Request for Proposal (RFP): Payroll Software for GAIN Nigeria
Issuance Date: November 12, 2024
Closing Date: November 30, 2024
1.0 About GAIN
The Global Alliance for Improved Nutrition (GAIN) is a Swiss-based foundation launched at the United Nations in 2002 to combat malnutrition. Our mission is to transform food systems by providing nutritious, safe, and affordable food, especially for vulnerable populations.
Headquartered in Geneva, Switzerland, GAIN operates in countries with high levels of malnutrition, including Nigeria, Bangladesh, Ethiopia, India, Kenya, and others. We work with governments, businesses, and civil society to achieve our goal of addressing malnutrition globally.
2.0 Background
GAIN Nigeria’s current payroll system relies on manual processes and Excel spreadsheets, with centralized operations in Abuja. As part of our commitment to enhance efficiency, we are seeking a payroll software solution that integrates seamlessly with our existing Human Resource Information System (HRIS) and provides flexibility while maintaining the benefits of a robust standard system.
3.0 Objective
The purpose of this Request for Proposal (RFP) is to select a qualified Payroll Software Company to automate GAIN Nigeria’s payroll system. This software should simplify the calculation of employee wages, tax, and statutory deductions, ensuring compliance with local labor laws while improving efficiency and accuracy.
4.0 Scope of Work
The proposed payroll software should include the following key features:
- Automated Payroll Calculations: Process employee wages based on hourly rates, salaries, overtime, and bonuses.
- Compliance: Adhere to Nigerian labor laws and tax regulations, ensuring up-to-date compliance.
- Employee Data Management: Securely store employee data, including personal, tax, and bank details.
- Time Tracking Integration: Accurate tracking of work hours and attendance for payroll calculation.
- Deductions & Contributions: Manage statutory and voluntary deductions, such as taxes and pension contributions.
- Reporting: Generate payroll reports for tax liabilities, financial analysis, and auditing purposes.
- Integration: Integrate seamlessly with existing HRIS, accounting software, and other systems.
- Security & Accessibility: Ensure secure data access and two-factor authentication for authorized users.
- Customization & Scalability: Provide customization options and scalability for future growth.
- Support & Maintenance: Offer ongoing technical support and software updates.
- User-Friendly Interface: Intuitive interface for both administrators and employees.
- Pension Deduction Integration: Integrate with the Electronic Pension Contribution Collection System (EPCCOS).
- Exportable Data: Ability to export payroll data in PDF, Excel, or CSV formats.
4.1 Compliance Requirements
- Automate error-free calculations
- Integrate with online banking platforms
- Multi-currency compatibility
- Handle statutory payroll changes and deductions
- Secure employee access to payslips and payroll data at any time
4.2 Methodology
The following steps will guide the project:
- Initial Meetings: Conduct face-to-face discussions with GAIN’s HR, Finance, and relevant staff.
- System Review: Analyze the current payroll system and demonstrate the proposed solution.
- Account Management: Assign a focal person to manage the account.
- Proposal Finalization: Submit an adjusted proposal based on feedback.
4.3 Deliverables
The awarded company must provide:
- System design and implementation plan, including timelines and milestones
- Itemized cost breakdown, including licensing, training, and support services
- Compliance with data protection laws and security certifications
5.0 Proposal Submission Guidelines
- Submit your proposal via email only (hard copies are not accepted).
- The proposal should consist of both technical and financial components.
- The technical proposal accounts for 60% of the total score, while the financial proposal accounts for 40%.
- Send proposals to [email protected], with the subject “PROPOSAL FOR PAYROLL SOFTWARE.”
6.0 Eligibility Criteria
Applicants must submit:
- CAC Documentation (Certificate of Incorporation, Articles, and Memorandum of Association)
- Tax Identification Number (TIN)
- Organization Profile and relevant licenses
- References from at least three reputable organizations within the past 3 years
- Physical office address and contact details
- Compliance with local tax laws (e.g., WHT deductions)
7.0 Evaluation and Selection
Proposals will be evaluated based on the following criteria:
- Technical Evaluation (60%): Quality of service, qualifications, relevant experience, timeline, and support services.
- Financial Evaluation (40%): Price structure, unit cost, and overall cost-effectiveness.
GAIN reserves the right to select the best proposal and enter negotiations with the successful bidder.
8.0 Contract Duration
The contract will be valid for one year, with the possibility of extension based on performance.
9.0 Proposal Format (Annex I)
Please follow the format outlined below for your proposal:
- Executive Summary: Brief overview of your proposal, qualifications, and contact details.
- Company Information: Description of your company, relevant experience, and key personnel.
- Experience with INGOs/UN: Details of relevant projects and references.
- Risk Management: Address potential risks and mitigation strategies.
- Cost Information: Detailed breakdown of costs, including payment terms.
10.0 Additional Information
The engagement will be managed by the Head of Operations at GAIN Nigeria. For further inquiries, please contact [email protected].
11.0 Standards and Compliance
The successful bidder must adhere to industry standards, including data security, integrity, and professional conduct.
