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PROCUREMENT OPPORTUNITY

Cabot Learning Federation - Provision of HR and Payroll System

Cabot Learning Federation Multi Academy Trust · Tender notice on Find a Tender

Tender information last checkedLast checked 30 Sept 2026, 20:36.

Opportunity overview

Tenderers are invited to tender for the provision of an HRIS solution and fully managed payroll service. Tenderers may propose either a fully integrated solution or separate HR and payroll systems, provided that data can be transferred securely, accurately and efficiently between the two systems, with minimal manual intervention. Full details of all contract requirements are set out in this document – Document 2: Specification of Requirements.

Classification

  • CPV48000000 — Software package and information systems
  • CPV79211110 — Payroll management services
  • CPV79631000 — Personnel and payroll services

Lots

  • Lot LOT-0000£1.4m

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
CLF01.01
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
6 Nov 2026, 12:00

Enquiry period

Ends
23 Oct 2026, 12:00

Expected award period

Ends
17 Dec 2026, 23:59

Recurrence

Dates

Entry 1
Starts
31 Mar 2032, 23:59

Contract terms

Financial Terms
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 All Inclusive Cost • System & Support – annually in advance • Payroll & Pension Service - Monthly invoice in arrears, per payslip charge

Lots and requirements

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

Value

Including VAT
1,680,000
Amount
1,400,000
Currency
GBP

Award criteria

Criteria

Criterion 1
Type
quality
Name
Quality Assessment
Description
(Software Functionality) 35% (Quality Questions) 25%

Numbers

Entry 1
Number
60
Weight
percentageExact
Criterion 2
Type
price
Name
Price Assessment
Description
The Tenderer with the lowest overall price position for the Trust over the contract period of 6 years will be awarded the full 40% the marks available for overall price. All other Tenderers’ scores will be calculated relative to this best overall financial offer

Numbers

Entry 1
Number
40
Weight
percentageExact

Selection criteria

Criteria

Criterion 1
Type
economic
Description
Bidders must demonstrate that their financial position is sufficiently robust to support both the implementation and ongoing delivery of the System. Bidders must provide their audited financial statements for the previous two financial years. Where audited accounts are not available, bidders should provide certified accounts or equivalent financial information. Bidders should disclose any known events that may materially impact their financial position during the contract term (for example, planned sale, refinancing, or restructuring). Minimum Turnover Requirement The bidder’s annual turnover must be at least two times the estimated annual contract value. Net Asset Position Bidders must demonstrate a positive net asset position in their most recent financial statements Liquidity and Access to Financial Resources Bidders must demonstrate access to adequate financial resources to support ongoing business operations and contractual commitments. Revenue Model Stability Bidders must describe their revenue model, including the proportion of income that is recurring, contractually committed, or otherwise predictable. The Trust will assess the economic and financial standing of bidders to ensure that the successful supplier has the financial capacity and resilience required to deliver the contract for its full duration. The Trust is seeking a financially resilient supplier capable of sustaining long-term service delivery. The assessment is designed to ensure resilience rather than favour organisations of a particular size. The assessment will be conducted in accordance with the principles of proportionality, transparency, and equal treatment. 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 = £10m b. b. Public Liability Insurance = £10m c. c. Professional Indemnity Insurance = £1m d. d. Product Liability Insurance = £1m e. Cyber and Data Protection Insurance = £1m
Criterion 2
Type
technical
Description
Relevant experience and contract examples – 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. The examples must be from the past three years. To constitute a pass, the minimum of two contract examples provided shall be relevant to the complexity of the requirement, with a sufficient level of detail that provides confidence in the Tenderer’s established past experience in similar and relevant projects/contracts from the education sector providing this HRIS Solution &Payroll and Pension service. Organisational Standards - Please provide details of the Quality Management and Information, Security standards such as ISO 9001 and ISO 27001, or equivalent internationally recognised certifications. You must confirm that the scope of these certifications explicitly covers the services proposed within this procurement. Where equivalent standards are offered, please explain how they meet or exceed the requirements of the specified ISO standards. Bidders must submit the following evidence: • Copies of current certification issued by an accredited certification body. • Copy of the certification scope statement demonstrating that the services being procured fall within the accredited scope. •Confirmation of certification validity dates. • Details of any non-conformities identified during the most recent audit and the corrective actions taken.

Suitability

Sme
Yes

Contract period

Starts
15 Jan 2027, 00:00
Ends
31 Jul 2031, 23:59
Max Extent Date
31 Jul 2032, 23:59

Renewal

Description
The estimated contract start date will be 15th January 2027, with the system/service go-live planned for June – July 2027 and is to be for a period of four (4) years from system go-live, with the possible extension of two (2) further years in 12-month intervals (4 + 1 +1).

Options

Description
The description of the options. The right to additional purchases while the contract is valid. To enable schools who join the Trust to be added to the Contract and for additional modules or services to be included that relate to HR and Payroll and Pension Service.

Items and delivery

Item 1
Id
LOT-0000
Related Lot
LOT-0000

Additional Classifications

Entry 1
Scheme
CPV
Id
79211110
Description
Payroll management services
Entry 2
Scheme
CPV
Id
48000000
Description
Software package and information systems
Entry 3
Scheme
CPV
Id
79631000
Description
Personnel and payroll services

Delivery locations

Entry 1
Region
UKK
Country
GB
Country Name
United Kingdom

Published documents

Entry 1
Id
conflictOfInterest
Document Type
conflictOfInterest
Description
Not published
Entry 2
Id
092572-2026
Document Type
tenderNotice
Notice Type
UK4
Description
Tender notice on Find a Tender
Published
30 Sept 2026, 16:46
Format
text/html

Planning and budget

No Engagement Notice Rationale
The Trust initially intended to award the contract by way of a call-off under an existing framework and engaged with suppliers appointed to that framework to explore that route. As the engagement was undertaken in connection with the proposed framework call-off, the Trust did not publish a preliminary market engagement notice. Information obtained through the engagement informed the Trust’s procurement strategy, following which it decided not to proceed with the framework call-off and instead to conduct an open procedure. The Trust has taken appropriate steps to ensure that suppliers involved in the engagement are not unfairly advantaged and that competition is not distorted, including making relevant information arising from the engagement available through the procurement documents.

Buyer, suppliers and contacts

Organisation 1
Name
PHP Law LLP
Id
GB-PPON-PPRM-9434-VNYQ

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
Claire Jones
Telephone
+44 01234567890

Roles

buyer
processContactPoint

Details

Classifications

Entry 1
Scheme
UK_CA_TYPE
Id
publicAuthoritySubCentralGovernment
Description
Public authority - sub-central government
Organisation 2
Name
Cabot Learning Federation Multi Academy Trust
Id
GB-PPON-PQMH-7586-GPYL

Identifier

Scheme
GB-PPON
Id
PQMH-7586-GPYL

Address

Street Address
Kings Oak Academy, Brook Road
Locality
Kingswood, Bristol
Postal Code
BS15 4JT
Country
GB
Country Name
United Kingdom
Region
UKK12

Contact

Roles

buyer

Details

Classifications

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

Recorded locations

  • Buyer location · Kingswood, Bristol · UKK12 · BS15 4JT · United Kingdom
  • Delivery location · UKK · United Kingdom

Notice and amendment history

1 published notice version reviewed by ProcuraAxis.

1 VERSION
  1. 092572-2026Tender notice on Find a Tender ·