Request for Proposals (RFP)-Provision of a Multi-currency Cloud-based Payroll Solution

Global Communities, Kenya Office currently has 18 employees. We are seeking for a reputable company to supply, implement, commission and train users on a multi-currency cloud-based payroll solution.

The specific objectives of the multi-currency Payroll will be:

1. General employee information management
2. HR-Payroll process automation and role-based approval management (salary, bonus, staff benefits, severance allowance, tax calculations, payslips, P9 forms etc).
3. Generate reports and dashboards for a meaningful presentation of data and information. Against this backdrop, the software is expected to be interactive, allow storage, segregate data, different userships for data entry, viewing and modifying, upload and downloads in different formats.

The multi-currency payroll will be expected to have the following minimum capabilities:

General system capabilities
i. Cloud based solution with automated back-up system.
ii. Automate calculations and error-free.
iii. Capability to import payroll transactions and staff bio data.
iv. Capability to handle various authorization levels.
v. Authorizers can review and approve the payroll from anywhere and from any device including smart phone.
vi. Completely compliant on Payroll and can handle all the heavy lifting of statutory changes.
vii. Real-time e-mail notifications (Microsoft 365) for action required including periodic reminders.
viii. Solution should maintain a traceable audit trail and full compliant with standard payroll audit requirements.
Payroll processing capabilities
i. Ability to generate multi-currency payroll.
ii. Ability to automatically generate standard multi-currency password protected payslips & P9 reports with mass emailing feature.
iii. Flexible to accommodate statutory deductions changes from the government and configuration for specific pay adjustments.
iv. Ability to allow for Payroll simulations, re-runs, reversal and back-pay calculations.
v. Payment file matching the bank’s required format, no manual intervention.
vi. Ability to accurately process and store past records of over 10 years
Comprehensive and compatible reports
i. Generates custom reports for any item (e.g. basic pay, net pay, gross pay, user-defined deductions) for specified time ranges.
ii. Real-time and ready-to-download detailed reports, e.g. PAYE, SHIF, NSSF, NITA, HELB, P9 & all other payment and deduction elements both single element, multiple elements, including multiple months & annual.
iii. Capability to download both PDF and excel PAYE, SHIF, NSSF, HELB, NITA, P9 compatible templates ready for import into the various agencies’ portals.
iv. The system should be able to produce variance reports and any other report on all aspects of the payroll.
Convenient self-service
Automatically generate staff pay slips and P-9 forms for online tax returns and allow staff to access the documents on a self-serve module. Desired to have this capability being mobile functional including ability to email password protected payslips to the payees.

System integration/compatibility requirements
i. A native-cloud and subscription-based solution, that will not require any investment in IT infrastructure (hardware and software) to implement.
ii. Ability for Integrations with HRIS and other systems to enable seamless workflows across the organization
iii. Ability to export/import data and records in multiple formats
Security requirements
i. Safety features to protect data against external threats.
ii. Compliance with Kenya data protection act requirements.
iii. Ability to integrate with our Active Directory (AD) for SSO authentication.
iv. MFA capability for authentication.
v. Encryption of data at rest.
vi. SSL implementation on the web layer.
vii. Audit logging.
viii. User session management.

Pricing
i. License Fees – Per user licensing.
ii. Flexibility to transfer named user licenses from one individual to another when there are staffing changes.
iii. Ability to draw down on unused license excess dollars for professional services or carryover to the next payment cycle.

Minimum qualification for the firm:

i. At least five years’ experience in the delivery of cloud-based payroll solutions for multi branched, multi-currency development organization.
ii. Key staff for this task must have relevant degree/diploma in IT related field with demonstrable experience.
iii. At least five clients currently using the payroll solution who are similar in size and scope with Global Communities.
iv. Proof of security capabilities such as cyber security incident response, privacy data breach response, disaster recovery, threat intelligence, data encryption, e-recovery and digital forensics etc.
v. Proof of solution audit and or certification from reputable bodies e.g. Privacy Shield Certification or any other certification relevant to this SOW.
vi. Experience supplying payroll solution to US based or US government funded organizations will be a preferred.

Interested bidders are requested to submit proposals according to the RFP instructions below:

Procurement Opportunities – Global Communities