Rostering, Time and Attendance Management System

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

The tender is for the provision of a Rostering and Time & Attendance Management System for Brothers of Charity Services Ireland (BOCSI). The system aims to automate and streamline the management of employee scheduling and attendance tracking for approximately 5,700 employees, including those with multiple contracts. The contractor will be responsible for the following activities:

• Digital Staff Rosters: Creation of automated staff rosters to facilitate efficient scheduling.
• Decentralised Timesheet Input: Implementation of a system allowing individual employees to input their own timesheets.
• Attendance Tracking: Accurate recording of employee attendance, including clock-in and clock-out times.
• Leave Request Management: Streamlining the approval process for leave requests and shift changes.
• Reporting: Generation of real-time reports for management analysis to enhance decision-making.
• Compliance: Ensuring adherence to the European Working Time Directive.

The system will not include functionalities related to employee salary, costing information, HR data beyond contract details, expenses, or annual leave calculations.

3. Background & buyer context

This procurement is initiated as part of BOCSI's ongoing efforts to enhance operational efficiency and compliance with regulatory requirements. The need for a modern rostering and attendance management system aligns with the organization's strategic objectives to improve workforce management and reporting capabilities. The tender is open to all qualified bidders, with a particular emphasis on encouraging participation from Small and Medium Enterprises (SMEs).

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €300,000 for each of the last three financial years.
• Insurance:
• Employer’s Liability: €13m
• Public Liability: €6.5m
• Professional Indemnity: €1m
• Certifications: Not specified for this tender.
• Past experience: Evidence of at least three comparable projects completed within the last five years.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The overall scoring will follow the Most Economically Advantageous Tender (MEAT) principle.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: As per the attached template, with no specified page limit.
• CVs: For key personnel, with no specified page count.
• Pricing schedule: To be completed using the provided template.
• Case studies: Details of three relevant projects, including value ranges.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All submissions must be made via the electronic postbox on www.etenders.gov.ie.

7. Key dates & process

8. Contract terms that matter

The contract will have a term of two years, with the possibility of three extensions of up to 12 months each. Payment terms will be specified in the Services Contract. Key performance indicators (KPIs) and service level agreements (SLAs) will be outlined in the contract, with penalties for non-compliance. The successful bidder must also ensure compliance with all relevant health and safety legislation.

9. Risks, red flags & unusuals

Potential risks associated with this tender include:

• The turnover requirement of €300,000 may limit participation from smaller firms.
• The absence of specified certifications may lead to uncertainty regarding compliance expectations.
• The lack of a mandatory site visit could hinder bidders' understanding of the operational environment.
• The contract's reliance on a cloud-based system may pose integration challenges for non-incumbent bidders.

10. SME fit assessment

This tender is open to SMEs with relevant experience in IT and software solutions, particularly those specializing in workforce management systems. Bidders should ideally have a proven track record of delivering similar projects. Consortiums and subcontracting are permitted, allowing smaller firms to collaborate with larger enterprises. Bid preparation is expected to require several days, depending on the complexity of the proposal. The incumbent's strength may influence the competitive landscape, as previous winners may have established relationships with the buyer.

11. Where to dig deeper

• Source RFT filename: Rostering and Time and Attendance RFT.pdf
• eTenders CFT ID: Not specified
• Contact email: Not specified
• Important attachments: Appendix 1 — Requirements and Specifications, Appendix 2 — Services Contract, Appendix 3 — Confidentiality Agreement.