Planning

HR&Payroll System

OXFORD CITY COUNCIL

This public procurement record has 1 release in its history.

Planning

16 Feb 2026 at 16:23

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Oxford City Council is initiating a procurement process for a modern HR and Payroll Management System, expected to operate as a cloud-based Software as a Service (SaaS) platform. The procurement is currently in the planning stage, with a Market Engagement Day scheduled for 24 March 2026, where potential suppliers can provide insights on various aspects such as implementation and integration. Taking place at Oxford Town Hall, this event aims to inform participants of the council's objectives and priorities in the procurement of industry-specific software solutions. Businesses interested in participating need to register by 18 March 2026.

This procurement presents a significant opportunity for firms specialising in HR and payroll software solutions, especially those adept in offering scalable and configurable SaaS platforms. Businesses with expertise in software package suites, time accounting, or human resources software are encouraged to participate. The tender is suitable for firms experienced in providing service solutions to public authorities and those capable of delivering innovative commercials and configuration approaches under the future local government landscape. Successful engagement in this planning stage could position businesses strategically to compete in the forthcoming formal procurement process.

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Notice Information

Notice Title

HR&Payroll System

Notice Description

The Authority anticipates procuring a modern HR and Payroll solution, expected to be delivered as a cloud-based Software as a Service (SaaS) platform, to replace its existing legacy system. The proposed solution will be required to support a full range of HR and Payroll functions including (but not limited to): core HR, payroll processing, recruitment and onboarding, absence management, case management, time and attendance, and comprehensive employee and manager self-service. The system must support the requirements of the Local Government Pension Scheme (LGPS), including CARE benefit calculations, pensionable pay rules, and LGPS-compliant monthly and annual returns. The Authority currently delivers HR and payroll services for approximately 1,496 employees across three payrolls, generating around 1,452 payslips per month, and processes payroll for circa 400 elections staff on an intermittent basis. Of the three payrolls, two relate to limited companies, one of which currently has no employees paid through it but continues to require statutory returns. In light of forthcoming Local Government Reorganisation (LGR), future operational requirements may necessitate support for a significantly larger employee population and additional payrolls. Scalability, configurability and flexibility will therefore be key attributes of the intended solution.

Planning Information

The Authority intends to engage with the market in advance of a future procurement for a modern HR and Payroll Management System. The purpose of this Market Engagement is to obtain supplier insight and feedback to help shape the forthcoming procurement strategy, commercial approach and output‑based specification. The Authority seeks supplier input on implementation approaches, data migration, integration with corporate systems, configuration, testing, training, and ongoing SaaS support models, to inform the design of a robust, deliverable and outcome‑focused specification. Participation in this Market Engagement will not form part of any future evaluation process. Oxford City Council is hosting a Market Engagement Day to inform the forthcoming procurement of a new HR and Payroll system, expected to be delivered as a cloud‑based Software as a Service (SaaS) platform. The purpose of this market engagement is to: • share the Council's objectives, scope and anticipated requirements; • obtain supplier views on feasibility, innovation, delivery approaches and potential challenges; and • help shape a proportionate, effective and outcome‑focused procurement process. The event will be held at Oxford Town Hall, St Aldate's, Oxford, OX1 1BX, on 24 March 2026 at 10:00am. Agenda • 10:00 - 11:00 - Oxford City Council Presentations • 11:00 - 11:30 - Q&A Session • 11:45 - 13:45 - 1:1 Supplier Meetings (15 minutes each) • 14:00 - Event Close The 1:1 session will provide suppliers with an opportunity to offer insight regarding delivery approaches, implementation considerations, integration capability, innovation, pricing models, and any early risks or dependencies. These sessions are not product demonstrations. Due to capacity limitations, suppliers must register to attend by Wednesday 18 March. Suppliers will also be able to request a 1:1 session. Please note, each supplier should submit one registration, listing all attendees. https://forms.office.com/Pages/ResponsePage.aspx?id=OQ89nyteiE-dQ-k0T5qgLSBzzjlhThRHk5Y7IsYriKJUNUZQODlWNVc4UEVPWkxQV05NVEo4VUQ4Ry4u Participation in this Market Engagement Day does not constitute any commitment to take part in a future procurement, nor does attendance confer any advantage. Any subsequent procurement will be advertised separately, and all interested organisations will be required to respond in line with that formal process. Suppliers who do not attend this Market Engagement Day will still be able to participate in the tender. Information shared during the event will be made available to all bidders at the point the tender documents are published. Suppliers wishing to tender for this or other opportunities should register on the Council's e‑tendering portal: https://in-tendhost.co.uk/oxfordcc/aspx/Home Local Government Reorganisation Oxford City Council, along with all local authorities in Oxfordshire is involved in the process of Local Government Reorganisation (LGR) as set out in the Government's English Devolution White Paper published in December 2024. This sets out an ambition for remaining two-tier areas to be restructured into single-tier unitary authorities. The future shape of unitary local government in Oxfordshire will be decided by Government in the summer. Ahead of that decision, Oxford City Council is working collaboratively with neighbouring councils to compile data on all contracts and will collectively start to consider how these might be consolidated within the new unitary council(s) that will vest in April 2028. Oxford City Council at the point of publishing this Market Engagement Notice can provide details of the current scope of requirements to interested suppliers. It is however anticipated, that during the delivery of the contract, the LGR decision on future structure of local government in Oxfordshire will be made by Government, which will lead to the replacement of Oxford City Council and may impact the delivery and scope of this contract.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06554b
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/013996-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

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

75 - Administration, defence and social security services

CPV Codes

48100000 - Industry specific software package

48219300 - Administration software package

48422000 - Software package suites

48450000 - Time accounting or human resources software package

48517000 - IT software package

72260000 - Software-related services

75320000 - Government employee pension schemes

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
16 Feb 20266 days ago
Submission Deadline
Not specified
Future Notice Date
1 Aug 20266 months to go
Award Date
Not specified
Contract Period
1 Feb 2027 - 31 Jan 2032 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
OXFORD CITY COUNCIL
Contact Name
Not specified
Contact Email
procurement@oxford.gov.uk
Contact Phone
Not specified

Buyer Location

Locality
OXFORD
Postcode
OX1 1BX
Post Town
Oxford
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ1 Berkshire, Buckinghamshire and Oxfordshire
Small Region (ITL 3)
TLJ14 Oxfordshire CC
Delivery Location
TLJ14 Oxfordshire CC
Local Authority
Oxford
Electoral Ward
Holywell
Westminster Constituency
Oxford West and Abingdon

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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