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UK4

Human Resource and Payroll System

  • First published: 05 June 2026
  • Last modified: 05 June 2026
  • Version: 1
  • Record interest

     

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Documents for this notice are only available to suppliers who have noted interest.

To access the documents, please click the "Note Interest" button above to add this notice to your Current Notices.

Contents

Summary

OCID:
ocds-h6vhtk-06aee4
Published by:
South Wales Fire and Rescue Service
Authority ID:
AA0360
Publication date:
05 June 2026
Deadline date:
08 July 2026
Notice type:
UK4
Has documents:
Yes
Has SPD:
No
Has Carbon Reduction Plan:
N/A

Abstract

The intended outcome of this procurement is the award of a contract to a single supplier capable of delivering a secure, reliable and integrated HR and Payroll solution that will:

• Accurately and efficiently process payroll for the Service’s workforce

• Provide a single, trusted source of employee data

• Support core HR functions including recruitment, onboarding, learning and development, performance management, absence management and reporting

• Improve accessibility and user experience for employees, managers and People Services staff

• Strengthen compliance with data protection, employment legislation, Welsh Language Standards and equality requirements

• Reduce reliance on manual processes, improve data quality and enhance management information

• Provide resilience, business continuity and scalability to support future organisational needs

Full notice text

Scope

Procurement reference

SWEU067

Procurement description

The intended outcome of this procurement is the award of a contract to a single supplier capable of delivering a secure, reliable and integrated HR and Payroll solution that will:

• Accurately and efficiently process payroll for the Service’s workforce

• Provide a single, trusted source of employee data

• Support core HR functions including recruitment, onboarding, learning and development, performance management, absence management and reporting

• Improve accessibility and user experience for employees, managers and People Services staff

• Strengthen compliance with data protection, employment legislation, Welsh Language Standards and equality requirements

• Reduce reliance on manual processes, improve data quality and enhance management information

• Provide resilience, business continuity and scalability to support future organisational needs

Main category

Goods

Delivery regions

  • UKL22 - Cardiff and Vale of Glamorgan
  • UKL21 - Monmouthshire and Newport
  • UKL17 - Bridgend and Neath Port Talbot
  • UKL15 - Central Valleys
  • UKL16 - Gwent Valleys

Total value (estimated, excluding VAT)

2650000.00 GBP to 2650000.00GBP

Contract dates (estimated)

01 October 2026, 00:00AM to 30 September 2033, 23:59PM

Extension end date (if all the extensions are used): 30 September 2038

Contracting authority

South Wales Fire and Rescue Service

Identification register:

  • GB-PPON

Address 1: South Wales Fire and Rescue Service Headquarters

Town/City: Llantrisant

Postcode: CF72 8LX

Country: United Kingdom

Website: https://www.southwales-fire.gov.uk

Public Procurement Organisation Number: PQMW-9436-MMYZ

Contact name: Lee Bunkham

Email: L-Bunkham@southwales-fire.gov.uk

Telephone: 01443232090

Organisation type: Public authority - sub-central government

Devolved regulations that apply: Wales

Procedure

Procedure type

Open procedure

Is the total value above threshold?

Above threshold

Trade agreements

Government Procurement Agreement (GPA)

Lots

Divided into 1 lots

Lot number: 1

CPV classifications

  • 48450000 - Time accounting or human resources software package

Delivery regions

  • UKL22 - Cardiff and Vale of Glamorgan
  • UKL21 - Monmouthshire and Newport
  • UKL17 - Bridgend and Neath Port Talbot
  • UKL15 - Central Valleys
  • UKL16 - Gwent Valleys

Lot value (estimated)

2650000.00 GBP Excluding VAT

3180000.00 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Contract start date (estimated)

01 October 2026, 00:00AM

Contract end date (estimated)

30 September 2033, 23:59PM

Extension end date (estimated)

30 September 2038, 23:59PM

Can the contract be extended?

Yes

Description of extensions

An option to extend for an additional Five Years exists upon satisfactory performance in line with the Contract KPI's

Participation

Conditions

Economic

Conditions of participation

As per tender pack

Conditions

Economic

Conditions of participation

As per tender pack

Award criteria

Weighting description

Quality

Type: quality

Name

Quality

Description

Functional Fit and Compliance with the HR & Payroll Specification

Type: cost

Name

Whole Life Cost

Description

Whole Life Cost of provision of System over 12 years

Contract terms and risks

Payment terms

Invoices to be submitted electonically

Submission

Tender submission deadline

08 July 2026, 12:00PM

Enquiry deadline

29 June 2026, 17:00PM

Date of award of contract

19 August 2026, 23:59PM

Submission address and any special instructions

https://sell2wales.gov.wales

May tenders be submitted electronically?

Yes

Is this a recurring procurement?

No

Publication date of next tender notice (estimated)

05 June 2037, 23:59PM

Languages that may be used for submission

  • English

Documents

ID

L-1

Document type

Bidding documents

Description

Invitation to Tender Part 1

ID

L-2

Document type

Bidding documents

Description

Invitation to Tender Part 2

ID

L-3

Document type

Bidding documents

Description

Appendix 1 - Business Continuity Audit

ID

L-4

Document type

Bidding documents

Description

Appendix 2 - Contract Terms and Conditions

ID

L-5

Document type

Bidding documents

Description

Appendix 3 - Statement of Requirements

ID

L-6

Document type

Bidding documents

Description

Appendix 4 - WPSQ

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
100 UK - All

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

Documents are restricted until you note interest in this notice. The documents will become publicly available after the response deadline has passed.
doc
doc675.00 KB
This file may not be accessible.
doc
doc620.00 KB
This file may not be accessible.
docx
docx207.13 KB
This file may not be accessible.
xlsx
xlsx26.38 KB
This file may not be accessible.

Replaced documents

There are no previous versions of these documents.


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