TENDER: HUMAN RESOURCE AND PAYROLL SYSTEM | SOUTH WALES FIRE AND RESCUE SERVICE
TENDER HUMAN RESOURCE AND PAYROLL SYSTEM SOUTH WALES FIRE AND RESCUE SERVICE
Reference
SWEU067
Description
The intended outcome of this procurement is the award of a contract to a single supplier capable of delivering a secure, reliable and integrated HR and Payroll solution that will:
- Accurately and efficiently process payroll for the Service’s workforce
- Provide a single, trusted source of employee data
- Support core HR functions including recruitment, onboarding, learning and development, performance management, absence management and reporting
- Improve accessibility and user experience for employees, managers and People Services staff
- Strengthen compliance with data protection, employment legislation, Welsh Language Standards and equality requirements
- Reduce reliance on manual processes, improve data quality and enhance management information
- Provide resilience, business continuity and scalability to support future organisational needs
Total value (estimated)
- £2,650,000 excluding VAT
- £3,180,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 October 2026 to 30 September 2033
- Possible extension to 30 September 2038
- 12 years
An option to extend for an additional Five Years exists upon satisfactory performance in line with the Contract KPI’s
Main procurement category
Goods
CPV classifications
- 48450000 – Time accounting or human resources software package
Contract locations
- UKL22 – Cardiff and Vale of Glamorgan
- UKL21 – Monmouthshire and Newport
- UKL17 – Bridgend and Neath Port Talbot
- UKL15 – Central Valleys
- UKL16 – Gwent Valleys
Participation
Legal and financial capacity conditions of participation
As per tender pack
Technical ability conditions of participation
As per tender pack
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
29 June 2026, 5:00pm
Tender submission deadline
8 July 2026, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
- English
Award decision date (estimated)
19 August 2026
Award criteria
| Name | Description | Type |
|---|---|---|
| Quality |
Functional Fit and Compliance with the HR & Payroll Specification |
Quality |
| Whole Life Cost |
Whole Life Cost of provision of System over 12 years |
Cost |
Other information
Payment terms
Invoices to be submitted electronically
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
Off the shelf purchase of system
Contracting authority
South Wales Fire and Rescue Service
- Public Procurement Organisation Number: PQMW-9436-MMYZ
South Wales Fire and Rescue Service Headquarters
Llantrisant
CF72 8LX
United Kingdom
Contact name: Lee Bunkham
Telephone: 01443232090
Email: L-Bunkham@southwales-fire.gov.uk
Website: https://www.southwales-fire.gov.uk
Region: UKL15 – Central Valleys
Organisation type: Public authority – sub-central government
Devolved regulations that apply: Wales