DUB-IT/HR-5752 Global HR Solution
GOAL IRELAND
Request for Offer (RFO) for
Global HR Solution
REF: DUB-IT/HR-5752
CONTENTS OF THIS TENDER
1
Submission Checklist ________________________________________________________________ 2
2
Timetable __________________________________________________________________________ 2
3
About GOAL _______________________________________________________________________ 3
4
Specification of Work ________________________________________________________________ 3
4.1
Deliverables ____________________________________________________________________ 3
4.2
Specific Objectives _______________________________________________________________ 4
5
Instruction to Bidders ________________________________________________________________ 5
6
Submission of Offers _________________________________________________________________ 5
7
Selection Criteria ____________________________________________________________________ 6
8
Information Criteria __________________________________________________________________ 6
Supplier Information _____________________________________________________________ 6
8.2
Pricing: ________________________________________________________________________ 6
9
8.1
Payment Terms _____________________________________________________________________ 6
10
Conditions of Tender/RFO __________________________________________________________ 6
11
Bidders Signature __________________________________________________________________ 7
Annex 1
High-level Business requirements checklist
Annex 2
Technical requirements checklist
Annex 3
GOAL Standard Terms and conditions
Annex 4
Vendor Registration Form
Annex 5
Rollout cost spreadsheet
If clarification is required on any of the above questions please email hqtenders@goal.ie and include the words “clarification required” and the
ref. DUB-IT/HR-5752
DUB-IT/HR-5752 Global HR Solution
1
Submission Checklist
** BEFORE SUBMITTING THIS TENDER PLEASE ENSURE **
 Signed RFO
 Details of your proposal for GOAL
 Completed High-level Business requirements checklist (Annex 1)
 Completed Technical requirements checklist (Annex 2)
 Signed GOAL’s Terms and Conditions (Annex 3)
 Completed and signed Vendor Registration Form (Annex 4)
 Rollout Pricing spreadsheet (Annex 5)
 Audited financial accounts for the last 2 years
 Details of previous experience developing Global HR Solutions including, with email
addresses, 2 client references you are happy for GOAL to contact
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Timetable
Issue of RFO:
All queries and clarifications back to hqtenders@goal.ie by:
Responses to queries published by:
Deadline for tender responses from suppliers:
Shortlist of suppliers will be selected and notified for Demo* by:
Supplier demonstrations/presentations commencing week of:
25/09/2015
09/10/2015
16/10/2015
30/10/2015 (1600 GMT)
06/11/2015
23/11/2015
Selection decision and Notifications will be made after completions of process
*short-listed suppliers will be required to demonstrate the software and present to Goal, based on a set of structured scenarios
and assessments
If clarification is required on any of the above questions please email hqtenders@goal.ie and include the words “clarification required” and the
ref. DUB-IT/HR-5752
DUB-IT/HR-5752 Global HR Solution
3
About GOAL
GOAL is an international humanitarian agency dedicated to the alleviation of the suffering of the poorest of the poor. It was
founded by John O'Shea in 1977.
GOAL's Mission Statement: To work towards ensuring that the poorest of the poor and most vulnerable in our world and those
affected by humanitarian crises have access to the fundamental needs and rights of life, for example, food, water, shelter, medical
attention and literacy. It is non-denominational, non-governmental and non-political.
GOAL has responded to nearly every major natural and man-made disaster in the past 30 years and is currently operational in 17
countries in the developing world. It also implements rehabilitation and long-term development programmers and works with
local partner organizations that have similar objectives. While GOAL’s priority is to bring life-saving assistance to people affected
by emergencies, through the provision of food, healthcare and other basic requirements, it also priorities programmes which care
for street children and people affected by HIV/AIDS.
4
Specification of Work
Due to the recent and predicted, continuation of growth within GOAL, current HR systems and manual processes are viewed as
no longer able to sustain the levels of HR management and recruitment required by the organisation. Roles recruited for head
office have doubled in the past two years (2013 – 25 roles, 2014 – 195 roles) and the rate of recruitment is expected to increase
to support the scale of GOAL field activity.
