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Reference Number
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10194290
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Procuring Entity
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MUNICIPALITY OF ITOGON, BENGUET
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Title
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HUMAN RESOURCE INFORMATION SYSTEM (HRIS)
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Area of Delivery
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Benguet
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Printable Version
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Solicitation Number:
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23-835A
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Trade Agreement:
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Implementing Rules and Regulations
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Procurement Mode:
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Public Bidding
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Classification:
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Goods
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Category:
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Systems Integration
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Approved Budget for the Contract:
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PHP 2,000,000.00
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Delivery Period:
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1 Year/s
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Client Agency:
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Contact Person:
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Amalia Acay Ibarra
BAC Secretariat
Poblacion
Itogon
Benguet
Philippines 2604
63-074-09175094346
oghay.amy01@gmail.com
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Status
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Active
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Associated Components
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Order
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Bid Supplements
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0
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Document Request List
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0
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Date Published
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17/10/2023
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Last Updated / Time
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17/10/2023 12:00 AM
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Closing Date / Time
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08/11/2023 9:00 AM
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Description
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INVITATION TO BID FOR HUMAN RESOURCE INFORMATION SYSTEM (HRIS)
Solicitation No. 23-835 (Goods and Consultancy Services)
1) The Municipality of Itogon through the Budget for the contract approved by the Sangguniang Bayan for the intends to apply the sum of TWO MILLION FIVE
HUNDRED PESOS (Php2,000,000.00) for the HUMAN RESOURCE INFORMATION SYSTEM (HRIS)– 23-835 (Goods and Consultancy Services) being the ABC to payments of
the contract for each lot. Bids received in excess of the ABC shall be automatically rejected at bid opening.
Specification:
1. 1 Package Purchase and Installation of Human Resource Information System (HRIS)
Inclusions:
System Fee
HR Module (201 Files)
Timekeeping Module
Payroll Module
Control Panel Module
Employee Portal
Customization
E-Portal
1 Unit Server
Software Warranty
Training
2. 1 package Purchase and Installation od 6 units compatible multimodal (Face, fingerprint, signature) Biometric System
TERMS OF REFERENCE
A. HUMAN RESOURCE INFORMATION SYSTEM (HRIS)
I. SOFTWARE INSTALLATION AND TRAINING
• Software Installation
• Initial data alignment (personnel 201 Files, timekeeping, payroll)
• One Time training of Users with respect to systems functionality
The system will address the needs of the HR and Payroll Department to properly monitor and record all Human Resource, Timekeeping and Payroll activities of
the Company.
Thru this system, Human Resource Department will process HR-related information of employees and other HR-related functions. The systems also enable HR
staff to execute HR-related activities such as job announcements, personnel actions, logs monitoring and others. Payroll Department will also handle
payroll processing of each employee with respect to time logs, deductions, and other compensations. Client services will be enhanced because of the readily
available information from the system and data usefulness will be truly utilized for use by other departments and the Management.
The summary of modules of our Human Resource Information System (HR-Easy) which will be included in this package are as follows:
1. HR Module
2. Timekeeping Module
3. Payroll Module
4. Control Panel Module
5. Employee Portal
• Responsibilities
1. Supplier- Installation and implementation of the system to the LGU
Presentation of periodic reports on the status and progress of work Coordination with the client officers on the following:
Data requirements of the team
Submission of reports
Scheduling of interviews, meetings and discussions
Resolution of clearance of any action or issue encountered
Report customization pattern to company’s form requirements
Full software documentation (Database/Table/Field Description)
(Process/Function Description)
2. Local Government Unit of Itogon’s Management and Staff:
Providing adequate workspace
Providing Policies related to HR activities, Timekeeping and Payroll
Providing and submitting all required information needed at least every two weeks
Collaboration, coordination and cooperation with the project team for early
completion of the engagement, for training and implementation
Submit all the Reports for customization Review and approval of all the reports
II. PROJECT HARDWARE AND SOFTWARE REQUIREMENTS
The system should be designed and developed under Windows Environment using the latest programming tools and it would need to run on the following hardware
specification to enable it to function properly:
A. Hardware Requirements
Based on the requirements of the PDS to efficiently run the system, the following hardware shall be needed and proposed by us:
1) Server
Application Server
Database Server
2) Workstations
Standard workstations for department needs
Core-i5 units with at least 1TB hard drive and 18 inches LED monitor with UPS and AVRS
3) Others
Printers
Biometric
B. Software Requirements
Preferably Linux OS & MariaDB (Licensed) – Windows 2019 server or higher and MS SQL 2019 Database, respectively
Symantec Endpoint Protection 12.1 Media (Licensed) – Antivirus for Server
Note: Procedures on file maintenance and systems back up shall be advised to the Procuring Entity based on said requirements.
