REQUEST FOR PROPOSAL

No. 2023-ISD_HR-01

Human Resource Information System (HRIS)

For
AFPSLAI - HRMD

Closing: March 15, 2023

(Wednesday) at 4:00PM

RFP Response Submission Format

& Location:
Sealed Envelope (Hardcopy
Submission)
To: C’zar S. Castillo
Acting Head ISD /
[email protected]
3rd Floor / ISD
Capinpin Ave, Quezon City,
Metro Manila
 PROPOSAL SUBMISSION FORM
REQUEST FOR PROPOSAL No.: 2023-ISD_HR-01
PROJECT: Human Resource Information System (HRIS)
CLOSING: March 15, 2023 at 4:00 PM

I/WE hereby, submit my/our proposal for the Provision of the IT System, Goods, and/or Services as
described within the Request for Proposal Document for the named project stated above.

I/WE, have carefully examined the documents and have a clear and comprehensive knowledge of the
requirements and have submitted all relevant data.

I/WE, agree, if selected, to provide those IT System, Goods, and/or Services to AFPSLAI in
accordance with the Terms, Conditions, and Specifications/Terms of Reference contained in the
proposal document and in our submission.

I/WE, agree, that we are in Receipt of Addendum to Inclusive, and the

proposal price includes provisions set out in such addendum.

I/WE, agree that the undersigned is/are authorized and empowered to sign and submit this
proposal.

THE HIGHEST SCORING PROPONENT OR ANY PROPOSAL NOT NECESSARILY ACCEPTED AND
the ASSOCIATION RESERVES THE RIGHT TO AWARD ANY PORTION THEREOF

Proponents Legal Name

Full Business Address

Print Name & Title of Person Signing for Company

Email Address Mobile Phone No.

Signed at________________________________this day of___________________, 2023

Signature of Person Signing for AFPSLAI

THIS FORM SHALL BEAR AN ORIGINAL SIGNATURE (Electronic), BY AN OFFICER WITH

AUTHORITY TO BIND THE COMPANY AND BE SUBMITTED TO BE A VALID OFFER
 DECLARATION OF DISCLOSURE
To: AFPSLAI

Name of Company: _______________________________________________________________

I/WE DECLARE that no person, company, or corporation other than the one whose proper officers is or are
attached below, has any interest in this Request for Proposal or in the Contract.

I/WE FURTHER DECLARE that this Request for Proposal is fair and without collusion or fraud.

I/WE FURTHER DECLARE that no AFPSLAI employee or member of the Board of Trustees (or their families)
is, or will become interested directly or indirectly as a contracting party or otherwise in the performance of
the contract or the supplies.

I/WE FURTHER DECLARE that the statements in the RFP are true and correct.

I/WE PROPOSE an offer to enter into the contract on terms and conditions and under the provisions
outlined in the RFP and to accept in full payment therefore, the sums calculated following the actual
measured quantities and unit prices attached to this Proposal.

I/WE AGREE that an RFP is an offer that is continuously open for acceptance until the formal contract is
either executed by the contractor or after 90 days following the proposed closing date, whichever occurs
first, and AFPSLAI may at any time within that period, and without notice, can accept this proposal;
whether other proposals are previously accepted or not.

Name of Company: ____________________________________________________________

Date: ______________________________________________

Print Name of Signing Officer: ___________________________________________________

Position: ____________________________________________________________________

Signature of Authorized Signing Officer: ___________________________________________

SECTION 1 – SUMMARY OF THE OPPORTUNITY
I. PURPOSE
This Request for Proposal (RFP) is issued by the Armed Forces and Police Savings and Loan
Association, Inc. (AFPSLAI) to gather information on integrated Human Resource Information
Systems to determine a preferred supplier that will be recommended to the Association Council
for consideration.
II. SCOPE
The scope of work included in Section 4, identifies the scope at a high level that the successful
Proponent will be expected to deliver. The successful Proponent will be requested to provide
additional consulting services, as required, as the project progresses. Therefore, the Association
will, at its sole discretion, select the Proponent it deems is best positioned to support the
Association now and over the longer term of the project.

SECTION 2 – STANDARD TERMS AND CONDITIONS

III. DEFINITIONS

Addenda All additional information regarding this RFP including amendments to the
RFP.

Closing Location The location for submissions indicated in the Section 3 of this RFP.

Closing Time The closing time and date for this RFP was set out on the cover page of this
RFP.

Contract The written agreement resulting from the RFP executed by the association
and the successful proponent.

Contractor The successful proponent of the RFP who enters a contract with the
association.

Mandatory/Must A requirement that must be met in order for a proposal to receive

consideration.

Proponent A person or entity (excluding its parent, subsidiaries or other affiliates) with
the legal capacity to contract, that submits a proposal in response to the RFP.

Proposal A written response to the RFP that is submitted by a proponent.

Request for Proposal The solicitation described in this document, including any attached or
(RFP) referenced appendices, schedules, or exhibits may be modified in writing
from time to time by the association by addenda.
IV. ACCEPTANCE OF TERMS AND CONDITIONS

Submitting a proposal indicates acceptance of all the terms and conditions set out in the
RFP, including those that follow and are included within all appendices and any
Addenda.

A proposal must be signed by an authorized person on behalf of the Proponent, with the
intent to bind the Proponent to the RFP and to the statements and representations in
the Proponent’s proposal. If electronic submissions are to be accepted, then a scanned
copy of the Proposal Submission Form included in this RFP including a signature of an
authorized representative of the Proponent, that confirms the Proponent’s intent to be
bound is acceptable.

V. SUBMISSION OF PROPOSALS

Proposals must be submitted before Closing Time to the details (RFP Response
Submission Format & Location) provided on the cover sheet using one of the
submission methods set in this RFP. The Proponent is solely responsible for ensuring that
the Association receives a complete proposal, including all attachments or enclosures,
before the Closing Time. Please notify the specified contact if alternative methods of
delivery for proposal documents are required.

Submissions:

A. The Proponent is solely responsible for ensuring that the complete

hardcopy/paperProposal, including all attachments, is received before Closing
Time;

B. The Proponent bears all risk associated with delivering its Proposal, including
but not limited to delays (physical delivery).

C. The Proponent will also request a soft copy of the full proposal after the
submission via email.

VI. COMPLETENESS OF PROPOSAL

By submitting a proposal, the Proponent warrants that, if the RFP is to design, create, or
provide a system or manage a program, all components required to run the system or
manage the program have been identified in the proposal or will be provided by the
contractor at no additional charge.

VII. PROPONENTS’ EXPENSES

Proponents are solely responsible for their own expenses in participating in the RFP
process, including costs in preparing a proposal and for subsequent finalizations with the
Association, if any. The Association will not be liable to any Proponent for any claims,
 whether for costs, expenses, damages, or losses incurred by the Proponent in preparing
its proposal, loss of anticipated profit in connection with any final contract, or any other
matter whatsoever.

VIII. GENERAL SERVICES AGREEMENT

Prior to commencing work on the project, the successful Proponent will enter into an
agreement with the Association in the form to be supplied by AFPSLAI.

