REQUEST FOR PROPOSALS (RFP) 007/09/2024
Payroll Outsourcing Provider
ELIZABETH GLASER PEDIATRIC AIDS FOUNDATION (EGPAF) - CAMEROON

Street 1795 House # 197 | Bastos | Yaoundé *and* Bonanjo, former Nigerian Consulate after Hotel
beau rivage
FIRM DEADLINE: September 27th, 2024; 5pm
INTRODUCTION
Elizabeth Glaser Pediatric AIDS Foundation (“EGPAF”), a non-profit organization, is the world
leader in the fight to eliminate pediatric AIDS. Our mission is to prevent pediatric HIV infection
and to eliminate pediatric AIDS through research, advocacy, and prevention and treatment
programs. For more information, please visit http://www.pedaids.org.
OBJECTIVE OF THE ASSIGNMENT | SCOPE OF WORK | EXPECTED DELIVERABLES
EGPAF Cameroon would like to outsource its payroll to be managed by an external firm (“Contractor”).
To that effect, we are inviting firms to submit a service proposal for the management of every element
of the payroll (payroll computations, income tax declaration, social insurance declaration, populating
of monthly payroll spread sheet that clearly itemize how every element is calculated etc.).
The EGPAF Cameroon office is comprised of a team of ~200 staffs in various offices
throughout Cameroon. Additional growth may be expected over time.
Contractor Responsibilities:
1) Processing of EGPAF Cameroon payroll, including Collecting all HRH contracts, biodata
information, statutory documents (IDs, CNPS Numbers...) and setting up each staff on
the payroll system as well as departures. Execute all associated deductions report for
all staff under the contract by date to be agreed upon in signed contract.
2) Submit payroll and remit statutory deductions (Social and income taxes etc.…) to EGPAF
no later than the 20th of each month.
3) Ensure timely pay slips for the payment, no later than the 25th of the month, of
Foundation employees.
4) Provision to the Foundation with a comprehensive monthly spreadsheet for both
declarations. Itemizing the calculation of every element of the income tax and CNPS.
5) Assist the foundation in the preparation and during income tax and social security
authorities controls and audit in link with the payroll.
6) Complete tax and social security declarations online and give us the Excel files
7) Prepare intermediary payroll in the middle of the month
8) Inform the Foundation well in advance of any changes in payroll processes,
regulations, laws, and requirements.
EGPAF Responsibilities
1- Host a kickoff meeting with key stakeholders within 3 days following signature of the
contract for the contracting services.
2- Collect and provide complete data/information needed for the purposes of this consultancy
as well as other necessary supporting documentation.
3- Provide timely payments (via check or wire transfer) for service deliverables in line with
the contract terms and conditions.
4- The Foundation will not be liable for any error of, law, principles, policies that are required
by the Government of Cameroon in the management of payroll. This is entirely the responsibility
of the winning firm. The Contractor will fully take care of any indemnities that might arise because
of any payroll errors.
5- The Foundation’s Finance and Operation team or other Foundation appointed agent
will do spot checks in the computation of the elements of the payroll prior to payment. The
Foundation will also ensure to pay the vendor in a timely manner as agreed in the resulting
Contract to the winning bidder
Standard of Services
All Services to be provided by Contractor shall be performed with promptness and diligence
in a professional manner and at a level of proficiency to be expected of a Contractor with the
background and experience that the Contractor has represented in its bid. EGPAF shall
provide such access to its information, property, and personnel as may be reasonably required
in order to permit the Contractor to perform the Services.
EVALUATION CRITERIA AND SUBMISSION REQUIREMENTS
The Foundation will accept the quotation from the qualified vendors that is the BEST VALUE (i.e.
the vendor that provides the most economically advantageous goods and/or services to the
Foundation and meets the minimum required specifications stated in this solicitation).
All proposals will be evaluated against the following Evaluation Criteria. Each proposal should
contain the items listed in the Submission Requirements column in the following chart. The
evaluation will be in 3 phases: The Administrative Evaluation; the technical evaluation and the
financial evaluation. Please submit your Submission Requirements in the order they appear below.
N° A. Administrative Evaluation. NB: Only original documents
and certified copies are expected.
YES NO
A1 A statement indicating the intention to bid, specifying the identity of the
representative of the bidding Company, the company name, the PO
box and the geographical location of the head office.
