Request for Quotation

Date Published: 1st March 2021

Work Matters Limited – Request for Quotation: Software Systems Development

1. Background


Work Matters have been trading within the recruitment sector for around eighteen years, supporting a variety of clients ranging from small companies to PLC’s. They do not simply forward a list of candidates to their clients as many other recruitment companies would, their focus is to source the most suitable candidates for their clients, and also be involved in the career development of the candidates that are successfully placed.

To ensure they deliver the best service to their clients, Work Matters only work with a small client database of their own. A more involved and personal approach to their clients results in good client retention, which generates repeat business based on the success of the previous roles they have helped fill.

The company is looking to move forward pre-defined strategic growth plans in the coming months. The main thrust of this will be centred around the development of a Bespoke CRM Recruitment Software System tailored to meet all requirements set out by Work Matters.

New work opportunities have highlighted the immediate need for a project development of this nature. Existing systems are fragmented and located on a number of different platforms. These are now proving wholly inadequate to meet growing demand. Data protection requirements are now also putting greater pressure on the company to provide clients with high levels of access and personnel data protection with regards to all data and information held by the company and transferred within organisations.

A combination of client and management meetings as well as the utilisation of consulting advisory services have helped to clearly define the aims and objectives of the project. The project will form the foundation for the company moving forward in terms of general business growth as well as greater personnel recruitment and management efficiencies.


2. Key Requirements

A cloud based CRM software system is required that contains bespoke services and facilities to provide for:

Candidate Management

Create candidate profiles using resume parsing, manage agency and internal resumes and send and track GDPR consents. Schedule interviews, add linked notes, and track all emails – all in one place.

Search & Match

Find the best candidates with, intelligent search.

Saved Searches

Save and share searches, send emails and texts to searches. Link searches to marketing distribution lists and send emails, build an inclusion or exclusion list using saved search.

Job Management

Create and manage all jobs in one place, accessible to all teams. View applicants and notes, and post directly to job boards.

Visual Pipelines

Visualise recruitment process over time. E.G. Candidates enter pipeline, stage by stage, the more qualified candidates progress through the pipeline until they are placed.

Interview Management

Schedule and manage interviews – send interview emails and reminders to candidates and clients. Integrate with Google Calendar

Promote Jobs

Post jobs to multiple job boards and social media instantly. Provide simple and reliable interface between candidates and recruiters.

Manage Job Applications

View and manage job applications in one place.

Measure Performance

Real-time ROI reporting.

Source Tracking

Automated and intelligent tracking of distributed job listings.


Configurable auto-response email templates to acknowledge job applications and to communicate with candidates throughout hiring pipeline.

Website Integration

Provide facilities website integration.

The proposed CRM system also needs to provide for all the basic functions of client-side functionality e.g., account management, invoicing, accounting, bank reconciliation etc.

The above list is given as a bullet point featured requirement list; more details will be made available to successful tender enquiries.

Working with Work Matters Limited

To deliver this service, you will be expected to work closely with our management team, complementing its existing ways of working.



3. Next Steps


We are now inviting organisations and consultants to submit a proposal for this work.

Your proposal should include:

  • A brief description of your organisation/area of work;
  • A description of how you will approach the requirements for this work;
  • A short description of the expertise that would be applied to this work
  • Examples of any previous work which is relevant (maximum 2 examples);
  • A quote for this work including VAT and expenses.

Work carried out during tender response development is at the discretion of the individual organisation and no reimbursement is available for said work.

Quotations shall remain valid for a period of 90 days.

Work Matters Ltd does not bind itself to accept the lowest or any quotation and reserves the right to accept a portion of any quotation unless the supplier expressly stipulates otherwise in their quotation.


4. Selection & Indicative Milestone Process


The following table represents the project timeline:

Deadline for Receipt of Proposals                                                              5pm, 14th March 2021

Review proposals and seek any required clarifications                        5pm, 15th March 2021

Presentation by shortlisted organisations if required                           5pm, 18th March 2021

Presentation awarded                                                                                   5pm, 19th March 2021



5. Additional Information and Tender / Bid Application Details

The following scoring criteria will be used to evaluate bids:


Understanding of project requirements – Weighting 30%

Relevant experience of staff to be involved in the project – Weighting 10%

Understanding of the business culture and working environment – Weighting 10%

Value for money  – Weighting 40%



The value of this contract will be in the region of £80 – 90,000 (plus VAT) for provision up to 31 May 2021.

Electronic version of the proposal must be emailed to  no later than 5pm, 14th March 2021

Any queries on the tender should be directed to