Request For Quotation (RFQ) at International Medical Corps (IMC)

International Medical Corps is a global, humanitarian, nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs. Established in 1984 by volunteer doctors and Nurses, International Medical Corps is a private, voluntary, nonpolitical, nonsectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in underserved communities worldwide. By offering training and health care to local populations and medical assistance to people at highest risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance.

Applications are invited for:

Title: Request for Quotation (RFQ) Procurement and Installation of a Payroll System for International Medical Corps (IMC) Nigeria Program

Reference Number: 03-004-BOR-2022
Location: Maiduguri, Borno

Background
International Medical Corps (IMC) Nigeria Program over the years has used a manual/ Excel spreadsheet for its payroll, centralized at the Head office in Abuja / Maiduguri. We have on average of Two Hundred (200) employees. As part of system strengthening, we would like to procure a payroll system that can easily integrate with our current HRIS which demands the ability to configure a payroll solution without losing the benefits of a standard supported system.

Just to add, this software will assist with compensating employees for time worked payroll software automatically calculates an employee’s gross wages or salary according to a set hourly rate/periodical salary. Having a software to do the calculation reduces the load of following difficult payroll legislation and going through the manual updates and the process each payroll cycle.

Scope of Work
The firm is expected to among other tasks:

• Quote both web and server-based payroll system including hardware costs
• Have contact persons to support the system both on and offsite.

Methodology
The following will be the methodology adopted to arrive at the final product; after successful bidding/ proposal:

• Face to face meetings with IMC - HR, Finance, and key staff to understand the operations. 
• Review of current manual payroll system.
• Demonstration of proposed payroll system.
• Adjustment of changes and submission of final proposal.

Time Frame:

• IMC Nigeria expects the implementation to be completed within 30 days from contract signing date.

Deliverables
The awarded Company is expected to deliver the following outputs for this assignment:

• System design and implementation as per customization requirements
• Installation
• Importation of existing data (Staff size of between 150 - 250 to accommodate expansion)
• Training of HR and finance staff
• Corrective measures after test run
• User manual.

Financial Offer and Quantity:

• The financial offer should be given with details breakdown of cost and quantity as guided below covering all necessary and relevant expenses such as installation cost, yearly subscription, after sales service (if any additional cost), any added features, etc.
• All cost should be in Local currency (Naira) but for international service provider who are based outside of Nigeria can participate in this bidding process and price offer can be accepted in USD following IMC exchange rate. For bidders outside Nigeria, should meet all legal requirements as per this tender eligibility.
• The quantity mentioned here can be changed subject to actual requirement of service and number of staffs agreed by IMC during the final contract signing stage.

Qualifications
Interested firms must:

• Have existed in the market for at least 5 years, with proven experience in payroll design and implementation Attach registration and necessary licenses.
• Have worked with other INGOs in Nigeria delivering on payroll solutions.
• Understand the Labor laws of South Sudan including the statutory and Tax laws. 
• Qualified and interested firms should submit their proposals (technical and financial) to IMC Nigeria Program.

Eligibility:
Interested firms must have the following to be eligible and provide a copy:

• Certificate of incorporation.
• Tax clearance certificate.

Pre-bid Meeting: Online pre-bid meeting is scheduled for 21st March, 2022 @ 3 - 4 PM Nigeria time (GMT+1). You join this meeting using the weblink. (Web Link).

Application Closing Date
10:00am (GMT+1 - Nigerian Time), 28th March, 2022.