{ "tag": [ "compiled" ], "id": "ocds-h6vhtk-078481-2026-10-09T11:54:57+01:00", "date": "2026-10-09T11:54:57+01:00", "ocid": "ocds-h6vhtk-078481", "initiationType": "tender", "parties": [ { "id": "GB-COH-IP21004R", "name": "LOOK AHEAD CARE AND SUPPORT LIMITED", "identifier": { "scheme": "GB-COH", "id": "IP21004R" }, "additionalIdentifiers": [ { "scheme": "GB-PPON", "id": "PLBV-2915-MQYV" } ], "address": { "streetAddress": "439 Caledonian Road", "locality": "London", "postalCode": "N7 9BG", "country": "GB", "countryName": "United Kingdom", "region": "UKI43" }, "contactPoint": { "email": "LouisaBare@lookahead.org.uk" }, "roles": [ "buyer" ], "details": { "url": "https://www.lookahead.org.uk/", "classifications": [ { "scheme": "UK_CA_TYPE", "id": "publicAuthoritySubCentralGovernment", "description": "Public authority - sub-central government" } ] } } ], "buyer": { "id": "GB-COH-IP21004R", "name": "LOOK AHEAD CARE AND SUPPORT LIMITED" }, "tender": { "id": "LACS26002HR", "legalBasis": { "id": "2023/54", "scheme": "UKPGA", "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents" }, "title": "Procurement of an HR and Payroll System", "description": "The scope of the tender is to identify a suitable supplier for the implementation and ongoing support of a replacement HR system and managed UK payroll service for Look Ahead Care, Support & Housing. The required solution must support the full employee lifecycle, workforce administration, managed payroll and pensions administration, recruitment, onboarding, compliance, employee relations, reporting, integrations, data migration, implementation and transition to business as usual. Unless expressly identified as a separately priced option or Phase 2 requirement, Tenderers should assume that all items listed in this section form part of the core day-one scope and must be included within the tendered solution and commercial response. * Core HR and workforce administration: employee records, organisational structure, position and employee references, contracts and terms, multiple concurrent engagements per individual, establishment management and post control, including budgeted posts, position management, organisational hierarchy, approval workflows and reporting-line management. * Payroll and pensions: fully managed UK payroll service, including statutory filing, year-end activity, managed pensions administration, auto-enrolment, opt-outs, contribution submissions, provider returns, pension query support, statutory payments, salary sacrifice, attachment of earnings, off-cycle or emergency payments, payroll queries, Average Holiday Pay and NMW/NLW compliance calculations. * Absence management: sickness, annual leave, family leave, sabbaticals, AWOL, authorised absence, return-to-work processes and associated workflow, reporting and audit requirements. Fully customisable T&Cs in line with either Organisation policy or TUPE-in policy * Recruitment, onboarding, compliance and learning: recruitment and applicant tracking, candidate portal, document upload, job board integration or linking to the Look Ahead website, regulatory and safer-recruitment compliance records, dedicated DBS integration and tracking, expiry alerting, evidence capture, employee document management, retention and deletion rules, onboarding, pre-employment compliance, offboarding and leaver workflows. DBS functionality should support integration with a third-party DBS checking provider where required, including application status tracking, outcome recording, renewal monitoring, expiry reporting and audit history. * Employee, manager and workforce development: employee and manager self-service, performance and supervision recording, talent, succession and workforce development management, including talent profiles, succession planning, career development, skills and competency tracking, performance and appraisal linkage, succession risk reporting, development plans and management reporting. * Learning Pool: Learning Pool will remain in use during Phase 1. Integration with Learning Pool is core scope at HRIS go-live, while replacement of Learning Pool or the Learning Management System is a Phase 2 priced option and is not part of the day-one core replacement. * Employee relations and HR case management: case creation, categorisation, allocation, workflow, task management, document storage, confidentiality controls, restricted access, audit trail, key date tracking, outcome recording, reporting and the ability to manage multiple case types such as disciplinary, grievance, sickness absence, capability, probation and flexible working. * Reporting, governance and security: reporting, analytics, statutory reporting including Gender Pay Gap reporting, audit trails, data retention, GDPR reporting, information governance reporting, Subject Access Request and IG request support, workflow and authorisation, role-based access control, user security administration, permission management and auditable security access reporting. * Integrations and interfaces: key systems and data flows required to support HR, payroll, recruitment, compliance, learning, finance and reporting, including Unit4, Neuven bank and agency portal, identity provider, Active Directory and single sign-on, pension providers, Learning Pool, Access Group compliance portal, Cardinus, DBS checking providers or other third-party pre-employment compliance services, the Look Ahead website and reporting, data warehouse or Power BI feeds. * Data migration, implementation and transition: data migration from the incumbent iTrent system, cleansing, reconciliation, testing, training, cutover, hypercare, knowledge transfer and transition to business as usual, including system administration handover, support model definition and retained configuration documentation. * Separately priced options: Tenderers must provide separately priced options where requested in the Cost Schedule, including integrated or natively supported rostering and any Phase 2 replacement of Learning Pool or the Learning Management System. Such options are not part of the core day-one HR system