REQUEST FOR PROPOSAL (RFP)
Background
FHI 360 is a non-profit human development organization dedicated to improving lives in lasting
ways 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 development
challenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories.
Scope of Work
FHI360 is looking for vendors able to provide payroll software with the following specifications:
| S/N |
DESCRIPTION |
| |
PAYROLL 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 in Cameroon, as the basis, and can generate reports exportable to Excel, PDF.
4. Can compute social security -CNPS contributions (employer and employee) using the applicable texts as the basis in order to remain compliant, generate the DIPE in Notepad format (ready for declaration), and reports exportable to Excel, PDF.
5. Can accommodate a staff strength of 500.
6. Can be accessed by multiple users from different stations/working posts with different/segmented authority levels.
7. Allows users to login using a combination of Username,
password...
8. Availability of:
a. Updates/maintenance
b. Technical support.
c. Others – see FHI 360 Technology Requirements below
|
Please do reply to each of these technical specifications in order as stated in this RFP
FHI 360 – Technology Requirements – 3rd Party Solutions
All FHI360 Technology procurements adhere to a set of technical standards to ensure secure,
compliant, and supportable solutions. Vendor responses need to detail their technical implementation
per 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 which country/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/Compatibility
a. Confirm Compatibility with Microsoft Office 365 products, Chrome/Edge browsers, and Windows 10 Pro OS.
b. Confirm mobile and browser-based client options.
3. Security
a. Does the platform/application support multifactor authentication either by phone, text message or mobile authenticator app?
b. Does the service provider, developer or SaaS organization carry out regular third-party penetration tests?
c. Is FHI360 able to perform a third-party penetration testing on the application or the computing environment where the data/application is hosted?
d. Does the application or system allow for role-based access control where users are only granted permissions needed to perform their job? Is there a distinction between technical administration and product usage configuration?
e. Is the data at rest and in transit encrypted? If yes, please list the encryption strength.
4. Integration/Data Export
a. Detail out-of-the-box integrations with Workday, Microsoft Teams, Unily Content Management 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 Support
a. Describe the configuration and services provided for implementation.
b. Describe ongoing technical support provided post-implementation.
c. Describe FHI360 resource needs for implementation and ongoing configuration and administration of the solution.
d. Describe the typical software update process for the product and FHI360 impacts. What is the frequency of these updates?
6. Compliance
a. Data Privacy
i. What are the policies governing the sharing of customer data with third parties? 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 the exclusive ownership of FHI 360 data?
iv. How long does the application/system retain customer data after account/service termination?
b. Section 889 Compliance - As a United States Government Contractor/Recipient, FHI360 is required to comply with NDAA Section 889 which prohibits us from contracting with any service provider that uses certain Telecommunication equipment from the following companies. Please confirm that your hosting services do not use any equipment from this list:
i. Huawei Technologies Company
ii. ZTE Corporation
iii. Hytera Communications Corporation
iv. Dahua Technology Company
v. Hikvision Digital Technology Company.
Please do reply to these technology requirements as stated in this RFP
Timetable and Address for Submission
Proposals are due no later than 5:00 pm on 26 June 2023. Required documentation listed below must be e-mailed to Cameroon.Procurement@fhi360.org and cc Cameroon.HIVFreeProject.Procurement@fhi360.org.
Please do indicate in the object: FHI360-Payroll Software
Any questions or requests for clarification can be submitted in writing to
Cameroon.Procurement@fhi360.org and Cameroon.HIVFreeProject.Procurement@fhi360.org
by 26th May 2023.
Selection Criteria
The proposal must include the following items:
| |
| A brief description of the organization, its capabilities, and its ability to provide the required supplies including country of origin and maintenance specifications |
1 |
Timeline for delivery, clearly mention separately the time for
set up and test. Precise all the activities planned per day |
5 |
Provide planning for users training (maximum of persons
to be trained 10) |
3 |
| Indicate time for support after training |
2 |
| Provide a detailed user manual |
2 |
| Documentation of legal registration. |
4 |
| • Certificate of Taxpayer registration - Contribuable |
| • Certificate of non-indebtedness – Non-redevance |
| • Localization plan. |
| • Bank attestation - RIB |
References – At least three references currently using the
software in Cameroon (Organization name, contact person,
email, and phone number). |
3 |
| TOTAL |
20 |
Finance Criteria
A detailed price offer (including VAT if applicable) in XAF) and payment terms (including
advance if applicable); precise the name and brand of software proposed.
Please do reply to these criteria in order as stated in this RFP
Evaluation
The evaluation will take place in three steps:
➢ Opening tenders (checking the compliance with the due date)
➢ Control of specifications proposed by vendors
➢ Check if the offer meets the selection criteria
FHI 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 follow solicitation 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 further discussion.
• FHI 360 may choose to award only part of the activities in the solicitation or issue multiple awards based on the solicitation activities.
• FHI 360 has the right to issue amendments to the RFQ at any time.
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