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Supply, Installation and Maintenance of HR and Payroll System

East Durham College

This public procurement record has 3 releases in its history.

Award

02 Sep 2026 at 09:50

UK7 - Contract Details Notice
TenderUpdate

18 May 2026 at 19:00

UK4 - Tender Notice
Tender

08 May 2026 at 14:59

UK4 - Tender Notice
Summary of the contracting process

East Durham College procured a replacement combined human resources and payroll system. The requirement covers the supply, installation and maintenance of modern HR and payroll software, including time accounting, software development and comprehensive, accurate reporting through a user-friendly interface. The system is intended to replace the college’s existing platform and support its current and future business needs. Delivery is for East Durham College in the United Kingdom. The procurement is for services rather than goods or construction work. It is relevant to software suppliers, HR and payroll technology providers, implementation partners and service teams able to configure, install, maintain and develop an integrated system for an educational organisation.

This procurement has been awarded and the tender is complete. The contract was awarded to HEALTHBOXHR LTD and signed on 1 September 2026. The signed contract is valued at £160,440 gross, including £133,700 excluding tax, and runs from 1 September 2026 to 1 September 2031, with a possible one-year extension to 1 September 2032. The original estimated lot value was £240,000 gross. The open procedure was accelerated because of urgency. Tenders closed on 29 May 2026 at 12:00, with the award period ending on 25 June 2026. Pricing carried 30% of the evaluation, usability 22%, functionality 20%, service delivery 10%, social value 10%, technical environment 5% and software development 3%. The requirement was suitable for SMEs, and additional licences or modules may be purchased.

This award demonstrates demand from East Durham College for an integrated HR and payroll platform supported by implementation and ongoing maintenance. A credible future supplier would need to provide reliable time accounting, payroll and HR functionality, with a modern interface and reporting that is accurate, comprehensive and easy to use. Evidence of successful software installation, configuration, user support and service delivery would be important, alongside the ability to develop the system and maintain a suitable technical environment. Suppliers should be able to accommodate additional licences or modules as organisational needs change, and support upgrades driven by technology or business requirements. The evaluation also shows that price matters, but usability, functionality, service quality, social value and technical capability collectively carry greater weight.

How relevant is this notice?

Notice Information

Notice Title

Supply, Installation and Maintenance of HR and Payroll System

Notice Description

East Durham College is seeking to replace its current HR and Payroll combined system with a modern, user-friendly interface and a comprehensive, accurate user-friendly reporting function.

Lot Information

Lot 1

Options: We may require the right to purchase additional licences and/or modules to meet existing or future needs.

Renewal: The option of a 12 month extension to this contract may be used in cases of unforeseen circumstances or to address any issues that may arise during the contracts end date

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-0694e1
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/082921-2026
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
UK7 - Contract Details Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

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

CPV Codes

48450000 - Time accounting or human resources software package

72212450 - Time accounting or human resources software development services

Notice Value(s)

Tender Value
£240,000 £100K-£500K
Lots Value
£240,000 £100K-£500K
Awards Value
Not specified
Contracts Value
£133,700 £100K-£500K

Notice Dates

Publication Date
2 Sep 20262 weeks ago
Submission Deadline
29 May 2026Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
1 Sep 2026 - 1 Sep 2031 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Active
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
East Durham College
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
CO DURHAM
Postcode
SR8 2RN
Postcode Area
Sunderland
Country
England
Major Region (ITL 1)
TLC North East (England)
Basic Region (ITL 2)
TLC4 Northumberland, Durham and Tyne & Wear
Small Region (ITL 3)
TLC41 Durham
Delivery Location
TLC North East (England)
Local Authority
County Durham
Electoral Ward
Peterlee
Westminster Constituency
Easington

Supplier Information

Number of Suppliers
1
Supplier Name

HEALTHBOXHR LTD

Further Information

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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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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