C. Systems Ownership and Right to Use
Upon full payment of the systems fee, the system will be licensed for lifetime
use by the Local Government of Itogon and such will not be subject to recurring or other payments in the future.
The Right to Use the system shall be offered to the Local Government of Itogon based on payment of systems fee. In the event that the above systems are
held in abeyance, stopped or discontinued by the LGU, the Supplier, upon proper 30-day notice may uninstall the Systems and may discontinue its support to
the Procuring Entity.
D. Systems Training and Implementation
Training for the HR, Payroll Staff and focal persons who will handle the HR-Easy System shall be provided by the Supplier within one (1) week from the date
of Systems Installation.
After the training, a User’s Training Acceptance Form shall be signed by the user to signify training acceptance of the modules.
E. Implementation Time Table
Modules Time Table
HR-Easy System 12 months
1. HR Module
2. Timekeeping Module
3. Payroll Module
4. Control Panel Module
5. Employee Portal
6. Customization
F. Software Warranty for Outright Purchase
The Supplier shall be responsible for free Systems Maintenance and Warranties within one (1) year from the date of acceptance of the system. Proper system
use and backup procedure will be handover to the User and System Admin during implementation.
In the event of data loss due to viruses, the Supplier shall exert effort to restore the database and if all means are exerted but with no avail, the
Supplier shall restore the latest database backup. Any transactions that were lost shall be encoded by the user. Database back up shall be scheduled on a
daily basis.
For system maintenance related to revision of existing transaction flow of the system or new screen or report which may affect the system design, the
Supplier may propose an estimate service fee subject for your approval. In this revision proposal, the Supplier shall indicate all activities to be
performed by our staff.
III. SYSTEM FEATURES
HUMAN RESOURCE INFORMATION SYSTEM – (HR- EASY)
Human Resource Information System is an integrated system and should be web-based design to provide information used in HR decision making. The system will
focus the on computerization of the organizations administrative, operational and strategic roles. It will automate its payroll and benefit activities,
employee’s time records and appropriate deductions and adjustments. It also addresses easy management of employee and labor relation, staffing,
compensation and benefits and HR development that leads to better HR planning and Analysis in one organization.
This System is composed of 4 Main modules based on functionality, the Human Resource Module, Timekeeping Module, Payroll Module and Control Panel
(Maintenance) Module.
1. Human Resource Module
This module basically gives access to HR-related information of employees and performs HR-related functions. The systems also enable HR staff to execute HR
related activities such as job announcements, personnel actions and others. Stated below are the General features of transactions included in this
module:
a. Recruitment & Appointment
This will handle the recruitment process and appointment of employee
(full-time/part-time).
The system will monitor the list of position available as vacant and those positions occupied
System will register the Applicants and will follow the application process mandated by the Municipality
Screening and evaluation process will be captured whether the applicant passed or not the manual screening and evaluation process conducted by the
personnel selection board (PSB)
For those who passed the PSB the system will trigger the applicant for appointment approval with the notification of approved appointment
Issuance of Notice of Appointment will be system generated.
b. Employee Profiling
This handles the 201 file of each employee, Salary rate and tagging of personnel
related profiling such as leave management (leave credits and service credits) that will generate Personnel Data Sheets, Certificate of Assumption and
archiving of each personal documents such as SALN and others.