A2 A certified copy of the legal affiliation to practice as payroll and
personnel management services (Eliminatory)
A3 A copy of the legalized taxpayer card (carte de contribuable)
A4 A copy of a valid tax compliance certificate: Attestation de conformité
fiscale en cours de validité (Eliminatory)
A5 A copy of the certificate of matriculation or Registre du commerce
aligning with the purpose of this request for proposal;
A6 A copy of the bank attestation;
A7 Certified copy of the localization plan and the attestation of localization
The bidder who has not provided the eliminatory documents will not be considered for the
rest of the process
B. Technical Evaluation: The bidder must submit the requirements in the same
order (Total weight 70%)
N°
Evaluation Criteria Submission Requirements Score
B1 Structure
A Description of the bidder’s structure: creation, organigram,
staffing and services provided (10 pts)
B2
Technical and
management
approach, design,
and timeline to
implementation
1- Maximum five (5) page summary or narrative description of
the proposed process that includes (but is not limited to) the
following elements: 1) specific payroll services offered; 2)
anticipated monthly work processes; 3) handling of payroll taxes;
4) elements of the firm’s approach that display a competitive
advantage when compared to other bidders; 5) description of
customer support services offered; and 6) other services and
analysis provided. (5pts for each element)
2- Describe the software used for the payroll with the various
features (10pts if available)
3 -Timeline for startup and implementation (please note that the
Foundation requires these services to be in place immediately). (5
pts if available with very short notice)
40
B3 Demonstrated past
performance of
similar work
Description of at least three (3) examples of prior similar
assignments. With a minimum of three (3) professional references
from similar past projects, phone number and email addresses. The
Foundation may contact these references during evaluation and prior
to selecting the winning Contractor (If 3 =20pts if less=0)
Copy of one (1) or more reports or other deliverable previously
completed by the applicant in prior assignments (confidential or
sensitive information may be redacted if necessary)(10pts if not = 0)
30
B4 Qualifications of proposed individual(s)
CV/Resume of proposed individual(s) expected to
work on this project with their full contacts. 10
B5 Security of Services
Description of the safeguards and internal controls the firm will
have in place to protect the sensitivity and confidentiality of the
information processed and retain in the firm’s systems. 10
Total 100
Bidders with a total score below 80 will considered not responsive and
will not be considered for the final evaluation
The financial offer will be calculated as follows:
A- FINANCIAL SCORE = (lowest bid / Challenger amount) X 100
The lowest bidder in this case has a financial score of 100.
B- FINAL SCORE (Best Value)
FINAL SCORE: (Technical score) x 70% + (Financial score) x 30%
The Company receiving the highest score will be considered the best value and will be
awarded the contract.
Failure to provide any of the above Submission Requirements may be considered non-
responsive and disqualify the bidder from selection.
C. FINANCIAL EVALUATION
N° Evaluation
Criteria Submission Requirements Weight
C1 Price
- The rate that will be charged per individual employed.
- Detailed breakdown of costs and anticipated costs to
provide one (1) year of services.
NOTE: Contractor’s financial proposal should include all
associated fees (such as duties, customs, or shipping fees) and
taxes (including VAT, if applicable), but priced as a separate line
item in the submitted quote. It will be assumed that all quotes will
be inclusive of all applicable fees, duties, or taxes if the bidder
fails to separate out these costs.
Lodging, transportation, and other travel-related expenses will
be negotiated prior to the execution of the contract, if
applicable. Please DO NOT include these variables in the cost
proposal.
30%
SUBMISSION
Completed submission packages must be delivered with discharge to EGPAF’s offices located at:
1- Douala: EGPAF DOUALA, Former Nigerian consulate after hotel beau rivage bonanjo. Contact
+237 692324144
2- Yaoundé: EGPAF Bastos, Opposite CAMPOST office: contact: +237 6 90 56 82 86
3- Ebolowa: Former Nexttel Office Nko’ovos. Contact: +237 659002853
4- Or electronically to cameroontenders@pedaids.org.
The deadline for submission is September 19, 2024, at 10 AM. Any late submissions will be
disqualified from selection.
Bids will be opened at the Foundation's main office upon expiration of September 20th, 2024.
PREFERRED QUALIFICATIONS
The selected Contractor is expected to satisfy, at a minimum, the following requirements:
( Established experience in payroll, accounting, labor law, and compliance in Cameroon.
