Finance, Human Resources and Payroll Systems
Estimated value
—
Awarded value
—
Suppliers
0
Lots
1
Published
20 Feb 2026
This is a preliminary market engagement notice
Map the supplier landscape and document your shortlist before opening the tender. The market simulation produces a defensible audit record you can attach to your procurement file.
Description
This notice sets out the intention to procure suitable HR/Finance/Payroll systems and services, using formal tender documents that have been further developed during the (UK2) pre-engagement process. The planned procurement notice (UK3) refers to the succession of our existing Finance / HR and Payroll systems reach the end of their term contracts (whose contract end dates are in July and December 2027 respectively). The details shared during pre-engagement, and all Q&As asked continue to be available at https://help.chi.ac.uk/tenders and will remain so as they are added to under the deployment of the UK4 which will when published, invite tenders, and is where we will set out the detailed timetables, specification, assessment criteria and submission guidance. The UK 4 is expected to be published on 2 March 2026
Scope
- Reference
- FHP0001-UK3
- Total value
- £1,500,000 including VATAbove the relevant threshold
- Commercial tool
- Standalone contract
- Contract dates
- 31 Jul 2026 to 31 Jul 2031Possible extension to 31 Jul 2035
Assuming requirements have not substantially changed
- Main category
- services
- CPV classifications
- 4800000072000000
- Particular suitability
- Small and medium-sized enterprises (SME)Voluntary, community and social enterprises (VCSE)
Award criteria
Criteria the buyer will use to evaluate bids.
| Name | Description | Type | Weighting |
|---|---|---|---|
| Business Continuity | Coherent explanation of implementation of product(s) Adoption of existing interfacing, and capabilities in relation to integration with external systems Coherent, clear explanation of how the migration of current and archive data is undertaken, and clarity of associated costs, responsibilities and risks. | quality | 30.00% |
| Finance and Commercial | Coherent costs and Value for Money (VFM) - EG Banding Installation costs System licensing (e.g. Banding to number of Students) Hosting requirements and costs Clarity of add-ons - ie hosting / additional software Clarity of responsibilities for APIs / Data Archive Annuities and support costs / open book accounting / limited increase guarantees / payment scheduling | price | 30.00% |
| Functional Specification | Clarity of functions/components (exactly what is in the costed proposition and where if anywhere this does not complete the specification attached) Clarity of safeguarding functions Clarity of Role Based Access Clarity of Authentication and interoperability with MFA / and Single Sign on mechanisms Component interoperability, and ability to enable agentic & generative AI, automation for analytics AI and Product Roadmap and advance notifications and flexibility of security updates and functional changes Legislative compliance and reporting Functional and security release management Interoperability with protective security systems Management of local and remote access Ability / process for responding to incidents | quality | 30.00% |
| Social Values | Eg, demonstrable understanding and analysis of international sustainability in the HEI context, including for example CO2e, and Carbon Zero planning in system development and delivery, and other company activity Compliance with for example the Modern Slavery Act, in the context of partnering with a HEI Understanding of, and commitment to the prevailing government strategies for HEIs - for example Lifelong Learning Entitlement (LLLE) | quality | 10.00% |
Submission & procedure
- Enquiry deadline
- 03 Apr 2026, 10:59 pm
- Submission deadline
- 10 Apr 2026, 11:00 am
- Submission address
- Https://www.help.chi.ac.uk/tenders
- Electronic submission
- Yes
- Procedure
- Competitive flexible procedure