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Integrated human resources, payroll and workforce management system

Hafod Housing Association

This public procurement record has 1 release in its history.

Planning

20 Oct 2026 at 10:23

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Hafod Housing Association intends to procure an integrated human resources, payroll and workforce management system for its organisation. The service will cover around 1,100 active employees, including staff who may hold multiple posts; the system must calculate payroll independently for each position. Required functions include employee records and administration, time and expenses, absence and leave management, and employee self-service. The contract scope also covers implementation, migration of existing data, ongoing system hosting and technical support, and training for end users. This is business software and related implementation and support services. Delivery is in Wales. The procurement is intended to support Hafod’s workforce administration and payroll operations through a combined system rather than separate solutions.

The process is at the planning stage: Hafod has announced its intention to procure, but has not invited tenders. It plans to use confidential, one-to-one virtual dialogue with software providers to explore current innovations and discuss scope, high-level requirements and the expected procurement timetable. Suppliers seeking a 60-minute dialogue session were asked to email a product overview of no more than two A4 pages by 3pm GMT on 4 November 2026. Hafod expects a further procurement notice on 1 December 2026. The planned contract period runs from 1 April 2027 to 31 March 2032. The stated estimated value is £1, with a gross value of £1.20. The procurement is arranged as one lot; tender procedure and evaluation arrangements have not yet been set out.

This process is relevant to providers of integrated HR, payroll and workforce management software, particularly suppliers able to demonstrate that one system can handle employee administration, payroll, time and expenses, leave and absence, and self-service. The solution needs to accommodate a workforce of roughly 1,100 and employees with multiple posts, with separate calculations for each position. Providers with the capability to deliver implementation and data migration, host the system continuously, provide ongoing technical support and train end users are also well placed. Hafod is using early supplier dialogue to hear about current innovations in automation and to test its emerging requirements, so providers with a clear product overview and experience bringing such systems together may be suited to this preparatory engagement. The later tender requirements and selection basis remain to be developed.»

How relevant is this notice?

Notice Information

Notice Title

Integrated human resources, payroll and workforce management system

Notice Description

Hafod is seeking tenders for a modern information system solution combining HR management, payroll processing and workforce management. The solution must support approximately 1,100 active employees which may hold multiple posts within the organisation and as such must be able to make independent calculations for each position held. Core functional modules required include personal administration, time & expenses management, absence & leave management and employee self-service. The scope encompasses implementation, data migration, continuous system hosting, ongoing technical support, and end-user training. Following the publication of this notice, Hafod intends to hold confidential, one-to-one virtual dialogue sessions with software providers to discuss current innovations in HR, payroll and workforce management automation. During this session, Hafod will outline the project scope, high-level requirements, indicative procurement timeline and pose questions to the supplier. Providers wishing to be considered for a 60-minute dialogue slot must submit a brief expression of interest (maximum two pages of A4 detailing their product overview) via email to procurement@hafod.org.uk by 3:00 PM GMT on 04th November 2026. Please use the subject line: "Fusion PIN - Dialogue Request - [Supplier Name]".

Planning Information

Following the publication of this notice, Hafod intends to hold confidential, one-to-one virtual dialogue sessions with software providers to discuss current innovations in HR, payroll and workforce management automation. During this session, Hafod will outline the project scope, high-level requirements, indicative procurement timeline and pose questions to the supplier. Providers wishing to be considered for a 60-minute dialogue slot must submit a brief expression of interest (maximum two pages of A4 detailing their product overview) via email to procurement@hafod.org.uk by 3:00 PM GMT on 04/11/2026. Please use the subject line: "Fusion PIN – Dialogue Request – [Supplier Name]".

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-078b79
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/098823-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

79 - Business services: law, marketing, consulting, recruitment, printing and security

CPV Codes

79200000 - Accounting, auditing and fiscal services

79600000 - Recruitment services

Notice Value(s)

Tender Value
£1
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
20 Oct 20261 weeks ago
Submission Deadline
Not specified
Future Notice Date
1 Dec 20262 months to go
Award Date
Not specified
Contract Period
1 Apr 2027 - 31 Mar 2032 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Hafod Housing Association
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
CARDIFF
Postcode
CF5 6ES
Postcode Area
Cardiff
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL5 South East Wales
Small Region (ITL 3)
TLL52 Cardiff and Vale of Glamorgan
Delivery Location
TLL Wales
Local Authority
Vale of Glamorgan
Electoral Ward
Wenvoe
Westminster Constituency
Vale of Glamorgan

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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