IX. CONTRACT DOCUMENTS AND ORDER OF PREFERENCE

The contract document shall consist of:

A. An executed General Services Agreement;

B. Addenda to the Request for Proposal – Human Resource Information System (HRIS);
C. The Request for Proposal – Human Resource Information System, including its terms and
conditions, Instructions to Proponents, Information Package, and Terms of Reference;
and
D. The Proponents Proposal, Detailed Work Plan, Budget and any subsequent negotiated
changes.

X. CONFIDENTIALITY

Confidentiality of records and information relating to this work must be maintained at all
times. The Proponent acknowledges that prior to the Closing Time it may be required to
enter into a confidentiality agreement with the Association in order to obtain access to
confidential materials relevant to preparing a proposal.

All correspondence, documentation, and information provided by the Association staff

to any Proponent in connection with, or arising out of this Request for Proposal (RFP) or
the acceptance of any Proposal:

A. Remains the property of the Association;

B. Must be treated as confidential;
C. Must not be used for any purpose other than for replying to this RFP,
and for fulfillment of any related subsequent contract.
XI. THE ASSOCIATION’S RIGHT TO ACCEPT OR REJECT

The Association reserves the right to reject any or all proposals, including without limitation to
the lowest RFP, and to award the contract to whomever the Association, in its sole and absolute
discretion, deems appropriate notwithstanding any custom of the trade to the contrary nor
anything contained in the contract documents or herein.

The Association shall not, under any circumstance, be responsible for any costs incurred by the
Proponent in the preparation of its proposal.
 Without limiting the generality of the foregoing, the Association reserves the right, in its sole
and absolute discretion, to accept or reject any proposal which in the view of the Association is
incomplete, obscure, or irregular; which has erasures or corrections in the documents, which
contains exceptions and variations or which omits one or more prices.

The criteria which may be used by the Association in evaluating proposals and awarding the
contract are on the sole and absolute discretion of the Association, and without limiting the
generality of the foregoing, may include one or more of:

A. Price;
B. Total cost to the Association;
C. Qualifications and HRIS implementation experience of the Proponent and its
personnel;
D. Quality of services and personnel proposed by the Proponent;
E. Ability of the Proponent to ensure continuous availability of qualified and
experienced personnel and the project schedule and plan.
F. Should the Association not receive any proposal satisfactory to the Association
in its sole and absolute discretion, the Association reserves the right to re-bid
the request for proposal, or negotiate a contract for the whole or any part of the
project with any one or more persons whatsoever, including one or more of the
Proponents.

XII. LIABILITY FOR ERRORS

While the Association has used considerable efforts to ensure information in the RFP is accurate,
the information contained in the RFP is supplied solely as a guideline for Proponents. The
information is not guaranteed or warranted to be accurate by the Association, nor is it
necessarily comprehensive or exhaustive. Nothing in the RFP is intended to relieve Proponents
from forming their own opinions and conclusions with respect to the matters addressed in the
RFP.

XIII. PROPOSAL EVALUATION CRITERIA

Proposals will be assessed in accordance with the evaluation criteria. The Association will be
under no obligation to receive further information, whether written or oral, from any Proponent.
The Association can perform due diligence to verify any statements or representations made in a
proposal.

Proposals will be evaluated by an evaluation team composed of appropriate staff members of

the Association and others, when applicable, and the evaluation team will contact those
Proponents for interviews, if they deem necessary.

The Association reserves the right to shortlist Proponents that are categorized to top scoring
Proponent proposals’. These short-listed Proponents must be prepared to answer questions on
their proposal submission and to clarify their proposal, including a written response to a request
for clarification, which shall then form part of the Proponent’s proposal; cooperate with the
 Association with respect to interview scheduling, if required, and any other requirements as
requested by the Association. Take note that the lowest or highest cost proposal will not
necessarily nor automatically be accepted.

XIV. DISQUALIFICATION OF PROPOSALS

Proposals which are incomplete or do not meet any of the specified mandatory requirements, or
received after the proposal submission deadline and guidelines, will not be considered.
Proponents are solely responsible for ensuring that proposals are delivered as required.

XV. PROPOSAL DOCUMENTS AND SITE EXAMINATION

All Proponents, before submission of their proposal, shall have thoroughly examined all proposal
documents, as well as the site(s) of the proposed work (if applicable), in order to inform
themselves of the conditions regarding the execution of the work. Where applicable, the site
information will be made available to all Proponents during the bidding period for review. If a
Proponent finds discrepancies in, or omissions from, the proposal documents, or if in doubt as to
the meaning, the Proponent shall notify the Association. If required, an addendum will be issued
for clarification.

XVI. ADDENDUM

The Association reserves the right to revise this RFP up to the proposal submission date. Any
revisions shall be included in Addenda to the RFP distributed to all Proponents. When an
Addendum is issued, the date for submitting the proposals may be changed by the Association if,
in its opinion, it needs more time to enable Proponents to revise their proposals. The Addendum
shall state any changes to the proposal submission date. All terms and conditions, which are not
modified, shall remain unchanged. All Proponents must acknowledge receipt of RFP documents
and all Addenda in their proposal.

XVII. PERIOD OF VALIDITY OF PROPOSALS AND AGREEMENT

Unless otherwise specified, all proposals submitted shall be irrevocable for ninety (90) calendar
days following the closing date.

XVIII. PROVISIONAL ITEMS

Items listed as provisional may or may not be included in the contract award.

The Association reserves the right to diminish all or any portion of the items listed as provisional
at any time before, during, or after the contract award, and no claim shall be made for damages
on the grounds of loss or anticipated profit or for any other reason.

XIX. CONTRACTOR/CONSULTANT/SERVICE PROVIDER PERFORMANCE EVALUATION

The Association at any time during and/or after the completion of the contract, may conduct a
formal evaluation of the Proponent’s performance using a performance evaluation scorecard as
 established by the Association. The results of the vendor performance scorecard process shall be
provided to the Proponent. If performance is “Not Satisfactory” or below, the Association may
suspend the rights of any Proponent to bid on future bid requests.

XX. RESOURCE COMMITMENTS

The successful Proponent must make sure that the availability of project appropriate skilled
workers, Human Resource, or Accounting Consultants, etc., must be able to provide the
necessary materials, tools, supplies, etc., to carry out the contract. These resources must be
available on a dedicated basis, as required, to carry out the contract with due care, skill, and
efficiency. The selected Proponent will ensure that the staff assigned to work on this project
have the necessary experience and/or certifications before working on the proposed project.

XXI. NEGOTIATIONS

The Association may award a contract on the basis of initial proposals received, without further
discussions. Therefore, each proposal should contain the Proponents best terms and
information, including all required documentation, as listed in the RFP.

The Association reserves the right to enter into discussion/negotiations with the selected
Proponent. If the Association and the selected Proponent cannot negotiate a satisfactory
contract, the Association may, at its sole discretion, terminate negotiations and begin
negotiations with the next highest scoring Proponent and continue with the process until a
satisfactory contract is negotiated. No Proponent shall have any rights against the Association
arising from such negotiations.

XXII. PRICES

The prices that will be quoted are to be in Philippine Peso and are to remain firm, irrevocable,
and open for acceptance by the Association for a period of ninety (90) calendar days after the
official Closing Time indicated in this RFP.

XXIII. CONTRACT

By submitting a proposal, the Proponent agrees that if their proposal should be successful, the
Proponent will enter into a contract agreement with the Association, on AFPSLAI terms and
conditions.

