ProcuraAxisBeta
Sign inCreate Free Account
Home / Opportunities / Opportunity
PROCUREMENT OPPORTUNITY

Diocese of St Albans Provision of Integrated HR and Payroll System

Diocese of St Albans · Tender notice on Find a Tender

Tender information last checkedLast checked 26 Sept 2026, 22:47.

Opportunity overview

This tender opportunity has been issued by Diocese of St Albans Multi Academy Trust (the Trust), and Tenderers are invited to tender for the provision of an integrated Human Resources and Payroll system, with the capability to support a fully managed payroll service. The solution must enable compliant payroll and workforce administration in accordance with relevant legislation, HMRC requirements, Teachers’ Pension Scheme (TPS) and Local Government Pension Scheme (LGPS) regulations, statutory employment obligations, and sector best practice. It must also provide the transparency, reporting capability, and internal controls necessary to support efficient Trust-wide operations.

Classification

  • CPV48000000 — Software package and information systems
  • CPV79631000 — Personnel and payroll services

Lots

  • Lot LOT-0000£650k

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
DSAMAT01.02
Status
active
Procurement Method
open
Procurement Method Details
Open procedure
Main Procurement Category
services
Above Threshold
Yes
Has Recurrence
Yes
Published risks
1. Data Accuracy & Input Risk: Inconsistent or late inputs from academies can cause payroll errors. 2. Integration & Systems Compatibility Risks: Unclear or evolving integration requirements may disrupt operations. 3. Implementation & Transition Risks: Complex migrations, legacy data, and tight timelines can cause failures. 4. Compliance & Legislative Risk: High risk of non‑compliance with LGPS, TPS, HMRC, and sector requirements. 5. Governance & Approval‑Chain Risk: Multi‑level approvals may delay payroll runs. 6. Service Reliability & Business Continuity: Outages or poor resilience may cause missed pay dates. 7. Vendor Performance, Capacity & Resourcing Risks: Under‑resourcing can slow turnaround and increase errors. 8. Query Management & Support Risk: Insufficient helpdesk responsiveness impacts accuracy and staff satisfaction. 9. Contractual & Liability Risks: Liability caps may be insufficient for high‑impact payroll errors. 10. Scalability & Expansion Risks: Onboarding new schools can be delayed or inaccurate. 11. Cultural, Process & Change Management Risk: Low adoption and inconsistent processes increase error likelihood. 12. Trust Control & Visibility Risk: Reduced visibility or audit access undermines governance.

Legal basis

Id
2023/54
Scheme
UKPGA

Covered By

GPA

Submission terms

Electronic Submission Policy
allowed

Languages

en

Tender Period

Ends
4 Sept 2026, 12:00

Enquiry period

Ends
4 Sept 2026, 12:00

Expected award period

Ends
11 Nov 2026, 23:59

Recurrence

Dates

Entry 1
Starts
1 Jul 2032, 23:59

Contract terms

Financial Terms
57. The Trust requires the following payment profile: a. Implementation Costs • 25% invoiced upon Contract Signature • 25% invoiced upon completion of the build • 25% following completion of testing • 25% following go live plus 1 month a. Table B All Inclusive Cost • Monthly invoice in arrears

Lots and requirements

Entry 1
Id
LOT-0000
Status
active
Has Renewal
Yes
Has Options
Yes

Value

Including VAT
780,000
Amount
650,000
Currency
GBP

Award criteria

Criteria

Criterion 1
Type
quality
Name
Quality Questions
Description
Implementation & Transition Delivery 4.0% Quality of People & Support Team 5.0% Quality of Managed Payroll Service Provision 5.0% Customer Retention & Client Success 4.0% Service Support Model & Responsiveness 2.0% Contract Management & Strategic Partnership 1.5% Service Performance Monitoring & Continuous Improvement 1.5% Innovation, Product Roadmap & Future Fit 1.0% Complaint Resolution & Escalation 1.0%

Numbers

Entry 1
Number
25
Weight
percentageExact
Criterion 2
Type
quality
Name
Software - Technical Requirements
Description
“Must” (Importance of Requirement Column C in Document 4a) 35% 20.0% “Should” (Importance of Requirement Column C in Document 4a) 10.0% “Could” (Importance of Requirement Column C in Document 4a) 5.0%

