{ "tag": [ "compiled" ], "id": "ocds-h6vhtk-078d44-2026-10-21T16:30:04+01:00", "date": "2026-10-21T16:30:04+01:00", "ocid": "ocds-h6vhtk-078d44", "initiationType": "tender", "parties": [ { "id": "GB-PPON-PPRM-9434-VNYQ", "name": "PHP Law LLP", "identifier": { "scheme": "GB-PPON", "id": "PPRM-9434-VNYQ" }, "address": { "streetAddress": "Unit 3 The Brutus Centre Station Road Totnes", "locality": "Totnes", "postalCode": "TQ9 5RW", "country": "GB", "countryName": "United Kingdom", "region": "UKK43" }, "contactPoint": { "name": "Claire Jones", "email": "claire.jones@phplaw.co.uk", "telephone": "+44 01234567890" }, "roles": [ "procuringEntity", "processContactPoint" ], "roleDetails": "Procurement Consultant" }, { "id": "GB-PPON-PRMG-1387-DLGR", "name": "Aspire Academy Trust", "identifier": { "scheme": "GB-PPON", "id": "PRMG-1387-DLGR" }, "address": { "streetAddress": "Unit 20, St Austell Business Park", "locality": "St. Austell", "postalCode": "PL25 4FD", "country": "GB", "countryName": "United Kingdom", "region": "UKK30" }, "contactPoint": { "email": "aspire@iaspire.net" }, "roles": [ "buyer" ], "details": { "classifications": [ { "scheme": "UK_CA_TYPE", "id": "publicAuthoritySubCentralGovernment", "description": "Public authority - sub-central government" } ] } } ], "buyer": { "id": "GB-PPON-PRMG-1387-DLGR", "name": "Aspire Academy Trust" }, "planning": { "noEngagementNoticeRationale": "The requirements are not complex, or niche and the Contracting Authority already has an understanding of what they want the service to deliver and the market is known." }, "tender": { "id": "ASP01.61", "legalBasis": { "id": "2023/54", "scheme": "UKPGA", "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents" }, "title": "Aspire Academy Trust - Provision of HR and Payroll System", "description": "This tender opportunity has been issued by Aspire Academy Trust (the Trust), and Tenderers are invited to tender for the provision of an integrated Human Resources and Payroll system, with the capability to support a fully managed payroll service. Full details of all contract requirements are set out in Document 2: Specification of Requirements. The Trust comprises multiple academies operating under a unified governance structure and workforce framework. To support effective workforce management, regulatory compliance, and strategic oversight, the Trust requires a fully integrated HR and Payroll platform operating from a single, authoritative dataset. The solution must enable compliant payroll and workforce administration in accordance with relevant legislation, HMRC requirements, Teachers' Pension Scheme (TPS) and Local Government Pension Scheme (LGPS) regulations, statutory employment obligations, and sector best practice. It must also provide the transparency, reporting capability, and internal controls necessary to support efficient Trust-wide operations.", "status": "active", "items": [ { "id": "LOT-0000", "additionalClassifications": [ { "scheme": "CPV", "id": "79211110", "description": "Payroll management services" }, { "scheme": "CPV", "id": "48000000", "description": "Software package and information systems" }, { "scheme": "CPV", "id": "79631000", "description": "Personnel and payroll services" } ], "deliveryAddresses": [ { "region": "UKK3", "country": "GB", "countryName": "United Kingdom" } ], "relatedLot": "LOT-0000" } ], "value": { "amountGross": 540000, "amount": 450000, "currency": "GBP" }, "procurementMethod": "open", "procurementMethodDetails": "Open procedure", "mainProcurementCategory": "services", "aboveThreshold": true, "coveredBy": [ "GPA" ], "submissionMethodDetails": "https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=110300&TID100115319&B=", "submissionTerms": { "electronicSubmissionPolicy": "allowed", "languages": [ "en" ] }, "tenderPeriod": { "endDate": "2026-11-27T12:00:00+00:00" }, "enquiryPeriod": { "endDate": "2026-11-13T12:00:00+00:00" }, "awardPeriod": { "endDate": "2027-01-04T23:59:59Z" }, "lots": [ { "id": "LOT-0000", "status": "active", "value": { "amountGross": 540000, "amount": 450000, "currency": "GBP" }, "awardCriteria": { "criteria": [ { "type": "quality", "name": "Stage 2 - Quality Assessment", "description": "(Software Functionality) 35% (Quality Questions) 25%", "numbers": [ { "number": 60, "weight": "percentageExact" } ] }, { "type": "price", "name": "Price Assessment", "numbers": [ { "number": 40, "weight": "percentageExact" } ] } ] }, "selectionCriteria": { "criteria": [ { "type": "economic", "description": "To constitute a pass, Tenderers must demonstrate their economic and financial standing in accordance with the following: Due diligence checks will be undertaken on the preferred Tenderer's accounts to determine a Tenderer's financial standing. This will incorporate credit checks and a financial appraisal. To constitute a pass, tenderers must: a) Complete