Section one: Contracting authority/entity
one.1) Name and addresses
Moat Homes Limited
Mariner House, Galleon Boulevard, Crossways
Dartford
DA26QE
Contact
Procurement Department
Telephone
+44 3003230011
Country
United Kingdom
Region code
UKJ43 - Kent Thames Gateway
Companies House
17434R
Internet address(es)
Main address
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Housing and community amenities
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Contract Variation for Continued Provision of HRIS Solution
two.1.2) Main CPV code
- 79631000 - Personnel and payroll services
two.1.3) Type of contract
Services
two.1.4) Short description
This contract variation covers the continued provision of Moat's HRIS platform, including modules for HR, Recruitment, Payroll, and Expenses, provided by The Access Group. The variation reflects a shift to the Access Evo solution following product retirement of the previous platform
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: £591,932.76
two.2) Description
two.2.2) Additional CPV code(s)
- 48422000 - Software package suites
- 48442000 - Financial systems software package
- 48450000 - Time accounting or human resources software package
- 72212450 - Time accounting or human resources software development services
- 79631000 - Personnel and payroll services
two.2.3) Place of performance
NUTS codes
- UKJ - South East (England)
two.2.4) Description of the procurement
The procurement relates to a contract variation with The Access Group to continue provision of an integrated HRIS solution via the Access Evo platform. The contract includes modules for HR (employee records, case management), Recruitment (ATS and onboarding), Payroll (monthly processing, payslip management), and Expenses (claim submission and approval). The variation reflects updated commercial terms, a product upgrade to the Evo suite, and pricing aligned to a 24-month fixed term with a 24-month extension option. Benefits include continuity of service, improved system performance, and reduced risk from supplier-driven retirement of the previous solution.
For clarity, the price for the initial term of 24 months is £295,966.38
two.2.11) Information about options
Options: Yes
Description of options
24-month fixed term with a 24-month extension option.
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 procurement falls outside the scope of application of the regulations
Explanation:
The extension is considered lawful under Regulation 72(1)(e) because:
1. The modification does not render the contract materially different in character: The contract remains for the provision of HRIS services, albeit with updated technical features and a revised pricing mechanism. The core nature of the services remains unchanged.
2. The modification does not change the economic balance in favour of the contractor: While the pricing mechanism has been updated, Moat will ensure that the revised terms reflect reasonable compensation and do not result in over-compensation.
3. The modification does not considerably extend the scope of the contract: The extension is limited in duration and scope, intended solely to allow time for a compliant re-procurement process.
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/concession
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
23 May 2025
five.2.2) Information about tenders
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
ACCESS UK LTD
Armstrong Building Oakwood Drive, Loughborough University Science & Enterprise Park
Loughborough
LE11 3QF
Country
United Kingdom
NUTS code
- UKF2 - Leicestershire, Rutland and Northamptonshire
Companies House
2343760
The contractor/concessionaire is an SME
No
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Initial estimated total value of the contract/lot/concession: £295,966.38
Total value of the contract/lot/concession: £591,932.76
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
High Court of Justice
The Royal Courts of Justice, Strand
London
WC2A 2LL
Country
United Kingdom