Officers are seeking an exemption from procurement regulations to permit a direct award. The council currently utilises the ITrent system for its broader HR functions; therefore, acquiring additional modules from the same provider ensures effective and efficient integration. Procuring modules from an alternative supplier could result in interoperability challenges and necessitate further staff training. Furthermore, this approach provides clear value for money, as it enhances our existing system within an established partnership. This avoids the substantial setup and onboarding expenses typically associated with implementing standalone solutions through separate procurement processes.
On 31st August 2023, a decision was made to authorise officers to award the contract to MHR iTrent as the replacement for the joint HR and Payroll System, for a term of four years (3 + 1), following the recent procurement exercise.
The report references a flexible approach that allows Tendring District Council (TDC) to implement and use any additional module(s) according to their own timetable and requirements.
It was then noted that there is a need to enhance operational efficiency by implementing the Rostering and Paid Time modules within iTrent, a system already utilised for HR and payroll functions. This initiative aims to modernise workforce management with particular services, by streamlining processes and reducing manual workloads ahead of LGR.
A scoping exercise was conducted, under the previous officer decision published 10.06.2025. The scoping exercise was to determine the build and implementation cost. The total one-time cost for implementation and configuration is £30,961.84. This is then followed by an annual cost of £648 per year, and Grosvenor Clocks, 4 Services Subs £319.20 per year for the length of the contract. It is believed that proceeding with this module purchase will be advantageous for the organisation.