Written notice to a Proponent that it has been identified as the successful Proponent candidate
and the subsequent full execution of a written contract will constitute a contract for the goods or
services, and no Proponent will acquire any legal or equitable rights or privileges relative to the
goods or services, until the occurrence of both events.

XXIV. LEGAL ENTITIES

 The Association reserves the right in its sole discretion to:

A. Disqualify a proposal if the Association is not satisfied with the Proponent

even on the grounds of being clearly identified.
B. Ask to complete the accreditation process and documents, if the Proponent is
not yet an accredited vendor of the Association.
C. Get the necessary vendor performance scorecard (if any) to support SPMO in
their recommendation or process.
D. Not to enter into a contract with a Proponent, if the said Proponent candidate
cannot satisfy the Association, and with its same legal entity, regarding the
submitted Proponent’s proposal.

Section 3 – INSTRUCTIONS TO PROPONENTS

XXV. PROPOSAL REQUIREMENTS

The proposal shall consist of the following:

A. Signed RFP response

B. Proposals are limited to 25 pages, excluding forms, initial pricing, proposal
submission form, addendums, and appendices.
C. No company brochures are to be submitted.
D. Resumes may be referred to (if necessary), in an appendix.

XXVI. SUBMISSION DEADLINE

For the submission of an electronic copy of the proposal or any other documentations, the
soft-copy version of the documents can be submitted, as specified, to [email protected]

Proposals will not be considered unless:

(a) Received by the date and time specified – March 15, 2023 - Wednesday | 4:00
P.M. Philippine local time;
(b) Received at the email address specified above; and
(c) Contains the signed Proposal Submission Form signed by an officer with
authority to bind the company.

Proposals will be opened with the HRMD shortly after the official closing time specified
in the RFP.

By submitting a signed RFP, each Proponent acknowledges that the Proponent has read,
completely understands, and accepts the terms and conditions of this RFP in full detail.

XXVII. SCHEDULE OF EVENTS

 The following is a tentative schedule that will apply to this RFP, but may change in accordance
with the Association’s needs or unforeseen circumstances during the year of the
project/Proponent’s proposal.

ACTIVITY DATE/TIME

Responses Received from Proponents to RFP March 15 2023 / 4:00 P.M. (Local Time)

Entertaining Questions March 1-8, 2023

Evaluation and Selection of Proponents for RFP March 15-17, 2023

Committee Recommendations TBA

Notice of Award TBA

XXVIII. COMMUNICATION

The Proponent is requested to identify one senior individual by name, address, and mobile
number who will act as the Proponent’s primary contact with the Association with regards to
this project. It is the Proponent’s responsibility to understand all aspects of the RFP and to
obtain clarification, if necessary, before submitting their proposal.

For information concerning the content of this RFP, please contact:

C’zar Castillo, ISD

ISD Acting Head, AFPSLAI
[email protected]

and or Angelo Ramiscal

[email protected]

SECTION 4 – SCOPE OF WORK AND REQUIREMENTS

XXIX. THE DELIVERABLES

A. INTRODUCTION

AFPSLAI is a Non-Stock Savings and Loan Association (“NSSLA”) incorporated in the Philippines
and organized under Republic Act (R.A.) No. 8367, otherwise known as the Revised Non-Stock
Savings and Loan Association Act of 1997, to encourage industry, frugality, and the accumulation
of savings and judicious utilization of credit among the members.

Products available to members are deposits and loans, among others. It was registered with the
Securities and Exchange Commission in 1972, and regulated by the Bangko Sentral ng Pilipinas
(BSP). The registered main office address is at AFPSLAI Building, Camp General Emilio Aguinaldo,
EDSA cor. Capinpin Ave., Quezon City. AFPSLAI has more than 900 employees, located in 33
branch offices and 51 satellite offices nationwide. Further information about AFPSLAI's roles and
activities can be found on AFPSLAI's website: www.afpslai.com.ph

B. GOALS AND OBJECTIVES

The Association currently uses the following software to manage human resource functions:
Association System Used Procedure/Method
Payroll System Automated System
Scheduling and Time Reporting Intranet (Online System) - ESS
Time Clocks Biometrics, fingerprint scanners
Job Posting Website, Corporate FB, Jobstreet
Interview/Document Gathering Manual/Email/Call
Hiring Process Manual/Email/Call
Training Tracking, Qualifications and Records Manual/Excel
Compensation Automated System
Employee Benefits Automated System
Performance Appraisals Manual
Discipline, Grievances Manual
Health and Safety, Recruitment and Orientation Manual
HR Policies and Job Descriptions Corporate wide system
Employee Records and Files ESS (Intranet/Online)
IT Environment On premise hardware and software

The Association is looking for Cloud based solutions, preferably Subscription based
model that can either leverage some or all of the existing software platforms to
provide an integrated solution, or a single software platform to replace the existing
software suites and provide an integrated solution. Whatever solution is selected
must not only streamline processes and reduce the total cost of administering those
functions, but it must also provide real time up-to-date information to improve
decision making and reporting capabilities. Ideally any proposed solutions will
incorporate the latest technologies available and will allow for the incorporation of
additional software modules at a later date as required.

A. Real time integration

A. Efficient processes, no duplication of processes

B. Ability to share and update information across multiple service locations

C. Employee self-serve options

D. Reduced administrative costs

E. Enhanced security features

F. Improved real time reports

G. Reliable systems with accurate information

H. “Best in Class” software features

I. Full suite of HRIS functionality, including performance management,

compensation management, training and qualification tracking, Health and
Safety, grievance reporting mechanisms, seniority and employee
information tracking, attendance and sick leave tracking, recruitment
management and benefits management

J. Scheduling and time reporting

K. Future scalability

L. Human Resources and Payroll in a single system

M. Organizational data

N. Leave eligibility

O. General ledger interface

P. On-line status checks

Q. A common “look and feel” across systems (AFPSLAI theme)

 R. Secured access to information

S. Automated routing and approvals

T. Web-enablement - secured access anytime/anywhere

U. Better to adapt to growth and change

V. Based on Philippine settings, laws and regulations, BIR, SSS and other
relevant agencies

W. Minimal changes to the core or process (allowable changes is up to 10 %

only, if doable)

XXX. THE DELIVERABLES

Each Proponent’s proposal should include an introduction of the Proponent, including:

A. Company Profile

1. Company name and address, contact information.

2. Person responsible for information contained in this RFP.
3. Location of corporate office, local office.
4. Number of employees.
5. Declaration of any conflict of interest.
6. Demonstration of financial capability and stability.
7. Business model, corporation, partnership, consortium, etc.

B. Experience and Expertise

1. Relevant experience and expertise.

2. How long has your company been in business, particularly in HRIS?
3. Similar projects undertaken and references.
4. Experience with other financial institutions (if any).
5. Number of installations of the version of software(s) being proposed.
6. Description of any third party alliances/relationships or APIs.

C. Product Information

1. What are the key features of your solution/software?

2. What level of integration does your solution provide?
3. How would your solution create efficiencies?
4. What value added features does your solution provide compared to the
Association’s current processes?
 5. What architecture does your software use?
6. What would the process look like if we needed to backup our database on
premise (NAS).
7. What training do you offer? (if applicable)
8. What approximate timeline would be required for the implementation of your
solution?
9. What after sale support do you provide?
10. What AFPSLAI resources would be required for implementation?
11. Does your solution incorporate current technology features? Ex: Integration to
Fintech/financial institution applications (apps).
12. Is your solution scalable and are there other modules that can be added on at
a later date?
13. Describe reports that would be available with your solution.

