HR & Payroll System

The contract timeline includes a specified start date and several key procurement milestones and phases.

The Contract Start Date is 01/04/2028.

Key milestones and phases of the procurement process are as follows:

• Issue Stage 1 ITT on e-Sourcing Portal: 11/08/2026 at 09:00 am.
• Closing date for Clarification Questions: 02/09/2026 at 17:00 pm.
• Clarification responses circulated to all Bidders: 07/09/2026 at 09:00 am.
• Closing date for Stage 1 ITT Submissions: 11/09/2026 at 12:00 noon.
• Evaluation of Stage 1 ITT Responses: 14/09/2026 – 01/10/2026.
• Due Diligence – Presentations and Demonstrations: w/c 12/10/2026.
• Stage 1 decision and notification to all Bidders: 19/10/2026.
• Commence Stage 2 – Dialogue Period: 19/10/2026.
• Conclude Stage 2 – Dialogue Period: 15/01/2027.
• Issue Stage 3 Invitation to Submit Final Tenders (ITSFT): 25/01/2027.
• Closing date for Stage 3 Invitation to Submit Final Tenders (ITSFT): 12/02/2027.
• Contract Award decision and notification to all Bidders: w/c 08/03/2026.
• Standstill period (end date): 17/03/2027.
• Contract Pre-Start Meeting: March 2027.

The contract end date and total duration are not explicitly stated in the provided documents.

The core scope of work for this tender involves the provision, implementation, and ongoing support of an HR & Payroll System.

Key deliverables and areas of work include:

• Implementation Services: This covers project mobilization, discovery and requirements gathering, solution design, system configuration, data migration, integration development, testing support, go-live support, and project management.
• Software Licensing: This includes core HR system modules (employee records, manager self-service, employee self-service, core HR administration) and payroll system modules (payroll processing, multiple payroll, year-end processing, statutory updates).
• Hosting and Infrastructure: This involves SaaS subscription hosting, data storage, backup and disaster recovery, security monitoring, and provisioning of production and test environments.
• Support & Maintenance: This encompasses service desk, technical, and application support, payroll legislative updates, software updates and releases, account management, quarterly service reviews, and cyber security updates.
• Training: This includes system administrator training, payroll administrator training, HR user training, manager training, "train the trainer" programs, and refresher training.
• Integration: The system must be capable of integrating with existing ICT systems such as Microsoft 365, finance systems, pension providers, HMRC, and banking services.
• Functional Requirements: The system must provide comprehensive information system security management, sign-on linked to network login accounts, security across all system areas with configurable access control, online help facilities, capabilities for data take-on and quality mitigation, updates in line with legislation, e-signatures, customizable surveys, and accessibility tools.
• Optional Modules: The tender also makes provision for optional modules such as recruitment/ATS, onboarding, learning management, performance management, succession planning, workforce planning, expenses management, time & attendance, rostering, workforce analytics, employee engagement surveys, document management, benefits administration, and an occupational health module.