PROVISION OF A CLOUD BASED PAYROLL SOLUTION

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TERMS OF REFERENCE (ToR)
PROVISION OF A CLOUD BASED PAYROLL SOLUTION

INTRODUCTION AND BACKGROUND

Proof Motion West and Central Africa has a workforce of about 43+ employees unfold throughout Nigeria, Liberia and Cameroon (precise breakdown under).
Nigeria 34
Liberia 6
Cameroun 3
The profitable bidder will implement a payroll answer that helps the operate of HR and finance to enter, course of and generate payroll information with accuracy and compliant with EVIDENCE ACTION and Statutory rules
The payroll course of is a month-to-month course of that entails the processing of employees salaries and advantages, statutory deductions (NSSF, NHIF, and PAYE and so on.) and any miscellaneous deductions.
The present payroll system was deployed in varied international locations in West and Central Africa and has had challenges within the optimization of payroll providers in several international locations.
The objective is to enhance the processes by automating the payroll processing, together with approval workflows and integrating with key current techniques to allow reporting to management for decision-making.
The anticipated answer might be a fit-for-purpose cloud-based payroll answer delivered as (Software program as a Service “SaaS” on a subscription mannequin) for the Proof Motion West and Central Africa Area.

PURPOSE OF THE CONSULTANCY

The aim of this consultancy is to implement a payroll answer that gives the next advantages:
Payroll processors:
a. Enter:

Handle month-to-month wage and deduction modifications with accuracy; the place wanted additions of any deduction or arrears with ease
Interface with different current software program (Bamboo HR) to get rid of the guide entry of information and shorten processing time.
Worker data and profiles: To incorporate personnel numbers/private checking account/ statutory numbers and expat particulars like passport and work allow particulars.
Worker Divisions: Primarily based on nation, places, departments and positions.
Intuitive add performance.

b. Processing

Automate payroll calculation, integrating all calculations carried out outdoors the system (loans, pro-ratio, miscellaneous deductions, last pay calculations) Month-to-month change charge for salaries in different currencies.
Computation of taxes in accuracy, accommodate provisions for Earnings tax and the advantages supplied resembling provident funds, Particular person insurance schemes, private aid, and taxable pay.

c. Put up-processing and reporting (Finance aspect)

Provide on-line validation of the payroll, making certain funds are carried out based mostly on authorised payroll outcomes
Fee file matching the financial institution’s required format, no guide intervention.
Generate payroll-related studies resembling Tax and Pension remittances and so on. on required codecs for importing to the authorities; and every other on demand studies. .
Present assist to workers by means of designated employees in relation to their pay, together with answering queries and resolving any points that will come up.

Distant entry with the power to do payroll processing remotely from any location. Elimination of IT {hardware} required to implement the answer.
The payroll service supplier will be certain that all payroll information is backed up and saved securely, to guard towards information loss and unauthorized entry.
Updating the federal government’s statutory modifications needs to be easy and seamless
Safety features – permit solely approved personnel to entry the system,

Person management needs to be role-based
Monitor actions on an audit log
Embrace multi-factor authentication

The answer should be compliant with the International and native information safety legal guidelines. This entails gathering and sustaining correct worker information, together with private data, wage particulars, and tax data
The answer ought to embrace encryption for information at relaxation, in use and through again ups.
Vendor to share a Service degree settlement for assessment detailing payroll system uptime(minimal 99%), efficiency, security, assist plan, information management plan.
The payroll system needs to be simple to scale in phrases on new international locations, employees depend and so on.
Embrace System documentation-including person manuals and techniques directors guides/manuals.

Different customers:
Functionality to robotically generate and share to employees pay slips and P-9 varieties for on-line tax returns.
Functionality to permit employees to entry the paperwork on a self-serve module and on cell performance is desired.

SCOPE OF WORK AND METHODOLOGY

The Guide might be required to organize an in depth methodology and work plan indicating how
the aims of the mission might be achieved, and the assist required from Proof Motion.
Section 1: Planning Section:

Chosen distributors will maintain not less than 2 phases of separate conferences with concerned events.
Talk about and agree on the user interface, modalities and goal of the proposed system/software program.
To do a presentation of current software program to the concerned events by means of a demo presentation.

Section 2: Inner Consultations:

The in-house assembly between the concerned events to determine which vendor needs to be contracted

Section 3: Provider Demo

The profitable vendor will present a demo model to the concerned events to check run the system/software program and if there are steered modifications to be made to the system, such modifications might be considered by the seller.

