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Provision of a Human Resources Information System and Payroll Service

The David Ross Education Trust

This public procurement record has 1 release in its history.

Tender

16 Sep 2026 at 08:09

UK4 - Tender Notice
Summary of the contracting process

The David Ross Education Trust is procuring a secure, modern human resources information system and payroll solution for approximately 2,200 employees across its 36 academies and central functions in the United Kingdom. The requirement covers core HR and employee records, payroll calculation and statutory reporting, employee and manager self-service, recruitment, onboarding, absence, leave, contractual changes, workflows, approvals, reporting and management information. It also includes integration and secure data exchange, data migration, configuration, testing, training and implementation, followed by support, maintenance, system updates and service management. The system must support Teachers’ Pension Scheme and multiple Local Government Pension Scheme arrangements. The Trust’s in-house payroll team will continue to operate payroll.

The procurement has reached tender: the Trust invited offers through an open procedure, with electronic submissions and communications managed through the InTend portal. Clarification questions had to be submitted by 09:00 BST on 9 October 2026, and tender submissions were due by 09:00 BST on 19 October 2026. The evaluation award period was due to end on 19 November 2026. The single contract is scheduled to run from 3 May 2027 to 1 May 2037, for a maximum period of ten years, with break options at the end of years five and eight. Its estimated value is £1.6 million excluding VAT and £2 million including VAT. Evaluation is weighted 60% quality and 40% price, with shortlisted bidders potentially asked to give a supplier demonstration.

This opportunity suits HR and payroll technology providers able to deliver an integrated platform rather than a standalone payroll product. Strong candidates will have capability in employee lifecycle management, recruitment and onboarding, pension administration, statutory payroll reporting, self-service, workflow, management information, secure integrations and data exchange. The supplier must be able to manage migration from existing arrangements and provide configuration, testing, implementation, user training, ongoing support, maintenance, updates and service management. Experience of security, data protection, business continuity and disaster recovery will be important, alongside the operational capacity to support a large, multi-academy education organisation and its varied pension arrangements. The requirement is identified as suitable for small and medium-sized enterprises, so specialist providers with appropriate delivery partnerships may be well placed to compete.

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Notice Information

Notice Title

Provision of a Human Resources Information System and Payroll Service

Notice Description

David Ross Education Trust is inviting tenders for the implementation and ongoing provision of a secure, modern and user-friendly Human Resources Information System and payroll solution. The solution will support approximately 2,200 employees across the Trust's 36 academies and central functions. It must support the full employee lifecycle and the accurate, timely and compliant operation of payroll. The requirement includes: core HR and employee record management; payroll calculation, processing and statutory reporting, including Teachers' Pension Scheme and multiple Local Government Pension Scheme arrangements; employee and manager self-service; recruitment, onboarding and employee lifecycle processes; absence, leave and contractual change management; workflows, approvals, reporting and management information; integration and secure data exchange; data migration, configuration, testing, training and implementation; security, data protection, business continuity and disaster recovery; and ongoing support, maintenance, system updates and service management. The Trust will continue to operate payroll through its in-house payroll team. The contract will be for a maximum period of ten years, with break options available to the Trust at the end of years five and eight. Tenders will be evaluated on the basis of 60% quality and 40% price. The Trust may invite shortlisted bidders to participate in a supplier demonstration as part of the evaluation process. All tender documents, communications, clarification questions and submissions must be managed through the InTend portal. The deadline for tender submissions is 09:00 BST on 19 October 2026.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06faa1
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/087542-2026
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48450000 - Time accounting or human resources software package

Notice Value(s)

Tender Value
£1,600,000 £1M-£10M
Lots Value
£1,600,000 £1M-£10M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
16 Sep 20265 days ago
Submission Deadline
19 Oct 20264 weeks to go
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
3 May 2027 - 1 May 2037 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
The David Ross Education Trust
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LOUGHBOROUGH
Postcode
LE11 4SQ
Postcode Area
Leicester
Country
England
Major Region (ITL 1)
TLF East Midlands (England)
Basic Region (ITL 2)
TLF2 Leicestershire, Rutland and Northamptonshire
Small Region (ITL 3)
TLF22 Leicestershire CC and Rutland
Delivery Location
Not specified
Local Authority
Charnwood
Electoral Ward
Loughborough Ashby
Westminster Constituency
Loughborough

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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