Finance, Human Resources and Payroll Systems

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-060d2a-2026-02-20T10:53:52Z",
    "date": "2026-02-20T10:53:52Z",
    "ocid": "ocds-h6vhtk-060d2a",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-COH-04740553",
            "name": "THE UNIVERSITY OF CHICHESTER",
            "identifier": {
                "scheme": "GB-COH",
                "id": "04740553"
            },
            "additionalIdentifiers": [
                {
                    "scheme": "GB-PPON",
                    "id": "PPPG-3697-WRBH"
                }
            ],
            "address": {
                "streetAddress": "Bishop Otter Campus",
                "locality": "Chichester",
                "postalCode": "PO19 6PE",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKJ27"
            },
            "contactPoint": {
                "name": "Rod Matthews",
                "email": "tenders@chi.ac.uk",
                "telephone": "+441243816000"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://help.chi.ac.uk/tenders",
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-COH-04740553",
        "name": "THE UNIVERSITY OF CHICHESTER"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "The pre-engagement notice, seeks to engage relevant suppliers in helping shape the subsequent specification and tendering process. This process comprises of the publication of the pre-engagement notice to alert suppliers to the opportunity, to enable suppliers to raise related questions and observations by email, and through a supplier briefing event (11/02/26 @ 15:00). From this the University will incorporate these questions and observations into our plans for there to be a subsequent UK3, and 4 (Tender), and making sure that all information is available equally to all potential suppliers. This engagement process relates to preparing for succession as our existing Finance / HR and Payroll systems reach the end of their term contracts (whose contract end dates are in July and December 2027 respectively). A supplier engagement event is anticipated and will be held by Teams on 11 February 2026 @ 15:00. Questions and observations can be made through tenders@chi.ac.uk, and information relating to these questions and observations will be published through https://help.chi.ac.uk/tenders . This process will close on 20th February, to enable formal tender documents to be further prepared, and for the formal publication of the UK4 notice on or around 2cnd March. Microsoft Teams meeting https://teams.microsoft.com/meet/36507277986023?p=Zy1fsyfyN8G2mQ0sII Meeting ID: 365 072 779 860 23 Passcode: gY7Wq7Mz",
                "dueDate": "2026-02-20T23:59:59Z",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "006128-2026",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/006128-2026",
                "datePublished": "2026-01-23T11:49:37Z",
                "format": "text/html"
            },
            {
                "id": "015559-2026",
                "documentType": "plannedProcurementNotice",
                "noticeType": "UK3",
                "description": "Planned procurement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/015559-2026",
                "datePublished": "2026-02-20T10:53:52Z",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "FHP0001-UK3",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Finance, Human Resources and Payroll Systems",
        "description": "This notice sets out the intention to procure suitable HR/Finance/Payroll systems and services, using formal tender documents that have been further developed during the (UK2) pre-engagement process. The planned procurement notice (UK3) refers to the succession of our existing Finance / HR and Payroll systems reach the end of their term contracts (whose contract end dates are in July and December 2027 respectively). The details shared during pre-engagement, and all Q&As asked continue to be available at https://help.chi.ac.uk/tenders and will remain so as they are added to under the deployment of the UK4 which will when published, invite tenders, and is where we will set out the detailed timetables, specification, assessment criteria and submission guidance. The UK 4 is expected to be published on 2 March 2026",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "48000000",
                        "description": "Software package and information systems"
                    },
                    {
                        "scheme": "CPV",
                        "id": "72000000",
                        "description": "IT services: consulting, software development, Internet and support"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKJ",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 1500000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2026-08-01T00:00:00+01:00",
                    "endDate": "2031-07-31T23:59:59+01:00",
                    "maxExtentDate": "2035-07-31T23:59:59+01:00"
                },
                "hasRenewal": true,
                "status": "planned",
                "value": {
                    "amountGross": 1500000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Business Continuity",
                            "description": "Coherent explanation of implementation of product(s) Adoption of existing interfacing, and capabilities in relation to integration with external systems Coherent, clear explanation of how the migration of current and archive data is undertaken, and clarity of associated costs, responsibilities and risks.",
                            "numbers": [
                                {
                                    "number": 30,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Finance and Commercial",
                            "description": "Coherent costs and Value for Money (VFM) - EG Banding Installation costs System licensing (e.g. Banding to number of Students) Hosting requirements and costs Clarity of add-ons - ie hosting / additional software Clarity of responsibilities for APIs / Data Archive Annuities and support costs / open book accounting / limited increase guarantees / payment scheduling",
                            "numbers": [
                                {
                                    "number": 30,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Functional Specification",
                            "description": "Clarity of functions/components (exactly what is in the costed proposition and where if anywhere this does not complete the specification attached) Clarity of safeguarding functions Clarity of Role Based Access Clarity of Authentication and interoperability with MFA / and Single Sign on mechanisms Component interoperability, and ability to enable agentic & generative AI, automation for analytics AI and Product Roadmap and advance notifications and flexibility of security updates and functional changes Legislative compliance and reporting Functional and security release management Interoperability with protective security systems Management of local and remote access Ability / process for responding to incidents",
                            "numbers": [
                                {
                                    "number": 30,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Social Values",
                            "description": "Eg, demonstrable understanding and analysis of international sustainability in the HEI context, including for example CO2e, and Carbon Zero planning in system development and delivery, and other company activity Compliance with for example the Modern Slavery Act, in the context of partnering with a HEI Understanding of, and commitment to the prevailing government strategies for HEIs - for example Lifelong Learning Entitlement (LLLE)",
                            "numbers": [
                                {
                                    "number": 10,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "renewal": {
                    "description": "Assuming requirements have not substantially changed"
                },
                "hasOptions": true,
                "options": {
                    "description": "Assuming these are related to the operation and enhancement of our Finance, HR and Payroll Services"
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2026-03-02T23:59:59Z"
        },
        "status": "planned",
        "procurementMethod": "open",
        "procurementMethodDetails": "Competitive flexible procedure",
        "submissionMethodDetails": "Https://www.help.chi.ac.uk/tenders",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-04-10T12:00:00+01:00"
        },
        "enquiryPeriod": {
            "endDate": "2026-04-03T23:59:59+01:00"
        },
        "awardPeriod": {
            "endDate": "2026-04-20T23:59:59+01:00"
        },
        "documents": [
            {
                "id": "L-1",
                "documentType": "biddingDocuments",
                "description": "Location of further information",
                "url": "https://help.chi.ac.uk/tenders"
            }
        ]
    },
    "language": "en"
}