Section one: Contracting authority
one.1) Name and addresses
Hertfordshire County Council
PEGS LANE
HERTFORD
SG138DQ
strategic.procurement@hertfordshire.gov.uk
Country
United Kingdom
Region code
UKH23 - Hertfordshire
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Provision of a System to manage HR Queries and HR Cases
Reference number
HCC2315010
two.1.2) Main CPV code
- 72212780 - System, storage and content management software development services
two.1.3) Type of contract
Services
two.1.4) Short description
This is an Award Notice for the Provision of a System to manage HR Queries and HR Cases. This is a direct award because competition is absent for technical reasons.
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £241,087
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKH23 - Hertfordshire
two.2.4) Description of the procurement
This is an Award Notice. Hertfordshire County Council have awarded a contract for the Provision of a System to manage HR Queries and HR Cases.
The system will have the capability to manage both HR queries and HR cases and enable workflow between several HR teams to improve efficiency. In addition, the system will provide a self-service access to a platform to raise queries and replace the use of email. The self-service provision will be available to all Council department employees and approx. 18,300 School, Herts Living and Herts at Home employees.
The system will manage the following:
HR Queries
- HR Payroll - quick queries related to pay, leave and family leave (approx. 2,500 per month)
- HR Advisory - more complex employee relations queries needing ongoing support (e.g., relating to ill health, disciplinary, grievance, performance, probation, flexible working, wellbeing), approx. 1000 per month.
HR Cases
Queries that have become cases as they need formal support through a specialist team, to manage through to a conclusion (e.g., ill health, disciplinary, grievance, probation, performance). These are escalated by the Service Desk (approx., 40 per month) with associated case notes and key documents. The system will be able to track these cases in detail including durations for both live, on-hold and closed cases.
The Council have procured a system to deliver the requirements of the HR Service Desk to support the Council in improving the manager and employee journey and deliver business needs including tracking and responding to call and queries efficiently even where hand offs to other teams are required.
two.2.5) Award criteria
Price
two.2.11) Information about options
Options: Yes
Description of options
There is provision for an extension of 12 months. The value stated in II.1.7 is inclusive of this.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Award of a contract without prior publication of a call for competition in the cases listed below
- The services can be provided only by a particular economic operator for the following reason:
- absence of competition for technical reasons
Explanation:
Hertfordshire County Council (HCC) is relying on Regulation 32(2)(b)(ii) of the Public Contract Regulations 2015 in making this award without prior publication. Regulation 32(2)(b)(ii) permits such an award where competition is absent for technical reasons.
The Council's HR team currently uses a highly modified electronic query & case management system provided by Sunrise Software Ltd. The modified software has been developed and meets the specific needs of the Council to provide critical functionality in support of the traditional HR services provided to the Council, schools, fire services and Council trading entities. The Council has been unable to source similar functionality and personalisation of services from alternative software available on the market.
The Council has therefore awarded a contract to Sunrise Software Ltd. This represents a best value approach to ensure the ongoing service delivery of a critical software system to support the HR functionality.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
Section five. Award of contract
Contract No
HCC2315010
Title
The Provision of a System to manage HR Queries and HR Cases
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
24 January 2024
five.2.2) Information about tenders
Number of tenders received: 1
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Sunrise Software Limited
70 Barwell Business Park Leatherhead Road
Chessington
KT9 2NY
Country
United Kingdom
NUTS code
- UKJ2 - Surrey, East and West Sussex
Companies House
02972424
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Total value of the contract/lot: £241,087
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
High Court Royal Courts of Justice
The Strand
London
Country
United Kingdom