---
title: "GWR - HRMS & Payroll Systems"
ocid: "ocds-h6vhtk-04c128"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-04c128"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-04c128.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-04c128.json"
source: "Find A Tender Service"
current_stage: "Tender"
buyer: "FIRSTGROUP HOLDINGS LIMITED"
published: "2024-11-29"
---

# GWR - HRMS & Payroll Systems

Buyer: FIRSTGROUP HOLDINGS LIMITED  
Current stage: Tender  
OCID: ocds-h6vhtk-04c128

[View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-04c128)  
[Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-04c128.json)

## Summary

FirstGroup Holdings Limited, on behalf of its subsidiary First Greater Western Limited (GWR), has initiated a procurement process to acquire a new HRMS & Payroll System under a master service agreement. This procurement falls under the goods category and aims to enhance the efficiency, accuracy, and user experience of HR and payroll management systems. The procurement method is a negotiated procedure with a prior call for competition. The tender period concludes on 27 December 2024, and the next stage, inviting shortlisted suppliers, will begin on 3 February 2025. The project is valued at £6,000,000 and is intended for implementation in the South West (UKK14) region of the United Kingdom.

This tender presents significant business growth opportunities, particularly for suppliers specialising in comprehensive HR and payroll software solutions. Companies offering innovative and scalable solutions capable of addressing efficiency, compliance, and data security concerns would be well-suited to compete. The successful bidder will provide a system that supports a remote workforce, offers customisation for unique business needs, and includes employee self-service features. Organisations experienced in delivering cost-effective and value-driven HRMS & Payroll systems, particularly those adept at navigating UK labour laws and HMRC regulations, would find this an excellent opportunity to expand their market by collaborating with a major transport services provider.

## 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 in effectively managing 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/038604-2024 |
| 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 | 29 Nov 2024 |
| Submission deadline | 27 Dec 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 | FIRSTGROUP HOLDINGS LIMITED |
| Locality | LONDON |
| Post town | West London |
| Postcode | W2 1AF |
| Country | England |
| ITL 1 | TLI London |
| ITL 2 | TLI3 Inner London - West |
| ITL 3 | TLI35 Westminster and City of London |
| Local authority | Westminster |
| Electoral ward | Hyde Park |
| Westminster constituency | Cities of London and Westminster |
| Delivery location | TLK14 Swindon |

## CPV Codes

### Divisions

- 48 - Software package and information systems

### Codes

- 48450000 - Time accounting or human resources software package

## Release History

- 29 Nov 2024 at 13:18 - Tender - Tender Notice - https://www.find-tender.service.gov.uk/Notice/038604-2024

## 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-04c128. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-04c128.json.