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HR Payroll legacy system

Leeds City Council

This public procurement record has 1 release in its history.

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20 Aug 2026 at 15:34

UK5 - Transparency Notice
Summary of the contracting process

Leeds City Council procured services for its HR payroll legacy system. The requirement concerns IT services covering software and support, with the specific operational context of legacy pension data held on SAP’s systems. The purpose was to maintain the council’s existing HR and payroll arrangements and preserve access to pension information. The buying organisation is Leeds City Council, based in Leeds, and the procurement relates to services delivered for the council’s operations. SAP UK Ltd, a large supplier headquartered in Feltham, was selected to provide the service. The requirement is therefore most relevant to suppliers with experience of supporting established SAP-based HR, payroll and pension environments, particularly where continuity of legacy data and system operation is central to delivery.

The procurement is complete and was awarded through a direct award to SAP UK Ltd. The award was recorded on 20 August 2026, with a gross value of £345,531. The awarded service period runs from 21 August 2026 to 31 December 2026. The council cited technical reasons for using a direct award: SAP holds the legacy pension data, and the council could not extract it in time to serve a notice. The arrangement was therefore auto-renewed into a one-year contract with SAP UK. The procurement comprised one completed lot. The stated rationale was single-supplier technical reasons, rather than a competitive evaluation. A contract signature was scheduled for 20 August 2026. The award status is recorded as pending.

This procurement indicates demand from Leeds City Council for specialist continuity support around an existing SAP HR and payroll legacy system, including pension data that the council depends on retaining and using. A credible future competitor would need strong SAP capability, practical experience supporting legacy HR and payroll platforms, and the technical ability to manage or preserve pension data without disrupting council operations. Evidence of safe data handling, migration or extraction expertise would be particularly important, because the direct-award rationale centred on data being held within SAP and the difficulty of extracting it in time. Suppliers would also need to demonstrate reliable support for an established public-sector environment and the capacity to maintain service continuity while legacy arrangements are reviewed or changed.

How relevant is this notice?

Notice Information

Notice Title

HR Payroll legacy system

Notice Description

Direct award to SAP UK, due to legcay pension data being held on SAP and an auto renewal contract with SAP.

Procurement Information

Technical reasons due to SAP holding data for pensions, that we could not extract in time to serve notice and hence auto renewed into a one year contract with SAP UK

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06e8df
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/079574-2026
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
UK5 - Transparency Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Direct
Procurement Method Details
Direct award
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

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

CPV Codes

72000000 - IT services: consulting, software development, Internet and support

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
£345,531 £100K-£500K
Contracts Value
Not specified

Notice Dates

Publication Date
20 Aug 20266 days ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
20 Aug 20266 days ago
Contract Period
21 Aug 2026 - 31 Dec 2026 1-6 months
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Leeds City Council
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LEEDS
Postcode
LS1 1UR
Postcode Area
Leeds
Country
England
Major Region (ITL 1)
TLE Yorkshire and The Humber
Basic Region (ITL 2)
TLE4 West Yorkshire
Small Region (ITL 3)
TLE42 Leeds
Delivery Location
Not specified
Local Authority
Leeds
Electoral Ward
Little London & Woodhouse
Westminster Constituency
Leeds Central and Headingley

Supplier Information

Number of Suppliers
1
Supplier Name

SAP UK LTD

Further Information

Notice Documents

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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