Integrated Human Resource Information System (HRIS)

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1. At a glance

2. Scope of Work

The Sustainable Energy Authority of Ireland (SEAI) seeks an Integrated Human Resource Information System (HRIS) to manage its human resources functions. The contract will involve the provision, implementation, and ongoing support of a comprehensive HRIS solution.

The scope of work includes:

• System Implementation: Deployment of a fully integrated HRIS solution. This requires confirmation that all functionality is available within a single, integrated system.
• Functional Requirements: The system must meet all functional and non-functional requirements as outlined in Appendix 1 of the Call for Tender and detailed in the Tender Response Document (TRD). This includes providing product documentation such as Data Sheets, Functional & Non-Functional Specifications, and Security Specifications.
• Accessibility: The system must incorporate accessibility features to ensure it can be accessed and utilized by individuals with specific accessibility requirements, including visual or hearing needs.
• Data Processing Location: All data processing by the contractor and any sub-processors must remain within the EU/EEA or within a third country approved as 'Adequate' under Article 45 of the GDPR (Adequacy Agreement).
• Information Security: The contractor must be certified to ISO 27001 (or equivalent) and ensure secure IT governance and management. All related activities of the data centre must be covered by ISO 27001 certification.
• System Monitoring: System monitoring will operate on a 24 hours, 7 days a week basis.
• Log Retention: Log retention must be a minimum of 6 months.
• Software Quality Remediation: A 90-day warranty period for software quality remediation of defects will apply, with resolution required within this period.
• Source Code Provision: Copies of the source code must be provided within 2 weeks of being requested or as requested during the contract term.
• Reporting: The contractor will report to the Client Project Manager at least once every 3 months as part of quarterly business reviews.
• Exit Services: The contractor will provide Exit Services for a period of up to 6 months following termination, which may be extended by the parties. The Exit Plan must be updated within 3 weeks of notification of termination by SEAI.

3. Background & buyer context

This procurement aligns with SEAI's strategic objective to enhance its operational efficiency through modern information systems. The acquisition of an Integrated Human Resource Information System (HRIS) is driven by the need to streamline HR processes, improve data management, and ensure compliance with relevant regulations. The tender is being issued to secure a robust and secure system that can support SEAI's current and future HR requirements. No specific programme or policy is explicitly cited as the driver, but the procurement reflects a general move towards digital transformation within public sector bodies. The incumbent system or provider is not mentioned in the provided documentation.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: Tenderers must demonstrate a minimum certified turnover of €440,000 per annum for the last three (3) immediately preceding financial years.
• Insurance:
• Employer’s Liability: €13,000,000 limit for any one claim or series of claims arising out of a single occurrence, per insurance year.
• Public Liability: €6,500,000 limit for any one claim or series of claims arising out of a single occurrence, per insurance year.
• Professional Indemnity: €1,500,000 in the aggregate.
• Cyber Liability: €2,500,000 limit for any one claim or series of claims.
• Certifications:
• Information Security Management System ISO 27001 (or equivalent) is mandatory.
• ISO 20000 standard (or equivalent) and NIS2 Directive compliance are also required.
• ISO 22301 Business Continuity Management certification is desirable but not mandatory.
• Past experience: Tenderers must provide 3 examples of work demonstrating services of a similar scale, nature, and complexity provided within the past 3 years.
• Personnel: CVs for the Account Manager and Payroll Specialist must be submitted. Specific experience requirements for these roles are not detailed in the provided extract.
• Geographic / facility constraints: All processing by the contractor and any sub-processors must remain within the EU/EEA or within a third country approved as 'Adequate' under Article 45 of the GDPR.

5. Award criteria & scoring

The contract will be awarded based on a combination of qualitative and cost criteria, following the Most Economically Advantageous Tender (MEAT) principle.

Criterion Weight (%) Sub-criteria