Section 4: Proposed system

To do a presentation of the brand new software program to the concerned events by means of a demo presentation.
Talk about information necessities, migration, piloting and the changeover timeline.

Put up-Go-Dwell Section:

Develop an implementation information, person information and mission total documentation.
Present complete coaching on how one can handle and use the software program portal to designated employees and others.
Upon completion, present entry to the software program Portal, front-end, configuration web page(GUI) and API on demand to EVIDENCE ACTION.
Present six-month to 1-year post-development distant security and technical support to the management of the software program.
Present ongoing person assist and session all through the period that EVIDENCE ACTION makes use of the system.

DELIVERABLES

The Guide will submit the next deliverables as talked about under:

A completely developed and practical payroll automation system with all of the options as talked about on this TOR
Full entry particulars of system/software program, backend, and internet hosting platform
A complete guide and a person information.
Complete pre-launch coaching and ongoing assist to the customers.
Service Degree Settlement

DURATION, TIMELINE, AND PAYMENT
The entire anticipated period to finish the task might be not more than 3 months from the contract begin date. We envisage to begin the mission in August 2024.
PROPOSED COMPOSITION OF TEAM

The Guide must reveal that they’ve a reliable and educated group with the capability to ship on this mission. The group ought to have labored on related initiatives earlier than and needs to be current all through the implementation of the mission. The Guide additionally must reveal that their group can present ongoing person assist with a dependable contact particular person. Ought to the mission be scaled to different international locations, they need to have the capability to implement and assist in a number of international locations.
ELIGIBILITY, QUALIFICATION, AND EXPERIENCE REQUIRED

Eligibility:

Skilled software program utility agency with confirmed experience and expertise in offering wonderful payroll options to worldwide organizations or multinationals. The supplier should be responsive and prepared to work collaboratively and successfully with EVIDENCE ACTION West and Central Africa in direction of delivering a high-quality system.

Expertise
Substantial expertise within the supply of cloud-based payroll options to Worldwide Organizations. The proposed answer needs to be a local cloud, subscription-based, that won’t require any funding in IT infrastructure ({hardware} and software program) to implement. The seller ought to present an architecture of the answer.
Means to ship the requested answer demonstrated by an in depth mission implementation plan with clear milestones and deliverables at every milestone. The mission plan also needs to spotlight the mission group, their competence within the mission and the mission escalation matrix.
Demonstrable related payroll software program purposes arrange in Nigeria or globally.
Provision of tax clearance certificates
Confirmed integration of payroll software program to different ERP techniques
Prepared to work with the EVIDENCE ACTION Regional workplace to make sure the ultimate product is of extraordinarily prime quality.
LOCATION AND SUPPORT

Proof Motion Workplace in Abuja. Any transport to and from the EVIDENCE ACTION Regional Workplace, Abuja, might be catered by the Guide.

EVALUATION CRITERIA
This part comprises the factors that Proof Motion shall use to judge and qualify tenderers. No different components, strategies or standards shall be used aside from those specified on this tender doc. The tenderer shall present all the data requested within the varieties. Inside every stage, an preliminary analysis will think about whether or not each instruction and requirement contained inside the tender doc has been fulfilled.

STAGE 1: PRELIMINARY EVALUATION
Bidder shall be required to supply the next paperwork and the analysis might be on cross/fail foundation:
Obligatory Doc
Audited report and accounts for the final three (3) years
Certificates of incorporation/ registration
Firm profile
Legitimate Tax Compliance Certificates
(TIN) Tax Identification Quantity from nation of operations
References from earlier shoppers (not less than 3)

NB: Solely bidders who will present all of the preliminary necessities will proceed to technical analysis.
STAGE 2: TECHNICAL EVALUATION CRITERIA
The tenderers shall be evaluated based mostly on the factors indicated under.

Max Rating Bidder’s Rating
No. of years the service supplier has been within the enterprise of offering payroll providers (Max 5 factors)
Present a listing of certified personnel with over 5 years’ expertise. (Present proof utilizing CV and related skilled certificates. The employees ought to have graduate research {qualifications}, related skilled certifications and a defined abstract of comparable initiatives the employees have labored on.
● 3 certified employees and above – 5,
● 2 Workers members – 3,
● 1 Workers Member – 1 (Max 5 level)
Present a listing of shoppers you will have supplied related providers to previously 5 years. (Half mark for every consumer served for as much as 10 shoppers). (Max 5 factors)
Present reference letters from INGO sort shoppers in Africa that you’ve got supplied related providers to previously 5 years. (The tenderer ought to avail reference letters from the shoppers served. Two marks for every consumer served for as much as 5 shoppers.) (Max 10 level)
Payroll Software program: Answer with functionality to supply all the necessities enlisted beneath part 2 of this ToR “Function of the Consultancy”.(The bidder ought to clarify how every of the factors might be met; and be able to show that in a demo assembly. 2 marks for each 10% of standards met) (Max 20 level)
Worth provides (Any value-added providers that the bidder offers over and above the tender specs).
Sure – 5
None – 0 5
TOTAL SCORE 50

