--- title: "HR and Payroll System (5 Year contract)" ocid: "ocds-h6vhtk-05d6e8" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-05d6e8" markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-05d6e8.md" json_url: "https://d3tenders.com/contract/ocds-h6vhtk-05d6e8.json" source: "Find A Tender Service" current_stage: "Award" buyer: "EAST KENT COLLEGES GROUP" published: "2026-03-24" --- # HR and Payroll System (5 Year contract) Buyer: EAST KENT COLLEGES GROUP Current stage: Award OCID: ocds-h6vhtk-05d6e8 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-05d6e8) [Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-05d6e8.json) ## Summary The East Kent Colleges Group awarded a contract to HealthBoxHR for the provision of a new HR and Payroll System. This five-year agreement covers the needs of the Group, which operates across East Kent and serves six community-based colleges, along with their sister EKC Schools Trust encompassing 15 schools, a hotel subsidiary, and a tronc scheme. The acquisition, motivated by the phasing out of their existing HR and Payroll system by 31 March 2026, sought competitive bids through an open procurement method. The process concluded successfully on 24 March 2026, with the contract effective from 1 April 2026 until 31 March 2031, subject to potential renewal for an additional three years. This procurement falls under the services category, and it was conducted using a competitive flexible procedure. This tender represents significant growth opportunities for businesses specialising in HR and Payroll systems, particularly those serving the education sector. Suppliers with a strong track record in providing solutions to further education, higher education, or multi-academy trusts would be well-suited to compete in similar procurement processes. HealthBoxHR, identified as an SME, demonstrated compliance with requirements such as Cyber Essentials certification and the ability to offer Multi-Factor Authentication (MFA) and Single Sign-On capabilities, which were crucial in securing this contract. Businesses focusing on software development, consultancy services, and additional value-added solutions will find emerging opportunities as EKC Group may seek additional modules or related services, which could enhance the supplier's engagement and long-term partnership prospects. ## Notice As a family of six community-based colleges across East Kent, EKC Group's mission is to play a leading role for East Kent in developing the economic and social prosperity of the communities we serve. The Group's current Human Resources and Payroll system is being phased out by the supplier from 31 March 2026 and this has bought forward a planned procurement exercise for these solutions. The Group employs over 1500 staff and provides HR and payroll services for our sister EKC Schools Trust, which has 700 employees over 15 schools. We have a wholly owned subsidiary that runs a Hotel which has 41 employees and a Tronc Scheme of 51 employees. At present the Group has proprietary software for performance management, leave and expenses claims and a third-party recruitment and onboarding system (e-ploy). Whilst these could be maintained this tender includes the potential to include these elements within the overall software supplied. ### Lot Information Lot 1 Options: There may be additional software solutions that the supplier may provide that the buyer may be interested in as well as consultancy services or the like. ## Key Details | Field | Value | | --- | --- | | Publication source | Find A Tender Service | | Latest notice | https://www.find-tender.service.gov.uk/Notice/026700-2026 | | Notice type | UK7 - Contract Details Notice | | Procurement type | Standard | | Procurement category | Services | | Procurement method | Open | | Procurement method details | Competitive flexible procedure | | Tender suitability | SME | | Awardee scale | SME | | All stages | Tender, Award | ## Dates | Field | Value | | --- | --- | | Publication date | 24 Mar 2026 | | Submission deadline | 24 Nov 2025 | | Future notice date | Not specified | | Award date | 9 Dec 2025 | | Contract period | 23 Dec 2025 - 22 Dec 2030 | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | £425,000 | | Lots value | £425,000 | | Awards value | £412,560 | | Contracts value | £412,560 | ## Status | Field | Value | | --- | --- | | Tender status | Complete | | Lots status | Complete | | Awards status | Active | | Contracts status | Active | ## Buyer | Field | Value | | --- | --- | | Main buyer | EAST KENT COLLEGES GROUP | | Locality | BROADSTAIRS | | Post town | Canterbury | | Postcode | CT10 1PN | | Country | England | | ITL 1 | TLJ South East (England) | | ITL 2 | TLJ4 Kent | | ITL 3 | TLJ44 East Kent | | Local authority | Thanet | | Electoral ward | Viking | | Westminster constituency | East Thanet | | Delivery location | TLJ44 East Kent | ## Supplier | Field | Value | | --- | --- | | Number of suppliers | 1 | | Supplier names | HEALTHBOXHR | ## CPV Codes ### Divisions - 48 - Software package and information systems - 79 - Business services: law, marketing, consulting, recruitment, printing and security - 98 - Other community, social and personal services ### Codes - 48000000 - Software package and information systems - 79631000 - Personnel