ACE - Provision of Integrated HR & Payroll System

{
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    "id": "ocds-h6vhtk-060bed-2026-02-23T12:28:05Z",
    "date": "2026-02-23T12:28:05Z",
    "ocid": "ocds-h6vhtk-060bed",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PYNM-4868-XBBN",
            "name": "Academies for Character & Excellence",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PYNM-4868-XBBN"
            },
            "address": {
                "streetAddress": "Pathfields",
                "locality": "Totnes",
                "postalCode": "TQ9 5TZ",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKK43"
            },
            "contactPoint": {
                "name": "Laurence Evans",
                "email": "Laurence.Evans@acexcellence.co.uk",
                "telephone": "+44 01234567890"
            },
            "roles": [
                "buyer"
            ],
            "details": {
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                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
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                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - central government"
                    }
                ]
            }
        },
        {
            "id": "GB-PPON-PPRM-9434-VNYQ",
            "name": "PHP Law LLP",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PPRM-9434-VNYQ"
            },
            "address": {
                "streetAddress": "Unit 3 The Brutus Centre Station Road Totnes",
                "locality": "Totnes",
                "postalCode": "TQ9 5RW",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKK43"
            },
            "contactPoint": {
                "name": "Claire Jones",
                "email": "claire.jones@phplaw.co.uk"
            },
            "roles": [
                "procuringEntity",
                "processContactPoint"
            ],
            "roleDetails": "Procurement Process Support"
        }
    ],
    "buyer": {
        "id": "GB-PPON-PYNM-4868-XBBN",
        "name": "Academies for Character & Excellence"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "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.",
                "dueDate": "2026-02-13T23:59:59Z",
                "status": "scheduled"
            }
        ],
        "documents": [
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                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/005644-2026",
                "datePublished": "2026-01-22T10:50:20Z",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "ACE01.75",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "ACE - Provision of Integrated HR & Payroll System",
        "description": "Trust requires 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 is 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 requires a solution that enables this without system replacement or material disruption.",
        "items": [
            {
                "id": "LOT-0000",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "48450000",
                        "description": "Time accounting or human resources software package"
                    },
                    {
                        "scheme": "CPV",
                        "id": "48000000",
                        "description": "Software package and information systems"
                    },
                    {
                        "scheme": "CPV",
                        "id": "79211110",
                        "description": "Payroll management services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "79631000",
                        "description": "Personnel and payroll services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKK",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKK",
                        "country": "GB",
                        "countryName": "United Kingdom"
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                ],
                "relatedLot": "LOT-0000"
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        ],
        "value": {
            "amountGross": 540000,
            "amount": 450000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "lots": [
            {
                "id": "LOT-0000",
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-09-01T00:00:00Z",
                    "endDate": "2030-08-31T23:59:59+01:00",
                    "maxExtentDate": "2032-08-31T23:59:59+01:00"
                },
                "hasRenewal": true,
                "status": "active",
                "value": {
                    "amountGross": 540000,
                    "amount": 450000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
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                            "type": "quality",
                            "name": "Implementation & Transition Delivery",
                            "numbers": [
                                {
                                    "number": 4,
                                    "weight": "percentageExact"
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                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Quality of People & Support Team",
                            "numbers": [
                                {
                                    "number": 5,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Quality of Managed Payroll Service Provision",
                            "numbers": [
                                {
                                    "number": 5,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Customer Retention & Client Success",
                            "numbers": [
                                {
                                    "number": 4,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Service Support Model & Responsiveness",
                            "numbers": [
                                {
                                    "number": 2,
                                    "weight": "percentageExact"
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                        },
                        {
                            "type": "quality",
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                        },
                        {
                            "type": "quality",
                            "name": "Service Performance Monitoring & Continuous Improvement",
                            "numbers": [
                                {
                                    "number": 1.5,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Innovation, Product Roadmap & Future Fit",
                            "numbers": [
                                {
                                    "number": 1,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Complaint Resolution & Escalation",
                            "numbers": [
                                {
                                    "number": 1,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Software Functionaility",
                            "numbers": [
                                {
                                    "number": 40,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "numbers": [
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                                    "number": 35,
                                    "weight": "percentageExact"
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                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "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"
                        },
                        {
                            "type": "technical",
                            "description": "Relevant experience and contract examples Please provide details of up to three contracts to meet conditions of participation relating to technical ability set out in the relevant notice or procurement documents, in any combination from either the public or private sectors (which may include samples of grant-funded work). The examples must be from the past three years. To constitute a pass, the minimum of two contract examples provided shall be relevant to the complexity of the requirement, with a sufficient level of detail that provides confidence in the Tenderer's established past experience in similar and relevant projects/contracts. Organisational Standards Please provide details of the organisational standards and certifications your organisation holds that are relevant to the delivery of this contract, including (but not limited to) Quality Management and Information Security standards such as ISO 9001 and ISO 27001, or equivalent internationally recognised certifications. You must confirm that the scope of these certifications explicitly covers the services proposed within this procurement. Where equivalent standards are offered, please explain how they meet or exceed the requirements of the specified ISO standards. Bidders must submit the following evidence: * Copies of current certification issued by an accredited certification body. * A copy of the certification scope statement demonstrating that the services being procured fall within the accredited scope. * Confirmation of certification validity dates. * Details of any non-conformities identified during the most recent audit and the corrective actions taken."
                        }
                    ]
                },
                "renewal": {
                    "description": "4 Year Term with the option of 2 further 1 year extensions."
                },
                "hasOptions": true,
                "options": {
                    "description": "To enable schools who join the Trust to be added to the Contract and for additional modules or services to be included that relate to HR&Payroll"
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2026-02-13T23:59:59Z"
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        "status": "active",
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "additionalProcurementCategories": [
            "goods"
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        "coveredBy": [
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        "submissionMethodDetails": "https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=102573&TID100107787&B=",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-03-30T11:00:00+00:00"
        },
        "enquiryPeriod": {
            "endDate": "2026-03-30T11:00:00+00:00"
        },
        "awardPeriod": {
            "endDate": "2026-05-29T23:59:59+01:00"
        },
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "016036-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/016036-2026",
                "datePublished": "2026-02-23T12:28:05Z",
                "format": "text/html"
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        ],
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2032-08-31T23:59:59+01:00"
                }
            ]
        },
        "contractTerms": {
            "financialTerms": "The Trust requires the following payment profile: a. Implementation Costs * 25% invoiced upon Contract Signature * 25% invoiced upon completion of the build * 25% following completion of testing * 25% following go live plus 1 month b. Table B All Inclusive Cost * Monthly invoice in arrears Where it has been identified, and agreed, that adjustments are required (in respect of service credits, additional works, errors or omissions), these will be taken account of within the next invoice."
        },
        "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."
    },
    "language": "en"
}