Additional Information

Proponents can provide any additional information which they think is relevant to
the RFP or necessary to assist the Association in its planning.

Please Note - the code is either: M - Meets, D - Does Not Meet, P - Partially Meets.

RECRUITING AND APPLICANT MANAGEMENT

➢ Provide a brief description of your recruiting and applicant management system.

➢ Describe your candidate pre-screening or qualification process.

➢ What job boards are supported with your product? Describe how jobs are posted to your Internet job
boards.
➢ Does your system allow for an automatic email response to applicants and candidates? If so, please
describe the communication types included in the application. Can we customize the responses?
➢ How does an applicant transition to an employee in your system? If the systems are
integrated, describe the file transfer process and the technology applied.
➢ What are the limitations if users can attach documents to their records? – size, file type

➢ How does an applicant apply for a job online?

Requirement Code Comments
1. Has a requisition library of job templates that
can be utilized when creating job
postings.
2. Sends automatic responses,
notifications, or emails to
applicants/candidates.
3. Allows administrative support to customize
verbiage on the email messages (including
confirmation acknowledgement and job
filled) to external and internal
applicants/candidates.
4. Allows HR personnel to schedule interviews.

5. Provides a library of standard

communication correspondence for
printing and distribution.
6. Integrates seamlessly with standard email
systems for applicant/candidate activity for
hiring managers and recruiters.
7. Allows administrative support to schedule
interviews, notify interviewers
of times, locations and topics to cover.
8. Distinguishes applicant/candidate status
for internal or external candidates.
9. Has history that consists of one candidate record
with all the associated recruiting activity
regardless of the
number of postings.
10. Can a resume/application be maintained
in the system?
11. Can a resume/application be searched
using keywords?
12. Stores resumes for future use by category, job
title, skill, or other user-
defined attributes.
13. Allows applicants/candidates to modify
or replace their existing resume.
14. House interview question templates for
each job.
15. Hiring managers and HR can review pre-
screened applicant/candidate.
17. HR can schedule panel/ final interviews.
18. HR can communicate with
applicants/candidates via electronic
messaging.
19. HR can view communication history.
20. Hiring managers and recruiters can view and
print assessments between
applicants/candidates.
21. HR can record interview notes.
22. HR can view and print
applicant/candidates job history,
qualifications and resume.
23. HR can enter additional applicant
/candidate information if needed.
24. Searches applicants/candidates based on a
variety of criteria (e.g., location,
skills, prior employers, postal code).
25. Has embedded workflow for approvals based
on company-defined process including job
posting approval, offer
approval, and new hire approval.
26. Allows users to attach documents to an
applicant/candidate record.
27. Provides Web-based data collection.
28. Job opening will include education and
skill requirements.
29. Assist in the creation of and house job
descriptions.
30. Job opening will include location
information.
31. Generates reports on all fields that exist
in the database.
32. Job Posting to external/third party job sites
(online) if possible (ex: Jobstreet)

HIRING
➢ Describe your employer configurable new hire workflow
Requirement Code Comments
1. Provides ability to automatically notify other
areas of organization of new hires (ISD, Branch,
payroll, etc.)
2. Provides ability to automatically notify new hires
of activities they need to complete and remind
them if they don’t do them in a timely manner.
3. Manager is prompted to assign correct
property/equipment/resources to the
employee.
4. Allows hiring managers to email potential
interview times, applications, corporate material,
and job opening status
5. Can send and receive email, for
applicant/candidate activity for hiring managers
and recruiters, without requiring a desktop email
client.
6. Hiring managers and recruiters can review
 pre-screened applicants/candidates.
7. Hiring managers and recruiters can track applicant
/ candidate status.
8. Hiring managers and recruiters can view
communication history.
9. Hiring managers and recruiters can record
interview notes.
10. Generates offer letters containing all compensation
options to the applicant/candidate
11. New hires are transitioned seamlessly into
HR/Payroll and Benefits after the offer has been
accepted
12. Ability to enter a new hire before start date
(effective dating) and new person will not appear
on organization charts until effective start date.

ONBOARDING
➢ Please provide a brief overview of your onboarding solution.

➢ What are your example form(s) about your solution support that are typically completed by the
hiring manager and/or new hire?
➢ Please provide examples of how your solution assists in conducting employment verification.
Requirement Code Comments
1. Ability to provide task response and status via
electronic messaging.
2. Ability to measure the performance of the
onboarding process.
3. Ability to monitor and manage the overall status of
the onboarding process, providing a clear indication
of “new hire readiness.”
4. Ability to make completion of one task a firm
prerequisite to the initiation of other tasks.
5. Ability to vary the onboarding process workflow
according to multiple candidate and position factors
- employee type, business unit, job function,
country and state, etc
6. Ability for Payroll/HR to enter all required
data on behalf of the contingent worker.
7. Ability to pre-populate form fields using data
 provided by unified Recruitment.
8. Ability to automatically notify other areas of
organization of new hires (ISD, ISO, payroll, etc.).
9. Ability to facilitate automation of new hire
paperwork collection and new hire responses.
10. Ability to link to a person prior to bringing on board
to enable the new hire process to begin earlier.
11. Ability to automatically notify new hire of activities
he/she needs to complete and then send reminders
he/she does not complete these in a timely
manner.
12. Upon hire, data is automatically routed to payroll,
benefits, and other applicable areas.
13. Ability to generate acceptance email
notice/workflow notification to hiring manager,
with start date.
14. Ability to include a range of documents, such as
letters of offer, etc.
15. Ability to deliver employment eligibility
verification, with automatic status update and
validation noted in employee profile.
16. Onboarding process for internal and external
employees. Triggering specific training for internal
movement when
moving into a management position.
17. Training notification/workflow for New
Hires
18. On Boarding for existing employees who were
promoted/transferred/redesignated/reverted:
19. Ability to record movement of employees from one
function to another
20. Ability to perform adjustments in data relative to
the new assignment of existing employees (i.e.
approvers, location, cost center, etc)
21. Ability to track clearances from releasing offices and
acceptance of receiving offices (i.e. automation of
existing transition form)
22. The system should send a notification/ alert to HR
personnel about employees due for permanency and
employees for confirmation of promotion
23 The system should send a notification/ alert to HR
personnel about employees due for permanency and
employees for confirmation of promotion
 HUMAN RESOURCES
➢ How is this integrated with the onboarding, timekeeping, payroll, performance management system?

➢ What is the process in establishing client-defined organizational levels?

➢ Describe the types of historical information your system maintains (including number of years
maintained).
➢ Describe the HR process for transferring an employee between departments and/or companies.

