Requirement for a new HR platform for approx 400 users

Description

We require a HR platform for 350 to 400 end-users, the platform must have the following attributes

a)	Cloud hosted
b)	Hosted within the UK 
c)	Secure end-user access
d)	Mobile app; available on App Store and Google Play Store
e)	Verifiable disaster recovery resilient data centre and infrastructure
f)	Verifiable cyber security and data handling compliant 
g)	Project deployment tasks - Single sign-on, active directory data exchange, training, Microsoft Outlook integration, onboarding, super user training
h)	Post project deployment support 

The initial contract for the platform is intended to be on a one year rolling basis, and the value of the contract is to be discussed. The platform must be able to provide majority or all the following key functions 

•	Core HR 
•	Recruitment and talent management - vacancy management, direct job board posting, vacancy authorisation, CV redaction
•	Recruitment onboarding
•	Self-service - employee and manager
•	Appraisal / Performance Development Review (PDR)
•	Disciplinary and Grievance
•	Training management
•	Absence
•	Compensation and Benefits 
•	Overtime and zero hours contract worker management
•	Workflow 
•	Document management
•	Policies
•	DBS checks
•	Data analytics and KPI reporting, for value capture and business intelligence, including Dashboard reporting for example for Employee, Manager and HR)

Questions that have been asked and answered:
- Which platform are you currently using?
Currently using Softworks - which is really a time management system not a HR system. 

- What are the key challenges or pain points with your existing system? Understanding these will help us explore alternative options that better suit your organisation's needs.
Reporting is very basic. System has lots of problems (eg email notifications do not always work)

- You mentioned a user base of 350-400. How many of these users will be internal?
We officially have 320 users, but with part time and cover workers, we have up to 400 - all internal.

I also noted that there will be a crossover between the new and existing systems. It would be beneficial to discuss the migration process to ensure a seamless transition that aligns with your operational requirements. Do you have an idea of which elements may need to be staggered during the transition?
I believe they want to be fully live by May - so live the sonner the better - as there are so many things either not workeing or missing from the current system

Additional information: We are replacing a system that is currently in use, but there will need to be some cross over of services prior to the Go live date. Go live the end of May 2025 if possible.

****** None of the Tenders have been viewed yet - Tender opening is set for 27/02/2025 - no further details will be available until after this date

*** All Tender submissions must be emailed to [email protected] by the date and time on this notice.

**** Any queries received - the answers will be added onto this notice
****Please can you reply to the following questions:

Thanks for your response to my previous emails. I have shared your requirements with our bid team and software specialists and they have returned with some specific questions around the functionality requirements listed: 
•	Can you please clarify what you are seeking as part of the compensation and benefits element of this tender? What specific functionality you seek. We have a separate payroll system so that will not be included integrated with the HR system that we are seeking. So we will only be imputing things like salary information, working hours, annual leave and bank holiday leave entitlements.
We offer a separate benefits platform which you are currently using as a customer - we don't have a benefits platform, but we do use BHSF Connect App
•	In relation to the overtime and zero hour contract worker management, do you need clock in/ out, do you record TOIL, do you pay them different rates. Could you specify what you mean by ' contract worker management'. - we pay different rates, we need to be able to record their shift patterns that these workers do at the various project locations they work in, clocking in and out could be a way of capturing this 
•	Recruitment: Which job board so we need to integrate with? - we currently use CV library, but platforms like indeed would also be suitable.
•	PDRS'S - The processes across your PDR's can be completed within the system, or are you looking to input these within the platform? - we would prefer that PDRS are completed within the system