It includes personnel information with captured digital picture
This module also tracks down the recording of Training and Seminars attended of each employee.
Also, it can generate list of employees based on their educational qualification and will be used as data for identification of what training or seminars
they needed for personnel development.
c. Strategic Performance Management System (Personnel Evaluation System)
This handles the evaluation method or policy for all employee of the
Municipality for the purpose of promotion, awards, benefits and others.
d. Personnel Promotion/Performance Management
This handles the recording and processing of EMPLOYEE promotion based on Performance Evaluation
Step Increment that handles the increase of salary by virtue of Merit System or Loyalty/Service Awards.
e. Personnel Actions/Movement
Handles the HR actions related to personnel performance-based personnel salary, length of service, movement, separation, transfer and others.
f. Personnel Salary Adjustment
Handles the tagging of increase on the salary of employee mandated by the approving body. (DBM)
g. Leaves Applications and Monitoring
This handles the monitoring and approval of leaves from the employee. It will also handle the maintenance of individual leave ledger of each employee and
other leave options for personnel.
h. Organization Chart
This will handle the viewing of the approved organization chart of the institution.
i. Archiving
This handles the archiving of scanned employment related documents of the
Human Resource Office.
2. Timekeeping Module
This module maintains and manages the work schedule, leaves applications and monitoring of employees in and out in the campus that is needed for payroll
generation. Stated below are the General features of transactions included in this module:
a. Employee Work Schedule Profiling
This transaction displays the personnel information of each employee with picture attachment regarding its timekeeping details.
b. Time settings
This transaction handles time in and out of employees, official time monitoring and used to set-up the required overtime of personnel.
This transaction tags employee/s to a specific time schedule and its effectivity.
c. Work Schedule Template
-This transaction handles the individual working schedule of employees (regular and non-regular) either flexi or regular time.
-Assign Schedule (Regular, Overtime, Part-time)
-This handles the tagging of employee working schedule for a specific period which will be the basis for the computation of the worked hours, late, absent
and under-time.
-Time (Logs) data Import
-This handles the importing of time logs of all employees in case the device use
for time capture is not a real time recording mode.
-Time (Logs) Data Review
-This transaction handles the review and updating of the real time logs of each employee before processing it to have a computer total hours/day works,
late incurred, leave applied, overtime, under-time, absences, and official business and rest days.
-Process time (Logs) data
-This transaction processes the time data for payroll generation on a specific payroll period.
-Approve Time (Logs) Data
-This handles the approval of the process time data for all employee with automatic computation of total days/hours worked, late computation, undertime
computation and absences for payroll forwarding.
3. Payroll Module
This module handles the automated payroll processing of each employee
with respect to time logs, deductions, and other compensations.
a. Employee Data Payroll Setup
This handles the tagging and maintenance of all employees’ data related
to payroll such as income and deduction, tax exemptions, payroll interval,
Regular/Overload units for teaching and others.
b. Salary Records
This transaction handles the monitoring of all employees, current salary
record based on salary grade and increase. (Includes Certificate of
employment and payslip)
c. Payroll Period Processing
This will create choices of what kind of payroll releasing mode are applicable to the institution (bi-
monthly/Monthly) for full-time, part-time, casual and job order employees.
d. Open Payroll Period
This handles the identification and activation of what payroll period to be
processed for a group of employees.
e. Payroll Creation
This handles the generation of payroll per payroll period for all employees. This will group employees based
on its functional grouping. It will automatically retrieve the salary assigned to each employee.
f. Income, Premium and Loan Setup
This handles the review and updating of other income, premiums (GSIS, Philhealth, Pagibig) and loans to be
included in the computation of the payroll.
g. Income Posting and Approval
This handles the posting and approval of income to be reflected in the
payroll computation of each employee subject to computation of tax.
h. Deduction Posting and Approval
This handles the posting and approval of deductions to be reflected in the
Payroll computation of each employee subject to computation of tax.
i. Process Payroll
This will generate the final payroll for each group of employees on their
assigned payroll period that also generate Payslip for each employee.
