Scope
Reference
DN800516
Description
Scope of this PME
We are exploring the market for a modern HRIS/HCM solution suitable for Moat Homes Limited (the Authority), which has over 500 employees. The information you provide will help us to:
• Understand what the market can offer in terms of HRIS functionality, service models and innovation.
• Test our assumptions about single-suite versus modular approaches.
• Identify realistic implementation timescales to support a go-live no later than August 2027.
• Gain insight into cost drivers, pricing structures and mechanisms to avoid unplanned cost escalation or system disruption.
• Understand which public sector frameworks you can offer your solution through.
• Identify suppliers who would be willing to engage in follow‑up conversations, demonstrations as part of this PME.
This is not a call for competition and is not part of any formal selection process. Taking part, or choosing not to take part, will not affect your position in any future tender.
Background to the Requirement
We currently use a SaaS HRIS that provides core HR records, recruitment and onboarding, payroll (with a bureau element), absence and leave management, expenses, performance management and training administration.
Moat has not yet determined the procurement procedure or route to market for this requirement. We may choose to award any future contract via an open procedure, a competitive flexible procedure, a call-off from an appropriate framework agreement (including mini-competition or direct award where permitted), or another compliant route under the applicable procurement regulations.
Providers wishing to participate in this Preliminary Market Engagement must do so via the Procurement for Housing tendering portal (https://procontract.due-north.com/Procurer/Advert/View?advertId=cb8acd77-bdd9-f011-813c-005056b64545&fromAdvertEvent=True/), reference DN800516.
Total value (estimated)
- £900,000 excluding VAT
- £1,080,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 20 June 2027 to 20 June 2031
- Possible extension to 20 June 2037
- 10 years, 1 day
Main procurement category
Goods
CPV classifications
- 48450000 - Time accounting or human resources software package
Engagement
Engagement deadline
19 January 2026
Engagement process description
This notice is published for market engagement for the replacement of our Human Resources Information System (HRIS). The purpose is to gather information from interested suppliers so that we can shape our future specification, procurement route and implementation plan ahead of our current contract ending.
Timetable (Indicative)
• Publication of RFI / PME document - 15th Dec 2025
• PME Responses due by - 19th January 2026 (14:00)
• Potential follow‑up supplier conversations and demonstrations - 26th January - 30 January 2026
Contracting authority
Moat Homes Limited
- Public Procurement Organisation Number: PNCG-6417-GJNY
Mariner House, Galleon Boulevard, Crossways
Dartford
DA2 6QE
United Kingdom
Contact name: Mr Robert Lewins
Telephone: +44 3003230011
Email: Tenders@moat.co.uk
Website: https://www.moat.co.uk/
Region: UKJ43 - Kent Thames Gateway
Organisation type: Public authority - sub-central government