Invitation To Tender for Payroll System

Invitation To Tender for Payroll System

You are invited to submit a proposal and quotation showing how you would provide a new payroll system.



1 Authority Details


Authority Name and Address

Career Choices Dewis Gyrfa Limited trading as Careers Wales Gyrfa Cymru

Finance Department, Ty Glyn, Unit 1, Brecon Court, William Brown Close, Llantarnam Park,


NP44 3AB



+44 3001233833


Address from which documentation may be obtained

Careers Wales Gyrfa Cymru


Nick Srdic


Completed documents must be returned to:

Careers Wales Gyrfa Cymru

Finance Department, Heol Nantyreos, CROSSHANDS,


SA14 6RJ



+44 3001233833

2 Contract Details



ITT Payroll system


Description of the goods or services required


You are invited to submit a proposal and quotation showing how you would provide a new payroll system, including configuration, implementation and ongoing support for processing the monthly payroll of Careers Wales. The system must provide core payroll functions including managing multiple pension schemes provide flexible management reporting in a user friendly way and allow easy integration/data interface with the finance system.

Careers Wales annual income is around £26m and 660 employees working from over 40 locations across Wales. It has 15 finance staff of which 3 deal directly with the payroll (plus 1 line manager). Payroll staff are based at 3 different locations but should be able to access the system from any of its half dozen administrative offices. Careers Choices Dewis Gyrfa Ltd (CCDG) is a wholly owned subsidiary of the Welsh Government which was formed on 1 April 2013. Trading as Gyrfa Cymru Careers Wales, we provide the all age independent and impartial careers information, advice and guidance service for Wales. Over three quarters of our core funding is from Welsh Government, other sources include grants and charging for our services.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at


Notice Coding and Classification

48400000 Business transaction and personal business software package
48440000 Financial analysis and accounting software package

100 UK – All
1000 WALES
1010 West Wales and The Valleys
1011 Isle of Anglesey
1012 Gwynedd
1013 Conwy and Denbighshire
1014 South West Wales (Carmarthenshire, Pembrokeshire, Ceredigion)
1015 Central Valleys (Merthyr Tydfil, Rhondda Cynon Taf)
1016 Gwent Valleys (Torfaen, Blaenau Gwent, Caerphilly)
1017 Bridgend and Neath Port Talbot
1018 Swansea
1020 East Wales
1021 Monmouthshire and Newport
1022 Cardiff and Vale of Glamorgan
1023 Flintshire and Wrexham
1024 Powys


Total quantity or scope of tender


Careers Wales (CW) wishes to replace its payroll system QLX which is managed in-house on our premises and we would wish to continue to do so. The planned implementation will be to replace the existing system by 1 April 2016. There are currently two payroll staff using the system on a day to day basis (core users). Two other staff (including a line manager) use it to cover leave or on an intermittent basis. Their usage is on a contingency basis (for backup) and for managerial oversight purposes. (classify as light users) The contract duration will be for a period of 4 years, with optional annual extensions thereafter.


Careers Wales is seeking to purchase a payroll solution capable of delivering the organisations monthly pay on a timely basis that meets all HMRC regulatory requirements.

The solution must be able to support the monthly payroll, pensions, HMRC and financial management needs of Careers Wales now and in the future. CW currently has circa 660 staff delivering its services directly from over 40 premises across Wales. The payroll system is predominately operated from our Cross Hands site in West Wales but with contingency support from staff based at two other sites.

The successful tenderer will provide the solution, manage implementation of the solution and maintain and support the solution for the life of the contract, including managing delivery of any solution upgrades. It is estimated that the total cost during the initial 4 year period of the contract, will be significantly below £50k.

3 Conditions for Participation


Minimum standards and qualification required


The tender will comprise two distinct phases. The first phase of the ITT will consist of completing a number of template schedules including signing tender submission documentation, a business capability questionnaire, completing a systems requirement specification and a pricing schedule.

