Payroll Software and Managed BACS Service

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    "id": "ocds-h6vhtk-068bbf-2026-04-28T10:14:50+01:00",
    "date": "2026-04-28T10:14:50+01:00",
    "ocid": "ocds-h6vhtk-068bbf",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-COH-05090788",
            "name": "THOMAS DEACON EDUCATION TRUST",
            "identifier": {
                "scheme": "GB-COH",
                "id": "05090788"
            },
            "additionalIdentifiers": [
                {
                    "scheme": "GB-PPON",
                    "id": "PWBD-8144-DNNQ"
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            ],
            "address": {
                "streetAddress": "Thomas Deacon Education Trust, Queen's Gardens",
                "locality": "Peterborough",
                "postalCode": "PE1 2UW",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKH11"
            },
            "contactPoint": {
                "name": "Zoe Spencer",
                "email": "zoe.spencer@tdet.education"
            },
            "roles": [
                "buyer"
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            "details": {
                "classifications": [
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                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
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    ],
    "buyer": {
        "id": "GB-COH-05090788",
        "name": "THOMAS DEACON EDUCATION TRUST"
    },
    "tender": {
        "id": "TDET-PAYROLL-2026",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Payroll Software and Managed BACS Service",
        "description": "The contracting authority is seeking to procure a payroll software solution and associated managed BACS service to support the in-house delivery of payroll across a multi-academy trust. The requirement includes the provision, implementation, configuration, support and maintenance of a payroll system suitable for a multi-site education environment. The system must support monthly payroll processing, statutory payroll requirements, pension scheme administration requirements, payroll reporting, finance reporting outputs, employee and manager self-service functionality where required, and secure handling of payroll data. The requirement also includes a managed BACS service for payroll-related payments, together with appropriate controls, reporting, support and service continuity arrangements. The supplier will be required to support implementation, data migration, testing, parallel running, go-live and post-go-live transition support. The Trust will retain responsibility for operating an in-house payroll function. The contract is intended to cover the contracting authority's current payroll requirements and reasonably anticipated future requirements, including potential growth in employee numbers or sites during the contract term. The initial contract term is three years, with the option to extend as set out in the procurement documents. Full details of the specification, implementation requirements, service levels, evaluation criteria, pricing requirements and contract terms are set out in the tender documents.",
        "status": "active",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "48450000",
                        "description": "Time accounting or human resources software package"
                    },
                    {
                        "scheme": "CPV",
                        "id": "66172000",
                        "description": "Financial transaction processing and clearing-house services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "72261000",
                        "description": "Software support services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "72263000",
                        "description": "Software implementation services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "72268000",
                        "description": "Software supply services"
                    }
                ],
                "deliveryAddresses": [
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                        "countryName": "United Kingdom"
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                        "country": "GB",
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                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKJ",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKK",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "JE",
                        "country": "JE",
                        "countryName": "Jersey"
                    },
                    {
                        "region": "UKC",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKD",
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                        "countryName": "United Kingdom"
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                        "countryName": "United Kingdom"
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                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKK",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "JE",
                        "country": "JE",
                        "countryName": "Jersey"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 333000,
            "amount": 227500,
            "currency": "GBP"
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "submissionMethodDetails": "https://www.tdet.education Tenders must be submitted electronically by email to: zoe.spencer@tdet.education The subject line must clearly state: \"ITT Submission - Payroll Software and BACS Services - [Supplier Name]\" Suppliers must submit: Specification response template (Excel) Pricing submission (Excel) Supporting documentation (PDF or Word) Submissions must be received in full by the stated deadline. Late submissions may not be considered. Suppliers are responsible for ensuring that their submission is successfully delivered.",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-05-29T12:00:00+01:00"
        },
        "enquiryPeriod": {
            "endDate": "2026-05-11T23:59:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2026-06-29T23:59:59+01:00"
        },
        "lots": [
            {
                "id": "1",
                "status": "active",
                "value": {
                    "amountGross": 333000,
                    "amount": 227500,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
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                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "Bidders must have the legal and financial capacity to perform the contract. The contracting authority may assess financial standing, legal status, relevant capability and experience as part of the procurement process. Bidders may be required to provide appropriate evidence where requested, including company information, confirmation of legal status, financial information, and evidence of capability to deliver comparable payroll software and associated services. Any requirements will be applied proportionately, having regard to the nature, value and complexity of the contract. The contracting authority will not require insurance to be in place before contract award or require audited accounts where a supplier is not otherwise required to produce them."
