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Cymraeg

UK4

Provision of a fully bilingual (Welsh and English) HR Information System (HRIS)

  • First published: 21 January 2026
  • Last modified: 21 January 2026
  • Version: 1
  • Record interest

     

    This file may not be fully accessible.

  •  

Contents

Summary

OCID:
ocds-h6vhtk-05ee64
Published by:
Social Care Wales
Authority ID:
AA0289
Publication date:
21 January 2026
Deadline date:
16 February 2026
Notice type:
UK4
Has documents:
Yes
Has SPD:
No
Has Carbon Reduction Plan:
N/A

Abstract

The purpose of this procurement is to select and implement a modern, secure, fully bilingual (Welsh and English) Human Resources Information System (HRIS) that will replace Social Care Wales’s current HR platform (Ciphr). The new system must improve and streamline HR processes, support efficient workforce management, ensure legal compliance with Welsh language standards, and provide better user experience for employees, managers, and HR teams.It aims to deliver a solution that enables a smooth, well‑managed implementation ready for Day‑1 operation on 1 September 2026.

Full notice text

Scope

Procurement reference

HRIS

Procurement description

The purpose of this procurement is to select and implement a modern, secure, fully bilingual (Welsh and English) Human Resources Information System (HRIS) that will replace Social Care Wales’s current HR platform (Ciphr). The new system must improve and streamline HR processes, support efficient workforce management, ensure legal compliance with Welsh language standards, and provide better user experience for employees, managers, and HR teams.

It aims to deliver a solution that enables a smooth, well‑managed implementation ready for Day‑1 operation on 1 September 2026.

Main category

Services

Delivery regions

  • UKL - Wales

Total value (estimated, excluding VAT)

125000 GBP to 125000GBP

Contract dates (estimated)

05 May 2026, 00:00AM to 30 April 2029, 23:59PM

Extension end date (if all the extensions are used): 30 April 2031

Contracting authority

Social Care Wales

Identification register:

  • GB-PPON

Address 1: South Gate House

Town/City: Cardiff

Postcode: CF10 1EW

Country: United Kingdom

Website: http://www.socialcare.wales

Public Procurement Organisation Number: PTTZ-7468-NYRQ

Contact name: Procurement Team

Email: procurement@socialcare.wales

Organisation type: Public authority - sub-central government

Devolved regulations that apply: Wales

Procedure

Procedure type

Competitive flexible procedure

Is the total value above threshold?

Above threshold

Lots

Divided into 1 lots

Lot number: 1

CPV classifications

  • 48450000 - Time accounting or human resources software package
  • 72263000 - Software implementation services

Delivery regions

  • UKL - Wales

Lot value (estimated)

125000 GBP Excluding VAT

150000 GBP Including VAT

Criteria used to select suppliers to tender for this lot

true

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

05 May 2026, 00:00AM

Contract end date (estimated)

30 April 2029, 23:59PM

Extension end date (estimated)

30 April 2031, 23:59PM

Can the contract be extended?

Yes

Description of extensions

The contract will run initially from 1 May 2026 – 30 April 2029 years with a possibility of being extended for a further 24 months until 30 April 2031, up to a total period of 5 years.

Participation

Conditions

Economic

Conditions of participation

See Appendix 1 - WPSQ

Conditions

Economic

Conditions of participation

See Appendix 1 - WPSQ

Conditions of participation

Suppliers will be selected to proceed to tender based on their responses to the Welsh Procurement Specific Questionnaire (WPSQs). The purpose of this first stage is to confirm that suppliers have the minimum capability, experience, and organisational capacity required to deliver the HRIS solution.

Award criteria

Type: quality

Name

Quality

Description

Assessment of technical ability to fulfil requirements

Weighting: 45.00

Weighting type: percentageExact

Type: quality

Name

Social Value

Description

Assessment of value adding services beyond the scope of the requirements

Weighting: 5.00

Weighting type: percentageExact

Type: cost

Name

Price

Description

Evaluation of costs to fulfil the requirements

Weighting: 15.00

Weighting type: percentageExact

Type: quality

Name

Product Demonstrations

Description

This stage will enable each shortlisted Supplier to demonstrate to Social Care Wales that their proposed solution is capable of meeting the requirements of the Contract.

