HR System Tender

HR System Tender

Jisc is procuring a HR system, with the aim of going live in July 2020.

United Kingdom-Bristol: Time accounting or human resources software package

2019/S 170-415628

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

One Castlepark, Tower Hill
United Kingdom
Contact person: Tony Claxton
Telephone: +44 1235822320
NUTS code: UKK11
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 to the abovementioned address

I.4)Type of the contracting authority

Other type: National Education and Research Network Provider

I.5)Main activity


Section II: Object

II.1)Scope of the procurement


Proc0426 — Jisc HR System

Reference number: Proc0426

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

Jisc is procuring a HR system, with the aim of going live in July 2020. This system will be procured to run on an initial 3-year contract, with the possibility of an extension for a further 2 years, subject to performance review, and then subsequent 1-year extensions up to a maximum total contract length of 10 years.

II.1.5)Estimated total value

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: UK

II.2.4)Description of the procurement:

Jisc wishes to implement 1 system that incorporates the functional areas listed below:

— Core HR system modules, including (but not limited to):

—— employee self-service,

—— absence management,

—— reporting,

—— organisational hierarchies,

— payroll and pensions,

— leavers,

— mobile functionality,

— talent management,

— performance development,

— pre-employment (Onboarding).

The following functionality is considered out of scope for this system:

— recruitment and applicant tracking,

— training and learning management,

— expenses management.

The following pieces are considered in scope of this project:

— supplier led construction of a full implementation plan, full system specifications, full integration plan,

— compliance with security and data requirements,

— data migration,

— any integration work, including with our applicant tracking system,

— UAT,

— training for staff,

— handover to BAU support systems.

Jisc has approximately 750 employees (and plans to grow by merger activity) consisting of permanent and fixed term staff. As Jisc has evolved since its inception in 1993 employees have TUPE’d in from various other organisations and therefore there exist several legacy contracts and differing terms and conditions of employment within the organisation.

As a result of Jisc’s history there are multiple payrolls which run each month; these are separate legal entities.

The automation and streamlining of processes is an essential output of this project, and we expect a supplier to advise on how to make our processes make best use of a new system to allow the people services team and Jisc to benefit from the efficiencies and accuracies this provides, as well as deliver an enhanced user experience.

Integration with our pension provider, USS, is necessary in order to provide accurate and up-to-date pensions information for each eligible employee.

The system needs to be able to integrate with other software as a service to enable processes. This requirement is including but not limited to sending emails via Office 365, sending payroll data to our Dynamics 365 finance system, receiving data from our expenses management software SAP Concur.

The final solution needs to be a fully integrated HR, payroll and talent management system rather than individual, linked functionality. This is to maintain data integrity by having only one single source, and to reduce the risk of links between these aspects of the system malfunctioning and to provide a consistent user experience. To further maximise the efficiencies provided by the solution, employees and managers should have access to a self-service portal to be able to access/update key data and trigger workflows as necessary.

In line with Jisc’s IT policy, the proposed solution must adhere to the following data storage and handling principles:

— data to be stored securely in the cloud (bidder’s security policy to be evaluated by Jisc before the award of any contract),

— data to be stored in the EU to comply with Data Protection regulations,

— suitable disaster recovery and BCM plans must exist (bidder’s plans to be evaluated by Jisc before the award of any contract),

— data is to be encrypted at rest,

— 2-factor authentication for logins.

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

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

Duration in months: 120
This contract is subject to renewal: no

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

Envisaged number of candidates: 7

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

This system will be procured to run on an initial 3-year contract, with the possibility of an extension for a further 2 years, subject to performance review and then subsequent 1-year extensions up to a maximum total contract length of 10 years.

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

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: 03/10/2019
Local time: 12:00

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

Date: 11/11/2019

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

Duration in months: 6 (from the date stated for receipt of 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

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

One Castlepark
United Kingdom
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

Jisc will incorporate a standstill period at the point information on the award of the contract is communicated to suppliers. This notification provides information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for suppliers to challenge the award decision before the contract is entered into. The Public Contracts Regulations 2015 article 91 provides 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: