Invitation to submit a proposal for human resources information system (HRIS) and fully managed payroll service

Award Criteria

Suppliers are requested to complete the supplier response columns within the requirements document and to provide a commercial proposal using the template in the attached sheet. Additionally, please provide a high level project plan to demonstrate the timescales that your solution could be deployed in and a copy of your customer support service-level agreement (SLA). Finally, short-listed providers will be required to complete the Trust's data protection impact assessment (DPIA). The supplier responses have been separated into the following sections within the Excel sheet: High level requirements These are deemed as essentials - if the solution is not able to meet all of the requirements in this section the supplier will not be shortlisted. HR/payroll software requirements These are the software requirements that we deem to be 'non-standard'. Payroll service requirements This section confirms what we expect to be provided with as part of the supplier submission. Non-functional requirements This section is for the supplier to confirm the arrangements relating to security. Commercial submission Suppliers should complete the provided table for ease of comparison. Please note that for any of the above requirements suppliers may include as many appendices to their responses as required, please confirm which appendix you are referencing for that question within the submission document. Responses will be evaluated using a scoring system from 0 to 4 as described below. 0 = Unacceptable - There is insufficient detail in the response to enable a satisfactory degree of consideration. The response presents significant risks to the overall service delivery. 1 = Unsatisfactory - There is a lack of detail in the response and it provides for only some aspect of the scope of service delivery. The response presents some risks to the overall service delivery. 2 = Satisfactory - The response provides sufficient detail to enable an adequate degree of consideration and provides for most aspects of the scope of service delivery. The response presents minor risks to the overall service delivery. 3 = Good - The response provides sufficient detail to enable a good degree of consideration and provides for the full scope of service delivery. The response presents no risks or concerns to the overall service delivery. 4 = Excellent - The response provides sufficient detail to enable an excellent degree of consideration and provides for the full scope of service delivery. The response presents no risks or concerns to the overall service delivery. Responses will be individually assessed according to the scoring system above. They will then weighted according to the specifications provided in the documentation.

Framework agreement

Description

Vanguard Learning Trust invites qualified suppliers to tender for the provision of a cloud-based human resources information system (HRIS) and a fully managed payroll service to support approximately 615 employees across 6 schools and a central Trust team. The solution must deliver secure, efficient HR and payroll processes, ensure statutory compliance with UK employment, pensions and HMRC regulations, and provide high-quality support to both Trust leaders and school-based staff. Objectives The Trust aims to procure a combined HRIS and payroll solution that: Provides a single source of truth for employee data across all schools and the Trust's central team. Reduces administrative workloads and manual processing. Ensures accurate, timely payroll with all third-party submissions completed by the provider, including HMRC, pension providers, and statutory bodies. Supports workforce planning, reporting, and strategic oversight at Trust level. Offers excellent employee and manager self-service. Ensures data security, GDPR compliance, and UK-based hosting. Scope of software and services The software will include: General HR system of record (SoR) Absence and attendance management functionality, which will link to occupational sickness scheme requirements Time and expenses (the functionality for employees to log additional hours and expenses, which would only be approved at managerial level) Organisation structure Employee Self Service Manager Self Service People Analytics A fully managed payroll and pension service The Trust would not be procuring the functionality below in the first instance but may consider doing at a later date. These are, therefore, 'desirable' rather than 'essential': Integrated applicant tracking and onboarding functionality Performance management and appraisal functionality Case management functionality The service provision will include: Fully managed payroll services Fully managed pensions services Solution hosting Requirements Our requirements (functional and non-functional) have been listed and are provided in an Excel sheet along with this document. Supplier Responses Suppliers are requested to complete the supplier response columns within the requirements document and to provide a commercial proposal using the template in the attached sheet. Additionally, please provide a high level project plan to demonstrate the timescales that your solution could be deployed in and a copy of your customer support service-level agreement (SLA). Finally, short-listed providers will be required to complete the Trust's data protection impact assessment (DPIA).

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