Weighting: 35.00

Weighting type: percentageExact

Submission

Documents

Expression of interest deadline

16 February 2026, 12:00PM

Enquiry deadline

04 February 2026, 17:00PM

Date of award of contract

22 April 2026, 23:59PM

Submission address and any special instructions

https://www.sell2wales.gov.wales

May tenders be submitted electronically?

Yes

Is this a recurring procurement?

No

Publication date of next tender notice (estimated)

31 January 2031, 23:59PM

Languages that may be used for submission

  • Welsh
  • English

Expression of interest deadline

16 February 2026, 12:00PM

Enquiry deadline

04 February 2026, 17:00PM

Date of award of contract

22 April 2026, 23:59PM

Submission address and any special instructions

https://www.sell2wales.gov.wales

May tenders be submitted electronically?

Yes

Is this a recurring procurement?

No

Publication date of next tender notice (estimated)

31 January 2031, 23:59PM

Languages that may be used for submission

  • Welsh
  • English

ID

L-2

Document type

Bidding documents

Description

Competitive Flexible Procedure Invitation to Tender - HRIS

ID

L-3

Document type

Bidding documents

Description

Gwahoddiad i Dendro Gweithdrefn Hyblyg Gystadleuol - HRIS

ID

L-4

Document type

Bidding documents

Description

Appendix 1 - WPSQ

ID

L-5

Document type

Bidding documents

Description

Atodiad 1 - WPSQ

ID

L-6

Document type

Bidding documents

Description

Appendix 2 – Specification

ID

L-7

Document type

Bidding documents

Description

Appendix 3 – Social Care Wales’s tone of voice guidelines

ID

L-8

Document type

Bidding documents

Description

Atodiad 3 - Canllaw ein llais Gofal Cymdeithasol Cymru

ID

L-9

Document type

Bidding documents

Description

Appendix 4 – Social Care Wales’s branding guidelines

ID

L-10

Document type

Bidding documents

Description

Atodiad 4 - Canllawiau brand Gofal Cymdeithasol Cymru

ID

L-11

Document type

Bidding documents

Description

Appendix 5 - Form of Tender

ID

L-12

Document type

Bidding documents

Description

Atodiad 5 - Ffurflen Tendro

ID

L-13

Document type

Bidding documents

Description

Appendix 6 - Social Care Wales Contractual Terms

ID

L-14

Document type

Bidding documents

Description

Atodiad 2 - Manyleb

ID

future

Document type

Bidding documents

Document type

Stage 2 - The Invitation to Tender (ITT) and all associated tender documents will be issued via Sell2Wales to all Suppliers that successfully pass Stage 1.

Stage 3 - Will commence with the issuing of a formal letter (via email) inviting the shortlisted Suppliers to participate in product demonstrations.

ID

conflictOfInterest

Document type

Conflict of interest

Description

Not published

Coding

Commodity categories

ID Title Parent category
There are no commodity categories for this notice.

Delivery locations

ID Description
1011 Isle of Anglesey

Document family

Notice details
Publication date:
04 December 2025
Deadline date:
13 January 2026 23:59
Notice type:
UK2
Version:
1
Authority name:
Social Care Wales
Publication date:
21 January 2026
Deadline date:
16 February 2026 12:00
Notice type:
UK4
Version:
1
Authority name:
Social Care Wales

About the buyer

Main contact:
n/a
Admin contact:
n/a
Technical contact:
n/a
Other contact:
n/a

Further information

Date Details

Postbox

The awarding buyer has indicated that it will accept electronic responses to this notice via the Tender Submission Postbox facility.

Submit your tender response electronically in a secure environment.

To create an electronic response please click the "Add to my interest list" button at the top of the page.

For more information on the Postbox Facility please refer to the user guide:

Q&A

Ask the buyer any questions you may have relating to this notice. To ask the buyer a question or questions please click the "View Questions and Answers" button.

Additional documents

The following additional documents have been attached to this notice. To obtain these documents please select the individual file names below.

Current documents

zip
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pdf
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pdf426.61 KB
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xlsx
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xlsx35.07 KB
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pdf
pdf319.92 KB
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pdf
pdf467.02 KB
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pdf
pdf483.04 KB
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pdf
pdf3.29 MB
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pdf
pdf3.13 MB
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docx
docx30.43 KB
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docx
docx31.34 KB
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pdf
pdf514.24 KB
This file may not be accessible.
pdf
pdf399.21 KB
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Replaced documents

There are no previous versions of these documents.

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