Scope
Reference
TFW0861.00
Description
The Authority wishes to procure Software as a Services (SaaS) licenses for preferably a suitable Off the Shelf (OTS) solution for middleware, implementation services including training and ongoing software maintenance and support.
TfW are looking to replace their pay rule calculation system. This is a system that takes a daily import from a rostering system, calculates employee hours according to present pay rules and then allows payroll staff to adjust any employee's timesheet where necessary.
Total value (estimated)
- £609,999 excluding VAT
- £732,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 6 October 2025 to 5 October 2030
- Possible extension to 4 October 2032
- 6 years, 11 months, 30 days
Description of possible extension:
Two further periods of up to 12 months each at TFW discretion (24 months max)
Options
The right to additional purchases while the contract is valid.
Options to purchase additional licenses in the event a review of HR systems results in the solution being required for use by TFW wider group, potential increase in licenses to support additional staff and organisational growth.
Call off of additional consultancy and support services during the term of the agreement.
Main procurement category
Services
CPV classifications
- 48100000 - Industry specific software package
- 48000000 - Software package and information systems
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UKL - Wales
Participation
Legal and financial capacity conditions of participation
Please refer to ITT documents
Technical ability conditions of participation
Please refer to ITT documents
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
23 May 2025, 4:00pm
Submission type
Tenders
Tender submission deadline
13 June 2025, 4:00pm
Submission address and any special instructions
https://e-tenderwales.bravosolution.co.uk/home.html
Please search under ITT code ITT_117212
Tenders may be submitted electronically
Yes
Languages that may be used for submission
- Welsh
- English
Award decision date (estimated)
26 August 2025
Recurring procurement
Publication date of next tender notice (estimated): 5 September 2030
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Quality | Quality | 70.00% |
| Commercial | Price | 30.00% |
Other information
Payment terms
Please refer to ITT documents
Description of risks to contract performance
Under performance in accordance with the specified KPIs as published in the tender documents.
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
The competitive flexible procedure is a procurement process that allows contracting authorities to design the procurement process according to considerations specific to the particular contract being procured.
A single stage process has been adopted, all bidders passing the conditions for participation e.g. financial and technical suitability will be taken forward to the ITT award evaluation stage.
The three Tenderers with the highest aggregated quality and commercial scores who pass the first stage selection questions and submit a compliant bid.
The Authority reserves the right to hold a further dialogue and negotiation stage with the two tenderers with the highest aggregated quality and commercial scores. These discussions may be used to refine terms and conditions, technical requirements, service level agreements, drive a focus on price etc. This may require elements of the tenderer submission to be resubmitted or reflected in the final agreement.
Please refer to E-Tender Wales, ITT volume 1 for more information.
Justification for not publishing a preliminary market engagement notice
The Pay Rule Calculator is business critical and is a specialist requirement due to the requirement to interface with two other existing solutions. Therefore, competition is understood to be limited. The existing solution is also time critical as the incumbent provider has issued an end of life notice.
Documents
Documents to be provided after the tender notice
E-Tender Wales Portal- ITT_117212
Contracting authority
Transport for Wales Rail Limited (Utility Buyer)
- Public Procurement Organisation Number: PVJP-5451-JYWQ
3 Llys Cadwyn
Pontypridd
CF37 4TH
United Kingdom
Region: UKL15 - Central Valleys
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales