Job Description

EXPRESSION OF INTEREST (EOI)

Pre-Qualification for Payroll & Workforce Management System

1. Introduction

SICPA Sierra Leone invites Expressions of Interest (EOI) from qualified vendors for the supply and implementation of a Payroll & Workforce Management System.

This EOI forms part of a two-stage procurement process:

1. Vendor pre-qualification (EOI)
2. Shortlisting and invitation to participate in a detailed Request for Proposal (RFP)

2. Background

SICPA Sierra Leone operates across multiple sites, including industrial locations and offices, with a workforce working in shift-based and distributed environments.

The organization seeks a solution to support:

• Payroll processing
• Workforce and employee management
• Attendance tracking (including biometric capture)

The solution must function effectively in multi-site environments with intermittent connectivity.

3. Objective

The purpose of this EOI is to:

• Identify vendors with relevant capability and experience.
• Shortlist qualified vendors for the next phase (RFP)
• Ensure participation from vendors capable of delivering an integrated payroll and workforce solution.

4. Indicative Scope

The intended solution will broadly include:

• Payroll processing and reporting
• Workforce and employee data management
• Attendance and time tracking
• Leave management.
• Integration of attendance into payroll
• Support for biometric-based attendance capture

5. Vendor Eligibility Criteria

5.1 Mandatory Requirements

Vendors must:

• Be legally registered entities.
• Have a minimum of 3 years relevant experience.
• Demonstrate experience in:
  • Payroll systems
  • Workforce or attendance solutions
• Demonstrate ability to deliver integrated solutions.

5.2 Technical Capability

Vendors must demonstrate:

• Capability to deliver payroll systems.
• Capability to support attendance or workforce solutions.
• Ability to integrate hardware (e.g., biometric devices) where required.
• Experience operating in multi-site or constrained environments.

5.3 Preferred Experience (Advantage)

Preference will be given to vendors with:

• Experience in Africa or similar environments
• Experience with integrated payroll + attendance systems
• Availability of local or regional support

5.4 Consortium / Partnerships

Joint submissions are permitted.
Where applicable, vendors must clearly define roles and responsibilities within the consortium.

6. Submission Requirements

Interested vendors must submit the following:

6.1 Company Profile

• Company overview
• Years of operation

6.2 Relevant Experience

• At least three similar implementations
• Brief description of projects

6.3 Technical Capability Statement

• Overview of:
  • Payroll capability
  • Workforce/attendance capability
  • Integration capability

6.4 Implementation Capability

• Deployment approach
• Resource availability

6.5 Support Capability

• Support and maintenance approach.

7. Evaluation & Shortlisting

EOI submissions will be evaluated based on:

• Relevant experience
• Technical capability
• Delivery capacity

Only vendors demonstrating capability in:

• Payroll systems
• Workforce/attendance integration
• Multi-site deployment

will be shortlisted for the RFP.

8. Submission Instructions

Responses must be:

• Submitted electronically (PDF or Word)
• Email : IshmaelAbib.Samura@sicpa.com
• Address : 3C Sawi Drive, King Harman Road, Freetown
• Subject: EOI Submission – Payroll & Workforce Management System

9. Confidentiality & Disclaimer

All information provided must be treated as confidential.

SICPA reserves the right to:

• Accept or reject any submission.
• Shortlist at its sole discretion
• Modify the procurement process.