Personnel and payroll services

Tender description

Tewkesbury School is a large co-educational secondary school which opened in September 1972. There are circa 1 700 students, including over 350 in the Sixth Form. There are circa 200 teaching and support staff employed by the School. The contract will commence on 1.1.2018 for an initial period of 3 years, with the opportunity to extend by a further term at the governor's discretion (up to a maximum of 6 years in total). There is no TUPE of staff within the expected scope of this procurement exercise. Tewkesbury School already holds Academy status, however this contract may, within the term of the initial contract, be extended to include other secondary and primary schools that may be brought within scope of a newly formed Multi-Academy Trust. A capability for bespoke management Key Performance Indicator (KPI) reporting is therefore required, at both individual site and at a consolidated MAT level. The HR and payroll services are currently provided via Gloucestershire County Council. This is the first time the service has been subjected to a competitive tender exercise. The scope of the service required has been described as ‘both electronic payroll processing and flexible HR “cradle to grave” employee support’. Initial high-level requirements that have been identified include the following: — System compatibility with current school finance and HR reporting systems; — Robust system stability, data security, controlled access, data backup and disaster recovery processes and procedures; — Project management during contract mobilisation, which shall parallel process prior to full operational launch; — Remote help-desk support and initial on-site training for HR staff and school employees; — Onsite and remote electronic access by employees, to personal HR and6 payroll documentation and school policies; — Structured management reviews for the continuous improvement and refinement of the support service; — Access by authorised school HR specialists to the HR and payroll system, for management and reporting purposes. The successful Supplier will be expected to deliver a concise and detailed method of management reporting at the end of each month thus updating the senior management team within Tewkesbury School on the contract performance through agreed KPIs. We are seeking a suitably experienced Supplier who has current experience of working within the secondary school or HE / FE marketplace, ideally with a strong operational base within the Midlands, thus allowing for adequate contract support. The projected value of the service for the current year, for Tewkesbury School alone, is 30 000 GBP, although an additional set-up and system installation cost is anticipated, if migrating to a new service provider.