Provision of a Human Resource Management System for Coimisiún na Meán

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1. At a glance

2. Scope of Work

The procurement seeks a cloud-based Human Resource Management System (HRMS) for Coimisiún na Meán. The contract encompasses the provision of the HRMS software, migration from the existing system, implementation, user training, and ongoing support. The solution must comply with Irish employment laws and HR policies, ensure secure data handling, and be configurable to adapt to evolving HR needs.

Key activities and components include:

• System Provision: Delivery of a cloud-based HRMS with various modules and functional requirements as detailed in Appendix 1 of the RFT.
• Data Migration: Transfer of data from the current HR system to the new HRMS.
• Implementation: Installation and configuration of the HRMS.
• Training: Provision of training for users on the new system.
• Ongoing Support: Continuous support and maintenance of the HRMS.
• Compliance: Adherence to local country employment laws and HR policies.
• Data Security: Fully secure data handling practices.
• Configurability: The system must be configurable to support evolving HR needs.
• User Base: Costs are to be provided on the basis of 330 users.
• Data Retention: Configurable retention for data backups, with a minimum of 90 days, and tested restore procedures.
• System Hosting: Hosting must be within the EU/EEA. No storage, transfer of data, processing, or support access is permitted from outside the EU/EEA.
• Data Centre Certification: Data centres must be certified to ISO27001:2022 level (or equivalent).
• Data Ownership: Coimisiún na Meán owns all data.

The envisaged contract duration is three years from the commencement date, with an option for the Commission to extend the contract for up to two further periods of one year each.

3. Background & buyer context

Coimisiún na Meán was established on 15 March 2023, dissolving the Broadcasting Authority of Ireland (BAI). Its mandate, defined by the Online Safety and Media Regulation (OSMR) Act 2022, includes regulating radio, television, audiovisual media services, and online safety. The Commission oversees and enforces these frameworks, develops and funds the media sector through a Media Fund, and advises the Minister on a European Works Levy. It also plays a role in promoting equality, diversity, inclusion, sustainability, the Irish language, and educational initiatives, particularly in online safety and media literacy. The establishment of Coimisiún na Meán as a multi-person Commission, led by Commissioners for Online Safety, Media Development, and Broadcasting, alongside an Executive Chairperson, reflects the significantly expanded regulatory framework. This procurement is part of establishing the operational infrastructure for this new regulatory body.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered:

• Turnover requirement: A minimum average annual turnover of €1,000,000 over the previous three financial years. If established for a shorter period, this requirement must be met for each year of trading.
• Insurance:
• Employer's Liability Insurance: €13M
• Public Liability Insurance: €6.5M
• Professional Indemnity Insurance: €1M
• Cyber Insurance (including loss of data): €1M Tenderers must confirm all required insurances will be in place by the Contract's Effective Date, evidenced by a statement from an insurer.
• Certifications: Data centres must be certified to ISO27001:2022 level (or equivalent). Certificates must be available for inspection upon request.
• Past experience: Three (3) contracts of a similar nature, scope, scale, and complexity, completed within the last five (5) years. Ongoing incomplete projects are not accepted, though completed phases of ongoing contracts may be considered.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Hosting must be in the EU/EEA. No storage, transfer of data, processing, or support access is permitted from outside the EU/EEA.

Tenderers must also provide a Tax Clearance Certificate or Access Number and Tax Reference Number for verification.

5. Award criteria & scoring

The contract will be awarded to the Tenderer submitting the Most Economically Advantageous Tender (MEAT). The evaluation will consider the extent to which the tender demonstrates understanding of requirements, proposed methodology, resources, cost, and approach to environmental, social, and sustainability considerations.

Criterion Weight (%) Minimum Score Required Sub-criteria / Notes