Numbers

Entry 1
Number
35
Weight
percentageExact
Criterion 3
Type
price
Name
Price

Numbers

Entry 1
Number
40
Weight
percentageExact

Selection criteria

Criteria

Criterion 1
Type
economic
Description
To constitute a pass, Tenderers must demonstrate their economic and financial standing in accordance with the following: Due diligence checks will be undertaken on the preferred Tenderer’s accounts to determine a Tenderer’s financial standing. This will incorporate credit checks and a financial appraisal. To constitute a pass, tenderers must: a) Complete a credit check & financial appraisal. No outstanding CCJ’s or bankruptcy must be shown. A financial appraisal will be based upon the organisations gearing ratio, acceptable rates are around a target of 2:1 b) A minimum average annual turnover over the past two years of 1.5 times the Total Contract Value. Any answers which lead the Trust, acting reasonably, to conclude, considering the risk that the relevant answer suggests about the Tenderer’s ability to properly perform the specification, then the Tenderer may be rejected. Insurance requirements - can commit to obtain, prior to the award of the contract, the levels of insurance cover indicated below a. Employer’s (Compulsory) Liability Insurance* = £5m b. Public Liability Insurance = £5m c. Professional Indemnity Insurance = £1m d. Product Liability Insurance = £1m e. Cyber and Data Protection Insurance = £1m
Criterion 2
Type
technical
Description
Provide details of up to three contracts to meet conditions of participation relating to technical ability set out in the relevant notice or procurement documents, in any combination from the education sector. To constitute a pass, the contract examples provided shall be relevant to the requirement, with a sufficient level of detail that provides confidence in the Tenderer’s established past experience in similar and relevant projects/contracts. If you cannot provide at least one example of previous contracts, please provide an explanation for this and how you meet the conditions of participation relating to technical ability.

Suitability

Sme
Yes

Contract period

Starts
1 Apr 2027, 01:00
Ends
31 Mar 2030, 23:59
Max Extent Date
31 Mar 2033, 23:59

Renewal

Description
3 further 1 yesr extensions (3+1+1+1)

Options

Description
To include additional schools or additional related services or software modules The contract value is a breakdown of £350k, plus £300k to enable school growth in the Trust

Items and delivery

Item 1
Id
LOT-0000
Related Lot
LOT-0000

Additional Classifications

Entry 1
Scheme
CPV
Id
79631000
Description
Personnel and payroll services
Entry 2
Scheme
CPV
Id
48000000
Description
Software package and information systems

Delivery locations

Entry 1
Region
UKH2
Country
GB
Country Name
United Kingdom

Published documents

Entry 1
Id
conflictOfInterest
Document Type
conflictOfInterest
Description
Not published
Entry 2
Id
067820-2026
Document Type
tenderNotice
Notice Type
UK4
Description
Tender notice on Find a Tender
Published
17 Jul 2026, 13:45
Format
text/html

Planning and budget

No Engagement Notice Rationale
The Trust did not carry out preliminary market engagement (PME) prior to tender publication to prepare for this procurement. Tenderers shall be aware that under the Act, the Trust is not obligated to carry out PME. The justification is that the requirements are not complex, or niche and the Contracting Authority already has an understanding of what they want the service to deliver and the market is known.

Buyer, suppliers and contacts

Organisation 1
Name
PHP Law LLP
Id
GB-PPON-PPRM-9434-VNYQ
Role Details
Procurement Consultant

Identifier

Scheme
GB-PPON
Id
PPRM-9434-VNYQ

Address

Street Address
Unit 3 The Brutus Centre Station Road Totnes
Locality
Totnes
Postal Code
TQ9 5RW
Country
GB
Country Name
United Kingdom
Region
UKK43

Contact

Name
Josie Medforth

Roles

procuringEntity
processContactPoint
Organisation 2
Name
Diocese of St Albans
Id
GB-PPON-PVHB-5837-LVDN

Identifier

Scheme
GB-PPON
Id
PVHB-5837-LVDN

Address

Street Address
Manshead Ce Academy Dunstable Road, Caddington
Locality
Luton
Postal Code
LU1 4BB
Country
GB
Country Name
United Kingdom
Region
UKH25

Contact

Name
Claire Jone

Roles

buyer

Details

Classifications

Entry 1
Scheme
UK_CA_TYPE
Id
publicAuthoritySubCentralGovernment
Description
Public authority - sub-central government

Recorded locations

  • Buyer location · Luton · UKH25 · LU1 4BB · United Kingdom
  • Delivery location · UKH2 · United Kingdom

Notice and amendment history

1 published notice version reviewed by ProcuraAxis.

1 VERSION
  1. 067820-2026Tender notice on Find a Tender ·