Contract for Payroll and HR Admin Services

Contract for Payroll and HR Admin Services

Provide Payroll, HR Admin and Associated Services to River Learning Trust.

United Kingdom-Oxford: Payroll management services

2019/S 104-252840

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

River Learning Trust
Central Team Office, Cutteslowe Primary School, Wren Road
United Kingdom
Contact person: Lorraine Ashover
Telephone: +44 1256467107
NUTS code: UKJ14
Internet address(es):Main address:

Address of the buyer profile:

I.2)Information about joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Other type: Education Institute

I.5)Main activity


Section II: Object

II.1)Scope of the procurement


River Learning Trust — Payroll, HR Admin and Associated Services

Reference number: MPN-10113

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

River Learning Trust is a predominantly Oxfordshire based Multi Academy Trust with 1 school based in Wiltshire. The Trust presently comprises 20 schools as well as the Oxfordshire Teaching Schools Alliance — School Centred Initial Teacher Training provider. River Learning Trust is conducting a tender process to award a contract for the provision of ‘Payroll, HR Admin and Associated Services’. The contract is to commence in April 2020.

II.1.5)Estimated total value

Value excluding VAT: 325 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKJ14
Main site or place of performance:

Central Team Office, Cutteslowe Primary School, Wren Road, Oxford, OX2 7SX.

II.2.4)Description of the procurement:

The Memorandum of Information (‘MoI’) and Statement of Requirements (‘SoR’) accompanying this Contract Notice serves to provide high level information regarding the procurement of providers for the provision of services included within the scope of the Payroll, HR Admin and Associated Services contract. The contractor will be responsible for the provision of skilled payroll and HR administration personnel to provide an efficient, timely and proactive Payroll, HR Admin and Associated Services provision. In addition, they will be required to provide day to day support to the Trust’s on-site Payroll Manager as well as liaison with schools at an individual local level. Service provision should include, but is not necessarily limited to:

— RTI compliant payroll software,

— processing of all payroll information,

— accurate and easy to interrogate reporting for monthly payroll checking before the pay run is finalised,

— BACS payments to all staff,

— provision of electronic payslips,

— payment of monthly pension contributions to the Teachers’ Pension Scheme, Local Government Pension Scheme and maintenance of all appropriate records,

— processing of all expenses, overtime, travel and other allowances,

— preparation and submission of pension and other returns to statutory bodies including, but not necessarily limited to, HMRC, TPS and LGPS,

— compliance with PAYE and any other relevant statutory and administrative regulations,

— full ‘end of year’ service as required by HMRC including annual returns, P60’s and P11d’s,

— production of management reporting,

— integration with financial software,

— compliance,

— migration plan,

— user support and training,

— reporting and quality assurance.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 325 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

The contract will be awarded for an initial period of 3 years with 2 possible extensions of 12 months meaning a maximum contract length of 5 years.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 5
Objective criteria for choosing the limited number of candidates:

A maximum of 5 suppliers will be taken forward to the invitation to tender stage of the process. Where less than 5 suppliers meet the minimum standards, only those that meet the minimum standards will be taken through to the invitation to tender stage. Where more than 5 suppliers meet the minimum standard, those suppliers with the highest scores will proceed to the invitation to tender stage.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 27/06/2019
Local time: 17:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 10/07/2019

IV.2.4)Languages in which tenders or requests to participate may be submitted:

IV.2.6)Minimum time frame during which the tenderer must maintain the tender
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows

VI.3)Additional information:

This is a best estimate of the date, time and location based on what is known at the time of despatch of this notice.

VI.4)Procedures for review

VI.4.1)Review body

See Section VI.4.3)
See Section VI.4.3)
United Kingdom
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

River Learning Trust will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into The Public Contracts Regulations 2015 provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice: