Scope
Reference
HRIS
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.
Total value (estimated)
- £125,000 excluding VAT
- £150,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 5 May 2026 to 30 April 2029
- Possible extension to 30 April 2031
- 4 years, 11 months, 26 days
Description of possible extension:
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.
Main procurement category
Services
CPV classifications
- 48450000 - Time accounting or human resources software package
- 72263000 - Software implementation services
Contract locations
- UKL - Wales
Participation
Legal and financial capacity conditions of participation
See Appendix 1 - WPSQ
Technical ability conditions of participation
See Appendix 1 - WPSQ
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
4 February 2026, 5:00pm
Submission type
Requests to participate
Deadline for requests to participate
16 February 2026, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
- Welsh
- English
Award decision date (estimated)
22 April 2026
Recurring procurement
Publication date of next tender notice (estimated): 31 January 2031
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | Assessment of technical ability to fulfil requirements |
Quality | 45.00% |
| Product Demonstrations | 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. |
Quality | 35.00% |
| Price | Evaluation of costs to fulfil the requirements |
Cost | 15.00% |
| Social Value | Assessment of value adding services beyond the scope of the requirements |
Quality | 5.00% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
Social Care Wales will run this procurement using a three‑stage Competitive Flexible Procedure, structured as follows:
Stage 1 - Conditions of Participation: Suppliers will submit responses to Welsh procurement specific questionnaire's (WPSQ). These will be assessed on a pass/fail basis to confirm minimum capability, relevance, and suitability to deliver the HRIS solution.
Stage 2 - Invitation to Submit a Tender: All suppliers who pass Stage 1 will be invited to submit a full tender response, comprising of Quality, Social Value and Cost. Tenders will be evaluated on a most advantageous tender (MAT) basis, in accordance with the published criteria and weightings.
Stage 3 - Product Demonstrations: The top three scoring suppliers from the tender evaluation will be shortlisted and invited to deliver a structured product demonstration. Demonstrations will assess system capability, bilingual functionality, usability, and alignment with Social Care Wales' requirements.
A final moderated score will be applied following demonstrations to determine the preferred bidder.
Documents
Associated tender documents
https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357755
Competitive Flexible Procedure Invitation to Tender - HRIS
https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357756
Gwahoddiad i Dendro Gweithdrefn Hyblyg Gystadleuol - HRIS
https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357758
Appendix 1 - WPSQ
https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357759
Atodiad 1 - WPSQ
https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357761
Appendix 2 - Specification
https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357762
Appendix 3 - Social Care Wales's tone of voice guidelines
https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357763
Atodiad 3 - Canllaw ein llais Gofal Cymdeithasol Cymru
https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357765
Appendix 4 - Social Care Wales's branding guidelines
https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357766
Atodiad 4 - Canllawiau brand Gofal Cymdeithasol Cymru
https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357767
Appendix 5 - Form of Tender
https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357769
Atodiad 5 - Ffurflen Tendro
https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357770
Appendix 6 - Social Care Wales Contractual Terms
https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357784
Atodiad 2 - Manyleb
Documents to be provided after the tender notice
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.
Contracting authority
Social Care Wales
- Public Procurement Organisation Number: PTTZ-7468-NYRQ
South Gate House
Cardiff
CF10 1EW
United Kingdom
Contact name: Procurement Team
Email: procurement@socialcare.wales
Website: http://www.socialcare.wales
Region: UKL22 - Cardiff and Vale of Glamorgan
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales