ACHIEVING HEALTH NIGERIA INITIATIVE (AHNI)
REQUEST FOR PROPOSAL (RFP) FOR PAYROLL MANAGEMENT SERVICES
DEADLINE: 5TH NOVEMBER, 2020

(A) BACKGROUND
Achieving Health Nigeria Initiative (AHNI) is a not-for-profit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes expert in health, education, nutrition, environmental, economic development, civil society, gender equality, youth, research, humanitarian services and technology – creating a unique mix of capabilities to address today’s interrelated development challenges. AHNI is supporting the government of Nigeria (GON) to enhance sustained cross-sectional integration of HIV/AIDS services by building Nigerian capacity to deliver sustainable high quality, comprehensive, prevention, treatment, care and related services in various states within Nigeria.

AHNI is hereby seeking for the services of interested and eligible Payroll Managers to provide Payroll Management Services as per the scope below:

(B) SCOPE OF WORK (SoW)

  • Ensures monthly computation and finalization of AHNi’s payroll, this would be carried out in strictest confidence based on the information provided by AHNi;
  • The payroll manager will render additional services of assisting AHNi in capturing and screening the information provided by AHNi to ensure that they are in accordance with AHNi’s policies and procedures and all government regulations;
  • A time schedule would be agreed between the payroll management company and AHNi, stipulating the deadlines for; (i) Submission of employees’ date; (ii)Submission of reports to AHNi for vetting before finalization of payroll; (iii) Submission of reports to AHNi for record keeping;
  • The Payroll management company would be expected to prepare all standard payroll reports, after each payroll period as follows: (i)Payroll Summary; (ii) Allowance and deductions report; (iii) Salary reconciliation reports; (iv) All statutory deductions schedules (NHF, NSITF, PENSION, and PAYE);
  • The payroll management company would prepare accounting journals for payroll cost and accounting journals for financial month end provisioning in the format required by AHNi.

(C) DELIVERABLES:

  • Ensure all employees are paid in a timely manner for the hours worked in the pay period of every month;
  • The payroll manager is responsible for ensuring all information of employees are accurately captured and in accordance with the employee’s pay rate and time reported on the timesheet, with appropriate deductions;
  • Monthly pay slips should be sent to staff before the actual payment is received;
  • The Service Provider shall after each payroll processing cycle produce all the agreed payroll reports and make same available on the platform only to authorized representatives of AHNI;
  • The Service Provider shall present to AHNI the agreed payroll and post-payroll payment transaction schedules necessary for AHNI to initiate electronic payment of salaries and other payroll related payments on the platform;
  • The Service Provider shall close the payroll for each processing period and make the platform ready to receive variation inputs for the next payroll processing period;
  • The payroll manager should ensure a backup plan in the event of an interruption of services due to unforeseen circumstances;
  • The payroll manager is expected to be available to answer questions from Staff regarding payroll as the need arises.

(D)    MINIMUM ELIGIBILITY REQUIREMENT:  

NORFP REQUIREMENT
1Company Profile; Registered address(s), Official/functional emails, telephone numbers and point of contact for the family
2Evidence of legal registration document of the company (CAC registration certificate, FORM C07 and FORM C02)
3Latest Tax Clearance Certificate
4Evidence of Financial Capability (most recent audited account)
5Evidence of Valid Practicing License issued by the relevant professional body(ies)
6Bank Reference Letter duly addressed to AHNi Procurement Committee
7Evidence of Payroll Management Services for Organizations preferable NGOs with minimum of 400 staff and above of similar scope and complexity within the last 3 years. Bidders must i provide copy(ies) of Awards (signed Contracts)
8Financial Quotation and required Commercial Terms

(E) EVALUATION AND SELECTION CRITERIA:
Bidders must ensure that oil requested information above are included in the submission. Proposals will be evaluated as follows:

STAGES OF BID EVAUATIONEVALUATION DECRIPTIONEVALUATION APPLICATION
1st STAGEConformity to RFP RequirementPASS OR FAIL
2nd STAGEConformity to Technical Requirement as listedWeighted Score, cumulative pass  mark is 90% and above)
3rd  STAGEConformity to Financial Quotation (complete and accurate with clear Commercial Terms)PASS OR FAIL
4th STAGEFinancial ConsiderationPrice Reasonableness, Delivery Leadtime etc.

(F) SUBMISSION PROCEDURE AND INSTRUCTIONS:
Technical Documentation (Criteria 1-7) and Financial Quotation including commercial terms (Criteria 8) MUST be separated, signed by the authorized representative and submitted in sealed envelopes. Your submission must be appropriately titled, addressed and submitted to:

The Procurement Committee,
Achieving Health Nigeria Initiative (AHNI),
#8, Yedseram Street, Maitama, Abuja. 

(G)  ADDITIONAL INFORMATION TO BIDDERS:

  • For clarification on any aspect of this RFP, please send an email reflecting RFP title to Procurement@Ahnigeria.org
  • AHNi is Value Added Tax (VAT) exempted but deducts withholding tax (WHT) in compliance with relevant Nigeria Tax Laws;
  • All proposal document submitted including price must be valid for six (6) months from the proposal due date. This includes but not limited to cost, terms, conditions and service level agreement.
  • The duration of the contract is 12 Months from the date of commencement subject to renewal.

(H) CLOSING DATE:
RFP document must be hand delivered or couriered to the above address on or before Thursday 5th November 2020 at 5:00pm prompt.

DISCLAIMER

AHNi reserves the right to select and negotiate with those company it deems in its sole discretion to be qualified for competitive bid and to terminate negotiation without incurring any liability. Issuance of bid document does not constitute a commitment by AHNi to award a contract.

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