Scope
Description
As a family of six community-based colleges across East Kent, EKC Group's mission is to play a leading role for East Kent in developing the economic and social prosperity of the communities we serve.
The Group's current Human Resources and Pay Roll system is being phased out by the supplier from 31 March 2026 and this has bought forward a planned procurement exercise for these solutions.
The Group employs over 1500 staff and provides HR and payroll services for our sister EKC Schools Trust, which has 700 employees over 15 schools. We have a wholly owned subsidiary that runs a Hotel which has 41 employees and a Tronc Scheme of 51 employees.
At present the Group has proprietary software for performance management, leave and expenses claims and a third-party recruitment and onboarding system (e-ploy). Whilst these could be maintained this tender includes the potential to include these elements within the overall software supplied.
Total value (estimated)
- £425,000 excluding VAT
- £510,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 31 March 2031
- 5 years
Options
The right to additional purchases while the contract is valid.
There may be additional software solutions that the supplier may provide that the buyer may be interested in as well as consultancy services or the like.
Main procurement category
Services
CPV classifications
- 48000000 - Software package and information systems
- 98300000 - Miscellaneous services
Contract locations
- UKJ44 - East Kent
Participation
Legal and financial capacity conditions of participation
A service provider that offers HR and Payroll systems to Further Education, Higher Education and/or Multi Academy Trust education providers.
Technical ability conditions of participation
Suppliers must hold Cyber Essentials, with Cyber Essentials + preferred.
The systems must be Multi-Factor Authentication (MFA) compliance and offer Single Sign On capability.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
11 November 2025, 5:00pm
Submission type
Tenders
Tender submission deadline
24 November 2025, 5:00pm
Submission address and any special instructions
Tenders must be returned via email to tenders.corporate.services@ekcgroup.ac.uk on 24/11/2025 before 5pm.
Suppliers may return their tenders before this date but should do so via a passworded One Drive link. The password should then be provided after 5pm on 24/11/2025 via email to tenders.corporate.services@ekcgroup.ac.uk
Late tender bids will not be considered.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
10 December 2025
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Customer Requirements | See the tender pack for full details of the customer requirements. |
Quality | 50% |
| Price | Price | 30% | |
| Added Value | Quality | 10% | |
| Corporate Social Responsibility | Quality | 10% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Special regime
Utilities
Competitive flexible procedure description
The tender process will be run using two rounds.
The First Round will be carried out as a written submission which tenderers satisfy the tender requirements of the legal services being sought, and meet, the evaluation criteria above.
Following assessment, the top three tender scores will be shortlisted to participate in the Second Round.
The Second Round will consist of a virtual (MS Teams) one-hour interview, consisting of presentation and panel questions.
Final Scoring will consist of an aggregation of First Round and Second Round scores at ratio of 75% to 25%.
The top score following aggregation will be put forward for consideration subject to the internal approval process, relevant due diligence checks and/or references.
Even in the event of a tender receives the top score, EKC will be under no obligation to enter into contact with the relevant bidder until the internal approval processes have been completed.
Contracting authority
East Kent Colleges Group
- UK Register of Learning Providers (UKPRN number): 10006570
- Public Procurement Organisation Number: PYPY-4814-DDBH
Ramsgate Road
Broadstairs
CT10 1PN
United Kingdom
Contact name: Naomi Morris
Email: Naomi.morris@eastkent.ac.uk
Region: UKJ44 - East Kent
Organisation type: Public authority - sub-central government