Tender for HR and Payroll Services

Tender for HR and Payroll Services

The contract will commence on 1.1.2018 for an initial period of 3 years, with the opportunity to extend by a further term.

United Kingdom-Tewkesbury: Personnel and payroll services

2017/S 116-233493

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Tewkesbury School
Ashchurch Road
GL20 8DF
United Kingdom
Telephone: +44 1276-673880
E-mail: pqq@litmuspartnership.co.uk
NUTS code: UKK13

Internet address(es):Main address: http://www.tewkesburyschool.org

I.2)Joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at: http://www.litmuspartnership.co.uk/project/tewkesbury_school
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

Body governed by public law

I.5)Main activity


Section II: Object

II.1)Scope of the procurement


Tewkesbury School ~ Tender for HR and Payroll Services.

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

Tewkesbury School is a large co-educational secondary school which opened in September 1972. There are circa 1 700 students, including over 350 in the Sixth Form. There are circa 200 teaching and support staff employed by the School.

The contract will commence on 1.1.2018 for an initial period of 3 years, with the opportunity to extend by a further term at the governor’s discretion (up to a maximum of 6 years in total). There is no TUPE of staff within the expected scope of this procurement exercise.

Tewkesbury School already holds Academy status, however this contract may, within the term of the initial contract, be extended to include other secondary and primary schools that may be brought within scope of a newly formed Multi-Academy Trust. A capability for bespoke management Key Performance Indicator (KPI) reporting is therefore required, at both individual site and at a consolidated MAT level.

II.1.5)Estimated total value

Value excluding VAT: 200 000.00 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: UKK13
Main site or place of performance:

Tewkesbury School, Gloucestershire, United Kingdom.

II.2.4)Description of the procurement:

The HR and payroll services are currently provided via Gloucestershire County Council. This is the first time the service has been subjected to a competitive tender exercise. The scope of the service required has been described as ‘both electronic payroll processing and flexible HR “cradle to grave” employee support’.

Initial high-level requirements that have been identified include the following:

— System compatibility with current school finance and HR reporting systems;

— Robust system stability, data security, controlled access, data backup and disaster recovery processes and procedures;

— Project management during contract mobilisation, which shall parallel process prior to full operational launch;

— Remote help-desk support and initial on-site training for HR staff and school employees;

— Onsite and remote electronic access by employees, to personal HR and6 payroll documentation and school policies;

— Structured management reviews for the continuous improvement and refinement of the support service;

— Access by authorised school HR specialists to the HR and payroll system, for management and reporting purposes.

The successful Supplier will be expected to deliver a concise and detailed method of management reporting at the end of each month thus updating the senior management team within Tewkesbury School on the contract performance through agreed KPIs.

We are seeking a suitably experienced Supplier who has current experience of working within the secondary school or HE / FE marketplace, ideally with a strong operational base within the Midlands, thus allowing for adequate contract support.

The projected value of the service for the current year, for Tewkesbury School alone, is 30 000 GBP, although an additional set-up and system installation cost is anticipated, if migrating to a new service provider.

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: 200 000.00 GBP

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

Start: 01/01/2018
End: 31/12/2023
This contract is subject to renewal: no

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

Envisaged minimum number: 5
Maximum number: 10
Objective criteria for choosing the limited number of candidates:

A minimum of 5 suppliers and a maximum of 10 suppliers will be taken forward to the 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 tender stage. Where more than 5 suppliers meet the minimum standard, those suppliers with the highest scores will proceed to the tender stage.

II.2.10)Information about variants

Variants will be accepted: yes

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

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: 21/07/2017
Local time: 12:00

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

Date: 08/09/2017

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:

Interest in the selection process should be expressed via email only to pqq@litmuspartnership.co.uk clearly stating within this email which contract / notice you are referring to. Please also provide, as a minimum, a contact name, full company postal address and telephone number.

The Selection Questionnaire and associated documents can be obtained at: http://www.litmuspartnership.co.uk/project/tewkesbury_school

The closing date for receipt of the Selection Questionnaire is 21.7.2017 (12:00). Suppliers are required to ensure that documents are obtained and returned to The Litmus Partnership Limited, by email to pqq@litmuspartnership.co.uk by the above closing date and time.

Documents in respect of economic / financial standing (where indicated in the Selection Questionnaire) shall be returned to The Litmus Partnership Limited, by email to pqq@litmuspartnership.co.uk by the above closing date and time.

It will be the Supplier’s responsibility to obtain any necessary documents in order to submit a response by the closing date and time.

The contracting authority reserves the right not to award any or part of the contract which is the subject of this Contract Notice and reserves the right to terminate the procurement process at any time.

The contracting authority will not be liable for any costs incurred by those expressing an interest in tendering for this contract opportunity.

The contracting authority will consider variant bids, evaluating them (so far as the variant or the evaluation of the variant is in the opinion of the contracting authority practicable) on the same basis as a conforming bid, but shall not be obliged to accept any such bid in preference to a conforming bid even if the variant bid scores more highly. No variant will be considered unless the bidder simultaneously submits a conforming bid.

VI.4)Procedures for review

VI.4.1)Review body

Tewkesbury School
United Kingdom
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:



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