HR System Tender
Jisc is procuring a HR system, with the aim of going live in July 2020.
United Kingdom-Bristol: Time accounting or human resources software package
Section I: Contracting authority
I.1)Name and addresses
One Castlepark, Tower Hill
Contact person: Tony Claxton
Telephone: +44 1235822320
NUTS code: UKK11
I.4)Type of the contracting authority
Section II: Object
Proc0426 — Jisc HR System
II.1.2)Main CPV code
II.1.3)Type of contract
Jisc is procuring a HR system, with the aim of going live in July 2020. This system will be procured to run on an initial 3-year contract, with the possibility of an extension for a further 2 years, subject to performance review, and then subsequent 1-year extensions up to a maximum total contract length of 10 years.
II.1.6)Information about lots
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
II.2.4)Description of the procurement:
Jisc wishes to implement 1 system that incorporates the functional areas listed below:
— Core HR system modules, including (but not limited to):
—— employee self-service,
—— absence management,
—— organisational hierarchies,
— payroll and pensions,
— mobile functionality,
— talent management,
— performance development,
— pre-employment (Onboarding).
The following functionality is considered out of scope for this system:
— recruitment and applicant tracking,
— training and learning management,
— expenses management.
The following pieces are considered in scope of this project:
— supplier led construction of a full implementation plan, full system specifications, full integration plan,
— compliance with security and data requirements,
— data migration,
— any integration work, including with our applicant tracking system,
— training for staff,
— handover to BAU support systems.
Jisc has approximately 750 employees (and plans to grow by merger activity) consisting of permanent and fixed term staff. As Jisc has evolved since its inception in 1993 employees have TUPE’d in from various other organisations and therefore there exist several legacy contracts and differing terms and conditions of employment within the organisation.
As a result of Jisc’s history there are multiple payrolls which run each month; these are separate legal entities.
The automation and streamlining of processes is an essential output of this project, and we expect a supplier to advise on how to make our processes make best use of a new system to allow the people services team and Jisc to benefit from the efficiencies and accuracies this provides, as well as deliver an enhanced user experience.
Integration with our pension provider, USS, is necessary in order to provide accurate and up-to-date pensions information for each eligible employee.
The system needs to be able to integrate with other software as a service to enable processes. This requirement is including but not limited to sending emails via Office 365, sending payroll data to our Dynamics 365 finance system, receiving data from our expenses management software SAP Concur.
The final solution needs to be a fully integrated HR, payroll and talent management system rather than individual, linked functionality. This is to maintain data integrity by having only one single source, and to reduce the risk of links between these aspects of the system malfunctioning and to provide a consistent user experience. To further maximise the efficiencies provided by the solution, employees and managers should have access to a self-service portal to be able to access/update key data and trigger workflows as necessary.
In line with Jisc’s IT policy, the proposed solution must adhere to the following data storage and handling principles:
— data to be stored securely in the cloud (bidder’s security policy to be evaluated by Jisc before the award of any contract),
— data to be stored in the EU to comply with Data Protection regulations,
— suitable disaster recovery and BCM plans must exist (bidder’s plans to be evaluated by Jisc before the award of any contract),
— data is to be encrypted at rest,
— 2-factor authentication for logins.
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
II.2.9)Information about the limits on the number of candidates to be invited
II.2.10)Information about variants
II.2.11)Information about options
This system will be procured to run on an initial 3-year contract, with the possibility of an extension for a further 2 years, subject to performance review and then subsequent 1-year extensions up to a maximum total contract length of 10 years.
II.2.13)Information about European Union funds
Section III: Legal, economic, financial and technical information
III.1.2)Economic and financial standing
III.1.3)Technical and professional ability
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.8)Information about the Government Procurement Agreement (GPA)
IV.2.2)Time limit for receipt of tenders or requests to participate
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
IV.2.4)Languages in which tenders or requests to participate may be submitted:
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Section VI: Complementary information
VI.1)Information about recurrence
VI.2)Information about electronic workflows
Jisc will incorporate a standstill period at the point information on the award of the contract is communicated to suppliers. This notification provides information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for suppliers to challenge the award decision before the contract is entered into. The Public Contracts Regulations 2015 article 91 provides for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
VI.5)Date of dispatch of this notice: