--- title: "GWR - HRMS & Payroll Systems" ocid: "ocds-h6vhtk-04c043" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-04c043" markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-04c043.md" json_url: "https://d3tenders.com/contract/ocds-h6vhtk-04c043.json" source: "Find A Tender Service" current_stage: "Tender" buyer: "FIRST GREATER WESTERN LIMITED" published: "2024-11-28" --- # GWR - HRMS & Payroll Systems Buyer: FIRST GREATER WESTERN LIMITED Current stage: Tender OCID: ocds-h6vhtk-04c043 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-04c043) [Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-04c043.json) ## Summary First Greater Western Limited (GWR), a subsidiary of First Group Holdings Ltd. (FGH), is currently in the tender stage for procuring a new Human Resource Management System (HRMS) and Payroll Systems solution. The procurement process falls under the goods category, specifically targeting time accounting or human resources software packages (CPV code 48450000). The procurement is based in Swindon, Wiltshire, and key dates include a tender submission deadline of 27th November 2024, with the second stage beginning on 27th December 2024. This initiative aims to replace GWR's outdated systems, ensuring comprehensive functionality, analytics, employee self-service, and support for a remote workforce, among other features. The selective procurement method involves a negotiated procedure with prior call for competition, and shortlisted suppliers from the PQQ stage will receive tender documentation. This tender offers substantial opportunities for businesses specialising in HR and payroll software solutions. Companies with robust, scalable solutions that enhance efficiency, compliance, and cost-effectiveness are well-suited for this contract. The contract, valued at £6,000,000 GBP, is designed to address key pain points such as manual payroll processing and outdated technology, providing a critical business growth avenue for software providers. Organisations proficient in providing secure, automated, and integrated HR and payroll systems that comply with UK labour laws and offer high user-engagement features will find this tender particularly advantageous. ## Notice FirstGroup Holdings Ltd. (Known as FGH), on behalf of its subsidiary company, "First Greater Western Limited (GWR)", is approaching the market to procure an HRMS & Payroll System. GWR's HR department is responsible for managing and developing an organization's workforce. HR departments handle various tasks, including recruitment, employee onboarding, training and development, performance management, employee relations, benefits administration, policy development, and compliance with UK labour laws and regulations. The HR function focuses on the overall management and well-being of employees, ensuring that they are engaged, productive, and supported within the organization. Whereas the GWR Payroll department specifically pertains to the process of calculating and distributing employee compensation. It involves tasks such as calculating wages or salaries, factoring in deductions (e.g., taxes, benefits, retirement contributions), processing payroll payments, maintaining payroll records, and ensuring compliance with payroll-related laws and regulations. Payroll departments handle the financial aspect of employee compensation, ensuring accurate and timely payment to employees. Payroll accuracy and timeliness are non-negotiable, especially when navigating the complexities of HMRC regulations in the UK. FGH will procure an HRMS & Payroll solution provider on a master service agreement for GWR depending on the commercial terms offered. GWR is seeking to procure the best in class solution offering the following characteristics not limited to; * - Comprehensive Functionality * - Analytics for Informed Decision-Making * - Employee Self-Service * - Customisation for Unique Business Needs * - Support for Remote Workforce * - Cost-effective and provides measurable value to GWR. These features collectively enhance the efficiency, accuracy, and user experience of HR and payroll management. HR and payroll applications should offer significant advantages for First GWR, particularly in terms of efficiency, compliance, and cost-effectiveness. Here are some key benefits: * - Efficiency and Timesaving * - Compliance with UK Labor Laws * - Cost-Effectiveness * - Improved Efficiency * - Scalability * - Improved Employee Experience * - Self-Service * - Data Security Business Coverage GWR has c6,500 employees, of which approximately 33% have laptops/desktops, 100% have company mobile phones/PDAs and 0% without connectivity. Whilst every employee has a mobile phone/PDA the uptake of usage for company processes and the IT maturity of employees varies, as is typical with any frontline/operational business. Our employees are either categorised as Onboard, Station, Engineering or office/HQ based. ### Lot Information Lot 1 First Rail Holdings Ltd. (Known as FRH) on behalf of its subsidiary company, "First Greater Western Ltd (GWR)" is approaching the market to procure an HRMS & Payroll Systems Solution. FRH currently operate multiple Payroll and HR solutions. The predominant solution is Cyborg Payroll, PDS for HR and LMS which are procured from SumTotal, which are now owned by Cornerstone. The implementation of this solution started over 20 years ago and due to the outdated nature of the systems, current functionality and the ability to develop it further to meet changing business needs is constrained. In particular, the current Payroll system is vulnerable to Cyber security threats, due to the age of the application, and technical upgrades or updated functionality are costly or not possible. Regular payroll processing requires manual manipulation, outside of the system, using Excel spreadsheets that pose both a contingency and security risk. Since the introduction of the current systems, increased complexities in HR and Payroll management have meant that the current systems are outdated, manual and prone to errors. This also hinders our ability to attract, retain and develop top talent at GWR and efficiently manage HR and pay-related processes. In addition, there is a risk that the existing suppliers may terminate our contracts early or not agree to any extension for technical support beyond December 2026. There are numerous systems and interfaces that hold and process HR people's data across GWR. This does not support Line Managers to effectively manage employee data via self-service functionality. The current systems are also unable to meet new regulations or legal requirements as changes to functionality will be limited or not able to be implemented. As the payroll system is old technology, there is an ever-decreasing number of technical experts who can make changes or troubleshoot issues that arise. Renewal: An option for a period of 3 years and a further period of up to 2 years. ## Key Details | Field | Value | | --- | --- | | Publication source | Find A Tender Service | | Latest notice | https://www.find-tender.service.gov.uk/Notice/038462-2024 | | Notice type | Tender Notice | | Procurement type | Standard | | Procurement category | Goods | | Procurement method | Selective | | Procurement method details | Negotiated procedure with prior call for competition | | Tender suitability | Not specified | | Awardee scale | Not specified | | All stages | Tender | ## Dates | Field | Value | | --- | --- | | Publication date | 28 Nov 2024 | | Submission deadline | 27 Nov 2024 | | Future notice date | Not specified | | Award date | Not specified | | Contract period | Not specified | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | £6,000,000 | | Lots value | £6,000,000 | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Active | | Lots status | Active | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | FIRST GREATER WESTERN LIMITED | | Locality | SWINDON, WILTSHIRE, | | Post town | Swindon | | Postcode | SN1 1HL | | Country | England | | ITL 1 | TLK South West (England) | | ITL 2 | TLK7 Gloucestershire and Wiltshire | | ITL 3 | TLK71 Swindon | | Local authority | Swindon | | Electoral ward | Central | | Westminster constituency | Swindon South | | Delivery location | TLK14 Swindon | ## CPV Codes ### Divisions - 48 - Software package and information systems ### Codes - 48450000 - Time accounting or human resources software package ## Release History - 28 Nov 2024 at 14:06 - TenderUpdate - Tender Notice - https://www.find-tender.service.gov.uk/Notice/038462-2024 - 26 Nov 2024 at 16:59 - Tender - Tender Notice - https://www.find-tender.service.gov.uk/Notice/038230-2024 ## Notice URLs - http://redirect.transaxions.com/events/KNu9s - http://www.gwr.com ## Provenance This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-04c043. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-04c043.json.