FHI360 RFP: Payroll Service Company

BACKGROUND

FHI 360, a large non-profit human development organization operating the USAID/LINKAGES program from a central office in Jakarta.

 

PURPOSE

This Request for Proposals (RFP) is issued by the FHI 360 Indonesia office to obtain proposals for providers to serve as the following:

 

·         Payroll Services provider for all CCN staff (Indonesian) working for FHI 360 in Indonesia

·         Preparer of annual income tax statements for all CCN staff working for FHI 360 in Indonesia

 

 

DURATION

Duration of the award will be for 12 months, with the possibility for an extension.  The extension option will be based on overall performance of the vendor.

SCOPE OF WORK

The successful bidder must be pro-active and must be capable of supporting FHI 360’s service requirements in a timely and efficient manner.

 

1.                   Payroll Services provider for the Country staff to further include, but not be limited to, the following payroll duties:

 

·         Process monthly payroll calculations (and distribute payroll) in accordance with the terms and conditions of the FHI 360 Indonesia employment agreements for the Country staff.

·         Ensure compliance with local labor and tax laws in preparing calculations.

·         Ensure employee income tax and Social Security payments are properly calculated and if necessary resolve any tax issues with appropriate legal authorities.

·         Work closely with FHI360’s HR Manager and assigned finance staff to ensure timely processing of employee payroll compensation and allowances.

·         Invoice FHI 360 Indonesia on a monthly basis to include agreed upon fee, employee roster, monthly payroll figures and allowances.  Provide sample format.

·         Maintain records and receipts sufficient to support invoices to FHI 360.

·         Recruiting and on-boarding process is not required.

·         Other related duties and services to maintain compliance with in-country laws and regulations.

 

2.                   Details on Required Payroll Processing:

 

·         Process payroll calculations per employee as is pre-approved by authorized FHI 360 Indonesia point of contact.

·         Provide payroll statement (e.g., paycheck stub) to each employee via email with each distribution, showing payroll / remittance amounts by category (e.g., salary, allowances, taxes, Social Security, etc.)

·         Identifies appropriate taxes and other appropriate withholdings mandated by local law from each employee’s paycheck.

·         Develops any necessary reports needed for withholdings to the appropriate legal authorities which include but not limited to:

o   BPJS Tenaga Kerja and BPJS Kesehatan reports

o   Income Tax Report

o   Income Tax Payment Slip (“Surat Setoran Pajak PPh Pasal 21/26”) ;

o   Monthly Employee Income Tax Return (“Surat Pemberitahuan Masa PPh Pasal 21/26”) ;

o   Withholding tax slip of income tax Articles 21/26 (“Bukti Potong PPh Pasal 21/26”)

o   Summary of withholding tax slips of income tax Articles 21/26 (“Daftar Bukti Potong PPh Pasal 21/26”)

·         Prepares the calculations of any other related pre-approved payroll payments by FHI 360 Indonesia (e.g., allowances, reimbursements).

·         Provide status and bank transfer reports as requested by FHI 360 Indonesia (authorized point of contact).

·         Prepare the annual employee income tax report documents (1721A1)

·         Respond to employee queries regarding their monthly salary or yearly income tax – if any.

QUOTATION SUBMITTAL

A completed bid package should be via email by March 14, 2018 to: ProcurementIndo@fhi360.org  

Any incomplete packages will not be considered.

Proposal Format

Proposals must be presented in the order provided below.  The proposal and all documents and correspondence relating to the tender exchanged by the bidder and FHI 360 shall be in English language.  The bidder’s offer shall remain valid for ninety (90) days after the date of submission. 

 

1.                   Organizational Capability

Describe your organization’s overall institutional capability and resources (financial, personnel, management, etc.) in meeting the general requirements of Scope of Work.  The Offeror shall state in its proposal an understanding that it will not engage in contracting out to other firms for the services to be provided as indicated in the Scope of Work (SOW).  Offerors should provide the CV and contact e-mail and telephone number of the proposed Project Manager for this task.  FHI 360 Indonesia reserves the right to interview the proposed Project Manager.

 

2.                   Management Plan 

Describe your proposed management plan to accomplish the specific duties and responsibilities enumerated in the Scope of Work, including the duties and responsibilities of the proposed payroll services team, responsibilities of all supervisors, and organizational and functional charts reflecting line of management responsibility;

 

3.                   Past Performance and Experience

        List three (3) similar sized contracts your company has held over the past three years for the same or similar work.  Provide the following information for each contract. 

 

                                                   i.      Customer's name, address, and telephone numbers of customer's lead contract and technical personnel;

                                                 ii.      Date of the contract, place(s) of performance, and delivery dates or period of performance;

                                                iii.      Contract size (number of personnel employed by contract year per labor category) and dollar value;

                                                iv.      Brief description of the work, including responsibilities;

                                                 v.      Comparability to the work required under this solicitation;

 

FHI 360 Indonesia will use past performance information as part of its assessment of an Offeror’s capability to meet the solicitation performance requirements, including the relevance and currency of the Offeror's work experience.  FHI 360 Indonesia may also use this data to evaluate the credibility of the Offeror's proposal.  In addition, FHI 360 Indonesia may use past performance information in making a determination of responsibility.  In evaluating past performance, FHI 360 Indonesia may use past performance information obtained from sources other than those identified by the Offeror.  If any information obtained is considered unfavorable, the Offeror will have an opportunity to address this information as a part of its final proposal revision (FPR), if FPRs are requested.