Scope
Description
St Thomas Catholic Academies Trust is undertaking this procurement process to source a suitable provider that can operate all aspects of the Trust's payroll and pension administration for all their schools and any schools that may join the Trust in the future.
Over the past few years the Trust has changed significantly by growing to 17 schools and as such the requirements of the payroll and personnel services have evolved, and now the Trust is moving to re-tender the contract to meet new demands.
Each school is responsible for managing their workforce and checking payroll data, with top-level oversight coming from the Trust.
STCAT schools are based within varying areas which means that the support staff workforce is enrolled in various pension schemes with differing local authorities. A provider who can understand these nuanced differences and ensure that the service is flexible yet remaining consistent, will be paramount to the success of the contract.
Amongst current frustrations is the lack of easily accessible and interrogable workforce data and a lack of interoperability between the HR/Payroll service and other core systems such as the school MIS, or financial management software. Although not a firm requirement, it would be beneficial if the new service could offer such functionality.
The number of schools is due to increase shortly from 17 to 20, plus the Central Team, and the Trust requires a system to manage that change.
Total value (estimated)
- £5,250,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 September 2026 to 31 August 2029
- Possible extension to 31 August 2031
- 5 years
Description of possible extension:
Up to 2 year extension, on a +1year, +1year basis.
Main procurement category
Services
CPV classifications
- 79211110 - Payroll management services
- 79631000 - Personnel and payroll services
Contract locations
- UKH2 - Bedfordshire and Hertfordshire
- UKJ1 - Berkshire, Buckinghamshire and Oxfordshire
Submission
Enquiry deadline
5 January 2026, 12:00pm
Submission type
Requests to participate
Deadline for requests to participate
7 January 2026, 12:00pm
Submission address and any special instructions
Submission instructions are included in the PSQ; all completed PSQ submissions are to be sent to gail@panacheconsultancy.co.uk
by the deadline stipulated.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
31 March 2026
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Quality | Quality | 70% |
| Cost | Cost | 30% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Special regime
Light touch
Competitive flexible procedure description
The procurement process follows a two stage 'Competitive Flexible' approach, beginning with a Procurement Specific Questionnaire (PSQ) stage followed by an Invitation to Tender (ITT) stage after shortlisting.
This process is managed under the Light Touch Regime, and the Trust reserves the right to refine the award criteria throughout.
Documents
Associated tender documents
https://www.dropbox.com/scl/fo/9wj8xrno7ujyg541k3ovd/AH6phcBPgaZkMn3KuNK1VIs?rlkey=soxo9gzaepifur0uqacjaaewv&st=lowfsi1g&dl=0
Interested parties are to complete a Procurement Specific Questionnaire, which can be accessed via the dropbox link provided. If you have any queries, please contact
Contracting authority
ST THOMAS CATHOLIC ACADEMIES TRUST
- Companies House: 09660515
- Public Procurement Organisation Number: PWQV-9459-HGGG
St Martin De Porres Catholic Primary School
Luton
LU4 0PF
United Kingdom
Contact name: Payroll Procurement Team
Region: UKH21 - Luton
Organisation type: Public authority - sub-central government
Other organisation
These organisations are carrying out the procurement, or part of it, on behalf of the contracting authorities.
PANACHE CREATIVE LIMITED
Summary of their role in this procurement: Panache, catering services consultants, are assisting St Thomas Catholic Academies Trust with the facilitation of this tender exercise, as a supporting role only.
- Companies House: 07723278
- Public Procurement Organisation Number: PJBH-9519-QWJG
Midway House Herrick Way, Staverton Technology Park
Cheltenham
GL51 6TQ
United Kingdom
Region: UKK13 - Gloucestershire