The Provision of an Electronic Applicant Tracking System to Manage Meath County Council full Recruitment and Onboarding Process

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 involves providing an electronic Applicant Tracking System (ATS) for Meath County Council to manage its recruitment and onboarding processes. The system must be flexible, fully automated, and accessible to all staff members, including approximately 1,100 employees, 50 line managers, interview board members, and external applicants. The HR unit, consisting of about 10 staff, will require full access to administer recruitment competitions.

• System Requirements: The ATS must support up to 150 recruitment competitions annually, accommodating both internal and external recruitment.
• User Access: Approximately 1,100 staff members, 50 line managers, and interview board members will have access, with full administrative access for 10 HR staff.
• Recruitment Process: The system should streamline the recruitment process, facilitating efficiencies in running recruitment competitions and onboarding processes.
• Integration and Compatibility: The system must be compatible with existing IT infrastructure and comply with data protection regulations.
• Support and Maintenance: Ongoing technical support and system maintenance are required to ensure continuous operation and updates.
• Training: Provide initial training for HR staff and ongoing support as needed.
• Reporting and Analytics: The system should include robust reporting and analytics capabilities to track recruitment metrics and outcomes.

3. Background & buyer context

Meath County Council is procuring this system to enhance its recruitment and onboarding processes. This initiative aligns with the council's commitment to providing high-quality and professional services. The current procurement is driven by the need to streamline recruitment operations and improve efficiency. The council's HR team manages a significant volume of recruitment activities, necessitating a robust system to handle these processes effectively. The procurement is part of a broader strategy to modernize and improve public sector recruitment practices.

4. Eligibility & selection criteria

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employer’s Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Professional Indemnity: €1 million
• Cyber Liability: €2 million
• Certifications: Compliance with ISO 27001, SOC 2 Type 2.
• Past experience: Minimum of 3 comparable projects delivered within the last 4 years, involving local authorities.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The price/quality split follows the MEAT (Most Economically Advantageous Tender) principle.

6. Submission requirements

• Method statement / response document: Use the named template with specified page limits.
• CVs: Required for key personnel, page count not specified.
• Pricing schedule: Complete Appendix 2 format.
• Case studies: Provide 3 examples, value range not specified.
• Declarations: ESPD, Bona Fides, Tax clearance, Conflict of Interest.
• Mandatory site visit: Not specified.
• Submission portal: eTenders, adhere to format rules.

7. Key dates & process

8. Contract terms that matter

The contract is for 36 months with the possibility of two 12-month extensions. Payment terms are in accordance with the Services Contract. Key performance indicators (KPIs) and service level agreements (SLAs) are not specified. Liquidated damages or penalty regimes are not detailed. Termination clauses include a 14-day notice period for breaches. Intellectual property ownership is not specified. Sub-contracting is allowed, but the prime contractor must assume overall responsibility.

9. Risks, red flags & unusuals

The tender requires a high level of insurance coverage, which may limit participation to larger firms. The absence of a specified turnover requirement could indicate flexibility or a potential oversight. The requirement for ISO 27001 and SOC 2 Type 2 compliance may pose a barrier for smaller firms without these certifications. The tender does not specify a go-live date, which could affect project planning and resource allocation.

10. SME fit assessment

This tender is suitable for firms with experience in providing applicant tracking systems, particularly those familiar with local authority requirements. Firms should have the necessary certifications and insurance coverage. Consortiums and sub-contracting are permitted, allowing SMEs to partner with larger firms. Bid preparation is likely to require several days, given the need for detailed documentation and compliance checks. The presence of an incumbent is not mentioned, suggesting an open field for new entrants.

11. Where to dig deeper

• Source RFT filename: "Recruitment and Onboarding_RFT.docx"
• eTenders CFT ID: Not specified
• Contact email or clarification portal: Use the messaging facility on www.etenders.gov.ie
• Important attachments: "Appendix 2 — Pricing Schedule", "Appendix 3 — Tenderer’s Statement", "Appendix 5 — Services Contract"