Public procurement notice: Contract Notice
Published: 2019-09-04
Buyer: Jisc
Country: UK
Contract type: Services
Procedure: Restricted procedure
CPV classification: 48000000 | 48450000 | 48800000 | 48810000: Information systems
Submission deadline: 2019-10-03
Award criteria: The most economic tender

Technical requirements: Jisc is procuring a HR system, with the aim of going live in July 2020. This system will be procured to run on an initial 3-year contract, with the possibility of an extension for a further 2 years, subject to performance review, and then subsequent 1-year extensions up to a maximum total contract length of 10 years.
— supplier led construction of a full implementation plan, full system specifications, full integration plan,
Jisc has approximately 750 employees (and plans to grow by merger activity) consisting of permanent and fixed term staff. As Jisc has evolved since its inception in 1993 employees have TUPE’d in from various other organisations and therefore there exist several legacy contracts and differing terms and conditions of employment within the organisation.
As a result of Jisc’s history there are multiple payrolls which run each month; these are separate legal entities.
The automation and streamlining of processes is an essential output of this project, and we expect a supplier to advise on how to make our processes make best use of a new system to allow the people services team and Jisc to benefit from the efficiencies and accuracies this provides, as well as deliver an enhanced user experience.
Integration with our pension provider, USS, is necessary in order to provide accurate and up-to-date pensions information for each eligible employee.
The system needs to be able to integrate with other software as a service to enable processes. This requirement is including but not limited to sending emails via Office 365, sending payroll data to our Dynamics 365 finance system, receiving data from our expenses management software SAP Concur.
The final solution needs to be a fully integrated HR, payroll and talent management system rather than individual, linked functionality. This is to maintain data integrity by having only one single source, and to reduce the risk of links between these aspects of the system malfunctioning and to provide a consistent user experience. To further maximise the efficiencies provided by the solution, employees and managers should have access to a self-service portal to be able to access/update key data and trigger workflows as necessary.
In line with Jisc’s IT policy, the proposed solution must adhere to the following data storage and handling principles:
— data to be stored securely in the cloud (bidder’s security policy to be evaluated by Jisc before the award of any contract),
— suitable disaster recovery and BCM plans must exist (bidder’s plans to be evaluated by Jisc before the award of any contract),
This system will be procured to run on an initial 3-year contract, with the possibility of an extension for a further 2 years, subject to performance review and then subsequent 1-year extensions up to a maximum total contract length of 10 years.
Jisc will incorporate a standstill period at the point information on the award of the contract is communicated to suppliers. This notification provides information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for suppliers to challenge the award decision before the contract is entered into. The Public Contracts Regulations 2015 article 91 provides for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).