➢ Can electronic files and scanned documents be stored by an employee on your system? What
limitations, if any, exist?
Requirement Code Comments
Establish organizational entities (companies, cost
codes, and other variables)
1. Easily/ effectively transfer employees across the
organization
2. Transfer of employees to be triggered by employee
movements
3. Maintain employee demographic data for all
employment-related details (e.g., birth date,
employee number, gender, hire date, contact
information).
4. Employee search mechanism

5. Maintain personal information like family data,,

emergency contact, dependent coverage, health
insurance details and medical data
6. Maintain educational background, training, licenses
and certification data
7. Maintain historical data for employment information
(current and former employment)
8. Maintains data for awards, disciplinary actions and
grievances received by employee
9. HR personnel can record the type of action taken for
disciplinary action/ grievance (warning, reprimand,
suspension, and termination)
10. Create unique workforce population types such as the
following types: Regular Staff, Temporary, Contract
employee, Retainers
11. Support field set-up for unlimited user-defined fields

12. Allow advance set-up for specific transactions /

movements which have been approved earlier
13. Generate, identify, and track all employee types by
unique employee number.
14. There should be a maker/ checker function in the
system as a layer of validation
15. Maintain audit trails of employee information by date,
time, and origin of update
16. Make simultaneous changes to large employee groups
(e.g., new hires, salary changes)
17. Generate employee list reports from master file
information (emergency lists, active/inactive
employees, pay rates by employee, and various
other employee demographics) (proposed inclusion
(i.e. by age, by location, by rank, by position, etc,
any filtered data as may be available)
18. Ability to configure master file for optional fields,
including tracking multiple dates (hire date,
seniority date, position date)
19. Provides built-in approvals for a hierarchy
(multiple levels) of approvers.

ORGANIZATION STRUCTURE AND CHARTS

➢ Please explain how your system creates organizational charts.

➢ How will the system maintain the employee hierarchy for reporting of data?

➢ How will the system handle/ manage large reorganizations?

Requirement Code Comments
1. Integrates with recruiting and applicant
management for establishing requisitions

2. Set-up of all existing departments/functional groups,

offices, division, units, branches, etc be made to
reflect hierarchies
3. Provides a standard employee report that provides
data in the required format - total headcount,
vacant poisitions
4. Generates organizational chart
5. Tracks open positions in the organizational chart

6. Stores unlimited history of changes recorded for

that position
 TRAINING AND DEVELOPMENT
· Please describe your Training and Development functionality.
· When was this training product developed?
· Describe how the system can provide real time monitoring of training and development.
· Training inventory be attached to an employee record (i.e. Succession Planning)?
· Can the existing Training Inventory System of AFPSLAI be integrated into the system?

REQUIREMENT CODE COMMENT

1. Integrates with training and succession

management applications and processes
(e.g., learning plans / career planning).

2. Ability to create and maintain a training

classification (e.g., foundation, skills
training, development)

3. Ability to connect to external vendor courses

(i.e. Udemy)

4. Enables reporting and analysis of

trainings attended for various employees/
employee groups (i.e., by position, office,
etc….).

- Employee Training
- Training Attendees
- Training by Date
- Training by Position
- Training by Office

5. Provides access to all talent factors, including

employee information, skills and competencies,
education, and learning history.

6. Integrates with time and attendance and leave

management for the scheduling training for
employees.
 7. Ability to store and print report by category in
PDF format
- Employee Training
- Training Attendees
- Training by Date
- Training by Position
- Training by Office

8. Ability to transfer data of the employee from

the previous position to the new position.

9. Ability to utilize electronic signatures in report

generation

10. With integration with the Onboarding module -

triggering specific training for internal
movement and new hires.

11. Generation of certificates for internal training

attended.

PERFORMANCE DEVELOPMENT
➢ Please describe your performance development feature.

➢ Describe how the system can provide real time monitoring of performance development.

➢ Can completed performance reviews be attached to an employee record?

➢ Can another performance development system or AFPSLAI’s existing performance management format be
integrated with this module?
Requirement Code Comments
1. Intuitive user experience that eliminates the need for
end-user training for administrators, employees, and
managers.
2. Enables employees to complete self- evaluations.
3. Tracks performance review status and dates (e.g.,
 complete, incomplete).
4. Provides email reminders and overdue notices
throughout the process.
5. Maintains unlimited history for performance
feedback and ratings.
6. Provides historical reviews that can be accessed
easily by employees, superiors, and HR
administrators.
7. Enables HR administrators to view the status of the
review process at any time.
9. Provides goals management that allows either the
employee or manager to create and add their goals
or objectives to align with your department’s overall
business strategy and enables individual weighting of
goals.
12. Provides access to all talent factors, including
employee information, review history, skills and
competencies, education, salary history, and
learning history, based on role.
13. Enables reporting and analysis of performance
ratings for various employee groups (e.g., by job,
manager, geography).
14. Provides a centralized gateway for managers to
monitor the progress of their performance
management activities — in one place.
15. Summarizes performance review in an easy-to-read
in PDF format that can be stored or printed for
future reference.
16. Integrates with payroll, career development and
succession management applications and processes
(e.g., learning
plans/career planning).
17. Can generate Performance Improvement Plans and
tracking.
18. Delivers a configurable “out-of-the box”
performance management process (i.e., personal
scorecard, feedback gathering, review, performance
summary).
19. Solicits performance feedback from multiple
reviewers (i.e., immediate superiors). Exchange data
between multiple users simultaneously.
20. Ability for employees to write rebuttals
21. Ability to transfer data of the employee from the
previous position to the new position.
22. Ability to utilize electronic signatures in performance
appraisals
23. Automatically assigns different review forms based
on rank or position within the same review cycle.
(Rank & File, Supervisor, Manager)

SUCCESSION MANAGEMENT
➢ Please explain how Succession Management is integrated with Performance Management, Training, and
Career Development.
➢ How succession plans are created?

➢ How much historical information is available?

➢ What types of reporting and metrics are available on the succession data?
Requirement Code Comments
1. Stores multiple iterations of possible succession plans
for each team/leader
2. Provides the ability to track and report on critical roles
and critical talent.
3. Provides the ability to track core competencies
associated with the next/future job.
4. Provides the ability to track the date/ timeframe an
employee will be ready for the next position.
5. Provides the ability to be delivered with standard
competencies and objectives.
6. Administrators should be able to add and modify
client-specific, effective-dated competencies
7. Provides the ability for immediate superiors and HR
administrators to create a development plan based on
license, skills, training, education, and competencies.
9. Provides the ability to maintain multiple education
information per employee such as schools attended,
dates of attendance, degrees, and course of study

10. Provides the ability to track and search on the

following data:
a. skill description
b. experience level
c. proficiency level
d. competency description
11. Provides the ability to track employee licenses and
certification and expiration dates.
12. Provides the ability to identify where employees are in
their current performance and potential growth.
13. Flags employees that are recommended for a specific
job.

TIME AND ATTENDANCE

➢ How is the time and attendance integrated with the leave management?

➢ Can the system distinguish Leave without Pay against Absence without Leave?

➢ Is there a way for employee timesheets to be entered on-line?

➢ How does the system handle official business and personal gate pass? – Business rule: the equivalent
amount of field pass should be deducted from employee salary (not including the break hours in the
deduction)
➢ Are captured employee punches for start and stop times for field passes recognized in the timesheet?

➢ How does the system handle employee attendance working on a broken shift?

➢ How are suspensions due to administrative sanctions treated in the system? – Business rule: suspensions
are automatically treated as leave without pay
1. Time and attendance is integrated with
the leave management.

2. Can maintain and modify any and all

complex pay rules without vendor
intervention.

3. Provides a comprehensive audit trail of all

changes made to the timekeeping records.

