        },
                        {
                            "type": "technical",
                            "description": "See Appendix 1 - WPSQ"
                        },
                        {
                            "description": "Suppliers will be selected to proceed to tender based on their responses to the Welsh Procurement Specific Questionnaire (WPSQs). The purpose of this first stage is to confirm that suppliers have the minimum capability, experience, and organisational capacity required to deliver the HRIS solution.",
                            "forReduction": true
                        }
                    ]
                },
                "renewal": {
                    "description": "The contract will run initially from 1 May 2026 - 30 April 2029 years with a possibility of being extended for a further 24 months until 30 April 2031, up to a total period of 5 years."
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2026-04-30T23:59:59+01:00"
        },
        "status": "active",
        "procurementMethod": "selective",
        "procurementMethodDetails": "Competitive flexible procedure",
        "procedure": {
            "features": "Social Care Wales will run this procurement using a three-stage Competitive Flexible Procedure, structured as follows: Stage 1 -- Conditions of Participation: Suppliers will submit responses to Welsh procurement specific questionnaire's (WPSQ). These will be assessed on a pass/fail basis to confirm minimum capability, relevance, and suitability to deliver the HRIS solution. Stage 2 -- Invitation to Submit a Tender: All suppliers who pass Stage 1 will be invited to submit a full tender response, comprising of Quality, Social Value and Cost. Tenders will be evaluated on a most advantageous tender (MAT) basis, in accordance with the published criteria and weightings. Stage 3 -- Product Demonstrations: The top three scoring suppliers from the tender evaluation will be shortlisted and invited to deliver a structured product demonstration. Demonstrations will assess system capability, bilingual functionality, usability, and alignment with Social Care Wales' requirements. A final moderated score will be applied following demonstrations to determine the preferred bidder."
        },
        "submissionMethodDetails": "https://www.sell2wales.gov.wales",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "cy",
                "en"
            ]
        },
        "expressionOfInterestDeadline": "2026-02-16T12:00:00+00:00",
        "enquiryPeriod": {
            "endDate": "2026-02-10T17:00:00+00:00"
        },
        "awardPeriod": {
            "endDate": "2026-04-22T23:59:59+01:00"
        },
        "documents": [
            {
                "id": "L-2",
                "documentType": "biddingDocuments",
                "description": "Competitive Flexible Procedure Invitation to Tender - HRIS",
                "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357755"
            },
            {
                "id": "L-3",
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            },
            {
                "id": "L-4",
                "documentType": "biddingDocuments",
                "description": "Appendix 1 - WPSQ",
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            },
            {
                "id": "L-5",
                "documentType": "biddingDocuments",
                "description": "Atodiad 1 - WPSQ",
                "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357759"
            },
            {
                "id": "L-6",
                "documentType": "biddingDocuments",
                "description": "Appendix 2 - Specification",
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            },
            {
                "id": "L-7",
                "documentType": "biddingDocuments",
                "description": "Appendix 3 - Social Care Wales's tone of voice guidelines",
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            },
            {
                "id": "L-8",
                "documentType": "biddingDocuments",
                "description": "Atodiad 3 - Canllaw ein llais Gofal Cymdeithasol Cymru",
                "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357763"
            },
            {
                "id": "L-9",
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                "description": "Appendix 4 - Social Care Wales's branding guidelines",
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            },
            {
                "id": "L-11",
                "documentType": "biddingDocuments",
                "description": "Appendix 5 - Form of Tender",
                "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357767"
            },
            {
                "id": "L-12",
                "documentType": "biddingDocuments",
                "description": "Atodiad 5 - Ffurflen Tendro",
                "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357769"
            },
            {
                "id": "L-13",
                "documentType": "biddingDocuments",
                "description": "Appendix 6 - Social Care Wales Contractual Terms",
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                "id": "L-14",
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            },
            {
                "id": "future",
                "documentType": "biddingDocuments",
                "accessDetails": "Stage 2 - The Invitation to Tender (ITT) and all associated tender documents will be issued via Sell2Wales to all Suppliers that successfully pass Stage 1. Stage 3 - Will commence with the issuing of a formal letter (via email) inviting the shortlisted Suppliers to participate in product demonstrations."
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                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
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                "datePublished": "2026-01-21T16:02:37Z",
                "format": "text/html"
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            {
                "id": "L-15",
                "documentType": "biddingDocuments",
                "description": "Supplier questions re contract clauses",
                "url": "https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=360920"
            },
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                "id": "012118-2026",
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        "hasRecurrence": true,
        "recurrence": {
            "dates": [
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                    "startDate": "2031-01-31T23:59:59+00:00"
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