PROVISION OF A CLOUD BASED PAYROLL SOLUTION

TERMS OF REFERENCE (ToR)

PROVISION OF A CLOUD BASED PAYROLL SOLUTION

1. INTRODUCTION AND BACKGROUND

Evidence Action West and Central Africa has a workforce of about 43+ staff spread across Nigeria, Liberia and Cameroon (actual breakdown below).

Nigeria 34

Liberia 6

Cameroun 3

The successful bidder will implement a payroll solution that supports the function of HR and finance to input, process and generate payroll data with accuracy and compliant with EVIDENCE ACTION and Statutory regulations

The payroll process is a monthly process that involves the processing of staff salaries and benefits, statutory deductions (NSSF, NHIF, and PAYE etc.) and any miscellaneous deductions.

The current payroll system was deployed in various countries in West and Central Africa and has had challenges in the optimization of payroll services in different countries.

The goal is to improve the processes by automating the payroll processing, including approval workflows and integrating with key existing systems to enable reporting to management for decision-making.

The anticipated solution will be a fit-for-purpose cloud-based payroll solution delivered as (Software as a Service “SaaS” on a subscription model) for the Evidence Action West and Central Africa Region.

1. PURPOSE OF THE CONSULTANCY

The purpose of this consultancy is to implement a payroll solution that provides the following benefits:

Payroll processors:

a. Input:

• Manage monthly salary and deduction changes with accuracy; where needed additions of any deduction or arrears with ease
• Interface with other existing software (Bamboo HR) to eliminate the manual entry of data and shorten processing time.
• Employee records and profiles: To include personnel numbers/personal bank account/ statutory numbers and expat details like passport and work permit details.
• Employee Divisions: Based on country, locations, departments and positions.
• Intuitive upload functionality.

b. Processing

• Automate payroll calculation, integrating all calculations performed outside the system (loans, pro-ratio, miscellaneous deductions, final pay calculations) Monthly exchange rate for salaries in other currencies.
• Computation of taxes in accuracy, accommodate provisions for Income tax and the benefits provided such as provident funds, Individual insurance schemes, personal relief, and taxable pay.

c. Post-processing and reporting (Finance side)

• Offer online validation of the payroll, ensuring payments are performed based on approved payroll results
• Payment file matching the bank’s required format, no manual intervention.
• Generate payroll-related reports such as Tax and Pension remittances etc. on required formats for uploading to the authorities; and any other on demand reports. .
• Provide support to employees through designated staff in relation to their pay, including answering queries and resolving any issues that may arise.

1. Remote access with the ability to do payroll processing remotely from any location. Elimination of IT hardware required to implement the solution.
2. The payroll service provider will ensure that all payroll data is backed up and stored securely, to protect against data loss and unauthorized access.
3. Updating the government’s statutory changes should be simple and seamless
4. Security features – allow only authorized personnel to access the system,
   1. User management should be role-based
   2. Track actions on an audit log
   3. Include multi-factor authentication
5. The solution must be compliant with the Global and local data protection laws. This involves collecting and maintaining accurate employee data, including personal information, salary details, and tax information
6. The solution should include encryption for data at rest, in use and during back ups.
7. Vendor to share a Service level agreement for review detailing payroll system uptime(minimum 99%), performance, security, support plan, data management plan.
8. The payroll system should be easy to scale in terms on new countries, staff count etc.
9. Include System documentation-including user manuals and systems administrators guides/manuals.

Other users:

Capability to automatically generate and share to staff pay slips and P-9 forms for online tax returns.

Capability to allow staff to access the documents on a self-serve module and on mobile functionality is desired.

1. SCOPE OF WORK AND METHODOLOGY

The Consultant will be required to prepare a detailed methodology and work plan indicating how

the objectives of the project will be achieved, and the support required from Evidence Action.

Phase 1: Planning Phase:

• Selected vendors will hold at least 2 phases of separate meetings with involved parties.
• Discuss and agree on the user interface, modalities and objective of the proposed system/software.
• To do a presentation of existing software to the involved parties through a demo presentation.

Phase 2: Internal Consultations:

• The in-house meeting between the involved parties to decide which vendor should be contracted

Phase 3: Supplier Demo

• The successful vendor will provide a demo version to the involved parties to test run the system/software and if there are suggested changes to be made to the system, such changes will be taken into consideration by the vendor.

Phase 4: Proposed system

• To do a presentation of the new software to the involved parties through a demo presentation.
• Discuss data requirements, migration, piloting and the changeover timeline.

Post-Go-Live Phase:

• Develop an implementation guide, user guide and project overall documentation.
• Provide comprehensive training on how to manage and use the software portal to designated staff and others.
• Upon completion, provide access to the software Portal, front-end, configuration page(GUI) and API on demand to EVIDENCE ACTION.
• Provide six-month to 1-year post-development remote security and technical support to the management of the software.
• Provide ongoing user support and consultation throughout the duration that EVIDENCE ACTION uses the system.

1. DELIVERABLES

The Consultant will submit the following deliverables as mentioned below:

• A fully developed and functional payroll automation system with all the features as mentioned in this TOR

• Full access details of system/software, backend, and hosting platform

• A comprehensive manual and a user guide.

• Comprehensive pre-launch training and ongoing support to the users.

• Service Level Agreement

  DURATION, TIMELINE, AND PAYMENT

• The total expected duration to complete the assignment will be no more than 3 months from the contract start date. We envisage to commence the project in August 2024.

