Consultancy and Training, Information Technology, Research and Development

HELVETAS Swiss Intercooperation

Helvetas project in Ethiopia trains young people in professions that are on demand in the job market.

Helvetas supports vocational training for young people in Ethiopia. The mostly private educational institutions are oriented to teach occupational skills on high demand in the job market. Their training fees are not paid in full unless and until the young trainees begin earning a steady income.    job market.

I.         INTRODUCTION

HELVETAS Ethiopia is soliciting proposals from qualified vendors to provide an HRIS (Human Resources Information System) solution for HELVETAS Ethiopia. The scope of functionality for the proposed HRIS solution is to include HR, Benefits, Payroll, Time and Attendance, Talent Acquisition (e.g. Recruiting, Onboarding), leave management, Talent Management (e.g. Performance, Training), and other functionality included within the requirements section of this RFP (Attachment I) and develop fast, manageable, user friendly, secure and scalable Human Resources Information System.

 Note:

The above mentioned is an indicate list only and does not represent the whole range of services required.

This request for proposal (RFP) contains background information on HELVETAS Ethiopia and specific information that must be included in the proposals submitted. An electronic version of the proposal must be received no later than March 20, 2022.

Electronic copies must be delivered via email to HumanResources.ETH@helvetas.org We only accept electronic copies.

II.         BACKGROUND

HELVETAS Ethiopia is an international humanitarian organization which is part of a network of independent development organizations. With head offices in Switzerland, Germany and the USA, Helvetas is working in Ethiopia and other 28 countries in Africa, Asia, Latin America and Eastern Europe. The Organization bring about real change in the lives of over three million disadvantaged people every year. Helvetas implement development projects in the areas of water and sanitation, agriculture and nutrition, education, economic development, democracy and peace, and climate and the environment. The Organization also provides emergency response after disasters. HELVETAS Ethiopia has over 80 employees, located in 6 offices across the Country.  

III.         SOLICITATION KEY DATES AND TIMELINE

IV.         SCOPE OF WORK

The scope of work for the HRIS project includes the following functionalities and modules: HR, Benefits, Payroll, Time and Attendance, Talent Acquisition (e.g. Recruiting, Onboarding), Talent Management (e.g. Performance, Training) and any other functionality included herein.

Note:

The above mentioned is an indicate list only and does not   represent the whole range of services required.

For detailed sections concerning the relevant operational, performance, application, and technical questions and requirements of the system, please refer to Attachment I: Requirements of this document.

I.         PROPOSAL OUTLINE

To simplify the review process and to obtain the maximum degree of comparability, the proposals should include the following items and be organized in the manner specified below.

1.    Letter of Transmittal

A letter of transmittal briefly outlining the proposer’s understanding of the work and general information regarding the proposer and individuals to be involved is limited to a maximum of two pages. This should describe ONLY the people who are available to directly engage on the project. The letter should clearly identify the local address of the office of the proposer performing the work, the telephone number, and the name of the authorized representative. The letter shall include a clear statement from Proposer that this offer is binding and shall remain open for 90 days from the due date of this RFP and acknowledges that its proposal cannot be withdrawn within that time without the written consent of HELVETAS Ethiopia.

2.    Table of Contents

Include a table of contents that identifies the material by section, page number, and a reference to the information to be contained in the proposal. Profile of Proposer Proposing

Organization profile including overview of organization, certificate of registration, complete list of previous projects (relevant to the current task only, preferably with NGOs in a table format and letters issued by the past clients testifying to the work only are accepted). Background information about the Proposer should be limited to 3 pages MAXIMUM and focus should be on the offer being made. All other information about the Proposer and any other information not directly relevant to this RFP beyond 3 pages will be disregarded.

3.    Qualifications

•  Describe recent experience with implementing an integrated HRIS solution for organizations of a similar size and/or industry to HELVETAS Ethiopia, preferably to NGOs, Letters attesting the work done by such organizations
•  Include three client references, preferably organizations similar in size and industry to HELVETAS Ethiopia that should include actual name(s), current phone number(s), and email address.  

