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

Social Care Wales

This public procurement record has 4 releases in its history.

Award

21 Apr 2026 at 16:55

UK6 - Contract Award Notice
TenderUpdate

10 Feb 2026 at 16:41

UK4 - Tender Notice
Tender

21 Jan 2026 at 16:02

UK4 - Tender Notice
Planning

04 Dec 2025 at 08:28

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Social Care Wales, based in Cardiff, United Kingdom, has completed the procurement process for a fully bilingual (Welsh and English) Human Resources Information System (HRIS) aimed at replacing its current HR platform. The procurement adopted a competitive flexible procedure, which concluded with the award of the contract to HealthBoxHR Ltd. The HRIS project is in the award stage, marked by the pending start of the standstill period until 30 April 2026. The contract begins on 5 May 2026 and may extend up to April 2031. The new HRIS will enhance HR processes, workforce management, and bilingual compliance, preparing for a smooth rollout by 1 September 2026.

This tender presents a significant opportunity for businesses specialising in HR solutions, particularly those offering software with bilingual capabilities and integration features to streamline HR processes. Companies that excel in software development, IT services, and providing consultancy for HR systems are well-suited to compete in such procurement processes. The competitive flexible procedure and the provision for product demonstrations ensure that only robust solutions catering specifically to the Welsh HR framework and compliant with government standards are selected, thereby offering substantial growth possibilities for skilled service providers. The process also favours SMEs and VCSEs, providing a level playing field for smaller enterprises seeking to expand their services in the public sector.

How relevant is this notice?

Notice Information

Notice Title

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

Notice Description

The purpose of this procurement was 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.

Lot Information

Lot 1

Renewal: 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.

Planning Information

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 â'r farchnad i ddeall yr atebion, costau, ac amserlenni gweithredu sydd ar gael. Gwahoddir cyflenwyr sydd â diddordeb i rannu gwybodaeth am atebion HRIS addas sy'n bodloni'r gofynion hyn. Byddwn yn cynnal dwy sesiwn ymgysylltu ragarweiniol â'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 dîm y prosiect: Beth Ackland Vivienne Richards Ysabel Daly Andrew Jones Marianne Lewis Aelod o'r Tîm 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 â sesiwn ymgysylltu rhagarweiniol â'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

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05ee64
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/036318-2026
Current Stage
Award
All Stages
Planning, Tender, Award

Procurement Classification

Notice Type
UK6 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Competitive flexible procedure
Tender Suitability
SME, VCSE
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

72 - IT services: consulting, software development, Internet and support

CPV Codes

48450000 - Time accounting or human resources software package

72263000 - Software implementation services

Notice Value(s)

Tender Value
£125,000 £100K-£500K
Lots Value
£125,000 £100K-£500K
Awards Value
£79,400 Under £100K
Contracts Value
Not specified

Notice Dates

Publication Date
21 Apr 20264 months ago
Submission Deadline
10 Feb 2026Expired
Future Notice Date
30 Apr 2026Expired
Award Date
21 Apr 20264 months ago
Contract Period
5 May 2026 - 30 Apr 2029 2-3 years
Recurrence
2031-01-31

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Social Care Wales
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
CARDIFF
Postcode
CF10 1EW
Postcode Area
Cardiff
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL5 South East Wales
Small Region (ITL 3)
TLL52 Cardiff and Vale of Glamorgan
Delivery Location
TLL Wales
Local Authority
Cardiff
Electoral Ward
Cathays
Westminster Constituency
Cardiff South and Penarth

Supplier Information

Number of Suppliers
1
Supplier Name

HealthBoxHR Ltd

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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