4. Allow for the employee to view their

timesheet along with weekly hours.

5. Allow for non-technical personnel to

generate standard reports.
6. Allow for scheduled reports to run
automatically and be distributed to specific
users/distribution lists, via email or other
means of distribution.

7. Allow for the building, modification and

maintenance of custom reports by
non-technical employees.

8. Emails alerts to be sent to Management

and the employee when employee vacation
and in lieu time banks are above the
maximums.

9. Maximum cap on overtime for employee

groups

10. Includes various types of timesheet

lockdown dates to freeze timesheet
edits for payroll processing.

11. Sending notifications to all employees of

the freezing timesheet schedule on a
specific day of the month/cut-off.

12. Supports attendance adjustments thru

application of previous cut-offs/period
based on adjustment schedule –
absent/half day, failure to login/logout.

13. Allow group change capabilities to modify

common elements in a group of employee
timesheets.

14. Employee timesheets can be entered

on-line.

15. Employees can enter hours/ time

transactions using online timesheets
subject to approval (Official Business/
Mission/ Missing Logs).

16. Allow the viewing of all filings (DTR, OT, OB,

Leave, Field Pass) by employee/s by time
period.
17. Determine legal/special holidays during the
calendar year – also to determine the offices/
branches covered by special non-working
holidays

18. Import text file facility (attendance logs)

19. Supports setting up of Grace period (by pay

group, work location, specific date/s)

20. Computes tardy or undertime

21. Work suspension supporting multiple work

locations

22. Computation/Waiver of tardy/ undertime

during work suspension

23. Allow the validation of attendance/ absence

against related leave of absence.

24 Generation of standard and complex

attendance reports

LEAVE ADMINISTRATION
➢ How are leaves of absence identified and processed in the system?

➢ Describe how you maintain all leave accrual information for each type of Leave.

➢ Describe how the system maintains leave of absence history records, time/hours.
Requirement Code Comments
1. Supports multiple types of leaves of absence
2. Employees and managers can view leave balances
3. Supports maximum duration of leave types.
4. Can maintain and modify all complex leave rules
5. Tracks and reports cumulative leave time taken
6. Can set expiration date per leave type
7. Leave offsetting from SL to VL
8. Manages and coordinates state prescribed leave -
paternity, maternity and solo parent leave
 9. Can distinguish Leave without Pay against
Absence without Leave.
10. Allows employees to request time off/ leave and track
status of approval
11. Allows cancellation of leave without removing the
field leave in the transaction list
12. Allows re-scheduling of leave subject to rules
13. Track the approved date when the associate’s leave of
absence is expected to start or return from leave
14. Approvers can view pending employee PTO/leave
requests
15. File upload facility to attach necessary documents
related to leave of absence – med cert/ death cert/
birth cert and etc
16. Employees and managers can view leave balances
17. Maintains leave of absence history.
18. Calculates the planned duration, based on expected
end and expected start dates.
19. Displays warning message during pay processing if
time entered exceeds the leave balance.
20. Supports workflow approval processes for leave
requests initiated by associates or managers.

SCHEDULING
Requirement Code Comments
1. Includes automated schedules for
benefits/deductions
2. Assigns a rate schedule to apply new rates
with future effective dates for the new plan
year.
3. Can import schedules.
4. Manual overrides to schedules.
5. Allows HR personnel to schedule interviews.
6. The system is visual and interactive.
7. Schedules update in real time.
8. Schedules review of employee response to actions.
9. The system will send email reminders to employees
advising them of their schedule and/or shift
changes.
10. Allows for earnings to be scheduled in the payroll
calendar.
11. Allows for deductions to be scheduled in the payroll
calendar.
12. Allow for scheduled reports to run automatically
and be distributed to specific users / distribution
lists, via email or other means of distribution.
13. Provides ability to schedule standard reports.
14. Provides access to unlimited years of check and
schedule history.
15. Ad hoc reports can be scheduled.
16. Self-service access to users own
schedule.
17. Shift replacement according to defined
rules.
18. Ability to create employee schedules with more
than one shift in a 24 hour
period.

BENEFITS
➢ Describe the integration between benefits and payroll.

➢ How does your system handle benefits administration?

➢ Explain how your system facilitates reporting to third party vendors such as benefit providers.

➢ Does the benefit data automatically populate in payroll? Is it real-time or a batch process?

➢ Does your system have a module to maintain claims, costs, tracking lost time, restrictions, legal
reporting requirements, regular reporting, etc.?
➢ Does the system allow for tracking of all notes, conversations, etc.?

➢ How do you support electronic signatures?

Requirement Code Comments
1.
Provides total integration between benefits and payroll
including other payroll vendors.

2.
Ability to compute for the taxable/ non-taxable
portions.

3.
Captures overtime rate policies of the company.

4.
Computes employees overtime pay based on the
overtime rates defined in the system (OT Pay, OT Meal
Allowance, Supervisor’s OT Allowance).
5.
Assigns different benefit packages to different
groups of employees based on eligibility rules.

6.
Supports defined start and stop dates for benefit.

7.
Captures recurring earnings per employee (rice,
teller’s).

8. Establishes benefit/deduction plans with multiple

types and options.
9. Defines and maintains benefits/ deduction for the
employee/ employers
10. Process one-time benefit/ deductions.
11.
Updates benefit/deduction plans based on
employee status change.

12.
Restricts employees from receiving more than the
annual limit for reimbursement accounts (optical,
medical, medicine).

13. Ability to define employee’s 13th month pay based on

current salary, long pay and leave pay per year
14. Compute bonuses based on employee’s attendance,
leave without pay, fixed amount or percentage of basic
pay, and long pay

EARNINGS
➢ Explain how your system will enable us to pay multiple earnings that are taxed differently, but paid on
the same pay (e.g., regular wages taxed and other benefits, should the difference be raised).
➢ Are there limits to the number of earning codes that can be established in your system?

➢ Can specific earnings be scheduled for a specific payroll cycle?

Requirement Code Comments
1. Provides an unlimited number of earnings codes.
2. Allows for earnings to be scheduled in the payroll
calendar.
3. Allocates earnings by different organizational levels
4. Specifies start and stop dates for earnings.
5. Can capture composition of the employee’s monthly
rate (basic pay, long pay, cba allowance)
6. Captures company’s policies on minimum net take
home pay (fixed or percentage)
7. Captures earnings and applies it automatically based
on the effective date specified by HR personnel
8. Employees can view YTD earnings through employee
self – service
9. Tracks YTD amounts, by earnings type, for unlimited
number of years in check detail history

DEDUCTIONS
➢ Describe the integration between benefits and payroll. When a change is made to an employee’s
benefit election (e.g., single to family coverage), how does the deduction amount get changed in
payroll or other outside systems?
➢ How does the system recover deduction amounts that have not been withheld from an employee’s pay?