4.    Scope of Services and Proposed Project Schedule

Briefly describe the proposer’s understanding of the scope of services to be provided including the name/version of the product(s) proposed and estimated implementation schedule.

5.    Fees and Compensation

Provide the following information as relevant to the fee proposal:

Estimate of all costs for product, implementation, and servicing/support. Please make sure any of the following that are relevant and any other associated costs are clearly indicated and included in your proposal:

• Annual Maintenance:
• Implementation costs:
• Training costs:
• Customization costs:
• Interface/feed development costs:
• Monthly hosting fees:
• Monthly processing fees:
• Monthly service fees:
• Other monthly fees:
• Other one-time fees:
• All third-party costs:  

The frequency and timing of the billing process.

If the fee is proposed under a different methodology (e.g., a fixed price for all services) please provide a basis for the proposed fee.

6.    Exceptions to Contract Requirements

Any exceptions to the requirements of the sample contract shall be noted in the proposal. HELVETAS Ethiopia shall have no obligation to accept any exceptions and may reject any proposal noting exceptions to its contract requirements.

II.         Attachment I — Requirements

VENDOR OVERVIEW

• Your Organization name and address:
• Year founded:
• How many employees in your Organization are: Full-time, Part-time, Contract
• Provide a brief history of your Organization.
• What is your primary business focus and core product?
• Describe your target market.
• For how many years has the system you are offering been released?
• How many HRIS clients do you have?
• What is the average size (employee workforce) of your customers?

VENDOR FINANCIAL INFORMATION

• What is your Organization’s annual sales/revenue?
• What percentage of your organization’s revenue come from HRIS customers?
• What percentage of Research and Development is specific to your HRIS product?
• Are there any outstanding lawsuits against your Organization? If so, please explain what impact an unfavorable outcome would have on the Organization.

PRODUCT OVERVIEW

• Provide a brief overview of your product offerings in the HRIS space.
• Please specify the name and version of the HRIS system considered in this RFP.
• How do you differentiate yourself from your competition? Particularly open-source software (OSS) available?
• Who are your product partners?
• How do you stay current with changes in human resources?
• What enhancements are planned for your product over the next three years?
• Is your HRIS product a Cloud based solution?
• What is the total number of employees dedicated to the products’ service and associated offerings?

PRODUCT FUNCTIONALITY

Please use the following matrix as a key for responding to the requirement tables in the RFP.

ENTERPRISE STRUCTURE

• How does your HRIS system support multiple offices?
• Describe how a cost center/cost code is added and deleted in your system.

RECRUITING AND APPLICANT MANAGEMENT

• Provide a brief description of your recruiting and applicant management system.
• When was this recruiting and applicant management product developed?
• Was this product developed in-house or purchased?
• What job boards are supported with your product? Describe how jobs are posted to Internet job.
• Does your system allow for an automatic e-mail response to applicants and candidates? If so, please describe the communication types included in the application. Can we customize the responses?

 ONBOARDING

• Describe your Onboarding functionality.
• When was this onboarding product developed?
• Was this product developed in-house or purchased?
• Explain how employment verification is handled in Onboarding.

HUMAN RESOURCES

• Describe your system’s HRIS functionality.
• Is this system integrated with the payroll system?
• When was this human resources product developed?
• Was this application developed in-house or purchased?
• Describe the types of historical information your system maintains (including number of years maintained).
• How do you support electronic signatures?
• Describe the HR process for transferring an employee between departments and/or offices.
• Can electronic files and scanned documents be stored by employee on your system? What limitations, if any, exist?

GENERAL HR REQUIREMENTS

REPORTING/COMPLIANCE

As human resource regulations change, how do you ensure your clients stay in compliance?

COMPENSATION

• Provide an overview of the key compensation features of your system.
• How is the compensation features integrated with the HRIS function?
• Explain how your system creates and retains salary history.
• What types of reports are available for compensation?
• Describe how your system manages incentive/bonus pay. 

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