In conjunction with increased recruitment activity, the HR team effort is largely spent in the day-to-day administration of
employees, reporting and contract management. The productivity of these activities is limited by the poor performance of
disparate systems and information sources available to manage current employees and the growing number of new recruits.
Manual administration of employee records, contracts and collation of reports are detracting from HR focusing on providing
‘value-add’ services to develop employees’ performance, increase motivation and staff retention.
From a strategic perspective, the limitations of the current HR operation are a becoming a constraint on organizational growth
and effectiveness. The provision of efficient, effective HR support from head office to other departments, countries and field
offices and in response to emergencies is being impacted. Visibility and consistency of employee information and skills would aid
better organisational analysis and operational decision-making. A more productive HR function, focused on developing
performance, quality and integrity of staff, would also promote the reputation of the organisation and increase the value GOAL
employees provide to beneficiaries.
GOAL are looking to identify an HR software solution to support their forecasted growth and facilitate strategic organisational
change and development. Emphasis has been put on the need to source a product and supplier that meets not just the current
operational needs but also provides the right strategic fit and partnership for the future. The specific strategic aims being to
attract, retain and develop the highest quality employees from the global NGO sector and the provision of reporting and analysis
to support organizational development and decision making. In summary, this tender aims to source and implement the best
long-term, quality, HR solution for GOAL Global.
4.1
Deliverables
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A strategic HR solution capable of supporting HR capabilities and functions across GOAL’s global locations in the long
term.
The system will initially streamline the key HR administrative and reporting functions and provide control for a structured
performance management process.
The system will provide a single source of employee information and, following wider adoption across the organisation,
consistency of HR reporting across countries.
The solution will have the capacity to be extended to support further HR functions and processes according to future
organisational needs.
As part of the system delivery process, the project will incorporate effective communication, training and implementation
of processes to engage buy-in and continued usage by HR teams.
To support process improvements or change
If clarification is required on any of the above questions please email hqtenders@goal.ie and include the words “clarification required” and the
ref. DUB-IT/HR-5752
DUB-IT/HR-5752 Global HR Solution
4.2
Specific Objectives
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Reduced administrative effort for HR teams
Consistency of employee data across countries
Process controls and efficiencies for HR and other impacted functions/departments
Increased accuracy and flexibility of head office HR reporting
Support for Goal growth, organisational development and strategic planning
NB
GOAL operates in 17 countries globally, many of which suffer from compromised bandwidth. For example GOAL South Sudan
& Sierra Leone both have offices of 40 employees with a 2mb line. GOAL employees need to be able to access the Global HR
System in such scenarios. Please detail within your proposal how your system would work in this environment (or detail a
proposed workaround.) Preference will be given to a solution that has been proven to work in similar environments.
GOAL will pilot the system in Head Office, Dublin, and one other Country office. There will be a staged roll out to countries once
the system is deemed viable. Additional cost per country roll out, any cost reduction due to scalability and any re-occurring
annual costs should be clearly defined and stated within in the proposal.
For your reference below details GOAL staff numbers, please note this is a best estimate and is subject to change.
HR Admin
Managers
Employees
Head Office
9
16
306
Global
57
250
3372
Total
66
266
3678
If clarification is required on any of the above questions please email hqtenders@goal.ie and include the words “clarification required” and the
ref. DUB-IT/HR-5752
DUB-IT/HR-5752 Global HR Solution
5
Instruction to Bidders
By submitting your Offer, the Bidder accepts in full the conditions of this RFO, waiving his/her own conditions of sale.
Please read all instructions, terms and conditions carefully, and ensure your information and documentation is provided on time
as failure to do so may result in rejection of your bid.
If clarification is required on this tender please send your query to hqtenderst@goal.ie . Please include the tender reference
number DUB-IT/HR-5752 and words “clarification required” In the subject line. Your query will then be forwarded to the relevant
person. Direct contact with any other GOAL staff member, before opening date, will result in the immediate disqualification of
the submitted tender.
6
Submission of Offers
Offers must be delivered in one of the following ways:
1. By email to the following address:
hqtenders@goal.ie
The subject line and email body should reference the following:
“Request for Offer for
GOAL Reference DUB-IT/HR-5752”
If submitting by e-mail please include scanned signed copies of your bid.
