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Human Resource and Payroll System

South Wales Fire and Rescue Service

This public procurement record has 2 releases in its history.

Award

15 Sep 2026 at 09:39

UK6 - Contract Award Notice
Tender

05 Jun 2026 at 14:52

UK4 - Tender Notice
Summary of the contracting process

South Wales Fire and Rescue Service procured a new human resources and payroll system, including software supply services and the associated system provision. The requirement covers time accounting and human resources software for the Service’s operations across Wales. It is a technology and business systems opportunity rather than fire equipment, construction or frontline emergency services. The buyer is South Wales Fire and Rescue Service, headquartered in Llantrisant. The procurement was treated as an off-the-shelf system purchase, indicating a requirement for an established, deployable product rather than a wholly bespoke development. The selected solution is classified as a service for award purposes, although the original procurement category was goods. The requirement was divided into one lot and was identified as suitable for small and medium-sized enterprises.

The procurement is complete and the contract was awarded to MHR International UK Ltd on 15 September 2026, subject to a standstill period ending on 24 September 2026. The award value is £1,834,000 excluding VAT (£2,200,000 including VAT). The contract is scheduled to run from 1 October 2026 to 30 September 2033, with an option to extend by five years to 30 September 2038 if performance is satisfactory. It was run as an above-threshold open procedure. Bids were due by 8 July 2026 at noon, with enquiries closing on 29 June 2026 at 5pm; the award period ended on 19 August 2026. Evaluation covered quality, including functional fit and compliance, and whole-life cost over 12 years. Six bids were received and five reached the final stage.

This procurement demonstrates demand from a Welsh emergency-service organisation for an established HR and payroll platform capable of supporting time accounting, human resources administration and payroll operations. Strong competitors would need a product with demonstrable functional fit against a detailed HR and payroll specification, reliable software supply and implementation capability, and a credible approach to business continuity. The evaluation placed weight on both quality and whole-life cost, so suppliers would need to evidence operational value as well as technical compliance. Economic and technical selection requirements applied, with supporting evidence expected through the tender pack. The award also shows the importance of long-term service performance, contract KPIs, electronic invoicing and the ability to support a substantial public-sector deployment. SMEs were considered suitable to compete, while the successful supplier was a large business.

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Notice Information

Notice Title

Human Resource and Payroll System

Notice Description

This invitation to Tender (ITT) has been issued by the Contracting Authority who are seeking to award a contract for the provision of a new HR & Payroll system

Lot Information

Lot 1

Renewal: An option to extend for an additional Five Years exists upon satisfactory performance in line with the Contract KPI's

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06aee4
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/087124-2026
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
UK6 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME
Awardee Scale
Large

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

72268000 - Software supply services

Notice Value(s)

Tender Value
£2,650,000 £1M-£10M
Lots Value
£2,650,000 £1M-£10M
Awards Value
£1,834,000 £1M-£10M
Contracts Value
Not specified

Notice Dates

Publication Date
15 Sep 20263 weeks ago
Submission Deadline
8 Jul 2026Expired
Future Notice Date
Not specified
Award Date
15 Sep 20263 weeks ago
Contract Period
1 Oct 2026 - 30 Sep 2033 Over 5 years
Recurrence
2037-06-05

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Pending
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
South Wales Fire and Rescue Service
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LLANTRISANT
Postcode
CF72 8LX
Postcode Area
Cardiff
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL5 South East Wales
Small Region (ITL 3)
TLL51 Central Valleys and Bridgend
Delivery Location
TLL15 Central Valleys, TLL16 Gwent Valleys, TLL17 Bridgend and Neath Port Talbot, TLL21 Monmouthshire and Newport, TLL22 Cardiff and Vale of Glamorgan
Local Authority
Rhondda Cynon Taf
Electoral Ward
Llantrisant and Talbot Green
Westminster Constituency
Pontypridd

Supplier Information

Number of Suppliers
1
Supplier Name

MHR International UK Limited

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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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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