Consultancy on Payroll System Procurement at Danish Refugee Council

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.

The objective of the consultancy

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

Payroll processers:

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

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.
• 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.
• Remote access with the ability to do payroll processing remotely from any location. Elimination of IT hardware required to implement the solution.
• Updating the government's statutory changes should be simple and seamless

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
• 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.

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.

Internal Consultations:

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

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.

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.

Deliverables

• The Consultant will submit the following deliverables as mentioned below:

Cloud Based SAAS Payroll Software

• Training to DRC Regional and Kenya Office HR and Finance Staff

Software support

• Competent payroll user support functions

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.

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 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.
• Technical supervision

The selected consultant will work under the supervision of:

• Regional HR and Administration Manager
• Regional IT Specialist

Location and support

• Danish Refugee Council Regional Office in Nairobi

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.

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 RFP-RO01-002364 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.