Support mission for the renewal of IT tools for the Human Resources Department (Commune & CPAS)

The Commune and the CPAS of Schaerbeek are jointly managing a project aimed at replacing their current HR systems with a common integrated HRIS solution.

The project aims to cover the following scope:

• Hard HR: Payroll and administrative personnel management, ONSS-APL/social secretariat interfaces, management of remuneration and benefits
• Soft HR: Recruitment and onboarding, career management and mobility, training and skills development, evaluation and interviews, workforce planning (GPEC)
• Time management: Recording of work time, management of absences/leave, scheduling
• Organization: Organizational structure, management of positions and roles, organizational charts
• Reporting and management: HR dashboards, regulatory exports (SEPP, CLIO)

The project is currently in the finalization phase of functional and technical specifications and in preparation of the tender documents for a public procurement process.

We are looking for a consultant expert in the implementation of HRIS projects in the public sector with hands-on experience in launching public tenders for this type of solution. The objective is to benefit from pragmatic support based on successful similar experiences, rather than purely legal expertise in public procurement.

You will support us in:

• Structuring and finalizing the special and functional tender documents by relying on your experience from similar projects
• Translating our functional requirements into operational and realistic market documents
• Sharing best practices and lessons learned from your previous HRIS projects
• Defining relevant and non-discriminatory evaluation criteria based on your market knowledge
• Supporting the analysis of offers with an expert perspective on the proposed solutions
• Providing methodological support throughout the process

Your mission is divided into two phases:

Phase 1: Drafting the tender documents (estimated 35-40 days)

• Structuring and drafting the special tender specifications in compliance with public procurement legislation (European, federal, regional)
• Drafting the functional specifications based on existing deliverables (TO-BE processes, functional requirements, MoSCoW matrices)
• Developing administrative and technical clauses
• Defining qualitative selection and award criteria with a weighting methodology
• Drafting annex documents (evaluation grids, response templates)
• Legal validation of the compliance of the file

Phase 2: Support in the analysis of offers (estimated 35-40 days)

• Development of the multi-criteria analysis methodology
• Support to the evaluation committee in the qualitative and financial analysis of offers
• Drafting of the motivated analysis report and award decisions
• Management of possible appeals and legal clarifications
• Support for negotiations if a negotiated procedure is used

The consultant will work closely with the project manager (digital transformation coordinator), the HR managers of the Commune and the CPAS, and the business work group leaders.