HR and Payroll System 2027-2030

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-06b931-2026-06-19T13:59:12+01:00",
    "date": "2026-06-19T13:59:12+01:00",
    "ocid": "ocds-h6vhtk-06b931",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-COH-07875164",
            "name": "ARCHWAY LEARNING TRUST",
            "identifier": {
                "scheme": "GB-COH",
                "id": "07875164"
            },
            "additionalIdentifiers": [
                {
                    "scheme": "GB-PPON",
                    "id": "PDBN-7854-JZPQ"
                }
            ],
            "address": {
                "streetAddress": "ASPLEY LANE",
                "locality": "Nottingham",
                "postalCode": "NG8 5GY",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKF14"
            },
            "contactPoint": {
                "email": "tender@archwaytrust.co.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-COH-07875164",
        "name": "ARCHWAY LEARNING TRUST"
    },
    "planning": {
        "noEngagementNoticeRationale": "The Trust invited for 4 Suppliers in April-May 2026 to demonstrate their system via MS Teams. This engagement enabled the Trust to: Understand the capabilities of the current HR systems market Assess different system models and approaches Refine and define its requirements in line with good practice"
    },
    "tender": {
        "id": "ocds-h6vhtk-06b931",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "HR and Payroll System 2027-2030",
        "description": "The Trust wishes to invite Suppliers to tender for the provision of Supply, Install and Maintenance of HR and Payroll System. The contract will be awarded from 13th January 2027 on an initial three-year basis, with the option to extend the contract on a one plus one basis to the successful supplier. Stage 1 Conditions of participation with evaluation Suppliers are invited to submit a Procurement Specific Questionnaire (PSQ) response. Submissions will be evaluated based on the criteria detailed in the PSQ documentation. Deadline for submission is 26th June 2026. Responses to be sent via email to these 2 email addresses: tender@archwaytrust.co.uk and gklein@archwaytrust.co.uk Once a question has received a score, it will have a weighting applied. The weighted scores will be added together to calculate the total weighted score. This will then allow the PSQ responses to be comparatively ranked. Suppliers will be excluded from the tender if any of their response got FAILED or 0 score. Suppliers with minimum 3 points will proceed to the Invitation to Tender Stage. Stage 2 Invitation to Tender with evaluation Suppliers shortlisted to the Invitation to Tender (ITT) stage will be required to submit their final tender and will be evaluated on the criteria detailed in the ITT documentation. Submission of completed tender documents to be sent via email by 20th July 2026 Envisaged shortlist of the three highest scoring bidders per Lot to be invited to: Stage 3 Provide responses to additional questions At this stage questions to be answered focusing on tailored needs of our Trust.",
        "status": "active",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "48451000",
                        "description": "Enterprise resource planning software package"
                    },
                    {
                        "scheme": "CPV",
                        "id": "79211110",
                        "description": "Payroll management services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "79631000",
                        "description": "Personnel and payroll services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKF1",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 576000,
            "amount": 480000,
            "currency": "GBP"
        },
        "procurementMethod": "selective",
        "procurementMethodDetails": "Competitive flexible procedure",
        "procedure": {
            "features": "The Archway Learning Trust is currently out to tender for the provision of supply, install and maintenance of HR and Payroll System. The contract is being offered for three-year with the option to extend for a further two periods of 12 months. The contract commencement date is 13th January 2027. Suppliers are invited to submit a Procurement Specific Questionnaire (PSQ) response as the first stage of the procedure. Deadline for submission is 26th June 2026. Responses to be sent via email to these 2 email addresses: tender@archwaytrust.co.uk and gklein@archwaytrust.co.uk"
        },
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "submissionMethodDetails": "Website: http://archwaytrust.co.uk Suppliers are invited to submit a Procurement Specific Questionnaire (PSQ) response. Submissions will be evaluated based on the criteria detailed in the PSQ documentation. Deadline for submission is 26th June 2026. Responses to be sent via email to these 2 email addresses: tender@archwaytrust.co.uk and gklein@archwaytrust.co.uk",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "expressionOfInterestDeadline": "2026-06-26T12:00:00+01:00",
        "enquiryPeriod": {
            "endDate": "2026-06-26T12:00:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2026-08-10T23:59:59+01:00"
        },
        "lots": [
            {
                "id": "1",
                "status": "active",
                "value": {
                    "amountGross": 576000,
                    "amount": 480000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Functionality for the Education Sector",
                            "numbers": [
                                {
                                    "number": 30,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Mobilisation",
                            "numbers": [
                                {
                                    "number": 25,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Ongoing quality of Service and Account Management",
                            "numbers": [
                                {
                                    "number": 20,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Clarity and transparency in pricing",
                            "numbers": [
                                {
                                    "number": 10,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Technical Environment: system and data security",
                            "numbers": [
                                {
                                    "number": 10,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Social Value",
                            "numbers": [
                                {
                                    "number": 5,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "description": "Once a question has received a score, it will have a weighting applied. The weighted scores will be added together to calculate the total weighted score. This will then allow the PSQ responses to be comparatively ranked. Suppliers will be excluded from the tender if any of their response got FAILED or 0 score. Suppliers with minimum 3 points will proceed to the Invitation to Tender Stage.",
                            "forReduction": true
                        }
                    ]
                },
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2027-01-13T00:00:00Z",
                    "endDate": "2030-01-11T23:59:59Z",
                    "maxExtentDate": "2032-01-09T23:59:59Z"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "The contract can be extended following satisfactory annual performance and with the agreement of both parties."
                }
            }
        ],
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "A-18010",
                "documentType": "biddingDocuments",
                "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-18010",
                "format": "application/vnd.openxmlformats-officedocument.spreadsheetml.sheet"
            },
            {
                "id": "058109-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/058109-2026",
                "datePublished": "2026-06-19T13:59:12+01:00",
                "format": "text/html"
            }
        ]
    },
    "language": "en"
}