ACE - Provision of Integrated HR and Payroll System

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                "description": "https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=101607&TID=100106841&B= This pre-market engagement is intended to inform the Trust's detailed specification and procurement strategy, and the Trust welcomes dialogue with interested suppliers to help shape a future tender that delivers a robust, education-focused HR and payroll solution. Suppliers will be offered a 1-hour slot on the 11th or 12th of February for a brief meeting/demo focussed on specific areas of enquiry which will be provided in advance. If you wish to book in a slot, please message the request through the tendering portal EU Supply with your email address with your preferred date and time for the 11th or 12th February. Slots will be allocated on a first come first serve basis. Once all slots are booked out we will have to respectfully decline any further requests. However all information from these meetings will be shared within the tender pack, where it has been deemed as not commercially sensitive.",
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        "title": "ACE - Provision of Integrated HR and Payroll System",
        "description": "Trust required a fully integrated HR and Payroll platform operating from a single, authoritative dataset. The solution must enable compliant payroll and workforce administration in accordance with relevant legislation, HMRC requirements, Teachers' Pension Scheme (TPS) and Local Government Pension Scheme (LGPS) regulations, statutory employment obligations, and sector best practice. It must also provide the transparency, reporting capability, and internal controls necessary to support efficient Trust-wide operations. The Trust was seeking a platform that provides operational flexibility, allowing payroll processing to be delivered either in-house or via a managed service within the same system environment. The Trust may transition between these delivery models during the contract term and therefore required a solution that enables this without system replacement or material disruption.",
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                            "description": "Financial Capacity Assessment: Bidders must demonstrate that their financial position is sufficiently robust to support both the implementation and ongoing delivery of the Finance System. Bidders must provide their audited financial statements for the previous two financial years. Where audited accounts are not available, bidders should provide certified accounts or equivalent financial information. Bidders should disclose any known events that may materially impact their financial position during the contract term (for example, planned sale, refinancing, or restructuring). Minimum Turnover Requirement The bidder's annual turnover must be at least two times the estimated annual contract value. Net Asset Position Bidders must demonstrate a positive net asset position in their most recent financial statements Liquidity and Access to Financial Resources Bidders must demonstrate access to adequate financial resources to support ongoing business operations and contractual commitments. Revenue Model Stability Bidders must describe their revenue model, including the proportion of income that is recurring, contractually committed, or otherwise predictable. The Trust will assess the economic and financial standing of bidders to ensure that the successful supplier has the financial capacity and resilience required to deliver the contract for its full duration. The Trust is seeking a financially resilient supplier capable of sustaining long-term service delivery. The assessment is designed to ensure resilience rather than favour organisations of a particular size. The assessment will be conducted in accordance with the principles of proportionality, transparency, and equal treatment. Insurance requirements - can commit to obtain, prior to the award of the contract, the levels of insurance cover indicated below a. Employer's (Compulsory) Liability Insurance* = PS5m b. Public Liability Insurance = PS5m c. Professional Indemnity Insurance = PS1m d. Product Liability Insurance = PS1m e. Cyber and Data Protection Insurance = PS1m"
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        "riskDetails": "1. Data Accuracy & Input Risk: Inconsistent or late inputs from academies can cause payroll errors. 2. Integration & Systems Compatibility Risks: Unclear or evolving integration requirements may disrupt operations. 3. Implementation & Transition Risks: Complex migrations, legacy data, and tight timelines can cause failures. 4. Compliance & Legislative Risk: High risk of non-compliance with LGPS, TPS, HMRC, and sector requirements. 5. Governance & Approval-Chain Risk: Multi-level approvals may delay payroll runs. 6. Service Reliability & Business Continuity: Outages or poor resilience may cause missed pay dates. 7. Vendor Performance, Capacity & Resourcing Risks: Under-resourcing can slow turnaround and increase errors. 8. Query Management & Support Risk: Insufficient helpdesk responsiveness impacts accuracy and staff satisfaction. 9. Contractual & Liability Risks: Liability caps may be insufficient for high-impact payroll errors. 10. Scalability & Expansion Risks: Onboarding new schools can be delayed or inaccurate. 11. Cultural, Process & Change Management Risk: Low adoption and inconsistent processes increase error likelihood. 12. Trust Control & Visibility Risk: Reduced visibility or audit access undermines governance."
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