Yaoundé-Cameroon, 350 METERS FROM THE BELGIAN EMBASSY JUNCTION, AFTER ONACC BASTOS,
100 METERS FROM THE JAPANESE EMBASSY JUNCTION, BESIDE THE BELGIAN RESIDENCE
Email: shwarihealth.cm@gmail.com; Tel: 673019287/ 697274969

REQUEST FOR PROPOSALS (RFP)
Provision of Accounting and Human Resources Services Software.

REFERENCE NUMBER: SHAC/FIN/HR/2024/002

FIRM DEADLINE: October 7th, 2024; 5pm

INTRODUCTION
Purpose
We are currently seeking a New Accounting Package from local vendors with capacity to
support the organization’s accounting and Human Resources systems.
The Accounting Package Expectations.
The primary focus is for the vendor to.
• Provide an Online Version of the Accounting package.
• System should be able to be customized.
• Set up the accounting package in line with presented reporting requirements.
• Set up any local taxes’ requirement
• Set up the link so that its accessible anywhere and anyhow by all staff with rights to do
so.
• Secure the system against any form of hacking etc.
• Train the staff on how to Navigate and use the system independently
Scope of Work and Design Overview
A complete accounting system is a computerized software solution that automates the recording
of daily transactions, expedites report generation in required and customized formats for analysis
and provides immediate access to real time, accurate and financial data.
The system is developed with the application of tax laws and its implementing rules and
regulations to ensure compliance with established criteria for proper payment of appropriate
taxes. It should also enable error-trapping protocols, i.e., users/encoders are informed when a
journal entry is not in arithmetic balance. It shall also standardize financial documentations in
accordance with existing applicable local rules and regulations, the Generally Accepted
Accounting and Auditing Principles (GAAP), and the OHADA Uniform Act on AccountingYaoundé-Cameroon, 350 METERS FROM THE BELGIAN EMBASSY JUNCTION, AFTER ONACC BASTOS,
100 METERS FROM THE JAPANESE EMBASSY JUNCTION, BESIDE THE BELGIAN RESIDENCE
Email: shwarihealth.cm@gmail.com; Tel: 673019287/ 697274969
Practices for NGOs (SYCEBNL). It should be able to facilitate the evaluation of data to support
management decisions and financial sensing processes thereby aiding financial audit in a more
systematic and time efficient manner. The Accounting, Budget, and Financial Reporting must
conform with the Public Sector Accounting Standards, and the SYCEBNL.
In general, the Accounting Software modules must have enough user licenses for the intended
user groups. The system should integrate processing of payroll according to applicable local
regulations.
Specifically, the system capabilities shall be among the features listed below but are not limited
to:
Access Control/Permissions (User, Role, and Access Management)
Grants access to add, delete, and modify user authorization and responsibility based on the
User Mapping. The system must have strong security to avoid breaches.
Customizable Reports/Custom Reporting.
The system must have customizable report outputs to inform the stakeholders and help them
make the right decisions. Furthermore, it must comply with the required reports of the local
regulations. The messages can display comparative figures and be extracted into Excel, CSV,
DAT and PDF files. The user should have access to data from multiple sources and customize
existing ones on various layouts with minimal IT overhead.
Performance and Reliability.
Software is consistently available (uptime) and allows users to complete tasks quickly with
minimal waiting time for the system to load.
Accessibility.
The access to the system must be web browser-based or a traditional desktop application. If
via a web browser, it must be accessible from any web browser using any device (desktops or
mobile devices) or any operating system that can be used and may be capable of wireless
access for management purposes (permissions and emergency access).
Data Import and File Export/Output Document Generation.
Ability to input, modify, and extract data from the application in bulk through a structured file.
Cash Management.
Match payments and invoices and perform bank reconciliation in multiple currencies-features
like automatic outgoing payments/digital payments. The finance unit can manage bank
accounts centrally and overview the cash operations and long-term liquidity trends accurately
and precisely. Foreign exchange monitoring and reconciliation.
Automation (A/P, A/R).
Streamlines data entry by auto- populating recurring or predefined vendor values. Automation
helps the user be more efficient by populating default customer data, setting up regular client
payments, and matching customer receipts to outstanding transactions. The system automates
