Scope
Description
The Colchester Institute has a requirement to appoint a supplier for the supply, implementation and maintenance of a Human Resource Management software system.
It is a requirement that the new system will go live at the start of 01/06/2026. The College has a turnover circa £40 million.
Modules to include:
Core HR
LMS
Performance Management
Contract 1. HR Management Software
Supplier
Contract value
- £728,000 including VAT
Above the relevant threshold
Earliest date the contract will be signed
16 January 2026
Contract dates (estimated)
- 23 January 2026 to 22 January 2029
- Possible extension to 22 January 2031
- 5 years
Description of possible extension:
In accordance with the Procurement Act 2023, the decision shall be dependent on the pre‑market engagement notice submitted near the contract end date. If the proposed candidates are not deemed suitable for our systems under the Act's supplier assessment provisions, we will maintain the current contract and extend it for an additional two years, subject to the modification rules set out in Part 5 of the Act.
Main procurement category
Goods
CPV classifications
- 48450000 - Time accounting or human resources software package
Contract locations
- UKC - North East (England)
- UKD - North West (England)
- UKE - Yorkshire and the Humber
- UKF - East Midlands (England)
- UKG - West Midlands (England)
- UKH - East of England
- UKI - London
- UKJ - South East (England)
- UKK - South West (England)
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Direct award
Direct award justification
Single supplier - technical reasons
The contract award is based on:
Procurement Act 2023 Regulation 41 Sch.5:
Single supplier:
The HR Management Software Contract will cover the period from the conclusion of the current contract on 23rd January 2026 and will endure for 3 years, plus two optional one-year extensions periods. The contract will be awarded in accordance with the Procurement Act 2023 (PA23) and the Procurement Regulations 2024. It is considered that this contract can be awarded by way of a Direct Award to HIBOB in accordance with Schedule 5 - Single Supplier, paragraph 10 of the PA23 due to the unique compatibility reasons relating to other systems used by Colchester Institute.
Over a two month period, Colchester Institute undertook market engagement to identify a suitable supplier for the HR Management Software Contract that could integrate effectively with our existing systems. Following this process, HIBOB was identified as the supplier whose solution demonstrated compatibility with our other systems used across the college. This compatibility ensured compliance with the Procurement Act 2023 by delivering value for money, avoiding disproportionate redesign and modification costs, and mitigating risks of inefficiency or unnecessary expenditure in adapting other systems.
Supplier
HI BOB (UK) LIMITED
- Companies House: 10568577
- Public Procurement Organisation Number: PMJB-3191-TXYJ
5 New Street Square
London
EC4A 3TW
United Kingdom
Email: gerda.williams@hibob.com
Region: UKI31 - Camden and City of London
Small or medium-sized enterprise (SME): Yes
Voluntary, community or social enterprise (VCSE): No
Contract 1. HR Management Software
Contracting authority
Colchester Institute
- UK Register of Learning Providers (UKPRN number): 10001535
- Public Procurement Organisation Number: PNJC-5399-NQZT
Sheepen Road
Colchester
CO3 3LL
United Kingdom
Email: procurement.team@colchester.ac.uk
Website: https://www.colchester.ac.uk/
Region: UKH34 - Essex Haven Gateway
Organisation type: Public authority - sub-central government