( Understanding of operations by the donor-funded organizations (specifically PEPFAR).
( Ability to demonstrate clear understanding of doing business in Cameroon,
particularly in the
international nonprofit or health-related sectors.
( Readiness to travel to and within Cameroon for the assignment.
( Excellence in communication, analytical, and writing skills.
( Fluency (both spoken and written) in both French and English.
( Demonstrated experience with working independently, under tight pressure, and with the
highest
level of professionalism.
( Ability to provide professional reports in a timely manner.
( Strong analytical and conceptual skills.
( Experience working with international NGOs and/or diverse groups, particularly those with
a social
mission.
PROPOSED TIMELINE
DATE ACTIVITY
18th /09/2024 Release of RFP.
Submission of all contractual and technical inquiries related to this RFP
directed to cameroonprocurement@pedaids.org
All subject lines of emails should reference the unique RFP Reference
Number located at the top of this document. Please clearly indicate in
the subject line if the inquiry is specific to a given Category. No phone
calls please.
Response to all inquiries released publicly on the Foundation’s website,
located at http://www.pedaids.org/contracting-opportunities/.
Deadline for Proposal submission.
Review of Proposals and potential interviews with short-listed applicants.
Final decision announced and Offerors notified.
Contract executed and services begin.
Please note it our best intent to comply with the above timeline, but unavoidable delays may
occur.
ADDITIONAL INFORMATION
It is anticipated that there will be a requirement for additional services from the winning vendor, but
funds are currently not available except for the initial assignment. In recognition of this, a Fixed Price
per Unit Contract with Option Quantities and Periods Services will result from this solicitation.
Option quantities refer to the unit cost per additional employee added to the Foundation’s
payroll throughout the duration of the eventual Contract. Please provide the rate that will be
charged to the Foundation for each additional employee added to payrol l.
Each option period has a duration of (one) 1 additional year. If you are able and should additional
funding become available and the Foundation wishes to exercise its option to extend this contract
for up to an additional two (2) option years, please include with your financial proposal either:
1) The fixed Contractor rates that will be applied to perform services in the subsequent
option period(s); or
2) The maximum percentage with which those rates will increase (for example, the rates in the
attached quote will increase no more than 1.5% in the next assignment should the Foundation
wish to exercise this option).
If not otherwise specified in the quote, the bidder agrees to the firm fixed rates for each option
requested in this solicitation.
The option rates will be included in the initial contract(s) agreed upon by both parties. If a
bidder is unable to provide a priced option at this time or should any of the services offered by
the vendor become unavailable, or unavailable at the unit rate originally proposed, the
contractor will inform EGPAF of those issues prior to the exercise of the next option. Pricing
shall otherwise remain fixed at the originally agreed-upon rates.
KEY CONTRACT TERMS
The following Terms apply to all Requests for Proposals (RFP), unless otherwise stated in the
final agreement executed by both parties, all contracts issued by the Foundation. Preference will
be given to vendors who can meet Foundation terms. Any exceptions to the requirements or
terms of the solicitation must be noted in the submission.
1) Participation in this solicitation is open to all legal contractors. These terms refer to all
nationals and to all legal entities, companies or partnerships constituted under, and
governed by, the civil, commercial or public law and having their statutory office, central
administration or principal place of business. A legal entity, company, or partnership having
only its statutory office must be engaged in an activity which has an effective and
continuous link with the economy.
2) These terms apply to all bidders and any contractors or members of a consortium. To be eligible
for participation in the tender procedure, bidders must prove to the satisfaction of EGPAF that
they comply with the necessary legal, commercial, technical and financial requirement and are
able to carry out the resulting contract effectively.
3) EGPAF shall use its best endeavours to ensure that funds provided under this tender do
not provide
direct or indirect support or resources to organizations and individuals that are associated
with terrorism, promote or advocate the legalization or practice of prostitution or sex
trafficking, or provide assistance to drug traffickers. If, during the cour se of this tender,
EGPAF discovers any link whatsoever with any organization or individual associated with
any or all of these, they shall be excluded or disqualified from the tendering process.
4) All applicants are required to be registered and comply with all the laws of doing business
in the applicable country where services will be rendered. The Foundation may, at its
discretion, require the presumed winner of the procurement to provide a copy of a valid
registration certificate and/or tax compliance (i.e. VAT) prior to awarding of the final contract.
Failure to provide this information at that time may automatically disqualify a Vendor from
selection.
