REQUEST FOR PROPOSAL FOR PROVISION OF PAYROLL SOFTWARE SERVICES  FOR SNV NETHERLANDS DEVELOPMENT ORGANISATION

1. Introduction

Background Information: SNV is a not-for-profit international development organisation. Founded in the Netherlands 53 years ago, we have built a long-term, local presence in 38 of the poorest countries in Asia, Africa and Latin America. Our global team of local and international advisors work with local partners to equip communities, businesses and organisations with the tools, knowledge and connections they need to increase their incomes and gain access to basic services – empowering them to break the cycle of poverty and guide their own development.

SNV has worked in Zambia since the 1965 with country office in Lusaka, currently we have field offices in Kasama, Mongu, Chipata, Choma, Kabwe and, Kalomo. In alignment with our Corporate Strategy, SNV Zambia focuses on three sectors namely Agriculture, Energy and Water, Sanitation and Hygiene (WASH).

SNV Zambia invites application from eligible, competent, and qualified payroll and software providers. The supplier should be able to Install, issue license and train our staff  who are located in Lusaka.

2. SCOPE OF WORK

The company which is selected to perform the work will have to carry out the following functions:

I. Scope

a. Delivery of ready solution

b. Required customization needed to fit for the HR & Payroll

c. Installation (Central deployment at SNV Lusaka site)

d. Provide training to all aspects of the system (setting up, administration, user

credentials, backups etc.)

e. Maintenance and support

II. Tasks

The software must  ensure:

a) Accurate calculation of salaries in respect of legal obligations and taxes in Zambia.

b) The software identified should have the following features:

i. Time attendance (reports and time sheets)

The Software must demonstrate capabilities of:

i. Payroll system and salaries calculation in local currencies with provision to input in foreign currency that can be converted in local currency.

ii. Taxes calculation – Accuracy according to Zambia Revenue Authorities obligation

iii. NAPSA, NHIMA, Council Social security calculation – Accuracy according to countries obligation

iv. Generating and sending pay slips

v. Domiciliation and link with bank details

vii. Extraction of different reports (Excel and pdf) (Schedules for; Income, Expenditure, Payslips, Net Pay, PAYE, NAPSA, NHIMA, Personnel Levy, Leave Balance, e.t.c

3. CRITERIA FOR PROPOSAL EVALUATION

3.1 Technical Proposal.

Each bidder shall submit a technical proposal addressing the services required how they will meet the Organisation’s requirements. The technical proposal will account for 70% of the total combined score. The proposal will be evaluated according to the following criteria:

Software’s ability to run;

i. Payroll system and salaries calculation in local currencies with provision to input in foreign currency that can be converted in local currency.

ii. Taxes calculation – Accuracy according to Zambia Revenue Authorities obligation

iii. NAPSA, NHIMA, Council Social security calculation – Accuracy according to countries obligation

iv. Generating and sending pay slips

v. Domiciliation and link with bank details

vi. Extraction of different reports (Excel and pdf) (Schedules for; Income, Expenditure, Payslips, Net Pay, PAYE, NAPSA, NHIMA, Personnel Levy, Leave Balance, e.t.c)

3.2 Financial Proposal

The financial proposal shall be evaluated according to the price structure proposed and will account for 30% of the total combined scoring.

4. GENERAL PROVISIONS

• Each bidder may have their own proposal version, but the technical proposal must be submitted as a separate document from the financial proposal.
• The Technical Proposal and Administrative proposal should be submitted in one single PDF document.

5. MANDATORY REQUIREMENTS

1. Financial Proposal

2. Technical Proposal

3. Organisation Profile

4. Certificate of Incorporation

5. TPIN Certificate

6. Valid Tax Clearance Certificate

7. Latest Bank Statement for the past three months

8. Three Recommendations from similar assignments

9. Bank detail on a bank letter head

Detailed specifications and requirements are well stated in the RFP which can be found on this link.

Application Criteria:

• Only electronic submissions will be accepted.
• Submission should be made through zambiaprocurement@snv.org not later than 14:00hrs, 29th  November 2023.
• For any clarifications, contact zambiaprocurement@snv.org.

Note: SNV Zambia may request for necessary and/or more information during the evaluation. SNV will only contact the successful bidder (s) within the period of 2 weeks from the closing date of submission.