• PROPOSED COMPOSITION OF TEAM

  The Consultant needs to demonstrate that they have a competent and knowledgeable team with the capacity to deliver on this project. The team should have worked on similar projects before and should be present throughout the implementation of the project. The Consultant also needs to demonstrate that their team can provide ongoing user support with a reliable contact person. Should the project be scaled to other countries, they should have the capacity to implement and support in multiple countries.

• ELIGIBILITY, QUALIFICATION, AND EXPERIENCE REQUIRED

  Eligibility:

  Professional software application firm with proven expertise and experience in providing excellent payroll solutions to international organizations or multinationals. The provider must be responsive and willing to work collaboratively and effectively with EVIDENCE ACTION West and Central Africa towards delivering a high-quality system.

  Experience

• Substantial experience in the delivery of cloud-based payroll solutions to International Organizations. The proposed solution should be a native cloud, subscription-based, that will not require any investment in IT infrastructure (hardware and software) to implement. The vendor should provide an architecture of the solution.

• Ability to deliver the requested solution demonstrated by a detailed project implementation plan with clear milestones and deliverables at each milestone. The project plan should also highlight the project team, their competence in the project and the project escalation matrix.

• Demonstrable relevant payroll software applications set up in Nigeria or globally.

• Provision of tax clearance certificate

• Proven integration of payroll software to other ERP systems

• Willing to work with the EVIDENCE ACTION Regional office to ensure the final product is of extremely high quality.

• LOCATION AND SUPPORT

  Evidence Action Office in Abuja. Any transport to and from the EVIDENCE ACTION Regional Office, Abuja, will be catered by the Consultant.

• EVALUATION CRITERIA

  This section contains the criteria that Evidence Action shall use to evaluate and qualify tenderers. No other factors, methods or criteria shall be used other than the ones specified in this tender document. The tenderer shall provide all the information requested in the forms. Within each stage, an initial evaluation will consider whether every instruction and requirement contained within the tender document has been fulfilled.

  STAGE 1: PRELIMINARY EVALUATION

• Bidder shall be required to provide the following documents and the evaluation will be on pass/fail basis:

• Mandatory Document

• Audited report and accounts for the last three (3) years

• Certificate of incorporation/ registration

• Company profile

• Valid Tax Compliance Certificate

• (TIN) Tax Identification Number from country of operations

• References from previous clients (at least 3)

  NB: Only bidders who will provide all the preliminary requirements will proceed to technical evaluation.

• STAGE 2: TECHNICAL EVALUATION CRITERIA
  The tenderers shall be evaluated based on the criteria indicated below.

  Max Score Bidder’s Score

• No. of years the service provider has been in the business of providing payroll services (Max 5 points)

• Provide a list of qualified personnel with over 5 years’ experience. (Provide evidence using CV and relevant professional certificates. The staff should have graduate studies qualifications, relevant professional certifications and an outlined summary of similar projects the staff have worked on.
  ● 3 qualified staff and above – 5,
  ● 2 Staff members – 3,
  ● 1 Staff Member – 1 (Max 5 point)

• Provide a list of clients you have provided similar services to in the past 5 years. (Half mark for each client served for up to 10 clients). (Max 5 points)

• Provide reference letters from INGO type clients in Africa that you have provided similar services to in the past 5 years. (The tenderer should avail reference letters from the clients served. Two marks for each client served for up to 5 clients.) (Max 10 point)

• Payroll Software: Solution with capability to provide all the requirements enlisted under section 2 of this ToR “Purpose of the Consultancy”.(The bidder should explain how each of the criteria will be met; and be ready to display that in a demo meeting. 2 marks for every 10% of criteria met) (Max 20 point)

• Value adds (Any value-added services that the bidder provides over and above the tender specifications).
  Yes – 5
  None – 0 5
  TOTAL SCORE 50

  STAGE 3: FINANCIAL EVALUATION

• The Financial Proposal should clearly identify as a separate amount, the local taxes, duties, fees, levies and other charges imposed under the law on the consultants, the sub-consultants and their personnel. Expression of the price of services in local currency.
  Total costs required to successfully execute tasks including labour charges within budget and demonstrated value for money.
  Hidden costs-The lower the hidden costs the higher the score (best scenario is no hidden costs).
  Possibility of negotiating rates based on client standing, show proof. Yes or No.
  Professional indemnity. Yes or No.

• STAGE 4: AWARD
  The award will take into account both the technical and financial aspects.
  Criteria Weighting Comments
  Quality 50% Based on the quality of the service & works provided with evidence.
  Price 50% Based on the total price quoted in the tender
  Score = points available x (lowest price offered/vendor offer price)
  Total Score 100%

• You are reminded that throughout the process EVIDENCE ACTION will continually assess all contact with the bidder’s organization including compliance to the process, presentations and on-site representatives. EVIDENCE ACTION reserves the right at its sole discretion to disqualify without further consideration any submission that does not satisfy these basic requirements.
  Acceptance of Successful Tender
  Taking into consideration the recommendation of the Tender Committee, EVIDENCE ACTION will make the final choice of the awarded firm. EVIDENCE ACTION will then send a contract to the successful applicant. After submitted documentation from the selected firm has been verified, the firm will then be obliged to sign the contract for the stated amount. Any amendment to the awarded tender will be documented as an “Annex” to the contract and will be determined by EVIDENCE ACTION.

  Briefings for Unsuccessful Participants
  Evidence Action intends to offer a formal notification to every Bidder submitting an unsuccessful proposal. EVIDENCE ACTION reserves the right to control the format and content of any such notification, and to limit it in any way believed by EVIDENCE ACTION to be appropriate (which includes, in exceptional circumstances, the right to refuse a briefing without giving any reason for doing so).