The HRM Human Resources Department of the Province of West Flanders is currently working with 3 unconnected software tools: an access application for the follow-up of human resources administration, training and evaluation; the Cevips central application as a wage engine and a time recording system with stimulus clocks, Interflex. With the exception of time recording, these applications have no self-service possibilities for staff and managers. In addition, the applications are not linked, so that the staff of the Human Resources Department often have to provide the same personal data on several occasions.
In this context, the Human Resources Department wishes to support the ongoing transition from human resources administration to a strategic HR service through the implementation of new e-HRM software.
The new software should enable the service to maintain at least the current functionalities of the administrative processes related to human resources management and administration, but the new software modules should be distinguished from the packages used so far by:
— user-friendliness;
— web-based accessibility;
— self-service for staff and managers;
— simple reporting.
The contract is a supply contract. This is an obligation of result: the tenderer shall propose the means employed for the purpose of achieving the desired result.
The contract includes the supply, implementation and customisation of e-HRM software.
For detailed information on the functional content of the different phases, see section “Technical provisions”.
The contract is divided into the following lots:
Lot 1: “payroll”.
Place of delivery: Bruges.
Remarks: the HR administration module should enable the Human Resources Department to keep, monitor and connect in a database the full basic data of a staff file and the different aspects of the HR cycle in a dynamic manner. The new e-HRM system is looking at how to develop processes more efficiently.
The e-HRM system should become the unique source of data for all human resources data so that data is only kept at 1 place and the Human Resources Department always has the latest information.
In addition, the e-HRM package should include self-service facilities so that it can function as an e-stop shop for staff and managers.
This parcel is divided into 2 large hatches, the first of which concerns the staff administration of the provincial administration. The second window contains all the necessary functionalities for the administration of the members of IVA SDP, the internally independent social service agency of the province.
Lot 2: “recruitment”.
Place of delivery: Bruges.
Remarks: the recruitment and selection module should allow the Human Resources Department to recruit its staff members with, on the one hand, internal handling of the file such as managing vacancies and candidates and handling correspondence. On the other hand, the provincial administration wants to strengthen its positive and innovative image by exploiting e-recruitment opportunities.
Lot 3: ‘competence management, training and evaluation’.
Place of delivery: Bruges.
Remarks: the lot of competency management, training and evaluation contains 3 main hatches. The first window includes competence management and should allow job descriptions to be created, maintained and made available to staff. In addition, it should be possible to carry out competency management.
The second strand includes training and should allow the full management of training for provincial staff, including the planning and organisation of training courses, the creation of training courses, the automatic processing of the enrolment, the generation of attendance lists and the evaluation of the training. In particular, the provincial administration has ample opportunities to attend training courses, seminars and congresses away from home. The registrations and processing of such applications should also be automated.
The third part of this lot concerns the evaluation of the staff and must allow for the automated and computerised handling of evaluations within the periodic cycle, the working time and the probationary period. The evaluation module should allow the full management of the evaluation cycle, the trial period and the working time to be completed electronically. Specifically for this aspect, it is therefore important to move from a paper evaluation to an online system with a comprehensive workflow to follow up on the various steps in the functioning and evaluation process. For more information on this lot, see technical provisions.
Lot 4 ‘Engineering engine’.
Place of delivery: Bruges.
Remarks:The wage engine module must take account of the specific nature of a public administration’s staff administration, in this case a provincial administration, and must therefore take account of the relevant regulations as laid down in the legal rules, RSZPPO, sectoral agreements, etc.
The negotiated procedure with publication runs in 2 stages:
— phase 1: application for participation and qualitative selection;
— phase 2: tender and award.
Method and time limit for submission.
Receipt of applications (stage 1 of the procedure): applications will be sent either by letter (a registered letter is recommended) or submitted in person (against receipt) to the contracting authority.
Abdijbeke Provinciehuis, Public Procurement Office, for the attention of Ms Marie-Christine Warlop, Abdijbekestraat 9, 8200 Saint Andries.
The deadline for submitting these applications shall be indicated in the publication notice.
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