5) All quotations, proposals, and/or communications should be identified by the unique RFQ or RFP
Reference Number reflected on the first page of the solicitation document. Failure to comply with
this requirement may result in non-consideration of your submission.
6) Any quotations or proposals not addressing each of the submission requirements listed in
the solicitation may be considered non-responsive and disqualify the applicant from final
selection. Any exceptions to the requirements or terms of the RFQ or RFP must be noted
in the final submission. The Foundation reserves the right to consider any exceptions to be
non-responsive.
7) Late submissions may not be considered.
8) All proposals and/or quotes should be valid for a minimum of 90 days.
9) The RFP is not an offer to enter into agreement with any party, but rather a request to receive
quotations/proposals from person(s) interested in providing the goods/services outlined in the
released solicitation document. Such submissions shall be considered and treated by the
Foundation as offers to enter into an agreement.
10) The Foundation reserves the right to reject all submissions, in whole or in part, enter into
negotiations with any party, and/or award multiple contracts.
11) The Foundation shall not be obligated for the payment of any sums whatsoever to any recipient
of the solicitation until and unless a written contract between the parties is executed.
12) Transport/distribution costs of any goods/services to the required site(s) must be included in
the quotation. If not included in the quote, the quoted prices submitted will be assumed to be
inclusive of such costs.
13) No extra charges of any kind will be allowed unless specifically agreed to by the Foundation in
writing.
14) Unless otherwise specified in the final contract, full payment will be made by the Foundation
to the Vendor within 30 days of receipt of invoice from the Vendor and either delivery of
goods or completion of required deliverable. If applicable, within this 30 day period, the
Foundation will inspect the commodities or services performed to verify the acceptable
receipt of goods/services as promised by the submitted quote or notify the Vendor of any
problems with the goods/services that were not caused by the Foundation’s negligence or
misuse. If the goods/services provided to the Foundation are deemed unacceptable or fail
to meet any of the conditions or specifications described in the submitted
quote, the Foundation will have the opportunity to cancel the order without penalty and receive
full payment for any potential costs already incurred and paid to the Vendor.
15) The goods/services will be provided at the selected Supplier’s premises unless otherwise
requested and authorized by the Foundation. Payment will be made via check or electronic
transfer.
16) Upon selection and execution of a final contract, Vendor will deliver the goods and/or services
within a specified timeframe captured in the agreement.
17) Should the agreed delivery date not be met in the case of fault of the Vendor, the
Foundation shall be entitled to demand payment of late delivery penalties amounting to
(1%) of the value of the resulting contract and up to a maximum amount of (5%) of the
entire value of the resulting contract. The Foundation will also have the right to cancel a
contract without penalty and receive full payment for any potential costs already incurred
and paid to the Vendor.
18) All items or deliverables provided to the Foundation must be furnished for the use of the
Foundation without royalties or any additional fees.
19) All items or materials will be owned exclusively by the Foundation.
20) EGPAF reserves the right to terminate the final contract should the selected bidder be unable to
fulfill its expected obligations.
21) By submitting a bid, all vendors certify that the person(s) involved in the preparation and
collation of the proposal and/or quotes were or are in no way associated or have any Conflict
of Interests with the initial preparation of the solicitation, the tender documentation, or the
subsequent evaluation, assessment, analysis, management, and decision-making process
of this tender.
22) Equal Opportunity Notice. The Elizabeth Glaser Pediatric AIDS Foundation is an Equal
Employment Opportunity employer and represents that all qualified bidders will receive
consideration without regard to race, color, religion, sex, or national origin.
23) Ethical Behavior. As a core value to help achieve our mission, the Foundation embraces
a culture of honesty, integrity, and ethical business practices and expects its business
partners to do the same. Specifically, our procurement processes are fair and open and
allow all vendors/Contractors equal opportunity to win our business. We will not tolerate
fraud or corruption, including kickbacks, bribes, undisclosed familial or close personal
relationships between vendors and Foundation employees, or other unethical practices. I f
you experience of suspect unethical behavior by a Foundation employee, please contact
our Fraud Investigations team at fraud@pedaids.org or the Foundation’s Ethics Hotline at
www.reportlineweb.com/PedAids. Any vendor or Contractor who attempts to engage, or
engages, in corrupt practices with the Foundation will have their proposal disqualified and
will not be solicited for future work.