Clarification as it relates to the Request for Proposal for the Human ...

Clarification as it relates to the Request for Proposal for the Human Resource
Management System
A Bidder requested clarification on the under-mentioned questions; the questions are in
black and the responses from the JCAA are in red. It is the JCAA’s position that all
Bidders must be privy to the same information in an effort to maintain transparency and
fairness of the procurement process, hence us publicizing the responses to the
clarifications being sought.
Question # 1: Line 10 of the requirements speak to a payroll system... what current
payroll system do you use at the moment and do you intend to keep
using that payroll system.
Answer: We currently use Turbopay as our payroll software. We intend to
. continue using this payroll system.
Question# 2: Line 19 and 20 speak to tracking man-hours and punctuality etc. do
you currently have a time and attendance system or should the bidder
supply a solution for this requirement
Answer: We do not have a time and attendance system. We have an access
control system which we seek to interface with the HRIS. The access
control system has time and attendance information.
Question # 3: Line 36 under Recruitment speaks to orientation check list pre-arrival...
can you indicate what exactly you require here A HRIS should create
a record of the potential employee with a recruitment module.
Answer: This module will track the progress of the applicant and
should transfer the record through to bringing the successful applicant
into the employee database including correspondence to the applicant.
Question#4:
Answer:
We also need clarification on Line 59, 60, 87, – incentive/productivitylinked
codes and seniority allowance/personal, separation payments –
whether these should be HRMS or payroll
We require the HRIS to inform the payroll system. This means that
incentives will be entered in the HRIS and then interfaced into the
payroll system.
Question# 5: Line 108 Training – hold data on other development needs – further
. explanation required
Answer: The system is required to hold data on other development needs
. identified and provided (staff training courses identified and . .
. provided).

Question#6: Can you please confirm how many companies / subsidiaries are
. required to be configured for the HRIS
Answer: There are two (2) companies required for multi-company support.
Question# 7: If there are multiple companies, do they have different HRIS
. requirements, such as vacation allotment, benefits,
Answer: As a separate entity there should be flexibility to configure separate
. entitlements
Question# 8: What is the name of the other Company is it a .
subsidiary or separate Company that will need to License the product in its own .
name
Answer: The name of the subsidiary is AEROTEL. If the software is not
. multi - company then we will require an additional License.
Question# 9: Will both Companies share the same HR Department / IT server, etc
Answer: Both companies will not share the same HR Department.
Both companies can share the same IT resources.
Question # 10:Should the system be configured for users from 1 Company to be able
. to see data from the other Company
Answer: Both companies should maintain separate databases.
Question# 11: Will the implementation be a joint implementation or 2 separate
. implementation and different times
Answer: The implementation can be conducted simultaneously but can be done
. separately.
Question# 12
4.
Eligible
Bidders
4.1 A Bidder shall be registered in Jamaica. Nonetheless, a Bidder and all
parties constituting the Bidder may have the nationality of any country. This
criterion shall also apply to the determination of the nationality of proposed
subcontractors or suppliers for any part of the Contract including Related
Services.

Are we to interpret that overseas bidders are excluded from this procurement
process Or if overseas bidders respond as a joint venture, the lead organization must
be local
Answer: Local Contractors wishing to participate in procurement opportunities shall
provide proof of registration with the National Contracts Commission (NCC) at the time
of bid submission, by way of a valid NCC Registration Letter. Registration is not a
requirement for foreign bidders to participate in the Government of Jamaica
Procurement process. However, if the Bidder is successful, the foreign contractor shall
be required to register with the NCC before the contract is awarded. The requirement
is the same for the Tax Compliance Certificate (TCC). Overseas companies are not
excluded from this procurement process, they can participate.
Question # 13: Please clarify what JCAA means that the system should accommodate
10,400 personnel records (active and inactive) – What is the current employee count
and what data migration expectations does JCAA have relative to active and inactive
records. This project is very important as it directly impacts on pricing.
Answer: The objective is to allow for a significant number of personnel records
allowing for growth and also data retention. We do not want to be limited in our current
or historical search capability.
Question # 14 is a follow-up to question # 13
Question # 14: I have read the response to the question above and find it
inadequate. You did not respond to the actual employee count of the JCAA which is
pertinent information that should be given to vendors and thus the rationale for
employee growth would help to justify what you are trying to do... HR systems are
priced based on employee count and so we need to have this information to help with
this our proposal.
Answer: The Approximate employee count of the JCAA is four hundred (400).
Question # 15: These number titles are referenced in the Bidders Forms: IFB#;
LCB#; ICB#. Kindly advise whether these numbers refer to your RFP
Number: RFP#2013/JCAA/001.
Answer: The above abbreviation means IFB (Invitation for Bid); LCB (Local
Competitive Bid; IFB (International Competitive Bid). They do not refer to the RFP #
2013/JCAA/001. They are abbreviations use in the tender document.

Question# 16: Kindly confirm that the follow two forms listed in the Schedule of
Requirements are not applicable as indicated in the RFP . Namely:
1. List of Goods and Delivery Schedule (see page 47)
2. List of Related Services and Completion Schedule (see page 48)
Answers: The two forms on page 47 and 48 in the schedule of requirements are applicable.
However if it is not applicable to the Company submitting the RFP they can so indicate when
the bid is being submitted.
P.S. WE WILL NOT BE ACCEPTING ANY FURTHER CLARIFICATION REQUEST
AS IT RELATES TO THIS REQUEST FOR PROPOSAL.