Requirement Code Comments

1. Provides unlimited number of deduction codes
2. Supports defined start and stop dates (term)
3. Accommodates one-time deductions
4. Allows HR personnel to define and prioritize
deductions
5. Ability to hold deductions for specific payroll period
6. Process specific employee deduction based on the
effective dates defined
7. Can maintain employee loans by capturing the
principal amount and the loan terms based on MA
8. Includes a rate table at the company level for benefit
deduction amounts, so they are not manually entered
on each employee – Death Contributions, MBAI Group
Insurance, Group Life Insurance and others
9. Ability to define if the employee is contributing to SSS,
Philhealth, and HDMF
10. Automatically cancels specified employee deductions
upon termination based on company business rules.
11. Deduction cost can be entered for the new year, while
continuing processing for the current year.
12. Tracks YTD amounts, by deduction type, for an
unlimited number of years in check detail history.
13. Capture recurring deductions per employee
14. Captures Union dues deductions
 PAYROLL

Requirement Code Comments

1.
Integrated payroll with time and attendance
and leave management.

2.
Process payroll for salaried employees for
mid-month and end month.

3.
Can capture composition of the employee’s
monthly rate (basic pay, long pay, cba
allowance).

4.
Captures company’s policies on minimum net
take home pay (fixed or percentage).

5.
Computes corresponding benefits based on
tenure (Longevity Pay, CBA Allowance).

6.
Computes corresponding benefits based on
effective date or employment status - CBA
Allowance.

7.
Computes for the employee’s gross pay for a
specific period based on the employee’s regular
pay.
8.
Earnings can be identified as taxable or
tax-exempt. Taxable benefits calculated.

9.
Can the system enable us to pay multiple
earnings that are taxed differently, but paid on
the same pay (e.g., regular wages taxed and
other benefits, should the difference be raised).

10.
Different tax rates for various types of
payments, including lump sum payments.

11.
Provides ability to enter non-taxable
reimbursements

12.
Allows for a payroll administration user to
generate an employee actual BIR form 2316.

13.
Processing of individual BIR forms – annual
substituted filing.

14.
Maintains a history of taxes withheld.

15.
Ensures payroll system reflects appropriate
earnings and deduction codes based on
company benefits and compensation
structures.

16.
Can interface with Leave Management to
capture the employee’s leave without pay.
17.
Captures data from time and attendance -
overtime, undertime, personal field pass, leave
without pay, absence without leave, missing
logs.

18.
Automatic payment of salaried employees
without entry of time worked – assumed
perfect attendance.

19.
Multiple overtime rules including 1.5 times and
2 times regular rates.

20.
Calculates various shift premiums - night
differential

21. Calculate retroactive pay adjustments from a

defined effective date without re-entering
hours worked.

22. Payroll process for transferring an associate

between departments or offices.

23. Payroll process for employees promoted from

rank and file to supervisor, supervisor to
manager.

24. Supports employees with multiple rates of

pay and department / cost code assignments
(project based employees to proby - from
daily to monthly salary).

25. Calculates payment for new hires and

terminations (final pay).

26. Computation of final pay for resigning and

retiring employees.
27. Automatically stops deductions and calculates
final pay based on employee’s termination
date (including Paid Time Off or PTO, benefit
deductions, etc.).

28. Calculates and initiates off-cycle/special

payments (e.g., performance bonus, signing
bonus).

29. Calculates and initiates off-cycle/special

payments based on performance rating and
attendance (annual and anniversary bonus).

30 Payroll interfaces with time and attendance

and/or time clock systems.

31. GL Interface.

32. Calculate payroll accruals for year-end salaries

and benefits.

33. Calculate both employer and employee

portion.

34. Ability to configure and set up new deduction

types and or follow the deductions of BIR,
SSS, Philhealth, Pagibig etc (AFPSLAI and
Government mandated deductions)

35. Ability to define deduction frequency (all pay

periods, first two pay periods of month etc.)

36. Ability to hold deductions for specific payroll

period.

37. Employees can view, download or print their

payroll information

38. Views employee and group totals as payroll

data is entered.
39. Automated stop payment of earnings when an
employee is on leave without pay, inactive,
maternity leave etc. (capability in the
configuration/admin)

40. Automatic update of journal entries for

deductions and payroll remittances including
benefits to the financial accounting system.

41. Earnings/deductions of employees based on

cost center, system is able to link to a specific
GL Internal Order.

42. Provides an unlimited number of deduction

codes.

43. Includes a rate table at the company level for

benefit deduction amounts, so they are not
manually entered on each employee – Death
Contributions, MBAI Group Insurance, Group
Life Insurance and others.

44. Self-service options can be accessed remotely

via web access or mobile device and whether
system generated email notifications can be
issued.

45. Generate reports on earnings, hours, benefits

and deductions by category (regular, overtime,
vacation etc.) and by full time and part time.

46. Generate employee list reports from master

file information (emergency lists,
active/inactive employees, pay rates by
employee, and various other employee
demographics) (proposed inclusion (i.e. by
age, by location, by rank, by position, etc,
any filtered data as may be available)

47. Ability to configure master file for optional

fields, including tracking multiple dates (hire
date, seniority date, position date)

48.
Employee 201 File, Employee Medical Records
 etc.

49.
Capable of screen prints directly from the
payroll system.

50.
Comprehensive audit trail for all payroll and
masterfile changes and updates.

51.
Ability to make prior pay adjustments with
cut-offs.

52.
Ability to preview payroll to correct errors prior
to the final payroll run.

53.
HR Capability to create their own reports
(filtering options and capabilities, date range
etc)

54.
Designates specific groups of employees to pay.

55.
Generation of payroll reports.

● payslip
● payroll register
● bank transfer report
● loan remittances
● loan masterfile
● contribution reports
● overtime reports (budget vs actual) -
per office
● deviation/ delinquency reports - tardy,
lwop, awol, below nthp, excluded from
reports, missing logs, insufficient
deductions
● payroll adjustments
 ● deduction reports
● monthly compensation tax due
● alphalist report

TERMINATION/RESIGNATION
➢ Describe your employer configurable termination workflow and how it supports
termination/resigned employees and independent contractor assignments.
➢ How is your system used to notify appropriate areas of the organization (IT, payroll, etc.) that an
employee or independent contractor has been terminated or resigned?
➢ Can you provide automation/workflow regarding the entire clearance process?
Requirement Code Comments
1. Supports the set-up of all separation forms
(Resignation, Mandatory Retirement, Early
retirement, Termination, Death)
2. Can the termination/resignation workflow be
different based on the termination/resignation
reason, or other criteria?
3. Maintains exit interview information.
4. Can automatically cancel specified employee
benefits upon termination.
5. Can provide a list of AFPSLAI property the
employee has been issued prior to termination.
6. Create a notification email to ISD, ISO etc for their
account management handling and monitoring
7. System to allow advance date set up for those with
pre-determined effectivity dates, should also be part
of Employment History
8. System to generate letter based on termination/
resignation reason – letter of acceptance ( if early
retirement) or notice of retirement (if mandatory
retirement) or notice of acceptance (for resignation
& separation)

HISTORY
➢ Explain the kinds of historical information your system maintains.

➢ What accumulators are standard? Please give examples.

➢ For archived records, what is the retrieval time?

➢ Can you set multiple retention periods?

➢ How is system performance affected by the growth of the historical records?

Requirement Code Comments
1. Provides point-in-time reporting capability.
2. All historical data is viewable.
3. All historical data is reportable.
4. Maintain unlimited history on the following:

● Job information Salary

and wage data
● Evaluation and performance data
● Career, skills and education
● Training information
● Workers’ compensation data
● Organizational changes
● Employee status
● Employee Movement (all types
of movt from hiring to
termination)
● Discipline Administration (all
sanctions, cases)
● Commendation/Rewards (to
cover Excellence Awards)
● Health Record (to cover APE and
other medical issues)
5. Archives older historical records.

