Brief

• Provide a modernized HRMS system with up to date and integrated functionality. Ensuring efficient HRMS Master Data capture and Time keeping collated automation to a localized, integrated and approved payroll for processing in Rwanda. Historical traceability and reporting with financial systems cost management integration essential.  

Executive Summary

• Sourcing and Replacement of  the primary Human Resources Management System inclusive of an Integrated Payroll and Time and Attendance system for 5000 Employees.
• Integrated Technology should include Bar code scanning, Biometric and Face Recognition readers for clocking capability.
• Assurance of future Scalability is required. 

Scope of work and functionality

• Web-Based Platform:
  • The new system should be web-based, ensuring accessibility and ease of use for all employees across different locations (Mines & Sites). The system should support Self Service and Kiosk type features and remote service enabled.

• IT Architecture
  • A centrally hosted architecture within a Private Cloud in Rwanda.
  • Multiple Companies HRMS, Payroll and Time and Attendance systems.
  • Access rights per Company and Functionality with segregated duties management.
  • Common Pay Slips across all Companies.

• Integration:

o   Seamless integration between HRMS Master Data, Attendance management, Payroll and Finance essentially required to optimize business processes and ensure accurate integrated and timeous data.

• Comprehensive HRMS Features:
  • The system should encompass a wide range of HRMS features, including but not limited to Employee Master Data management, Contract Type based, Overtime management, Leave management, Performance evaluation, Training and tracking, Disciplinary Actions, Transfers, Promotions, Self Service and Comprehensive HRMS Reporting.

Features must support all Typical Functions depicted below: 

• Localization:
  • Preferred to source a Rwandan-based Company with a strong track record of Installation, Implementation and Support of HRMS Management solutions. This preference is rooted in the desire for local expertise and prompt support.

• Support and Migration:
  • The chosen Company should provide robust technical support to address any issues promptly, to Train the HR Team/Users. Furthermore, they should be capable of migrating our existing HR data from the MS Access system to the new platform.

Project Definition

• Establish a Trinity Metals HRMS Steering Committee for the replacement strategy and overall implementation responsibility and timelines.
• Scope of work and functionality validation and signed off requirements as per below prior to implementation commitment.
• Implementation plans, timeline and costing for existing master data migration signoff. Commissioning, training and handover acceptance for at least 3 – 6 months. These should run in the following order and concurrently with separate acceptance signoff:
  • 3 months for Time and Attendance.
  • 2 months for Master Data migration and HRMS system.
  • 4 months for Payroll acceptance and handover.
  • Support contract to be qualified for the 1^st Year as part of the overall contracted implementation.
  • Overall Equipment and Hosting also to be included in the overall contracted implementation cost.    

Requirement

All interest companies should require to submit their:

1. A copy of trading license
2. A valid Tax Clearance Certificate
3. A valid clearance certificate from RSSB
4. VAT Certificate
5. Detailed description of the essential technical and performance characteristics of the goods to be supplied establishing conformity to technical specifications provided
6. List of qualified staffs working in your organization attached with their CV and qualification certificates (Diploma or Degree)
7. Three references (contracts) of software development from reputable institutions signed, respectively in the last five years.
8. One of these contracts should be accompanied by the proof of good completion certificate worth 100,000,000 Rwf or its equivalence in USD
9. Proof of non-bankruptcy issued by the competent institution
10. Certified financial statements for the last 3 years with an average turnover of at least 500,000,000 Rwf or its equivalence in USD

Submission

Qualified and experienced firms to participate in this exciting opportunity.

Tender Details:

• Tender Name: Human Resource Management System (HRMS)
• Closing Date: 30^th September, 2023 at 11:59PM
• Submission to: tender@trinity-metals.com
• Email subject: “Tender for HRMS”
• Attachment: One zipped folder

Company Profile & Administrative documents

Technical offer specific to this project

Financial details

If you have any specific inquiries or require additional information, please do not hesitate to contact us at the following email address: tm.it@trinity-metals.com  Our team is ready to assist you with any questions or concerns you may have regarding this tender not later than 27^th September, 2023 at 5PM.

We encourage all interested companies to carefully review the tender documents and ensure compliance with the specified requirements. Your participation is highly valued, and we look forward to receiving your proposal.

Thank you for considering this opportunity with Trinity Metals. We anticipate a robust response from the market and eagerly await your submissions.