Cabot Learning Federation - Provision of HR and Payroll System

What the buyer is asking for

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.

How this is scored

Published by the buyer. A winning response is written to these weightings, not to the question.

• 60%qualityQuality Assessment(Software Functionality) 35% (Quality Questions) 25%
• 40%pricePrice AssessmentThe 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

What you must already have

Conditions of participation. These are pass or fail, so check them before writing anything.

• economic

  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

• technical

  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.

How contested is this?

Buyers publish how many bids they received. Across 110 comparable procurements we can tell you the typical field size, how often one of these goes uncontested, and whether the buyer awards on price or on quality.

Timeline

4 published dates · Europe/London

1. Tender notice publishedyesterday

   30 Sept 2026, 16:46 BST
2. Clarification questions byin 22 days

   23 Oct 2026, 12:00 BST
3. Submission deadlinein 36 days

   6 Nov 2026, 12:00 GMT
4. Award decision expected byin 77 days

   17 Dec 2026, 23:59 GMT

Commercial outcome and contract awards

Nothing awarded yet

Notice history

1 event · 1 release on Find a Tender

1. Tender notice30 Sept 2026, 16:46 BST092572-2026

Payment 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

Documents

• Tender notice on Find a Tender