Scope
Reference
MEL02-2025
Description
The scope of this opportunity relates to an anticipated initial period of five (5) years commencing from 28th October 2026 (further extension options may be applicable).
The current Payroll and Human Resources Software has been in place since 2010. However, with new technology emerging within the market, MEL is looking to update its current software to identify if there can be any efficiencies gained.
Scope / Deliverables:
1. New HR system
2. New Payroll system
3. Integrate Recruitment and On-Boarding
4. More Payroll automation through Manager/Employee self-service
Total value (estimated)
- £3,100,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 28 October 2026 to 27 October 2031
- Possible extension to 20 July 2033
- 6 years, 8 months, 24 days
Description of possible extension:
Opportunity to extend until 20th July 2033 in increments to be agreed between the Supplier and MEL.
Options
The right to additional purchases while the contract is valid.
As the company grows, MEL may require the right to purchase additional licenses and/or modules to meet existing or future needs.
Main procurement category
Services
CPV classifications
- 48450000 - Time accounting or human resources software package
- 72212450 - Time accounting or human resources software development services
Contract locations
- UKD7 - Merseyside
Participation
Technical ability conditions of participation
Industry Recognition and Compliance with HMRC and The Pensions Regulator.
Submission
Submission type
Requests to participate
Deadline for requests to participate
13 June 2025, 11:59pm
Submission address and any special instructions
The procurement documents are available for unrestricted and full direct access, free of charge, at
Additional information can be obtained from the above-mentioned address Tenders or requests to participate must be submitted electronically via
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
9 January 2026
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Quality (General / Technical) | Quality | 60% |
| Commercial & Contract | Price | 40% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
The opportunity will be advertised via the Central Digital Platform. With regards to the procedures, we will look to undertake a single Lot under the competitive flexible procedure, ensuring compliance with MEL's procurement policy and the PA23 Regulations. We will look to reserve the right to undertake a Pre-Qualification Questionnaire now known as a Procurement Specific Questionnaire (PSQ) dependant on number of expressions of interest received.
A Pre-Tender Engagement Session will be held with suppliers expressing an interest in the opportunity.
The Procurement Specific Questionnaire (PSQ) shall be evaluated in two (2)stages:
Stage 1 - Submissions from bidders who have failed any of the mandatory pass-fail questions will not progress to Stage 2 of the evaluation.
Stage 2 - All submissions that have passed the mandatory pass-fail questions will be evaluated in accordance with the evaluation criteria which will be provided within the tender documentation. The PSQ will have a total score of 100%. Where questions are to be scored by more than one evaluator, an average of all evaluator scores will be taken and used as a final score, rounded to the nearest whole number. The total score for each Bidder shall be ranked in descending order and a minimum of five (5) of the highest scoring submissions will be selected for the next stage of the tender process.
Unfortunately, all other submissions will be declined. The Customer reserves the right not to score any question responses consisting of links to web pages and/or documents, all responses must be provided in the format specified within the PSQ.
The Tender will have an overall total score of 100%. The total score (100%) will be divided by the criteria outlined within the Tender Documentation. Where questions are to be scored by more than one evaluator, an average of all evaluator scores will be taken and used as a final score, rounded to the nearest whole number. The total score for each Bidder shall be ranked in descending order. The anticipated weightings for the ITT stage of the Tender process will be 60% - Quality and 40% - Commercial, this will be confirmed within the tender documentation.
Following evaluation of the ITT, a minimum of the top 3 (three) highest scoring bidders will be invited to submit Best and Final Offers(BAFOs). Shortlisted bidders may be invited to present their proposals and provide a demonstration of the software. MEL strongly encourages all bidders to submit competitive Tender submissions. Whilst the Customer may request Best and Final Offers (BAFOs), bidders should not rely on any potential subsequent opportunities for providing improved commercial offers.
The ITT will focus on the technical questions of the service provision, such as integration, contract management, etc. The full scope of the requirements with supporting documents and applicable T&C's will be attached to the Sourcing project.
Contracting authority
MERSEYRAIL ELECTRICS 2002 LIMITED
- Companies House: 04356933
Rail House
Liverpool
L1 1JF
United Kingdom
Email: tenders@merseyrail.org
Website: https://www.merseyrail.org/
Region: UKD72 - Liverpool
Organisation type: Private utility