TERMS OF REFERENCE (ToR)
PROVISION OF A CLOUD BASED PAYROLL SOLUTION
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.
The purpose of this consultancy is to implement a payroll solution that provides the following benefits:
Payroll processors:
a. Input:
b. Processing
c. Post-processing and reporting (Finance side)
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.
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:
Phase 2: Internal Consultations:
Phase 3: Supplier Demo
Phase 4: Proposed system
Post-Go-Live Phase:
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.
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).
This vacancy is archived.