and managed payroll replacement unless expressly confirmed by Look Ahead following evaluation and contract award. The list above is not exhaustive and is intended to summarise the principal areas included within the scope of the tender.", "status": "active", "items": [ { "id": "1", "additionalClassifications": [ { "scheme": "CPV", "id": "48000000", "description": "Software package and information systems" }, { "scheme": "CPV", "id": "72222300", "description": "Information technology services" } ], "deliveryAddresses": [ { "region": "UKC", "country": "GB", "countryName": "United Kingdom" }, { "region": "UKD", "country": "GB", "countryName": "United Kingdom" }, { "region": "UKE", "country": "GB", "countryName": "United Kingdom" }, { "region": "UKF", "country": "GB", "countryName": "United Kingdom" }, { "region": "UKG", "country": "GB", "countryName": "United Kingdom" }, { "region": "UKH", "country": "GB", "countryName": "United Kingdom" }, { "region": "UKI", "country": "GB", "countryName": "United Kingdom" }, { "region": "UKJ", "country": "GB", "countryName": "United Kingdom" }, { "region": "UKK", "country": "GB", "countryName": "United Kingdom" } ], "relatedLot": "1" } ], "value": { "amountGross": 1500000, "currency": "GBP" }, "procurementMethod": "open", "procurementMethodDetails": "Open procedure", "mainProcurementCategory": "services", "aboveThreshold": true, "submissionMethodDetails": "Submission of tender responses will be through Delta. www.delta-esourcing.com", "submissionTerms": { "electronicSubmissionPolicy": "allowed", "languages": [ "en" ] }, "tenderPeriod": { "endDate": "2026-11-20T17:00:00Z" }, "enquiryPeriod": { "endDate": "2026-11-13T12:00:00Z" }, "awardPeriod": { "endDate": "2027-02-26T23:59:59Z" }, "lots": [ { "id": "1", "status": "active", "value": { "amountGross": 1500000, "currency": "GBP" }, "awardCriteria": { "criteria": [ { "type": "quality", "name": "Quality", "numbers": [ { "number": 70, "weight": "percentageExact" } ] }, { "type": "quality", "name": "Demonstration", "description": "Shortlisted suppliers will be invited to demonstration of product", "numbers": [ { "number": 10, "weight": "percentageExact" } ] }, { "type": "quality", "name": "Social Value", "numbers": [ { "number": 10, "weight": "percentageExact" } ] }, { "type": "price", "name": "Commercial", "numbers": [ { "number": 10, "weight": "percentageExact" } ] } ] }, "selectionCriteria": { "criteria": [ { "type": "economic", "description": "Legal and financial capacity must adhere to Annex 3 PSQ of the tender document providing confirmation of compliance. Financial capacity must evidence completion of contracts to similar value of the tender Preference will be given to tenderers who are a G-Cloud framework holder" }, { "type": "technical", "description": "Tenderers must achieve at least 60% of the available written quality and social value score to progress. This minimum threshold will be assessed after the written quality, social value and commercial evaluations have been completed, and before any invitations to demonstrations are issued." } ] }, "suitability": { "sme": true, "vcse": true }, "contractPeriod": { "startDate": "2027-03-10T00:00:00Z", "endDate": "2030-03-09T23:59:59Z", "maxExtentDate": "2032-03-09T23:59:59Z" }, "hasRenewal": true, "renewal": { "description": "The HR and Payroll System supports essential services that are fundamental to the operation of the organisation. Any disruption could result in: Failure to process payroll accurately and on time. Errors in pension, tax and statutory deductions. Loss of access to workforce and employment data. Increased risk of non-compliance with employment and payroll legislation. Significant reputational and employee relations impacts. A contract extension will ensure stability and continuity whilst future arrangements are established." }, "hasOptions": true, "options": { "description": "1. Integrated or natively supported rostering - Must be priced separately in Annex 4. - It is not part of the core day-one solution unless Look Ahead elects to take it up. 2. Phase 2 replacement of Learning Pool / the Learning Management System - Must be offered as a separately priced option. - For Phase 1, integration with the existing Learning Pool remains a core requirement. 3. Contract extension - Initial term: 3 years - Optional extension: up to 24 months. - Maximum potential term: 5 years. 4. Usage-based or pay-as-you-go services - Allowed only where Annex 4 expressly provides for them. - Unit rates, charging basis, assumptions, and minimum or maximum volumes must be stated. Charges apply only where Look Ahead authorises the service in advance. 5. Ad hoc services and consultancy - A separate rate card is required in Annex 4. - The rate card is for information and is not scored. 6. Other optional, additional, or out-of-scope services - These may be offered if they are clearly separated from the core service. - The submission must explain the charging basis and when the charges would apply. 7. Proposed contract variances - Suppliers may submit requested changes to the draft terms in a separate evaluation matrix. - Look Ahead is not obliged to accept them, and material qualifications could make the tender non-compliant." } } ], "documents": [ { "id": "conflictOfInterest", "documentType": "conflictOfInterest", "description": "Not published" }, { "id": "095559-2026", "documentType": "tenderNotice", "noticeType": "UK4", "description": "Tender notice on Find a Tender", "url": "https://www.find-tender.service.gov.uk/Notice/095559-2026", "datePublished": "2026-10-09T11:20:06+01:00", "format": "text/html" }, { "id": "095598-2026", "documentType": "tenderNotice", "noticeType": "UK4", "description": "Tender notice on Find a Tender", "url": "https://www.find-tender.service.gov.uk/Notice/095598-2026", "datePublished": "2026-10-09T11:54:57+01:00", "format": "text/html" } ], "contractTerms": { "financialTerms": "Payment Terms - 30 days for valid undisputed invoices" }, "amendments": [ { "id": "095598-2026", "description": "Preference will be given to g-cloud Framework holders" } ] }, "language": "en" }