REQUEST FOR PROPOSAL (RFP)Solicitation Title: PAYROLL PROCESSING SOFTWARE - CAMEROON
RFQ Release Date: 5/2/2023Questions Due Date: 6/20/2023Submit Questions to: Cameroon.Procurement@fhi360.org, withCameroon.HIVFreeProject.Procurement@fhi360.org incopyDue Date: 5/31/2023Extended Due Date: 6/21/2023Submit Proposal to: Cameroon.Procurement@fhi360.orgCameroon.HIVFreeProject.Procurement@fhi360.orgAnticipated Contract Start Date: 6/26/2023Contract End Date:BackgroundFHI 360 is a non-profit human development organization dedicated to improving lives in lastingways by advancing integrated, locally driven solutions. Our staff includes experts in health,education, nutrition, environment, economic development, civil society, gender, youth, research,and technology; creating a unique mix of capabilities to address today's interrelated developmentchallenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories.Scope of WorkFHI360 find out vendors able to provide a payroll software with the following specifications:S/N DESCRIPTIONPAYROLL PROCESSING SOFTWARE with the following basic specs:1. Can be hosted in the Cloud.2. Ability to send pay slips directly to clients using their emails.3. Can compute payroll taxes using the Cameroon General Tax Code,Cameroon Labor Law and other ordinances as observed inCameroon, as the basis, and can generate reports exportable toExcel, PDF.4. Can compute social security -CNPS contributions (employer andemployee) using the applicable texts as the basis in order to remaincompliant, generate the DIPE in Notepad format (ready fordeclaration) and reports exportable to Excel, PDF.5. Can accommodate a staff strength of 500.6. Can be accessed by multiple users from different stations/workingposts with different/segmented authority levels: (FarPage 2 of 5North(Maroua) and West (Bafoussam) Regions first, withpossibility of extension in the order region)7. Allows users to login using a combination of Username,password...8. Availability of:a. Updates/maintenanceb. Technical support.c. Others – see FHI 360 Technology Requirement belowPlease to reply to each of these technical specifications in order as stated in this RFPFHI 360 – Technology Requirements – 3rd Party SolutionsAll FHI360 Technology procurements adhere to a set of technical standards to ensure secure,compliant, and supportable solutions. Vendor responses need to detail their technical implementationper the requested information listed below.1. Describe the product architecture and infrastructure, including the below details:a. Hosting method (Cloud-based, SAAS solutions are preferred) and associated SLA.b. List compliance certifications for the cloud service provider (e.g. SSAE16, ISO 27001,SOC2, PCI, HIPAA, etc.). Provide evidence of certifications maintained.c. In which country/region does the application or system store data? In whichcountry/countries are the data centers located? (Appropriate location)d. Authentication and Access details (SSO, etc.)e. Include a detailed data flow diagram for major components involved in the solution.2. Client/Compatibilitya. Confirm Compatibility with Microsoft Office 365 products, Chrome/Edge browsers, andWindows 10 Pro OS.b. Confirm mobile and browser-based client options.3. Securitya. Does the platform/application support multifactor authentication either by phone, textmessage or mobile authenticator app?b. Does the service provider, developer or SaaS organization carry out regular third-partypenetration tests?c. Is FHI360 able to perform a third-party penetration testing on the application or thecomputing environment where the data/application is hosted?d. Does the application or system allow for role-based access control where users are onlygranted permissions needed to perform their job? Is there a distinction betweentechnical administration and product usage configuration?e. Is the data at rest and in transit encrypted? If yes, please list encryption strength.4. Integration/Data Exporta. Detail out-of-the-box integrations with Workday, Microsoft Teams, Unily ContentManagement System or other Enterprise solutions.b. Describe all options for integration including dynamic/real-time apis, scheduled,import/export capabilities, etc.c. Provide all options for integrating with non-API-based systems.5. Implementation and Supporta. Describe configuration and services provided for implementation.b. Describe ongoing technical support provided post-implementation.c. Describe FHI360 resource needs for implementation and ongoing configuration andadministration of the solution.d. Describe typical software update process for the product and FHI360 impacts. What isthe frequency of these updates?6. Compliancea. Data Privacyi. What are the policies governing the sharing of customer data with thirdparties? Under what circumstances may user data be shared with a third-party?ii. What regulatory requirements apply and how are they served by the vendor?(PII, GDPR, FISMA, etc.)iii. FHI 360 owns all data under its obligation. How will your company facilitate theexclusive ownership of FHI 360 data?iv. How long does the application / system retain customer data afteraccount/service termination?b. Section 889 Compliance - As a United States Government Contractor/Recipient, FHI360is required to comply with NDAA Section 889 that prohibits us from contracting withany service provider that uses certain Telecommunication equipment from thefollowing companies. Please confirm that your hosting services do not use anyequipment from this list:i. Huawei Technologies Companyii. ZTE Corporationiii. Hytera Communications Corporationiv. Dahua Technology Companyv. Hikvision Digital Technology Company.Please to reply to these technology requirements as stated in this RFPTimetable and Address for SubmissionProposals are due no later than 5:00pm on Wednesday 21st June 2023. Requireddocumentation listed below must be e-mailed to Cameroon.Procurement@fhi360.org whileputting Cameroon.HIVFreeProject.Procurement@fhi360.org. in copy.Please to indicate in object :FHI360-Payroll SoftwareAny questions or requests for clarification can be submitted in writing toCameroon.Procurement@fhi360.org and Cameroon.HIVFreeProject.Procurement@fhi360.orgby Tuesday 20th May 2023.Selection CriteriaThe proposal must include the following items:RateA brief description of the organization, its capabilities, andits ability to provide the required supplies including countryof origin and maintenance specifications1Timeline for delivery, clearly mention separately time forset up and testPrecise all the activities planned per day5Provide a planning for users training (maximum of personsto be trained 10) 3Indicate time for support after training 2Provide a detailed user manual 2Documentation of legal registration.4• Certificate of Taxpayer registration - Contribuable• Certificate of non-indebtedness – Non redevance• Localization plan.• Bank attestation - RIBReferences – At least three references currently using thesoftware in Cameroon (Organization name, contact person,email, and phone number).3TOTAL 20Finance CriteriaA detailed price offer (including VAT if applicable) in XAF) and payment terms (includingadvance or not); precise the name and brand of software proposed.Please to reply to these criteria in order as stated in this RFPEvaluationThe evaluation will take place in tree steps:➢ Opening tenders (checking the compliance with the due date)➢ Control of specification proposed by vendors➢ Check if the offer meets the selection criteriaPage 5 of 5FHI 360 Disclaimers• FHI 360 may perform a background check on any selected vendor.• FHI 360 may cancel the solicitation and not award.• FHI 360 may reject any or all responses received.• Issuance of the solicitation does not constitute an award commitment by FHI 360• FHI 360 reserves the right to disqualify any offer based on failure of the offeror to followsolicitation instructions.• FHI 360 will not compensate any offeror for responding to solicitation.• FHI 360 reserves the right to issue award based on initial evaluation of offers without furtherdiscussion.• FHI 360 may choose to award only part of the activities in the solicitation, or issue multipleawards based on the solicitation activities.• FHI 360 has the right to issue amendments to the RFQ at any time.
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