the dunning process to help drive collections.
Tracking System or Audit Trail.
The Software must have a detailed, chronological record whereby accounting records, project
details, transactions, user activity, or other financial data are tracked and traced by theYaoundé-Cameroon, 350 METERS FROM THE BELGIAN EMBASSY JUNCTION, AFTER ONACC BASTOS,
100 METERS FROM THE JAPANESE EMBASSY JUNCTION, BESIDE THE BELGIAN RESIDENCE
Email: shwarihealth.cm@gmail.com; Tel: 673019287/ 697274969
Administrators/Audit team. Also, the Administrators/Audit team can investigate breaches and
ensure compliance with regulatory requirements.
Payroll management.
Perform any and all payroll operations with configurations as required by the local labour
laws, contractual requirements, and organizational rules.
Set up the Main General Ledger accounts and related Sub Accounts, Budgets, Branch
Accounts, Costs centers/Project IDs, General Journals and Payment Journals in line with
Presented Expense categories (Salaries, Fringe, ODC and other).
Train Staff on the system dynamics and navigation, Perform Bank reconciliation,
Periodic payments and receipt processing.
Identify System Champion (in house trouble shooting) for further training on common errors
and their resolutions.
Train Staff on how to perform Month-end Processes, Rollovers and how to generate key
reports e.g., TBs, AR, AP, Receipts and Expenditures and Periodic reconciliations alike.
Periodic Back up.
Process, Secure the system against hacking, Testing and finalization
This software package is inclusive of the following features:
A. Management and Administration
• Approval processes and procedures
• Authorizations
• Data import and ownership
• License management
• Microsoft Office, WPS Office, Free Office or Libre Office integration for report
generation
• Module setup and configurations
• Opening balances
• User administration and set-up
B. Accounting and Financials
• Data Entry
• Chart of Accounts
• Data Maintenance
• Books of Accounts (Sales and Purchases Journals, Cash Receipts Journal,
Inventory Book, General Journal, General Ledger)
• Financial Statements (Trial Balance, Balance Sheet, Income
Statement/Comprehensive Income/(Loss ), Cash Flow Statement.
• Disbursements Report
• Collections Report
• Accounts Receivable.
• Accounts Payable
• Aging of Receivables/Payables
• Subsidiary Ledgers for all Accounts
• Loan Report
• Project Report (Revenue/Expenses per Project).
• Exchange rate journals/multi-currency
• Fixed Asset Management
• Property, Plant & Equipment (PPE) Report.
• Budgeting Features and Reports
• Budget Utilization Report (classified per expense and capital outlay accounts)
• Generation of Tax Reports.
• Electronic Tax Returns
• Tax withheld and Value-added Tax reports.
• Other applicable Tax Returns as required by the tax law.
C. Others
• Audit Trail Report and Audit Analysis Report
• Back-up/Recovery Features
• Alerts and Reports Dashboard
D. Maintenance Coverage
• The accounting software shall include maintenance service for a period of at least one
(1) year from the installation date of the covered software, including major and minor
version updates.
• The technical support team from the provider shall include at least one (1) Chartered
Accountant-CA with at least three (3) years of relevant experience preferably systems
audit.
• Technical support services shall be provided in person, by phone, or email.
E. Minimum System Capabilities
• The Accounting Software, with a user-friendly interface, is expected to be readily
compatible with the microcomputer hardware and software systems, which are
primarily based on prevailing norms used in the market. Unless the current hardware
is outdated and no longer compatible, such Accounting Software is compatible with
the new purchase and updated hardware. The system should also be readily workable
with Internet capability to enable both the reference/consultation of the service
providers in the initial adoption of the system and to ensure that access to the system
within and outside the office is readily achievable.
• The software system should also be compatible with the existing company printing
equipment to permit report generation and analysis.
• The system offered must perpetually run without compromise, even without the
maintenance and support services of the provider. The system running or equivalent
must be designed and configured with an automatic fail-over system (software) to
guarantee operation with almost no possibility of downtime.
F. Additional Package Inclusion
a. User's Manual Guide
b. Data Entry Guide
c. Maintenance Coverage
d. Data Entry Form Customization
e. Account License Details
f. Account Login Credentials
F. Support
