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 Payroll 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.
Contract 1. HR and Payroll System Provider (2026 - 2031)
Supplier
Contract value
- £412,560 excluding VAT
- £495,072 including VAT
Above the relevant threshold
Award decision date
9 December 2025
Date assessment summaries were sent to tenderers
10 December 2025
Standstill period
- End: 19 December 2025
- 8 working days
Earliest date the contract will be signed
22 December 2025
Contract dates (estimated)
- 1 April 2026 to 31 March 2031
- Possible extension to 31 March 2034
- 8 years
Description of possible extension:
If EKC Group is satisfied with the service and quality of the system a 3-year renewal term can be enacted.
Main procurement category
Services
Options
The right to additional purchases while the contract is valid.
If new and relevant modules become available.
CPV classifications
- 79631000 - Personnel and payroll services
Contract locations
- UKJ - South East (England)
Information about tenders
- 6 tenders received
- 4 tenders assessed in the final stage:
- 2 submitted by small and medium-sized enterprises (SME)
- 0 submitted by voluntary, community and social enterprises (VCSE)
- 1 supplier awarded contracts
- 3 suppliers unsuccessful (details included for contracts over £5 million)
Submission
Submission type
Tenders
Procedure
Procedure type
Competitive flexible procedure
Supplier
HealthBoxHR
- Companies House: 16132339
Ascot Business Park Second Floor, 2 Queens Square, Lyndhurst Road
Ascot
SL5 9FE
United Kingdom
Email: lwignall@healthboxhr.com
Website: https://www.healthboxhr.com/
Region: UKJ11 - Berkshire
Small or medium-sized enterprise (SME): Yes
Voluntary, community or social enterprise (VCSE): No
Supported employment provider: No
Public service mutual: No
Contract 1. HR and Payroll System Provider (2026 - 2031)
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
Region: UKJ44 - East Kent
Organisation type: Public authority - sub-central government