Estimated Value
Not specified
Deadline
8 July 2026
25 days remaining
Published
5 June 2026
Type
Not specified
Overview
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
AI Analysis
Powered by AI — always verify against official documents
The buyer is looking for a single HR and Payroll software system to handle all their employee management, pay processing, and staff data in one place. This is a complete replacement or upgrade of their current systems, designed to make payroll faster, improve how managers and staff access information, and ensure they meet legal requirements around data protection and Welsh Language Standards.
Requirements
- System must securely process payroll for the entire workforce
- Must provide a single integrated database of employee information
- Must support recruitment functions
- Must support onboarding processes
- Must support learning and development management
- Must support performance management
- Must support absence/leave management
- Must include comprehensive reporting capabilities
- Must comply with data protection legislation
- Must comply with employment law requirements
- Must comply with Welsh Language Standards
- Must comply with equality and diversity requirements
- Must have resilience and business continuity features
- Must be scalable for future growth
- Must reduce manual data entry and improve data quality
- Must be user-friendly for employees, managers, and HR staff
Key Tasks & Deliverables
- Design and implement an integrated HR and Payroll system across the organisation
- Migrate existing employee data into the new system
- Configure payroll processing to accurately calculate and process wages
- Set up recruitment and onboarding workflows
- Configure learning and development tracking functionality
- Set up performance management and appraisal processes
- Implement absence and leave management tools
- Create reporting dashboards and management information outputs
- Train employees, managers and HR staff on system usage
- Establish data security and compliance controls
- Document Welsh Language Standards compliance within the system
- Create backup and disaster recovery procedures
- Provide ongoing system support and maintenance
How to Read This Tender
- 1This is a software licensing and implementation contract — expect to see pricing for both the software licence (annual or multi-year) and implementation/setup costs. Ask for a clear breakdown of these in any quote.
- 2Watch for 'single supplier' language — this means only one company will win the contract. This is common for integrated systems because switching suppliers mid-contract is expensive and disruptive.
- 3The reference to Welsh Language Standards is important — this is a requirement in Wales. If you're not based there or unfamiliar with these rules, budget time to understand what this means for system configuration and user interface.
- 4Look in the full tender documents for the 'Mandatory Requirements' section — these are non-negotiable (e.g. specific certifications, data centre locations, support response times). If you can't meet even one, don't bid.
- 5Check for 'social value' scoring — many public sector contracts now award points for local hiring, environmental practices, or community benefit. This can swing the decision even if you're not the cheapest bid.
Tips for Small Businesses
- This is a large, complex contract — consider partnering with a bigger software vendor or systems integrator as a subcontractor rather than bidding alone. You could provide specialist services like data migration, training, or Welsh Language configuration while they handle the core platform.
- HR and Payroll systems are heavily regulated, especially around GDPR and employment law. If you don't have specific expertise in these areas, partner with a specialist or hire temporary expertise. The buyer will check references carefully on this type of contract.
- Ask the buyer for a shortlist of 'approved systems' they'll accept before you bid — many organisations have a pre-approved list (SAP, Oracle, Workday, etc.). Bidding on an unapproved system wastes your time. Ring them up and ask.
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How to Apply
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Buyer Profile
South Wales Fire and Rescue ServiceKey Dates
Published
5 June 2026
Submission deadline
8 July 2026
Notice type
UK4
Source
sell2wales
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