Provision of Human Resources (HR) Business Partnering Services

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 contract requires the provision of Human Resources (HR) Business Partnering Services to the Loughs Agency. The services encompass a range of HR functions to support employee administration, recruitment, and advisory needs across both Northern Ireland and the Republic of Ireland.

The contractor will be responsible for:

• HR Advisory Services: Providing expert advice and support on HR matters to the Client.
• Employee Lifecycle Management: Managing and supporting all stages of the employee journey, from recruitment and onboarding through to ongoing employment and offboarding.
• Recruitment Support: Assisting with recruitment processes, which may include candidate sourcing, screening, and interview support.
• Payroll and Benefits Administration: Potentially administering payroll and employee benefits, if applicable to the Client's structure.
• Compliance: Ensuring adherence to all applicable employment laws and regulations in both Northern Ireland and the Republic of Ireland.
• HR Data Processing: Handling personal data related to employees and candidates, including collection, recording, organisation, structuring, storage, retrieval, consultation, use, disclosure, and erasure. This processing is for the duration of the contract, plus any additional period required for legal retention obligations, typically up to 6 years.
• Reporting: Providing performance reports in advance of regular contract review meetings, outlining progress against key objectives and areas requiring attention.
• Continuous Improvement: Identifying and recommending opportunities for innovation and improvement in the delivery of HR services.
• Exit Management: Developing and maintaining an exit plan to ensure a smooth transition of services upon contract end or termination, including data and document transfer.

The scope includes processing employee and candidate personal data such as names, addresses, contact details, date of birth, National Insurance numbers, and employment details. The contractor must ensure compliance with Data Protection Legislation, acting as a Processor for the Loughs Agency (Controller).

3. Background & buyer context

The Loughs Agency is procuring Human Resources (HR) Business Partnering Services to support its operational needs. The requirement for services that comply with employment laws and regulations in both Northern Ireland and the Republic of Ireland indicates a cross-jurisdictional operational footprint for the Agency. The contract is structured to ensure comprehensive HR support, covering employee administration, recruitment, and advisory functions. The duration of the contract and the specific requirements for data processing and retention suggest a need for ongoing, reliable HR partnership. The tender documents do not explicitly state the strategic drivers behind this procurement, but it aligns with the general need for public bodies to maintain effective and compliant HR functions. No incumbent provider is explicitly mentioned.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: The organisation’s turnover must have been at least £200,000 in each of the last 3 financial years.
• Insurance:
• Employer’s Liability Insurance: Minimum of £10 million (€13 million) per incident.
• Public Liability Insurance: Minimum of £5 million (€6.5 million) per incident and unlimited in any one period of insurance.
• Professional Indemnity Insurance: Minimum of £2 million (€2.5 million) in aggregate, with cover to be in place for a minimum of 6 years post-contract.
• Certifications: The organisation must have a Quality Management System certified to ISO 9001 or a recognised equivalent standard.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Services must comply with applicable employment laws and regulations in both Northern Ireland and the Republic of Ireland.

5. Award criteria & scoring

The award criteria are not explicitly detailed with scoring percentages in the provided text. However, the contract will be awarded based on the most economically advantageous tender (MEAT). The evaluation will likely consider a balance of quality and price. Key aspects that will be assessed include:

• Compliance with Requirements: Adherence to all mandatory requirements, including insurance, certifications, and legal compliance across both jurisdictions.
• Quality of Service: The proposed approach to delivering HR Business Partnering Services, including advisory capabilities, employee lifecycle management, and recruitment support.
• Pricing: The competitiveness and structure of the proposed charges.
• Risk Management: The contractor's ability to manage risks associated with cross-jurisdictional HR compliance and data protection.

A minimum scoring threshold per criterion or overall is not specified.