4. Employee Portal
a. Leaves Application/Monitoring
Facilitate the application of leaves and monitors the available leaves of employees Official Business
Application/Monitoring.
Facilitate the application of official business and monitors all official business status of each employee.
b. Printable forms
This will enable employees to download forms (BIR, Philhealth, Pag-ibig, Payslip,
GSIS and other forms needed).
c. Bulletin Board
This is where memos and other announcement can be viewed by all
personnel.
5. Control Panel Module
Handles all the maintenance related transaction of the system.
6. Personnel Sub Module
This sub-module is a separate module connected to HRIS that will handle
each employee’s account for them to apply online their leaves, official
business, overtime, generate DTR, print payslip, PDS, SALN.
7. Other Notation:
The Supplier shall recommend the use of any biometric recognition device in implementing the HRIS to capture the time logs of the company so that all of
the modules under Human resource information system will be tested and used by the user for faster implementation.
In addition, the Human Resource Office shall submit all sample reports needed and its formats to the Supplier.
Any major functionalities/system features not mentioned herein shall be considered as part of the project deliverable for completion. It will be added to
the timeline after the completion of the mentioned features above.
For additional concerns and issues raised by the Procuring Entity shall be subjects for approval by both parties and will still be addressed and identify
such concern whether minor or major which will not affect the major design of the system.
IV. HARDWARE INCLUSIONS:
• 1- UNIT SERVER
Unix-based open-source and free-to-use operating system
Rack Mount Server
At least 3GHz, 4 Core Intel Processor or Higher
At least 1 x 16GB UDIMN, 2666 MHz Memory Module
At least 2 Port embedded 1GB Network Adapter
Rack (1U) Form Factor
At least 960GB 6 GB/S SATA Solid State Drive
True Pure Sine Wave Uninterrupted Power Supply
USB Keyboard and USB Mouse
B. BIOMETRICS
6- Units HRIS compatible multimodal Biometrics
Face Template Capacity: 400
Signature Capacity: 400
Fingerprint Capacity: 2,0000
Transaction Storage: 200,000
Data Download: via TCP/IP or USB flash drive, Wi-Fi (Optional)
Generate output in text or Excel file format
2.8” TFT Screen
2) The Municipality of Itogon now invites bids for the above Procurement Project. Delivery of Goods is required by 1 year calendar days upon receipt of
Notice to Proceed (NTP).
3) Bidding will be conducted through open competitive bidding procedures using a non-discretionary “pass/fail” criterion as specified in the 2016
Revised Implementing Rules and Regulations (IRR) of Republic Act (RA) 9184, otherwise known as the “Government Procurement Reform Act”.
4) A complete set of Bidding Documents may be acquired by interest Bidders on OCTOBER 17, 2023 from the Office of the Mayor, 2nd floor, Municipal Hall,
Poblacion, Itogon, Benguet and the applicable fee for the Bidding Documents, pursuant to the latest Guidelines issued by the GPPB, in the amount of Five
Thousand Pesos (Php5,000.00).
5) In acquiring a Bid Documents and submits on the opening, the Procuring Entity shall allow the Bidder its duly authorized representative accompanied by a
duly notarized SPA, in case of a Corporation, a Secretary’s Certificate is sufficient.
6) The Municipality of Itogon will hold a Pre-Bid Conference on OCTOBER 25, 2022, 9:00A.M at the Municipal Function Hall, Poblacion, Itogon, Benguet, which
shall be open to prospective bidders.
7) Bids must be duly received by the BAC Secretariat through manual submission on or before NOVEMBER 8, 2023 at 9:00A.M. Late bids shall not be
accepted.
8) Bid opening shall be on NOVEMBER 8, 2023 at 9:00A.M at the Municipal Function Hall, Poblacion, Itogon, Benguet.
X=X=X=X=X=X=X=X=X=X=X=X=X
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Pre-bid Conference
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Date
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Time
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Venue
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25/10/2023
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9:00 AM
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Municipal Function Hall Poblacion, Itogon, Benguet
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Created by
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Amalia Acay Ibarra
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Date Created
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04/10/2023
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