Voluntary ex ante transparency notice
Directive 2014/24/EU
Section I: Contracting
entity
I.1) Name and addresses
Moat Homes Limited
17434R
Mariner House, Galleon Boulevard, Crossways
Dartford
DA26QE
UK
Contact person: Procurement Department
Telephone: +44 3003230011
E-mail: Tenders@moat.co.uk
NUTS: UKJ43
Internet address(es)
Main address: https://www.moat.co.uk/
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Housing and community amenities
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Contract Variation for Continued Provision of HRIS Solution
II.1.2) Main CPV code
79631000
II.1.3) Type of contract
Services
II.1.4) Short description
This contract variation covers the continued provision of Moat's HRIS platform, including modules for HR, Recruitment, Payroll, and Expenses, provided by The Access Group. The variation reflects a shift to the Access Evo solution following product retirement of the previous platform
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
591 932.76
GBP
II.2) Description
II.2.2) Additional CPV code(s)
48422000
48442000
48450000
72212450
79631000
II.2.3) Place of performance
NUTS code:
UKJ
II.2.4) Description of the procurement
The procurement relates to a contract variation with The Access Group to continue provision of an integrated HRIS solution via the Access Evo platform. The contract includes modules for HR (employee records, case management), Recruitment (ATS and onboarding), Payroll (monthly processing, payslip management), and Expenses (claim submission and approval). The variation reflects updated commercial terms, a product upgrade to the Evo suite, and pricing aligned to a 24-month fixed term with a 24-month extension option. Benefits include continuity of service, improved system performance, and reduced risk from supplier-driven retirement of the previous solution.
For clarity, the price for the initial term of 24 months is £295,966.38
II.2.11) Information about options
Options:
Yes
Description of options:
24-month fixed term with a 24-month extension option.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Award of a contract without prior publication of a call for competition
Justification for selected award procedure:
The procurement falls outside the scope of application of the Directive
Explanation:
The extension is considered lawful under Regulation 72(1)(e) because:
1. The modification does not render the contract materially different in character: The contract remains for the provision of HRIS services, albeit with updated technical features and a revised pricing mechanism. The core nature of the services remains unchanged.
2. The modification does not change the economic balance in favour of the contractor: While the pricing mechanism has been updated, Moat will ensure that the revised terms reflect reasonable compensation and do not result in over-compensation.
3. The modification does not considerably extend the scope of the contract: The extension is limited in duration and scope, intended solely to allow time for a compliant re-procurement process.
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
Section V: Award of contract/concession
V.2 Award of contract/concession
V.2.1) Date of conclusion of the contract/concession
23/05/2025
V.2.2) Information about tenders
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
ACCESS UK LTD
2343760
Armstrong Building Oakwood Drive, Loughborough University Science & Enterprise Park
Loughborough
LE11 3QF
UK
NUTS: UKF2
The contractor is an SME:
No
V.2.4) Information on value of the concession and main financing terms (excluding VAT)
Initial estimated total value of the contract/lot/concession: 295 966.38 GBP
Total value of the concession/lot:
591 932.76
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.4) Procedures for review
VI.4.1) Review body
High Court of Justice
The Royal Courts of Justice, Strand
London
WC2A 2LL
UK
VI.5) Date of dispatch of this notice
23/05/2025