a credit check & financial appraisal. No outstanding CCJs or bankruptcy must be shown. A financial appraisal will be based upon the organisation's gearing ratio, with an acceptable target ratio of approximately 2:1 Any answers which lead the Trust, acting reasonably, to conclude, considering the risk that the relevant answer suggests about the Tenderer's ability to properly perform the specification, the Tenderer may be rejected. Insurance requirements - can commit to obtain, prior to the award of the contract, the levels of insurance cover indicated below a. Employer's (Compulsory) Liability Insurance* = PS5m b. Public Liability Insurance = PS5m c. Professional Indemnity Insurance = PS1m d. Product Liability Insurance = PS1m e. Cyber and Data Protection Insurance = PS1m" }, { "type": "technical", "description": "Relevant Experience & Contract Examples Provide details of up to three contracts to meet conditions of participation relating to technical ability set out in the relevant notice or procurement documents, in any combination from the education sector. To constitute a pass, the contract examples provided shall be relevant to the requirement, with a sufficient level of detail that provides confidence in the Tenderer's established past experience in similar and relevant projects/contracts. If you cannot provide at least one example of previous contracts, please provide an explanation for this and how you meet the conditions of participation relating to technical ability. Organisational Standards Please provide details of the Quality Management and Information, Security standards such as ISO 9001 and ISO 27001, or equivalent internationally recognised certifications. You must confirm that the scope of these certifications explicitly covers the services proposed within this procurement or will commit they will be in place for the start of the contract. Where equivalent standards are offered, please explain how they meet or exceed the requirements of the specified ISO standards." } ] }, "suitability": { "sme": true }, "contractPeriod": { "startDate": "2027-06-01T00:00:00Z", "endDate": "2030-05-31T23:59:59+01:00", "maxExtentDate": "2033-05-31T23:59:59+01:00" }, "hasRenewal": true, "renewal": { "description": "The possible extension of three (3) further years in 12- month intervals (3 + 1 +1 + 1)." }, "hasOptions": true, "options": { "description": "The right to additional purchases while the contract is valid. To enable schools who join the Trust to be added to the Contract and for additional modules or services to be included that relate to HR and Payroll." } } ], "documents": [ { "id": "conflictOfInterest", "documentType": "conflictOfInterest", "description": "Not published" }, { "id": "099665-2026", "documentType": "tenderNotice", "noticeType": "UK4", "description": "Tender notice on Find a Tender", "url": "https://www.find-tender.service.gov.uk/Notice/099665-2026", "datePublished": "2026-10-21T16:30:04+01:00", "format": "text/html" } ], "hasRecurrence": true, "recurrence": { "dates": [ { "startDate": "2032-05-31T23:59:59+01:00" } ] }, "contractTerms": { "financialTerms": "The Trust requires the following payment profile: a. Implementation Costs * 25% invoiced upon Contract Signature * 25% invoiced upon completion of the build * 25% following completion of testing * 25% following go live plus 1 month b. Table B All Inclusive Cost * Monthly invoice in arrears where it has been identified, and agreed, that adjustments are required (in respect of service credits, additional works, errors or missions), these will be taken account of within the next invoice." }, "riskDetails": "Inconsistent or late inputs from academies can cause payroll errors. 2. Integration & Systems Compatibility Risks: Unclear or evolving integration requirements may disrupt operations. 3. Implementation & Transition Risks: Complex migrations, legacy data, and tight timelines can cause failures. 4. Compliance & Legislative Risk: High risk of non? compliance with LGPS, TPS, HMRC, and sector requirements. 5. Governance & Approval? Chain Risk: Multi?level approvals may delay payroll runs. 6. Service Reliability & Business Continuity: Outages or poor resilience may cause missed pay dates. 7. Vendor Performance, Capacity & Resourcing Risks: Under?resourcing can slow turnaround and increase errors. 8. Query Management & Support Risk: Insufficient helpdesk responsiveness impacts accuracy and staff satisfaction. 9. Contractual & Liability Risks: Liability caps may be insufficient for high?impact payroll errors. 10. Scalability & Expansion Risks: Onboarding new schools can be delayed or inaccurate. 11. Cultural, Process & Change Management Risk: Low adoption and inconsistent processes increase error likelihood. 12. Trust Control & Visibility Risk: Reduced visibility or audit access undermines governance." }, "language": "en" }