REMOTE ACCESS
Requirement Code Comments
1. Internal access for employees in AFPSLAI facilities.
2. Remote access for employees at home. (Online
Access/via Browser)
3. Mobile capabilities (using Telco Data)
4. Demonstrate consideration for
accessibility needs.

SECURITY
Requirement Code Comments

1. Single sign-on capabilities with active directory.

2. Adhere to privacy guidelines defined by the DPA
(NPC)
3. Strategy to export and retain full
backups of AFPSLAI data.
4. Restoration/Recovery options and
strategy.
5. Demonstrate commitment to supporting emerging
computer system updates. (e.g., Windows 10, new
browser
versions)
6. Passwords have complexity and
expiration rules and enforcement.
(will follow AFPSLAI ISO policy)
7. Passwords are not readable by anyone – not even
system administrators. New passwords are assigned
when passwords are forgotten.
8. System crash recovery planning including offline
processes for continued operation and recovery.
9.

D. IMPLEMENTATION

A. Cloud Computing / Subscription based model (preferred)

B. Approach & Methodology
C. Schedule of Key Activities, Timelines, and Resources
D. Project Implementation Team and Qualifications
E. Description of AFPSLAI resources required including both estimated staff
time and additional hardware required
F. Description of training provided to the Association staff and time commitment
G. Description of ongoing support and typical response time to address issues.
H. Application Customization and Development Services (if applicable)
I. Customization should only be undertaken if necessary. Maintain the 10 % customization
rule. No customization on the core application.
J. Identify any customization and development services included in the proposal.
K. Interface creation services, including API (ex: Integration with other Fintech or financial
apps for disbursement and other capabilities)
L. Identify the costs and the recommended approach for custom programming,
if any, that will be needed to provide interfaces between the proposed
solutions.
M. Test/Debugging and Users acceptance testing process
N. Outline test plan that provides a comprehensive system
acceptance and production testing for the proposed system.

E. TRAINING

The vendor is responsible to complete a training plan including:

A. A training strategy, including one-on-one training with critical users.

B. Training methodology to ensure smooth implementation.
C. Training requirements by job function.
 D. Training location and schedule (preferably in AFPSLAI offices).

F. REFERENCES

Provide examples of three recent projects, which are similar in nature and size.
Include details on:

A. Name and size of the project.

B. Name of client organization, contact name, address, telephone numbers.
C. Project duration.
D. Project budgets, final costs, and schedules.
E. Brief description of the project.

This list will be used to provide references for the Vendor.

G. FINANCIAL INFORMATION

Total all-inclusive upset cost to the Association for the complete project and any
other fees that may be applicable as follows:
A.
B. Software costs for each application and its components which should
include warranty costs associated with all elements of the proposal. the
Association reserves the right to select some or all of the applications as it
deems necessary (if necessary)
C. Implementation/Testing Costs (if any)
D. Third-party products cost, if applicable
E. Application customization & development services, if applicable
F. Backup & Restore Costs
G. Annual maintenance options with costs (percentage used from the original cost)
H. Training costs
I. Other costs (detailed)

Additional Information

A. Include pricing on a cloud computing platform (please provide costs for the
monthly recurring costs (MRC) if needed).

B. Include monthly recurring charges for security (WAF, DDOS, SSL etc) if
included, if not then will have to provision this separately with other
vendor/s.

C. Provide a total cost of ownership (for 5 years).

D. Will the vendor be the Single Point of Contact (SPOC) or will be the overall
vendor for the HRIS, Cloud platform, cyber security etc?

H. DEMONSTRATIONS
 A. The Association will require Proponents to make presentations in
support of their proposals or to exhibit or otherwise demonstrate the
information contained therein or Proof of Concept (POC).

B. Three hours should be allowed for presentation, questions, and answers.

C. The demonstration must rely on current production versions of the

Proponent’s proposed software and related systems. It will be in the interest
of the Proponent to provide sample data for their demonstration that is
relevant to the subject of this RFP and to the context in which the proposed
solution will operate.

D. Evaluation of each demonstration will include the following criteria:

A. Functionality

A. Ease of use, user friendliness, and initial user acceptance

B. Interface design

C. Operational performance

D. Reliability and stability

E. Other criteria that is deemed appropriate

Any and all costs incurred by the Proponent in order to attend this demonstration
including transportation, food etc. shall be borne entirely by the Proponent.

Additional Information

Proponents can provide any additional information which they think is relevant to the
RFP or necessary to assist the Association in its planning

Preparation of Response

Proponents are requested to provide one (1) copy of their response.

SECTION 5 – EVALUATION CRITERIA/SCORESHEET

XXXI. EVALUATION/SELECTION PROCESS

The RFP submissions will be evaluated based on a review of information submitted by each
Proponent as requested and in relation to the Association’s project objectives for an integrated
Human Resource Information System.
 Based on this review, the Association will determine which Proponent will be recommended to
management for their consideration.

XXXII. SUBMISSION INFORMATION

Proponents are requested to provide the following information (where possible).

Proponents are encouraged to submit information even if the type of solution they might
propose only satisfies part of the requirements stated in the RFP. In this case Proponents are
asked to indicate how their solution may integrate with components provided by other suppliers.
System suppliers who integrate with other products to provide a complete solution that meets
all the requirements in this RFP are encouraged to combine their response with that of their
preferred partner(s).
 APPENDIX A

Instructions on How to Provide Pricing

(a) Proponents should submit their pricing information as per format provided.
(b) The proposal shall include a breakdown to reflect the anticipated cost to complete the scope of
work including disbursements.
(c) Rates must be provided in Philippine Peso, inclusive of all applicable taxes, which should be
itemized separately.
(d) Rates quoted by the Proponent must be all-inclusive and must include all labor and material
costs, all travel and disbursement costs, all costs of delivery to the Association, and all other
overhead, including any fees or other charges required by law.
(e) The 5 year total cost of ownership.

Evaluation of Pricing

Prices are worth 25% points of the total score for the purpose of proposal evaluation.

Terms of Payment

All payments will be made within thirty (30) days from receipt of an approved invoice. Payments
will be made upon successful completion of each milestone as per price schedule
 Other Requirements
PRIVACY, SECURITY AND CONFIDENTIALITY

Privacy
The Proponent must comply with the Privacy Protection Schedule attached as Schedule D.

Security
The Proponent must:
(a) Make reasonable security arrangements to protect the Material from unauthorized access,
collection, use, disclosure, alteration or disposal.

Confidentiality

(a) The Proponent/Contractor must treat as confidential all information in the Material and all
information produced, accessed, or obtained by the Proponent/Contractor (whether
verbally, electronically, or otherwise) as a result of this Agreement, and not permit its
disclosure or use without the Association’s prior written consent except:

(b) As required to perform the Proponent/Contractor’s obligations under this Agreement or to

comply with applicable laws; or

(c) If it is information that is generally known to the public other than as a result of a breach
of this Agreement.

(d) If the Proponent/Contractor fails to protect the confidentiality and security of sensitive,
personal information, and corporate information, the Association may recommend the
immediate termination of the contract and forward the details to our Legal Department
for their action.