STAGE 3: FINANCIAL EVALUATION
The Monetary Proposal ought to clearly determine as a separate quantity, the native taxes, duties, charges, levies and different expenses imposed beneath the law on the consultants, the sub-consultants and their personnel. Expression of the value of providers in native foreign money.
Whole prices required to efficiently execute duties together with labour expenses inside finances and demonstrated worth for cash.
Hidden costs-The decrease the hidden prices the upper the rating (greatest state of affairs is not any hidden prices).
Chance of negotiating charges based mostly on consumer standing, present proof. Sure or No.
Skilled indemnity. Sure or No.
STAGE 4: AWARD
The award will take note of each the technical and monetary features.
Standards Weighting Feedback
High quality 50% Primarily based on the standard of the service & works supplied with proof.
Worth 50% Primarily based on the full worth quoted within the tender
Rating = factors out there x (lowest worth provided/vendor provide worth)
Whole Rating 100%
You’re reminded that all through the method EVIDENCE ACTION will frequently assess all contact with the bidder’s group together with compliance to the method, shows and on-site representatives. EVIDENCE ACTION reserves the appropriate at its sole discretion to disqualify with out additional consideration any submission that doesn’t fulfill these fundamental necessities.
Acceptance of Profitable Tender
Bearing in mind the advice of the Tender Committee, EVIDENCE ACTION will make the ultimate selection of the awarded agency. EVIDENCE ACTION will then ship a contract to the profitable applicant. After submitted documentation from the chosen agency has been verified, the agency will then be obliged to signal the contract for the acknowledged quantity. Any modification to the awarded tender might be documented as an “Annex” to the contract and might be decided by EVIDENCE ACTION.

Briefings for Unsuccessful Individuals
Proof Motion intends to supply a proper notification to each Bidder submitting an unsuccessful proposal. EVIDENCE ACTION reserves the appropriate to manage the format and content material of any such notification, and to restrict it in any method believed by EVIDENCE ACTION to be applicable (which incorporates, in distinctive circumstances, the appropriate to refuse a briefing with out giving any purpose for doing so).

FORMAT FOR SUBMISSION OF BIDS

You’re required to submit the bid type (annex I) connected to this ITT doc as a part of your response.

Comfortable copies for each the technical and the monetary proposals needs to be despatched to procurement.nigeria@evidenceaction.org

in two separate pdf clearly titled;

EAN/PQ/B/ITT/03/24 – Monetary Proposal and EAN/PQ/B/ITT/03/24 – Technical Proposal.

LANGUAGE OF BID

The bid, in addition to all correspondence and paperwork regarding the bid shall be written in English.

CURRENCIES OF BID

All costs shall be quoted by the Bidder in USD, until in any other case acknowledged.

BID VALIDITY

Bids shall stay legitimate for a interval of not less than 90 calendar days after the date of the bid submission deadline as prescribed by Proof Motion. A bid legitimate for a shorter interval shall be rejected as non-compliant.

DEADLINE FOR SUBMISSION OF BIDS

Deadline for submissions

Friday, twenty sixth April 2024, 5.00 pm. to the e-mail procurement.nigeria@evidenceaction.org

The comfortable copy proposals needs to be despatched as an e-mail with two respective pdf attachments for the Monetary and the Technical bid clearly titled.

EAN/PQ/B/ITT/03/24 – Monetary Proposal EAN/PQ/B/ITT/03/24 – Technical Proposal Bids submitted after the deadline shall not be thought of

Contract implementation date To be communicated to the profitable Bidder

Questions arising from this doc needs to be despatched to procurement.nigeria@evidenceaction.org by Wednesday seventeenth April 2024.

Full contact particulars

Affiliate, Procurement

procurement.nigeria@evidenceaction.org

Proof Motion (Nigeria)

LATE BIDS

Proof Motion shall not think about any bid that’s submitted after the deadline for submission as stipulated. Any bid obtained by the Proof Motion after the deadline for submission of bids shall be declared late and rejected.
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