• Provide free training to end-users while implementation is ongoing until such time
that the software is fully deployed.
• Extend free technical support during migration of data, installation, implementation,
and test runs.
• Recommend computer hardware specifications.
• Security and Privacy
• In the End-User License Agreement, the confidentiality and security of DATA are a
priority. If there are system breaches coming from the software's end, SHAC has the
cause of action to file a complaint of damages.
G. Other Considerations
• The supplier/provider shall indicate maintenance and update costs for one (1) year.
• System upgrade costs.
• Capability to upgrade additional modules.
• Supplemental Conditions
• The provider must have proof of successful deployment of a project of this nature.
The system provider must submit certificates of satisfactory performance of the
system
• Proof of successful deployment in any NGO financed by the U.S Government will be
an advantage to the bidder.
• The winning bidder/provider is responsible for the complete training and
implementation of the system to support all the processes and functions needed by the
SHAC.
• Shortcuts and "workarounds" will not be considered acceptable solutions until fully
customized and integrated into the system.
• Training of system users based on an agreed schedule of training. The supplier will
supply training guides, materials, and video presentations. Training can be a
combination of online and face-to-face/in person at the SHAC premises.
• Sourcing-out is not allowed. No subcontracting. Only the winning bidder must work
on the project or solution unless through a Joint Venture (JV) with a partner declared
at the onset of the bid process and supported with legal documentations.
• The Bidder must have full capacity to support the system offered.
• The accounting software is expected to be completely deployed within three (3)
months from the date of the Purchase Order.
• No waiver of software warranty, either hidden, implied or expressed.
Requirements & Expectations
The Vendor / Supplier should meet the following requirements.
• Certification and qualifications of support staff and supervisors
• Certification as support providers for the selected system
• Support members with an accounting background
• Past performance (at least 5 years supporting experience)
• Contactable referees
Work tools required:
• Computer or laptop
• Reliable internet access
• Access to Teams Software to aid the training
The proposal should detail the following.
• Details of the proposed accounting system being offered
• Understanding of the scope of work; A capacity statement including demonstrated
ability to deliver the accounting package on time as required.
• A detailed plan of conducting the exercise, with clear description of the methodology.
• Cost breakdown detailing the annual subscriptions and any other related costs.
• A list of three recent organizations where similar services have been rendered
including reference numbers and contact persons.
VENDOR SELECTION & CONTRACT AWARD
The final selection will be based on the technical proposal’s functionality, favorable costs, and
experience, as well as other factors such as delivery capabilities and business references.
Respondents will be invited to make presentations on the offered package to the procurement
committee at a date to be advised. Proposals will be evaluated, and points will be allocated on
the following basis:
Criteria Weighting
Technicality. Bidder must demonstrate a clear understanding of the scope of
work and requirements of the request. Bidder should also provide valid
certification for provision of the proposed accounting system.
Qualifications & Skills. Must provide at least 2 CVs of staff that will
implement the solution and at least 1 CVs of Project Managers.
Experience and track record. Bidder must showcase company experience
by providing details of projects where they have provided similar accounting
system. A list of three recent organizations where similar services have been
rendered including reference numbers and contact persons preferably with
international/intergovernmental organizations.
Financial Proposal. Bidders must provide their competitive financial
proposals including all costs and taxes.
Payment conditions. The Vendor should detail how their payments are structured and any
related terms thereof.
Payments shall be made directly to the vendors’ bank accounts, subject to applicable taxes, after
approval by Chief Executive Officer.
- All applications must be submitted to the address below:

If any question, feel free to send a mail to: wcd05@shwarihealth.org
DEADLINE OF SUBMISSION:
All applications must be submitted against discharge no later than October 7, 2024 at 5pm,
Cameroon time.