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Consultancy on Payroll System Procurement _ RFP-RO01-002364
1. Who is the Danish Refugee Council?
Founded in 1956, the Danish Refugee Council (DRC) is a leading international NGO and one of the few with specific expertise in forced displacement. Active in 40 countries with 9,000 employees and supported by 7,500 volunteers, DRC protects, advocates, and builds sustainable futures for refugees and other displacement-affected people and communities. DRC works during displacement at all stages: In the acute crisis, in displacement, when settling and integrating into a new place, or upon return. DRC provides protection and life-saving humanitarian assistance; supports displaced persons in becoming self-reliant and included in hosting societies; and works with civil society and responsible authorities to promote the protection of rights and peaceful coexistence.
DRC Regional office in Nairobi coordinates DRC work and presence in East Africa & Great Lakes (EAGL) which encompasses the following countries: Burundi, the Democratic Republic of Congo, Djibouti, Ethiopia, Kenya, Somalia, South Sudan, Sudan, Tanzania and Uganda.
2. Purpose of the consultancy
The Danish Refugee Council-based Regional office in Nairobi is seeking for a reputable company to supply, implement, commission and train users on a new cloud-based payroll solution. The rationale is to streamline processes, improved and more efficient services to employees whilst reducing operational costs associated with payroll processing and ensure payroll confidentiality and security.
3. Background
The DRC Regional Office & Kenya Program has a workforce of 200+ national and international staff. 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 DRC 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 EAGL and has had challenges in the optimization of payroll services in different countries. In addition, it has limited offline /remote capabilities. Users in other locations have had challenges to connect. The system requires a lot of technical team support with continuous configuration and set-up. This is burdensome and causes delays in getting work done.
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 DRC Regional Office & Kenya Program with the potential to be replicated in other offices within the region
4. The objective of the consultancy
The purpose of this consultancy is to implement a payroll solution that provides the following benefits:
Payroll processers:
a. Input:
- Manage monthly salary and deduction changes with accuracy; where needed additions of any deduction or arrears with ease
- Interface with other software (Microsoft Dynamics-ERP) to remove 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 locations, departments and positions; separate databases for national and international staff.
- 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 NHIF remittances, Pension remittances, NSSF remittances, P9 forms etc. on required formats for uploading to the authorities.
d. Remote access with the ability to do payroll processing remotely from any location. Elimination of IT hardware required to implement the solution.
e. Updating the government's statutory changes should be simple and seamless
f. Security features - allow only authorized personnel to access the system
- User management should be role-based
- Track actions on an audit log
- Include 2-factor authentication
g.The solution must be compliant with the Global and local data protection laws.
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.
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 DRC.
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 full access to the software Portal, front-end, back-end, host account and integration programming code details to the DRC Regional office.
- 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 DRC uses the system.
5. Deliverables
The Consultant will submit the following deliverables as mentioned below:
1. Cloud Based SAAS Payroll Software
2. Training to DRC Regional and Kenya Office HR and Finance Staff
3. Software support
4. Competent payroll user support functions
6. Duration, timeline, and payment
The total expected duration to complete the assignment will be no more than 2 months from the contract start date. We envisage to commence the project in November 2023.
7. 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.
8. 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 DRC Regional Office 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 Kenya or globally.
- Provision of tax clearance certificate
- Proven integration of payroll software to other ERP systems
- Willing to work with the DRC Regional office to ensure the final product is of extremely high quality.
9. Technical supervision
The selected consultant will work under the supervision of:
- Regional HR and Administration Manager
- Regional IT Specialist
10. Location and support
Danish Refugee Council Regional Office in Nairobi
11. Travel
The Consultant is expected to work in the specified location. Transport to and from the DRC Regional Office, Nairobi, will be catered by the Consultant.
12. Submission of Bids
Bidders are solely responsible for ensuring that the full bid is received by DRC in accordance with the RFP requirements, prior to the specified date and time mentioned above. DRC will consider only those portions of the bids received prior to the closing date and time specified.
All responsive Bids shall be written on the DRC Bid Form (Annex A.1 and A.2) – Annex A.2 template is optional; the bidder can provide their own financial bids.
Beyond the DRC Bid Form, the following documents shall be contained with the bid:
Tender & Contract Award Acknowledgment Certificate (Annex B), and the Supplier Profile and Registration form (Annex E), plus any other documents required.
Bids not submitted on Annex A, or not received before the indicated time and date as set forth on page 1, or delivered to any other email address, or physical address will be disqualified.
Bids submitted by email is at the Bidders risk and DRC takes no responsibility for the receipt of such Bids.
Bidders are solely responsible for ensuring that the full Bid is received by DRC in accordance with the RFP requirements.
13. Queries about this RFP
For queries on this RFP, please contact the Procurement department, procurement.ro01@drc.ngo
All questions regarding this RFP shall be submitted in writing to the above. On the subject line, please indicate the RFP number. Bids shall not be sent to the above email.
All questions during the tender period, as well as the associated answers, will be accessed by all suppliers through the following link: Questions Answers template_RFQ-RO01-002364.docx
14. RFP Documents
This RFP document contains the following:
- This covering Letter
- Annex A.1: DRC Bid Form Technical bid
- Annex A.2: DRC Bid Form Financial bid
- Annex B: Tender and Contract Award Acknowledgment Certificate
- Annex C: DRC General Conditions of Contract
- Annex D: DRC Supplier Code of Conduct
- Annex E: Supplier Profile and Registration
- Annex F: Terms of Reference
- Annex G: Supplier References form
Where to find the Solicitation documents following link: RFP-RO01-002364_Payroll System Procurement
Under DRC’s Anticorruption Policy Bidders shall observe the highest standard of ethics during the procurement and execution of such contracts. DRC will reject a Bid if it determines that the Bidder recommended for award, has engaged in corrupt, fraudulent, collusive, or coercive practices in competing for, or in executing, the Contract.
How to apply
Bids can be submitted by email to the following dedicated, controlled, & secure email address:
tender.ro01@drc.ngo
When Bids are emailed, the following conditions shall be complied with:
The RFP number shall be inserted in the Subject Heading of the email
Separate emails shall be used for the ‘Financial Bid’ and ‘Technical Bid’, and the Subject Heading of the email shall indicate which type the email contains- The financial bid shall only contain the financial bid form, Annex A.2 or vendors financial bid in own format
- The technical bid shall contain all other documents required by the tender, but excluding all pricing information
Bid documents required, shall be included as an attachment to the email in PDF, JPEG, TIF format, or the same type of files provided as a ZIP file. Documents in MS Word or excel formats, will result in the bid being disqualified.
- Email attachments shall not exceed 4MB; otherwise, the bidder shall send his bid in multiple emails.
Failure to comply with the above may disqualify the Bid.
DRC is not responsible for the failure of the Internet, network, server, or any other hardware, or software, used by either the Bidder or DRC in the processing of emails.
Bids will be submitted electronically. DRC is not responsible for the non-receipt of Bids submitted by email as part of the e-Tendering process.
Confidentiality
All information presented, obtained, and produced is to be treated as DRC’s property and is considered confidential for all other purposes than what is outlined in the ToR. Upon signing the contract, the selected consultant will be required to sign a confidentiality agreement. The material prepared by the consultant cannot be sold, used, or reproduced in any manner (partially or in full) by the consultant without prior permission from DRC.
Additional information
For additional information regarding these terms of reference, please send your questions to Regional Supply Chain Manager EAGL RO: Procurement.ro01@drc.ngo
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