Cabot Learning Federation - Provision of HR and Payroll System

The Cabot Learning Federation Multi Academy Trust is seeking a provider for an HRIS solution and a fully managed payroll service with an estimated contract value of 1.4 million pounds excluding VAT. The scope allows for either a fully integrated system or separate HR and payroll systems, provided there is secure and efficient data transfer with minimal manual intervention. The contract is scheduled to start on 15 January 2027, with a planned system go-live between June and July 2027. The initial term is for four years from the go-live date, with options for two additional one-year extensions, potentially extending the agreement to 31 July 2032. Award decisions will be based on a weighted combination of quality and price, with the lowest overall price for the six-year period receiving 40 percent of the available marks. Implementation costs will be paid in four 25 percent installments tied to contract signature, build completion, testing completion, and one month post go-live. Ongoing system and support costs will be invoiced annually in advance, while payroll and pension services will be invoiced monthly in arrears based on a per payslip charge. Eligible bidders, including SMEs, must demonstrate technical ability through education sector contracts from the past three years and provide audited financial statements for the previous two years. Financial requirements include a positive net asset position and an annual turnover at least twice the estimated annual contract value. Mandatory certifications include ISO 9001 and ISO 27001 or equivalent standards. Additionally, the successful provider must maintain significant insurance coverage, including 10 million pounds for Employer's Liability and Public Liability, and 1 million pounds each for Professional Indemnity, Product Liability, and Cyber and Data Protection. Tenders must be submitted electronically by 6 November 2026.