EARO PAYROLL SERVICES

https://www.crs.org/about/bid-opportunity Please visit the CRS website for the full scope of work and attachments.

REQUEST FOR PROPOSAL

RFP NO. US0422_EARO PAYROLL SERVICES

SaaS PAYROLL SERVICES

CATHOLIC RELIEF SERVICES, BALTIMORE, MARYLAND

Dear Prospective Vendors:

Your company is invited to participate in this Request for Proposal (RFP) for Payroll Services. Catholic Relief Services – USCCB (CRS) is requesting proposals from suppliers that will allow us to evaluate experiences with similar clients, and, strategic and tactical approaches to a cloud based SaaS Payroll Services solution for our EARO locations.

As the Procurement professional responsible for facilitating this process, the rules of engagement are for you to contact me via e-mail at [email protected], with CC to [email protected]. Please include RFP #0422 EARO Payroll Services on the subject line.

CRS will accept questions through 12 p.m. EDT on July 27, 2022. Interested Bidders can submit their questions to the email addresses above. CRS will provide answers to all relevant questions by email to all known participants.

Please refrain from communicating with other staff of CRS in regard to this RFP. Any communication outside of this process may result in disqualification. Please follow the instructions provided in this document for your responses to the RFP. CRS looks forward to working with you throughout the RFP process.

Sincerely,

Regina Hill

INTRODUCTION AND BACKGROUND

Catholic Relief Services – United States Conference of Catholic Bishops (CRS) was founded in 1943 to serve World War II survivors in Europe. Since then, CRS has expanded in size to reach more than 130 million people in more than 100 countries on five continents.

For over 75 years, our mission has been to assist impoverished and disadvantaged people overseas, working in the spirit of Catholic social teaching to promote the sacredness of human life and the dignity of the human person. Although our mission is rooted in the Catholic faith, our operations serve people based solely on need, regardless of their race, religion or ethnicity. CRS engages Catholics to live their faith in solidarity with the poor and suffering people of the world.

In EARO, CRS works in nine (9) countries with a physical presence in six countries, namely, Ethiopia, Kenya, South Sudan, Sudan, Tanzania and Uganda. In these countries, staff are remunerated in local currency adhering to the local labor and tax laws.

Currently each country program has an independent payroll solution locally domiciled in their servers in their respective offices. With the roll out of the new ERP that has a HR module but without a payroll component and also with retirement of the local servers agency wide, a cloud based solution that is scalable to accommodate the different country program payroll solutions is desirable.

• I. CURRENT CAPABILITIES

1. Country program generates payroll – Each CP is currently able to generate their monthly payroll documentation which enables disbursement of remunerations as per the available local payments’ methodologies. The effort required in generation of the monthly payroll is not the same across the different country programs.
2. Existing Payroll Solutions – Some Country programs have SQL based solutions that are supported by external vendors at an annual fee. Some of the vendors are one-man institutions thus placing the country program at risk in case of vendor unavailability or downtime, coupled with slow turn around by vendor due to competing requests from other clients. Other country programs are currently using a hybrid of Access data base and excel workbooks, which do attract audit queries.

• II. SCOPE OF WORK

CRS EARO is seeking a full-service Software as a Service (SaaS) or integrated systems solution provider for payroll services with the following capabilities:

• Provide interfaces to synchronize data with the CRS ERP (Insight) in real-time through a robust API supporting both queries and updates.
• Have a mature Access Control List for the different Country Programs including select Regional Staff.
• Scalable to accommodate the various currencies used in the EARO Country Programs.
• Capacity to convert basic pay to local currency for taxation purposes, and then reconvert to dollars for salary disbursement.
• Compute the respective statutory contribution as per each country program adhering to the local laws.
• Publish reports for the various statutory deductions for disbursements.
• Ability to send individual staff pay slips via mail.
• Ability to function in an occasionally connected environment.