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PROCUREMENT OPPORTUNITY

HR and Payroll System (5 Year contract)

East Kent Colleges Group · Contract details notice on Find a Tender

Tender information last checkedLast checked 3 Oct 2026, 13:37.

Opportunity overview

As a family of six community-based colleges across East Kent, EKC Group's mission is to play a leading role for East Kent in developing the economic and social prosperity of the communities we serve. The Group's current Human Resources and Payroll system is being phased out by the supplier from 31 March 2026 and this has bought forward a planned procurement exercise for these solutions. The Group employs over 1500 staff and provides HR and payroll services for our sister EKC Schools Trust, which has 700 employees over 15 schools. We have a wholly owned subsidiary that runs a Hotel which has 41 employees and a Tronc Scheme of 51 employees. At present the Group has proprietary software for performance management, leave and expenses claims and a third-party recruitment and onboarding system (e-ploy). Whilst these could be maintained this tender includes the potential to include these elements within the overall software supplied.

Awarded to

Amounts belong to published awards or contracts. Where several suppliers share one value, it is labelled as shared and is not a supplier-specific allocation.

HEALTHBOXHR LTD

Matched by number
Contract value
£412.6k
Awarded
Not supplied
Contract signed
23 Dec 2025
Including VAT
£495.1k
Award ID
1
Status
active
Identifier
GB-COH 16132339
Location
Ascot, UKJ11, SL5 9FE, United Kingdom

Classification

No classification was supplied.

Lots

  • Lot 1Value not stated

Documents and notices

Published notice details

Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.

Scope, procedure and submissions

Id
ocds-h6vhtk-05d6e8
Status
complete
Procurement Method
open
Procurement Method Details
Competitive flexible procedure

Legal basis

Id
2023/54
Scheme
UKPGA

Lots and requirements

Entry 1
Id
1
Status
complete

Published documents

Entry 1
Id
conflictOfInterest
Document Type
conflictOfInterest
Description
Not published

Buyer, suppliers and contacts

Organisation 1
Name
East Kent Colleges Group
Id
GB-UKPRN-10006570

Identifier

Scheme
GB-UKPRN
Id
10006570

Additional Identifiers

Entry 1
Scheme
GB-PPON
Id
PYPY-4814-DDBH

Address

Street Address
Ramsgate Road
Locality
Broadstairs
Postal Code
CT10 1PN
Country
GB
Country Name
United Kingdom
Region
UKJ44

Contact

Roles

buyer

Details

Classifications

Entry 1
Scheme
UK_CA_TYPE
Id
publicAuthoritySubCentralGovernment
Description
Public authority - sub-central government
Organisation 2
Name
HEALTHBOXHR LTD
Id
GB-COH-16132339

Identifier

Scheme
GB-COH
Id
16132339

Additional Identifiers

Entry 1
Scheme
GB-PPON
Id
PJJT-5168-QLVH

Address

Street Address
Ascot Business Park Second Floor, 2 Queens Square
Locality
Ascot
Postal Code
SL5 9FE
Country
GB
Country Name
United Kingdom
Region
UKJ11

Contact

Roles

supplier

Details

Scale
sme
Vcse
No
Public Service Mission Organization
No
Sheltered Workshop
No

Award information

Award 1
Id
1
Status
active
Main Procurement Category
services

Items

Item 1
Id
1
Related Lot
1

Additional Classifications

Entry 1
Scheme
CPV
Id
79631000
Description
Personnel and payroll services

Delivery locations

Entry 1
Region
UKJ
Country
GB
Country Name
United Kingdom

Suppliers

Supplier 1
Id
GB-COH-16132339
Name
HEALTHBOXHR LTD

Related lots

1

Contracts and changes

Entry 1
Id
1
Award ID
1
Status
active
Has Renewal
Yes
Above Threshold
Yes
Date Signed
23 Dec 2025, 00:00

Period

Starts
23 Dec 2025, 00:00
Ends
22 Dec 2030, 23:59
Max Extent Date
31 Mar 2034, 23:59

Renewal

Description
If EKC Group is satisfied with the service and quality of the system a 3-year renewal term can be enacted.

Value

Including VAT
495,072
Amount
412,560
Currency
GBP

Documents

Entry 1
Id
A-13863
Document Type
contractSigned
Description
Contract is partially redacted for reasons of commercial sensitivity.
Format
application/pdf
Entry 2
Id
026700-2026
Document Type
contractNotice
Notice Type
UK7
Description
Contract details notice on Find a Tender
Published
24 Mar 2026, 11:25
Format
text/html

Agreed Metrics

Entry 1
Id
1
Title
System Operations
Description
-Service standards as per contractual agreement to provide and maintain uptime of 99.99% good service during normal business hours. -The 00.01% downtime will be resolved within not more than 3 hours.

Observations

Entry 1
Id
frequency

Period

Duration In Months
12
Entry 2
Id
2
Title
Financial accuracy & accessibility
Description
- Measurable Payroll processing time, and visible efficiency metrics - Tax Code Downloadable - Swift Calculating Time -Trackable ratios of payroll runs completed without errors, which is crucial for maintaining accuracy. -End-to-end data flow accurately from the HR side to the payroll side (including for new starters entered, and job changes etc). This must be at 100% to ensure that 'gross to net pay' match

Observations

Entry 1
Id
frequency

Period

Duration In Months
12
Entry 3
Id
3
Title
HR Compliance Reporting
Description
FE Workforce Data Collection-Staff Record Specification: -To enable the mandatory data collection to provide a technical specification and file format of the FE Workforce staff record to enable the intended audience to be able to meet the requirements for FE Workforce staff data return for the current academic year. This is an annual submission. -The FE and skills sector in England will use the FE Workforce Data Collection to collect data about staff and recruitment in the sector. This will bring the knowledge of the workforce in FE on a par with that of schools and higher education. The workforce collection will include demographic and personal characteristics, such as ethnicity and disability data, which will enable better planning and understanding of the impact of government policies on diversity in FE staffing and leadership. It will support the delivery of technical education reforms crucial to individual and national prosperity and be used to plan, implement, and evaluate FE workforce policy. In addition, it will provide the ability to assess and analyse the capacity of the FE workforce and generate valuable outputs for providers for planning, analysis, bench marking and skills gaps.

Observations

Entry 1
Id
frequency

Period

Duration In Months
12

Recorded locations

  • Buyer location · Broadstairs · UKJ44 · CT10 1PN · United Kingdom

Notice and amendment history

1 published notice version reviewed by ProcuraAxis.

1 VERSION
  1. 026700-2026Contract details notice on Find a Tender ·