and payroll services - 98300000 - Miscellaneous services ## Release History - 24 Mar 2026 at 11:25 - Award - UK7 - Contract Details Notice - https://www.find-tender.service.gov.uk/Notice/026700-2026 - 10 Dec 2025 at 14:28 - Award - UK6 - Contract Award Notice - https://www.find-tender.service.gov.uk/Notice/081552-2025 - 19 Nov 2025 at 13:58 - TenderUpdate - UK4 - Tender Notice - https://www.find-tender.service.gov.uk/Notice/075248-2025 - 17 Nov 2025 at 10:46 - TenderUpdate - UK4 - Tender Notice - https://www.find-tender.service.gov.uk/Notice/074298-2025 - 14 Nov 2025 at 15:51 - TenderUpdate - UK4 - Tender Notice - https://www.find-tender.service.gov.uk/Notice/074125-2025 - 14 Nov 2025 at 12:43 - TenderUpdate - UK4 - Tender Notice - https://www.find-tender.service.gov.uk/Notice/073956-2025 - 14 Nov 2025 at 11:11 - TenderUpdate - UK4 - Tender Notice - https://www.find-tender.service.gov.uk/Notice/073878-2025 - 10 Nov 2025 at 13:00 - TenderUpdate - UK4 - Tender Notice - https://www.find-tender.service.gov.uk/Notice/072397-2025 - 10 Nov 2025 at 12:48 - TenderUpdate - UK4 - Tender Notice - https://www.find-tender.service.gov.uk/Notice/072391-2025 - 4 Nov 2025 at 16:11 - TenderUpdate - UK4 - Tender Notice - https://www.find-tender.service.gov.uk/Notice/070961-2025 - 3 Nov 2025 at 17:02 - TenderUpdate - UK4 - Tender Notice - https://www.find-tender.service.gov.uk/Notice/070613-2025 - 30 Oct 2025 at 10:39 - Tender - UK4 - Tender Notice - https://www.find-tender.service.gov.uk/Notice/069642-2025 ## Documents - https://www.find-tender.service.gov.uk/Notice/026700-2026 24th March 2026 - Contract details notice on Find a Tender - https://www.find-tender.service.gov.uk/Notice/081552-2025 10th December 2025 - Contract award notice on Find a Tender - https://www.find-tender.service.gov.uk/Notice/075248-2025 19th November 2025 - Tender notice on Find a Tender - https://www.find-tender.service.gov.uk/Notice/074298-2025 17th November 2025 - Tender notice on Find a Tender - https://www.find-tender.service.gov.uk/Notice/074125-2025 14th November 2025 - Tender notice on Find a Tender - https://www.find-tender.service.gov.uk/Notice/073956-2025 14th November 2025 - Tender notice on Find a Tender - https://www.find-tender.service.gov.uk/Notice/073878-2025 14th November 2025 - Tender notice on Find a Tender - https://www.find-tender.service.gov.uk/Notice/072397-2025 10th November 2025 - Tender notice on Find a Tender - https://www.find-tender.service.gov.uk/Notice/072391-2025 10th November 2025 - Tender notice on Find a Tender - https://www.find-tender.service.gov.uk/Notice/070961-2025 4th November 2025 - Tender notice on Find a Tender - https://www.find-tender.service.gov.uk/Notice/070613-2025 3rd November 2025 - Tender notice on Find a Tender - https://www.find-tender.service.gov.uk/Notice/069642-2025 30th October 2025 - Tender notice on Find a Tender - https://www.find-tender.service.gov.uk/Notice/Attachment/A-6817 - https://www.find-tender.service.gov.uk/Notice/Attachment/A-7307 Payroll Requirements (accessible vrs) document available for download due to zip version error. - https://www.find-tender.service.gov.uk/Notice/Attachment/A-7339 An expanded list of HR System preferred features and functionality. Consider these as part of tender submission preparation. - https://www.find-tender.service.gov.uk/Notice/Attachment/A-7622 Clarifications and Guidance Document 1 - EKC Group Response - https://www.find-tender.service.gov.uk/Notice/Attachment/A-7624 Clarification and guidance 2 - EKC Group Response - https://www.find-tender.service.gov.uk/Notice/Attachment/A-7625 Clarifications and guidance document 3 - https://www.find-tender.service.gov.uk/Notice/Attachment/A-7662 Clarifications and Guidance Document 4 - EKC Group Response - https://www.find-tender.service.gov.uk/Notice/Attachment/A-7663 Clarifications and Guidance Document 5 - EKC Group Response - https://www.find-tender.service.gov.uk/Notice/Attachment/A-7847 Clarifications and Guidance 6 - EKC Group Responses - https://www.find-tender.service.gov.uk/Notice/Attachment/A-7891 Clarifications and Guidance 6 - General Position on International participation (Suppliers outside the UK) - https://www.find-tender.service.gov.uk/Notice/Attachment/A-7951 Tender Clarifications and Guidance 7 document - EKC Group responses - https://www.find-tender.service.gov.uk/Notice/Attachment/A-8081 Clarifications and Guidance 8 - EKC Group Response - https://www.find-tender.service.gov.uk/Notice/Attachment/A-13863 Contract is partially redacted for reasons of commercial sensitivity. ## Notice URLs - https://www.ekcgroup.ac.uk - https://www.ekcgroup.ac.ukAllquestionsandqueriesaretobedirectedto:-Naomi.Morris@eastkent.ac.ukTenderssubmissionsONLYmustbereturnedviaemailtotenders.corporate.services@ekcgroup.ac.ukon24/11/2025before5pm.SuppliersmayreturntheirtendersbeforethisdatebutshoulddosoviaapasswordedOneDrivelink.Thepasswordshouldthenbeprovidedafter5pmon24/11/2025viaemailtotenders.corporate.services@ekcgroup.ac.ukLatetenderbidswillnotbeconsidered. - https://www.ekcgroup.ac.uk/ - https://www.healthboxhr.com/ - https://www.legislation.gov.uk/ukpga/2023/54/contents ## 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-05d6e8. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-05d6e8.json.