Request for Tenders for the provision of a SaaS HR Management System (HRMS) and Managed Payroll Services to the Maritime Area Regulatory Authority (MARA)

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 Maritime Area Regulatory Authority (MARA) seeks a contractor to provide a secure, cloud-based Human Resources Management System (HRMS) and fully outsourced managed payroll services. The estimated expenditure for the services over the contract term is approximately €2.033 million (Ex VAT). The successful contractor will manage all HR functions and deliver end-to-end payroll services.

Key activities include:

• HRMS Implementation:

• Deployment of a secure, cloud-based HRMS to manage HR functions.

• Integration with existing systems, if applicable.

• Payroll Services:

• Complete management of payroll processing for approximately 75-100 users.

• Compliance with all relevant payroll regulations and standards.

• User Support:

• Provide support for up to 25 users, ensuring smooth operation of the HRMS.

• Training:

• Conduct training sessions for staff on the HRMS and payroll processes.

• Reporting:

• Generate payroll reports and HR analytics as required by MARA.

• Data Management:

• Ensure secure handling of personal data in compliance with GDPR and other relevant regulations.

The contract will last for five years, with the possibility of five one-year extensions, allowing for adjustments based on MARA's evolving needs.

3. Background & buyer context

This procurement aligns with MARA's strategic objectives to enhance operational efficiency and compliance in human resource management and payroll processing. The decision to procure these services stems from a need to modernize existing HR functions and ensure compliance with evolving regulatory requirements. MARA aims to leverage technology to streamline HR processes and improve service delivery. The authority encourages participation from Small and Medium Enterprises (SMEs) to foster inclusivity in public procurement.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €2 million during one or each of the last three years.

• Insurance:

• Employers Liability: €13 million for any one claim.

• Public Liability: €6.5 million for any one claim.

• Professional Indemnity: €1.5 million for each claim.

• Cyber Insurance: €1 million for each claim.

• Certifications: Not specified for this tender.

• Past experience: Not specified for this tender.

• Personnel: One member of the payroll team must have at least 5 years of payroll management experience.

• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, focusing on the best price-quality ratio.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Follow the provided template, adhering to any page limits.
• CVs: Provide CVs for key personnel, limited to 2 pages each.
• Pricing schedule: Complete the pricing schedule as per Appendix 2.
• Case studies: Include 2 relevant case studies demonstrating experience in similar projects, with values ranging from €200,000 to €1 million.
• Declarations: Submit the European Single Procurement Document (eESPD), Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via the electronic tenderbox on www.etenders.gov.ie.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: Initial term of 5 years, with up to 5 one-year extensions.
• Payment terms: Not specified for this tender.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages: Not specified for this tender.
• Termination clauses: Not specified for this tender.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Allowed, with a designated Prime Contractor responsible for overall delivery.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €2 million may limit participation from smaller firms.
• The absence of specified SLAs/KPIs could lead to ambiguity in performance expectations.
• Lack of clarity on payment terms may pose cash flow risks for bidders.
• The requirement for one payroll team member to have 5 years of experience may restrict the pool of eligible candidates.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises with experience in HRMS and payroll services. Viable bidders should have:

• A proven track record in delivering similar services, ideally with a turnover exceeding €2 million.
• Capability to meet insurance requirements.
• The ability to form consortia or subcontract to meet technical and financial criteria.
• An estimated bid preparation effort of approximately 10-15 days.

The presence of a minimum experience requirement may indicate a competitive advantage for established firms, but the tender remains open to SMEs willing to collaborate.

11. Where to dig deeper

• Source RFT filename: RFT HR and Payroll.docx
• eTenders CFT ID: Not specified
• Contact email or clarification portal: www.etenders.gov.ie
• Important attachments:
• Appendix 1 – Specification and Requirements
• Appendix 2 (TRD B) – Pricing Schedule
• Appendix 5 – Services Contract