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Provision of flexible Benefits Administration Services and Platform
AI Summary
Ofcom is procuring a comprehensive, end-to-end flexible benefits administration service for a period of up to five years beginning July 2027. The service must cover the full benefits cycle, including annual and open enrollment windows, in‑year enrollment for new starters and life events, and pension re‑enrollment on a triennial basis. It must provide timely and accurate payroll deduction reporting in the agreed format, monthly provider reporting of colleague participation, and robust communications to inform members of key process milestones and enrollment outcomes. Query management from colleagues and Ofcom staff is required within pre‑agreed service levels, along with the ability to build and modify benefit options as needed.
The central component of the contract is a cloud‑based online benefits platform. The platform must maintain all benefit information, support a single‑sign‑on authentication system, and serve as a single, central engagement hub for all Ofcom benefits and wellbeing initiatives. It should generate online total‑reward statements, model the cost implications of selected benefits, and display tax and National Insurance effects. Helpdesk functionality for registration and access issues, and a continuous maintenance regime, are also mandatory.
Customer service expectations demand a responsive and proactive support structure, open to email, web, and telephone channels. The supplier must cultivate a strong partnership with Ofcom, deliver exemplary service, and provide detailed management information, analytics, and reporting on benefits usage. All services must be delivered via a secure cloud platform in compliance with Ofcom security requirements, with single sign‑on capability and the ability to model tax and National Insurance implications.
Description
As a minimum, the service must deliver the following:
1. SCHEME ADMINISTRATION
• Management of annual and open enrolment processes. Annual enrolment window currently held in November for benefits effective 1 January
• Management of in year enrolment for new starters and life events
• Timely and accurate monthly payroll deduction reporting in the agreed format in accordance with monthly processing timelines
• Timely and accurate monthly provider reporting of colleagues in the agreed format to benefit providers in order to provide a seamless service to colleagues for onward enrolment in relevant benefits at the correct choice level
• Communications functionality to inform colleagues on key process issues such as enrolment process
• 1st line query management from colleagues and Ofcom Team within pre-agreed SLA
• Build Benefit changes as and when required
• Communications with members regarding workflow of benefit choices
• Confirmation communication of benefit choices when confirmed
• Management of pension re-enrolment on a three yearly cycle
2. PLATFORM
• Maintenance of online benefit platform and all information held on it
• Helpdesk functionality and for registration and access issues on benefit platform if not SSO
• Cloud platform to enable colleagues select their benefits, and to find out information on each benefit
• Ofcom would want to understand platform capability in modelling cost effect of benefits selected including whether tax and NI implications can be shown
• Provide online Total Reward Statements
• Single Sign On capability
• Technical specification in line with Ofcom Security Requirements
• Ability for the platform to act as a single, central engagement hub for all Ofcom benefits and wellbeing offerings.
3. CUSTOMER SERVICES
• Responsive and proficient support service, with access to email / web queries and telephone helpdesk if required
• Supplier invests in maintaining a strong and effective partnership with Ofcom, with positive attitude to ensuring exemplary service
• Proactive
• Access to benefit reporting, detailed MI and analytics for Ofcom
Contract location: UK
Communication: https://ofcom.bravosolution.co.uk Suppliers will be directed to the opportunity on the Ofcom Bravo Solutions procurement portal (Bravo) at https://ofcom.bravosolution.co.uk where they will find the listing on the itt section along with the Invitation to Tender document. Suppliers will need to complete and submit their tender response via the Ofcom Bravo portal before the closing deadline of 12:00 hours on Monday 30 November 2026
Enquiry deadline: 2026-11-20T12:00:00+00:00
Submission address and any special instructions: https://ofcom.bravosolution.co.uk Suppliers will be directed to the opportunity on the Ofcom Bravo Solutions procurement portal (Bravo) at https://ofcom.bravosolution.co.uk where they will find the listing on the itt section along with the Invitation to Tender document. Suppliers will need to complete and submit their tender response via the Ofcom Bravo portal before the closing deadline of 12:00 hours on Monday 30 November 2026
Tenders may be submitted electronically: allowed
Award decision date (estimated): 2027-02-22T23:59:59+00:00
Lot: 1
Lot value (estimated)
350.000,00 GBP excluding VAT
420.000,00 GBP including VAT
This contract is subject to renewal: Yes
Description of renewals: Contract can be extended at Ofcom's sole discretion for up to two periods of 12 months each
Information about options. Options: Yes
Award criteria:
| Name | Type | Weighting |
|---|---|---|
| Price | price | 25% |
| Flexible Benefits Administration. Extent to which the proposed provider can meet the requirements set out in section 2.4 (A-E & G) of the specification | quality | 20% |
| Technology Extent to which the proposed provider can meet the requirements | quality | 20% |
| Management Information • Extent to which the proposed provider can meet the requirements set out in Section 2.4 (F) of the specification | quality | 15% |
| Implementation, Mobilisation and Transition | quality | 10% |
| Social Value | quality | 10% |
Languages in which tenders or requests to participate may be submitted: En