OR
2. in a sealed envelope to the following address:
GOAL Ireland
12/13 Cumberland St
Dun Laoghaire
Co. Dublin
Ireland
Your proposal, in original, should be sealed in an envelope addressed as follows:
GOAL Reference: DUB-IT/HR-5752C/O GOAL Procurement Team
Important: Offers transmitted in any other manner than those indicated above or offers received after the deadline date and time
will not be considered.
All Bidders will be notified of the results.
If clarification is required on any of the above questions please email hqtenders@goal.ie and include the words “clarification required” and the
ref. DUB-IT/HR-5752
DUB-IT/HR-5752 Global HR Solution
7
Selection Criteria
When analysing the Offers the GOAL Tender Committee will employ the following criteria:
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Price/fixed rates (any discounts should be made clear)
Payment Terms and Conditions (if different from GOAL Standard payment terms)
Weighting of High-level Business requirements
Weighting of Technical requirements
Previous Experience, NGO desirable, please include contact details for two referees GOAL can contact
After initial analysis GOAL will ask the qualifying selection of Bidders to demo and present their solution against some
structured scenarios and assessments provided by GOAL.
Final selection will be made considering the scoring of the business case demos against the weighted Business and
Technical requirements and Cost.
Information Criteria
In addition to your overall proposal, please include the following:
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8.1
Details of price/fixed rates (any discounts should be made clear)
Details of payment Terms and Conditions (if different from GOAL Standard payment terms)
Supplier Information
A signed copy of the RFO, your proposal, a completed High-level Requirements document (Annex1), a completed Technical
Requirements Document (Annex 2), GOAL Terms & Conditions (Annex 3), a completed Vendor Registration Form (Annex 4) and a
completed Rollout Pricing Schedule (Annex 5) and your audited financial accounts for the last 2 years should accompany a signed
copy of the bid. By signing the RFO & Terms & Conditions the Bidder indicates that s/he has read, understood and agreed to terms
& conditions of both documents.
GOAL requires your company to provide accurate and true information in both your quote and any other information provided
verbally or through email throughout the process of RFO submissions and tender clarifications. All information provided to GOAL
as part of this RFO process should be accurate, should any false information be provided on behalf your company this will lead to
exclusion from the RFO.
8.2
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Pricing:
All prices must be expressed in EURO
Any discount offered to GOAL must be clearly indicated as a percentage of the overall cost.
Payment Terms
Payment will be made to the vendor by bank transfer within 30 days from receipt of invoice for goods/delivery of services
10 Conditions of Tender/RFO
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GOAL reserves the right to deal with any Offer of its choice or any or all parts of the Offer and to purchase items from various
Offers. GOAL is not bound to accept the lowest Offer or any Offer.
This document is not a contract or an offer into a contract, but is a request for a quotation for the product indicated in the
RFO annex
GOAL does not undertake to pay by letter of credit or in advance of delivery.
Respondents are bound by their Offer for a period of 60 days as from the closing date of bids. If the validity of your offer is
less than 60 days, or more than 60 days timeframe, please, clearly indicate same in your commercial offer
GOAL is in no way responsible for any costs associated with preparing the RFO response or pre-fund any part of the selection
process
GOAL reserves the right to alter the dates of the timetable.
GOAL will inform each respondent to the results of the decision on their Offer; this process is not open to the public. GOAL is
not obliged to justify or explain selection to any respondent.
Any queries about this RFO should be addressed in writing to GOAL Ireland via email on hqtenders@goal.ie.
Any contract that results from this tender will be subject to GOAL Ireland’s standard Terms and Conditions.
If clarification is required on any of the above questions please email hqtenders@goal.ie and include the words “clarification required” and the
ref. DUB-IT/HR-5752
DUB-IT/HR-5752 Global HR Solution
11 Bidders Signature
I have read and understood this document
Signed:
__________________________________
Date:
___________________________________
Name:
__________________________________
Position:
__________________________________
Organization:
__________________________________
If clarification is required on any of the above questions please email hqtenders@goal.ie and include the words “clarification required” and the
ref. DUB-IT/HR-5752