The second phase will be a formal product demonstration to a tender panel to assess around 15 test scenarios based on specification requirements (for instance demonstrate on your system how you would set up a new employee and process their monthly pay through to making payment). The scenarios will form part of the quality assessment of the tender and in conjunction with the costs you have submitted in the pricing schedule will form the basis for selecting the chosen tender.

Prospective suppliers need to take the following points into consideration in their approach to responding to the requirements:

• Ensure the business context is fully understood and respond appropriately with as close as fit as possible

• Respond to all parts of the tender with yes or no or answers to each requirement, using the comments field to qualify these and further inform provide additional evidence/explanation as necessary

• Demonstrate that they are capable of an end to end service which provides the final tested, supported solution within the constraints indicated

• Use this opportunity to show any value added capabilities in either the functionality of the payroll system or in the services supplied

4 Administrative Information


Type of Procedure

Single stage – Any candidate may submit a tender.


Reference number attributed to the notice by the contracting authority



Time Limits

a) Time-limit for obtaining documentation 17-11-2015

b) Time-limit for receipt of completed tenders
17-11-2015  Time  17:00

c) Estimated award date 10-12-2015


Language or languages in which tenders or requests to participate can be drawn up



Tender Submission Postbox

5 Other Information


Additional Information


The following is the proposed timetable (deadlines for completion) for the procurement and implementation of payroll software.

Payroll system timetable

2/11/15 Issue invitation to tender on Sell2wales portal

9/11/15 Last questions from tenderers

17/11/15 Deadline to receive hard copy responses from tenderers by 5pm GMT

23/11/15 (wc) Reference sites visits (week commencing 23rd November thereof)

3rd + 4th Dec Supplier presentations/demonstrations (shortlist of 3 – 5 tenderers)

10/12/15 Contract award

14/12/15 Commence project team on site undertaking configuration/training

25/1/16 System configuration/system set up complete

31/3/16 UAT fully completed

1/4/16 Go live ready able to complete April payroll parallel run

We have also recently acquired a new finance system Open Accounts and will be implementing the new payroll system over a similar timeframe (with different staff). Each has been procured separately but they must have a direct system interface to fully upload payroll data into the finance system.


Please read through the documents included in this Invitation to Tender pack (Annexes A to E), in particular the Business Capability Questionnaire and the Payroll System Requirements Specification. These documents should be completed with Y/N, details/numbers, £, dates and or the required detailed narrative where requested or as appropriate to evidence/explain. Ensure you complete all questions and include sufficient justification for any exception or added detail. If you do not pass/complete the mandatory requirements, we will not be able to consider you for the formal product demonstration and assessment panel. Note CW reserves the right to not proceed with any submissions which in its view have material inaccuracies.

The following documents are included:

Stage 1

ANNEX A Careers Wales Tendering Terms (to be signed)

ANNEX B Payroll System Specification Requirements (to be completed)

ANNEX C Business Capability Questionnaire (to be completed)

ANNEX D Pricing schedule (to be completed)

ANNEX E Background Information on CW, its current finance and ICT structures

Stage 2

ANNEX F demonstration scenarios will be circulated in advance to short-listed suppliers

(this stage will only be for the top 4 short listed tenders (maximum number) who will be sent details of the demonstration scenarios in Annex F. The envisaged date of these demonstrations will be on the 3rd and 4th of December in Cardiff).

Annex F will contain the demonstration scenarios that short listed suppliers will be required to undertake to evidence the specification completed in Annex B. It will be sent in advance to short-listed suppliers. It will outline the requirements for a formal demonstration of a number of test scenarios which evidence the system functionality and operability (the test scenarios will only be provided after submission of tenders to shortlisted suppliers to enable a product demonstration to a tender assessment panel). The scenarios (circa 15) will be mainly drawn from the mandatory specifications and will enable the quality of the system to be scored.

(WA Ref:36514)


Additional Documentation

v3 ITT payroll system
v3 payroll agreement Annex A
V4 Payroll Systems specification Annex B
v3 Annex C payroll business capability questionaire
v3 payroll pricing schedule Annex D
V3 Annex E payroll Overview and Background Information


Publication date of this notice


Express an interest online