TENDER: HUMAN RESOURCE AND PAYROLL SYSTEM | SOUTH WALES FIRE AND RESCUE SERVICE

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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

https://sell2wales.gov.wales

Tenders may be submitted electronically

Yes

Languages that may be used for submission

  • English

Award decision date (estimated)

19 August 2026

Award criteria

This table contains award criteria for this lot
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

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