Scope
Reference
SSC25-01
Description
South Staffordshire College (the Authority) operates 5 campus sites in South Staffordshire: Cannock College, Lichfield College, Rodbaston College, Tamworth College and TORC College.
The objective of the procurement is to re-procure a HR and Payroll Solution to:
Streamline and automate HR, people management and payroll operations.
Ensure compliance with UK statutory requirements (e.g. PAYE, NI, pensions, HMRC submissions).
Maintain high standards of data protection and information security in accordance with the Data Protection Act 2018 and the UK General Data Protection Regulation (GDPR).
Improve reporting, analytics, and decision-making capabilities.
Please refer to the Invitation to Tender and associated Appendices for further information.
Total value (estimated)
- £220,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 20 April 2026 to 19 April 2029
- Possible extension to 19 April 2031
- 5 years
Description of possible extension:
Option to extend for up to 12 months plus additional optional extension of up to 12 months.
Main procurement category
Services
CPV classifications
- 48100000 - Industry specific software package
- 48450000 - Time accounting or human resources software package
- 79631000 - Personnel and payroll services
Contract locations
- UKG - West Midlands (England)
Participation
Legal and financial capacity conditions of participation
Please see the Invitation to Tender.
Technical ability conditions of participation
Please see the Invitation to Tender.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
12 January 2026, 12:00pm
Tender submission deadline
26 January 2026, 12:00pm
Submission address and any special instructions
All instructions on how to apply for and submit a tender are contained within the Invitation to Tender.
It is the Tenderers responsibility to email an Expression Of Interest (EOI) to tenders@southstaffs.ac.uk before the deadline 12/01/2026 12:00 to ensure they receive the complete set of clarification questions and responses.
If the Tenderer does not submit an EOI by the 12/01/2026 12:00 they WILL NOT receive the complete set of ALL clarification questions and responses.
Only Offers submitted prior to the closing date and time to the email address tenders@southstaffs.ac.uk will be regarded by both parties as a bona fide Tender.
Offers may be submitted at any time prior to the closing date and time specified.
Offers received before the deadline will be retained unopened until the opening date.
Any Offers received after the deadline may be rejected at the Authority's discretion.
Please refer to the Invitation To Tender for further details.
Tenders may be submitted electronically
No
Languages that may be used for submission
English
Award decision date (estimated)
27 March 2026
Recurring procurement
Publication date of next tender notice (estimated): 20 April 2029
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | Please see the Invitation to Tender. |
Quality | 70% |
| Price | Please see the Invitation to Tender. |
Price | 30% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Documents
Associated tender documents
0.1 Invitation To Tender HR & Payroll Solution 25-01.pdf
0.2 Appendix 1A Stage 1 Procurement Specific Questionnaire Tender Response Document.xlsx
0.3 Appendix A2 Stage 2 Method Statements Tender Response Document 25-01.docx
0.4 Appendix B Specification 25-01.pdf
0.5 Appendix C Service Level Agreement 25-01.docx
0.6 Appendix D Contract Terms - SSC-Supplier-Terms 25-01.pdf
0.7 Appendix D Data Processing Agreement 25-01.docx
0.9 Appendix G Pricing Locked 25-01.xlsx
10. Appendix H Commercially Sensitive Information 25-01.docx
11. Appendix I Certificate of Non Collusion 25-01.docx
12. Appendix J Clarification Question Template 25-01.docx
13. Appendix K Tender Scoring Methodology HR & Payroll Solution 25-01.pdf
0.8 Appendix F Form of Tender 25-01 (2).docx
Contracting authority
South Staffordshire College
- UK Register of Learning Providers (UKPRN number): 135658
- Public Procurement Organisation Number: PBDN-5365-BPCR
RODBASTON HALL
PENKRDIGE
ST19 5PH
United Kingdom
Contact name: Naomi Hughes
Telephone: 0300 456 2424
Email: tenders@southstaffs.ac.uk
Website: https://www.southstaffs.ac.uk
Region: UKG24 - Staffordshire CC
Organisation type: Public authority - sub-central government