                        },
                        {
                            "type": "technical",
                            "description": "Bidders must have the technical ability and operational capability to deliver, implement, support and maintain a payroll software solution and associated managed BACS service of the type and scale described in the procurement documents. Bidders must be able to demonstrate appropriate capability in payroll software implementation, data migration, statutory payroll compliance, pensions-related payroll functionality, reporting, integration, secure data handling, BACS/payment processing and ongoing support. Equivalent experience, standards, systems or methods will be accepted where they demonstrate the bidder's ability to deliver the requirement. Any assessment of technical ability will be applied proportionately, having regard to the nature, value and complexity of the contract."
                        },
                        {
                            "type": "economic",
                            "description": "Bidders must have the legal and financial capacity to perform the contract. The contracting authority may assess financial standing, legal status, relevant capability and experience as part of the procurement process. Bidders may be required to provide appropriate evidence where requested, including company information, confirmation of legal status, financial information, and evidence of capability to deliver comparable payroll software and associated services. Any requirements will be applied proportionately, having regard to the nature, value and complexity of the contract. The contracting authority will not require insurance to be in place before contract award or require audited accounts where a supplier is not otherwise required to produce them."
                        },
                        {
                            "type": "technical",
                            "description": "Bidders must have the technical ability and operational capability to deliver, implement, support and maintain a payroll software solution and associated managed BACS service of the type and scale described in the procurement documents. Bidders must be able to demonstrate appropriate capability in payroll software implementation, data migration, statutory payroll compliance, pensions-related payroll functionality, reporting, integration, secure data handling, BACS/payment processing and ongoing support. Equivalent experience, standards, systems or methods will be accepted where they demonstrate the bidder's ability to deliver the requirement. Any assessment of technical ability will be applied proportionately, having regard to the nature, value and complexity of the contract."
                        }
                    ]
                },
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-11-01T00:00:00Z",
                    "endDate": "2029-10-31T23:59:59Z",
                    "maxExtentDate": "2030-10-31T23:59:59Z"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "The contract will be awarded for an initial term of three (3) years. The contracting authority reserves the option, at its sole discretion, to extend the contract for a further period of up to twelve (12) months, on the same terms and conditions. Any extension will be subject to satisfactory supplier performance, continued requirement and value for money. The maximum total contract term, including any extension, will not exceed four (4) years."
                },
                "hasOptions": true,
                "options": {
                    "description": "The contract may include options for additional services and variations within the scope of the procurement, including but not limited to: Onboarding of additional schools, trusts or organisational units Increases in employee numbers, payroll volumes or number of payrolls Additional modules, functionality or system features Additional integration services with HR, finance or other systems Additional implementation or configuration services beyond the initial scope Additional support, training or consultancy services Any such options will be exercised at the discretion of the contracting authority and will be subject to the pricing structure, unit rates or charging mechanisms set out in the tender and contract. Options will only be used where they fall within the scope of the original procurement and represent value for money."
                }
            }
        ],
        "lotDetails": {
            "noLotsDivisionRationale": "The contracting authority has considered whether the procurement could be divided into lots. Whilst it would be technically possible to separate elements such as payroll software provision, implementation services and the managed BACS service, the authority has determined that a single lot approach is appropriate. The services are highly interdependent and form part of a critical operational function. Splitting the requirement would introduce additional integration complexity, increase delivery and operational risk, and create ambiguity in supplier accountability, particularly in relation to payroll processing accuracy, payment execution and issue resolution. A single supplier model ensures clear end-to-end responsibility across system provision, payroll processing support and BACS service delivery. This is necessary to maintain service continuity, minimise risk during implementation and transition, and ensure effective management of a business-critical payroll function. The contracting authority has concluded that dividing the procurement into lots would not deliver value for money or reduce risk, and may adversely impact service quality and accountability."
        },
        "documents": [
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                "id": "conflictOfInterest",
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                "id": "038088-2026",
                "documentType": "tenderNotice",
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                "description": "Tender notice on Find a Tender",
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                "datePublished": "2026-04-27T14:24:06+01:00",
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        "amendments": [
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                "id": "038361-2026",
                "description": "The Trust has issued a revised version of the Invitation to Tender. The evaluation weightings have been amended to better reflect the relative importance of cost and quality. The Commercial weighting has increased from 8% to 20%, with corresponding adjustments to other criteria. The updated evaluation criteria are set out in Section 4.2 of the revised ITT. Suppliers should ensure they base their responses on the revised documentation."
            }
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    "language": "en"
}