6. Submission requirements

Bidders are required to submit the following:

• Method statement / response document: Not specified in terms of template or page limits.
• CVs: Not specified in terms of page count or named roles.
• Pricing schedule: Must be submitted as part of the tender submission, detailing charges for the services.
• Case studies: Not specified in terms of number or value range.
• Declarations:
• Confirmation of meeting the minimum turnover requirement.
• Confirmation of holding the required insurance policies.
• Confirmation of ISO 9001 or equivalent certification.
• Bona Fides declarations (implied by standard procurement practice).
• Tax clearance (implied by tax non-compliance clauses).
• Conflict of Interest declarations (explicitly mentioned in clause 22).
• Mandatory site visit: Not specified.
• Submission portal: Bids must be submitted via eTenders. Specific format rules are not detailed.

7. Key dates & process

8. Contract terms that matter

• Term: The contract starts on the Effective Date and continues for a period to be set out in the Form of Agreement. The contract can be extended for up to a further 12 months.
• Payment terms: Invoices are submitted monthly in arrears. Payment is due no later than 30 days following receipt.
• Key SLAs/KPIs: Performance expectations are set out in the Specification of Requirements. Failure to meet these may result in Client remedies, including liquidated damages.
• Liquidated damages: 1.5% of the price of the Services for each week's delay or failure to perform, up to a maximum of 15% of the total price.
• Termination clauses: Either party may terminate for convenience with 3 months' written notice. The Client may terminate immediately for material breach (irremediable or unremedied within 30 days), change of control, tax non-compliance, financial deterioration, insolvency, or cessation of business. The Contractor may terminate for material breach by the Client.
• IP ownership: All Intellectual Property Rights in Deliverables are the exclusive property of the Client.
• Sub-contracting: Not permitted without prior written consent from the Client. The Contractor remains fully responsible for sub-contractors.
• Parent-company guarantee or bond: Not specified.

9. Risks, red flags & unusuals

• Cross-Jurisdictional Complexity: The requirement to comply with employment laws in both Northern Ireland and the Republic of Ireland presents a significant compliance risk and requires specialist knowledge.
• Data Protection Obligations: The extensive data protection clauses, including acting as a Processor and handling cross-border transfers, demand robust data security and compliance measures.
• Limited Contract Value: The estimated value of €80,000.00 for a contract requiring dual-jurisdictional expertise and comprehensive HR services may be considered low, potentially impacting the pool of eligible bidders or the depth of service offered.
• Insurance Post-Contract: The requirement for Professional Indemnity Insurance to remain in place for 6 years post-contract is a notable duration.
• Liquidated Damages Cap: The 15% cap on liquidated damages for delay or non-performance is a standard but significant financial risk for the contractor.

10. SME fit assessment

This tender is likely suitable for small to medium-sized enterprises (SMEs) that specialise in HR consulting and business partnering, particularly those with demonstrable expertise in both Northern Irish and Republic of Irish employment law.

• Credible Bidders: Firms with a proven track record in providing outsourced HR services, holding ISO 9001 certification, and possessing the required insurance levels. The turnover requirement of £200,000 per annum for the last three years suggests a business of a certain established size, though not necessarily large.
• Consortium/Sub-contracting: Sub-contracting is not permitted without prior written consent, meaning prime bidders must be capable of delivering the full scope. Consortium bids are not explicitly mentioned but would likely require careful structuring to meet individual entity requirements.
• Indicative Bid-Prep Effort: Preparing a compliant bid would require significant effort, likely in the range of 5-10 days for a specialist firm. This includes understanding the dual-jurisdictional requirements, detailing service delivery, and compiling all necessary documentation and declarations.
• Pwin Signal: The tender does not explicitly indicate an incumbent or provide details on past winners. The primary signal is the specific dual-jurisdictional requirement, which will naturally limit the competitive field to firms with that particular expertise. The relatively low contract value might deter very large consultancies.

11. Where to dig deeper

• Source RFT filename: CfT2026-108 Provision of HRBP Services - Conditions of Contract.docx
• eTenders CFT ID: Not surfaced.
• Contact email or clarification portal: Not surfaced.
• Most important attachments:
• Conditions of Contract
• Scope & Specification of Requirements (implied, not explicitly named as an attachment)
• Schedule 1 (Data Processing Details)