CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

As in 1.1

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

Integrated Human Resources and Payroll System for HEFCW

2.2

Description of the goods or services required

HEFCW currently operates a payroll for circa 60 staff and public appointees and is based at its office at Tŷ Afon, Bedwas Rd, Bedwas, Caerphilly. Information about HEFCW can be found at www.hefcw.ac.uk.

HEFCW will be going to open tender for a new contract for an integrated HR and Payroll Database. HEFCW currently utilise the CHRIS21 system provided by Frontier Software Plc which is an integrated HR and Payroll Database that connects to the PenServer via a fully integrated electronic interface for Civil Service pension purposes. The HR and Payroll team that utilise this system is small and consists of one Payroll Manager and one HR Manager, both with experience of HR and Payroll systems. IT and database support is provided by HEFCW’s ICT Technical Services Manager and Database and Systems Manager.

The database is utilised for the following tasks:

• run monthly payroll transactions for a headcount of circa 60, which includes employees and public appointees.

• submit information to the Civil Service via PenServer on staff pension records via a full electronic interface (HEFCW require this level of interface due to the limited resources in Payroll as detailed above)

• produce secure electronic payslips for all staff

• record personal details for all staff

• store historical data on all staff

• generate reports on current and historical data for all staff

The current contract expires in September 2019. However to enable time for testing, training and parallel running the system the new contract should be in place for April 2019. The contract shall be for a period of three years with the right on behalf of HEFCW to extend the contract up to a further two from the date on which the contract commences.

The system must have a fully integrated electronic Compendia interface. For information on the Compendia requirements, the supplier should contact Paul Hutchinson, Interface Technical Lead at MyCSP on Paul.hutchinson@mycsp.co.uk or 01903 760262. MyCSP will provide specification guidance on the Compendia interface.

If you wish to discuss any aspect of this advert please contact Sarah McIndo, Senior HR Manager initially by email at sarah.mcindo@hefcw.ac.uk

NOTE: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=87730

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

Contract will be for a period of three years with an option to extend for a further two years.

3 Conditions for Participation

3.1

Minimum standards and qualification required

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

T04HE/2018/19

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

(WA Ref:87730)

5.2

Additional Documentation

5.3

Publication date of this notice