Request for Information Human Resources Information Management System (HRIMS)
1. Purpose of this document The purpose of this RFI is to identify preferred Submitters with the experience and resources to effectively provide a Human Resources Information Management System (HRIS). It is proposed the Submitters will have the ability to supply, install, configure, and train all staff in the use of an HRIS system. The Submitters must be able to provide ongoing software support and be able to potentially provide future professional services / software development. Key drivers for this initiative are business efficiency, effectiveness and compliance with legislative requirements. We are looking to more efficiently manage human resources activities to provide personnel administration, strategy and performance. 2. Background SALGA wishes to design and implement a Web and cloud-based, well supported, user friendly, HRM information management system. This system will allow for linkages or real time interfacing with member municipality s information systems on the entire employee lifecycle from recruitment to payroll, talent management, applicant tracking, recruiting tools, pre-employment testing, compensation, compliance with regulatory requirements, background checks, labour relations affairs and skills training etc. In addition to that, the HRIMS should enable SALGA to service its member municipalities in terms of clear products and services that are set out in the SALGA Human Resources Management and Development Strategy and the operating model. Below are also amongst the envisaged features of the system: It should Incorporate contact centre functionality and because of limited resource constraints, it should be capable of being hosted and supported through managed services arrangements; Be scalable and inter-operable, with an ability to import data from multiple Excel spreadsheets, databases, and paper documents, given the medium to long term objectives to create a unified public service; provide for the required functionality and interface with internal SALGA systems including the enquiry management system as well as the web-based portal that provides data for the municipal barometer to mention but a few. Contain a data warehousing facility in one master location providing for the interface between SALGA and the municipalities human resources information systems to enable the viewing, uploading and storage of data which is in the custody of municipalities. From a SALGA perspective, data sets will be developed and stored in the form of frameworks, toolkits, circulars, guidelines, manuals, templates and job profiles to mention the most obvious, for access and retrieval of such data by member municipalities for strategic planning, knowledge sharing, benchmarking, compliance reporting, trend analysis and scenario analysis. Using this system, SALGA also intends to distribute pertinent information about the sector s human resource practices to enhance the local government HRIMS RFI Page 2 of 5
developmental objectives and to realise technology utility and the usability to meet the performance expectations of SALGA and its member municipalities. 3. Outline of HRIMS requirements Transactional- intended as a possible HR administration solution that will be offered to municipalities (who do not have an existing HR system; have an HR system that has limited functionality or where municipalities choose to leverage a standard HR application service from SALGA) to support HR activities across the employee and employer HR life cycles Data Consolidation intended to consolidate HR information from municipal HR Transactional Systems and allow SALGA the ability to report and analyse consistent accurate, relevant, credible and real time HR information across local government. Master Data Management intended to enable SALGA to define key data elements such as permissible job families and types, positions and roles, and the specification of rules or data that SALGA would want to disseminate across municipalities to increase standardisation. Document Management intended to create a repository of SALGA documents, templates, processes and guidelines for general availability to municipalities to assist with easy access to relevant HR content. 4. Submission information requested Submitters are required to provide the following information in their response: 4.1 Company details, experience and track record including: Relevant, recent experience in implementing HRIMS systems software support services staff skills and experience reference site(s) contact details 4.2 Core Activity indicative pricing. Indicative pricing should be broken down by: software project management Integration consultancy training 5. Submission terms and conditions 5.1 The submission of information will indicate that your company has agreed to abide by the conditions set out in this RFI. HRIMS RFI Page 3 of 5
5.2 The South African Local Government Association reserves the right to: extend the time for lodgement of responses and/or to vary the timings and processes for this RFI invite new Submitter responses and/or reject any Submitter responses clarify requirements/responses with all or individual Submitters enter into discussions and/or negotiations with any one or more Submitters at any time and upon any terms and conditions 5.3 Submitter responsibilities: All costs associated with a Submitters participation in this evaluation process are the sole responsibility of the Submitter. Responses must be received by the required dates. Responses received after these dates may be rejected and excluded from the evaluation process. Combinations of solutions or joint submissions are acceptable, but details of all parties and their key roles must be clearly indicated in the response. The responding company must be the primary submitter and take sole responsibility for delivering and supporting the offered solution. SALGA will only deal with the primary submitter throughout the evaluation, selection, negotiation, implementation and post implementation support phases of this process. 5.4 No advertisement, copy or statement relating to the submission, consideration, rejection or acceptance of any submission shall be published in any newspaper, magazine, journal or other medium without the prior approval of SALGA. 5.5 All information contained herein is to be considered confidential. The submitter must not disclose any confidential information to any other person without prior written consent from SALGA. 6. Submission format and delivery 6.1 RFI Submissions will be accepted in hard copy for attention: SOUTH AFRICAN LOCAL GOVERNMENT ASSOCIATION SUPPLY CHAIN MANAGEMENT REQUEST FOR INFORMATION: HRIMS Block B Menlyn Corporate Park 175 Corobay Avenue Cnr Garsfontein Road Waterkloof Glen X11 Pretoria 0181 It is the responsibility of the submitter to ensure successful receipt of submissions before the closing date. HRIMS RFI Page 4 of 5
7. Evaluation and Selection Process RFI will be evaluated based on the information received. The following evaluation criteria will be used should SALGA proceed to the next phase of the tender process Evaluation of responses will be done in three major categories, each consisting of several minor categories and is based on predetermined weightings as follows: Functionality (technical content) Price B-BBEE status level of contribution 8. Acceptance of Submission Negotiations with any of the preferred Submitters does not imply nor commit SALGA to proceeding to a signed contract. SALGA reserves the right to stop negotiations at any time. Negotiations may then start with any other Submitters. 9. Contacts For further enquiries contact: Virginia Ramodike at 012 369 8000 or email vramodike@salga.org.za HRIMS RFI Page 5 of 5