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

REQUEST FOR PROPOSALS (RFP) : Provision of Accounting and Human Resources Services Software at SHAC SHWARI HEALTH ASSOCIATION Cameroon

JOB TYPES

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

Appel d'Offres

A negocier

Localisation :tout-le-cameroun Date de publication :23/09/2024  

Catégorie : Appel d'Offres Salaire : A negocier © Cameroun

Yaoundé-Cameroon, 350 METERS FROM THE BELGIAN EMBASSY JUNCTION, AFTER ONACC BASTOS,

100 METERS FROM THE JAPANESE EMBASSY JUNCTION, BESIDE THE BELGIAN RESIDENCE

Email: ; /

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: ; / 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: ; / 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

• 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)

• [Click the Apply button below to see the contact details]