Tender for Payroll and HR Admin Services

Tender for Payroll and HR Admin Services

Westcountry Schools Trust are currently out to tender for the provision of payroll, HR admin and associated services.

United Kingdom-Ivybridge: Payroll management services

2020/S 250-626848

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Westcountry Schools Trust
Postal address: Ivybridge Community College, Harford Road
Town: Ivybridge
NUTS code: UKK41 Plymouth
Postal code: PL21 0JA
Country: United Kingdom
Contact person: Lorraine Ashover
E-mail: tenders@minervapcs.com
Telephone: +44 1256467107
Internet address(es):
Main address: https://www.westst.org.uk/


The procurement documents are available for unrestricted and full direct access, free of charge, at: https://in-tendhost.co.uk/minervapcs/aspx/Home
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://in-tendhost.co.uk/minervapcs/aspx/Home
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Other type: Educational institute

I.5)Main activity


Section II: Object

II.1)Scope of the procurement


Westcountry Schools Trust — Payroll, HR Admin and Associated Services


Reference number: MPN-10162

II.1.2)Main CPV code

79211110 Payroll management services

II.1.3)Type of contract


II.1.4)Short description:

Westcountry Schools Trust are currently out to tender for the provision of payroll, HR admin and associated services The Trust requires a supplier to undertake the payroll, HR Admin and associated services in accordance with good practice so as to provide a high service standard throughout the Trust for the benefit of their staff. Complete information regarding the service requirement for the Trust can be found in the statement of requirements which is part of the tender pack. The supplier 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 Central HR and Finance staff as well as named representatives (finance lead and HR admin lead) at each school.


II.1.5)Estimated total value

Value excluding VAT: 500 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)

79211110 Payroll management services
79631000 Personnel and payroll services

II.2.3)Place of performance

NUTS code: UKK41 Plymouth
Main site or place of performance:

The Trust main Central Team are based at Ivybridge Community College, Harford Road, Ivybridge, PL21 0JA. All other sites can be reviewed via the Trust website.


II.2.4)Description of the procurement:

Westcountry Schools Trust is a Multi Academy Trust consisting of 22 schools located in Devon. The Trust currently utilises three Local Authority providers (Devon, Cornwall and Plymouth) for provision of payroll and HR administration services. Whilst broadly happy with the service they are looking to make some changes. There are a number of issues with the current provision which mainly relate to the fact that the Trust are using three different service providers. The recent pay award is a prime example where this had to be instructed three separate times. Data, which is inconsistent, is in three different places, nothing is harmonised. In short, the situation as it stands is causing the Trust significant additional workload. Based on the number of payslips being processed, and contracts being issued, the Trust is keen to ensure that they appoint one sufficiently experienced and efficient service provider alongside seeking ‘best value’ in respect of all supplies of goods and services. Westcountry Schools 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 on 1 September 2021.


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: 500 000.00 GBP

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

Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

The contract will be awarded for an initial period of 3 years with two 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 five suppliers will be taken forward to the Invitation to Tender stage of the process. Where less than five 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 five 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.2.13)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

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

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information

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

Date: 29/01/2021
Local time: 17:00

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

Date: 24/02/2021

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


Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

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

Official name: Please refer to Section VI.4.3) Review procedure
Town: Please refer to Section VI.4.3) Review procedure
Country: United Kingdom

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

Westcountry Schools 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.5)Date of dispatch of this notice: