Procurement of HR software services

Procurement of a cloud-based Software-as-a-Service (SaaS) requiring an internet connection, subject to a regular subscription fee, for KAPOS HOLDING Public Utility Nonprofit Private Limited Company and 5 additional economic entities falling within the company's scope of interest. The requested system will provide IT support for the comprehensive HR, payroll, social security, and cafeteria/benefit management processes of a total of 900 people. Part of the procurement process is the complete data migration from the currently used system to the selected system – as a result of the public procurement procedure –, as well as the related system integration and development tasks.

1. Basic conditions regarding the tenderer and the system:
   • Complete data migration from the currently used software, transferring historical data in such a way that historical data can be searched according to the previous structural breakdown. The former member company and divisional structure must be preserved.
   • Organization and execution of the data migration is the task of the tenderer, in such a way that they guarantee the secure transfer of data.
   • An Input and Output interface must be establishable with the corporate group's internally developed ERP (enterprise resource planning) system.
   • As a result of the corporate group operation, ensuring operation within a hybrid social security structure (paying offices and non-paying offices) within the same payroll interface.
   • Handling of organizational changes, organizational integration: 4 members of the current 6-member corporate group are expected to merge with legal succession within 2 years; the IT support for this is the task of the selected payroll and HR software.
   • Bids are exclusively accepted for a cloud-based system. The central part of the system is a cloud-based system provided and operated by the service provider, which is a cloud-based application or software accessible from a browser, accessed via a web interface.
   • Data must be stored in domestic (Hungarian) infrastructure.
   • The tenderer's system must have up-to-date tracking of Hungarian legislation in terms of all functions.
   • Compliance with the requirements of the NIS2 cybersecurity directive is essential.
   • The tenderer must have comprehensive professional liability insurance that also covers data protection and cybersecurity events.

2. Requirements set for the tenderer and the system

2.1 Cloud-based service requirements

• During its service provision, the tenderer must apply regular software updates and run update scripts and packages.
• Application monitoring and logging must be ensured.
• The service provider must perform preventive maintenance, provide software versions complying with the applicable legislation at all times, and continuously modernize the system in use.
• The service provider must apply anti-virus solutions on its server.
• Customer support related to the use of the offered software must be ensured. Customer support is understood as providing information regarding the operation, handling, use, and administration of the system, as well as receiving and handling bug reports.
• Expected availability time of customer support: on business days, Monday to Thursday from 8:00 to 16:00, Friday from 8:00 to 14:00. In addition, telephone support is also required. Telephone support must be available during the availability hours, its primary purpose being the immediate answering of informational questions regarding the operation, handling, use, and administration of the system.
• We also request the provision of e-mail support for reporting potential malfunctions and incidents.
• Sending an information letter upon loading software version updates is an expected support service.

2.2 Display, user interface

• The system must have a comprehensive, unified Hungarian-language user interface; this requirement applies equally to the menu system, function-related control elements, and messages and other data displayed by the…