Company Profile

Total Family Health Organisation (TFHO) is an indigenous Ghanaian social marketing organization duly registered in accordance with the laws of Ghana on February 1, 2017. We work to improve the health of people living in Ghana primarily through implementation of innovative evidence-based interventions that increases access to and utilization of health products and services in a measurable and impactful way. Our key intervention areas include Family Planning and Reproductive Health, Maternal, New-born, and Child Health (RMNCH), communicable and noncommunicable diseases, Water Sanitation and Hygiene (WASH), nutrition, and malaria. We utilize our deep insight and skills in Social and Behaviour Change Communication (SBCC) and social marketing to promote positive social and behavior change among individuals and communities.

Our Mission
Our mission is to be a truly Ghanaian Organisation that works to improve the health of people primarily through the social marketing of health products and serve as well as health communications in a measurable and impactful way.

Job Description

PART I: BIDDING INSTRUCTIONS AND PROCEDURES

1.0 Introduction

• Population Services International (PSI) is a non-profit organization with a focus on promoting family planning (FP) and distributing FP products across the regions of Ghana and due to the nature of our operations and human capital, we are soliciting proposals from qualified HR Software vendors.
• PSI Ghana seeks to procure an HR Software to help with ease in accessing data and managing Human Resources processes. The suitable bidder must have experience in usage of the software, must be available to offer tutorials on the usage of the software and must have positive ratings in supplying the software to its corporate clients for use.

2.0 Information

• This Part I, Bidding Instructions and Procedures, will not form part of any resulting award or contract.  It is intended solely for the information of prospective Suppliers.

3.0 Bidding Costs

• Bidders that are qualified for this request are free to submit their response to this RFP. All expenses relating to their bid shall borne by bidders. PSI does not undertake to reimburse any costs incurred therefore.

4.0 Review of RFP

• Bidders are solely responsible for the careful examination of all the terms and conditions of their RFP and to comply fully therewith.  Failure to do so will be at the Bidder’s risk and expense.

5.0 Language

• All documents submitted in response to this RFP, as well as all correspondence in connection with the RFP, shall be in the English language.

6.0 Clarifications

• Inquiries concerning this RFP must be submitted in writing, to be received by the date shown on the Cover Page.  Such inquiries shall be sent by email, directed to

Attention: Lovalce Blessing Ardayfio
Email:  psifd@outlook.com

• PSI may not consider or respond to questions that are received after the closing date for clarification stated above.

7.0 Bid Preparation

Bidders should submit their responses to this RFP to include:

A.Technical Proposal

Your proposal should provide basic information about your Company and relevant service offerings. It should have a section addressing each of the following areas:

•    Company Profile
•     Approach
•     Responsiveness to the Scope of Work
•     References

Responses should include the following information:

• Company Profile
  •  Describe the Company on an overall basis, both nationally and internationally (where appropriate)
  • Summarize the Company’s qualifications and experience of the activities described in the scope of work
  •  Provide a detailed track record of previous similar work undertaken
• Approach
  •     Describe the Company’s experience dealing with similar clientele
  •     Describe the Company’s capability to supply the software
  •     Describe the key personnel to be utilized on the engagement along with resumes of key personnel. 
  •     Indicate their degree of expertise and prior experience, which would be appropriate for the engagement;
• Responsiveness:
  •     Identify key personnel who will be available for consultation or discussion;
  •     Describe any current or past relationships your organization may have with PSI, and if it is a potential conflict of interest. 
  •  If there is a potential conflict of interest, then please explain how this risk will be mitigated.
• References:
  •     Submit three (3) client references;
  •     Provide any other information to demonstrate the Company’s capability in relation to the Scope of Work

B.  Financial Proposal

• Bidders pricing should be based on fixed fee basis and are encouraged to respond with their best possible price for good, as there may not be an opportunity to submit revised

9.0 Bid Submission

• All proposals must be in writing, in the English language, and manually signed and dated by an authorized employee of the Bidder. They may be emailed as shown on the RFP cover page.
• Proposals may not be altered, corrected or withdrawn after the Date of Receipt, except that PSI, at its sole discretion, may permit correction of arithmetic errors, transposition errors, or other clerical or minor mistakes, in cases in which PSI deems that both the mistake and the intended proposal can be established conclusively on the face of the proposal.  Other than the mistakes listed in the previous sentence, no mistakes alleged by a Bidder after the Date of Receipt will be permitted to be corrected.
• Proposals must be valid for at least ninety (30) days from the Date of Receipt.

10.0 Bid Evaluation

• In evaluating the proposals, PSI will seek the best value for money rather than the lowest priced proposal. PSI will use a two-stage selection procedure:
  •     the first stage will evaluate the Technical Proposal.
  •     the second stage will evaluate the Cost Proposal for proposals that pass the Technical Proposal evaluation.
• Specifically, the selection committee will evaluate each proposal upon the following criteria:
  •     The skill, experience and training of the specified person who will be performing the services requested;
  •     The Bidder’s understanding of PSI’s area of work;
  •     The prior experience and reputation of the Bidder in working with international NGO’s receiving funding from USAID;
  • Cost

PART 2: RFP SCOPE OF WORK

• The successful Bidder’s services will focus on providing PSI with an HR software that will help manage Human Resources processes and also help with ease in accessing data.  Due to our nature of operations and Human Capital, a well efficient and very reliable HR software is required.
• The successful bidder shall provide training on the use of the software and should be available to provide maintenance services when required for a period.

Note:

• If at any time prior to award PSI find the need for a significant modification to the terms and conditions of this RFP, PSI will issue such a modification as a written RFP amendment to all competing bidders.  No oral statement of any person shall in any manner be deemed to modify or otherwise affect any RFP term or condition, and no bidder shall rely on any such statement. Such amendments are the exclusive method for this purpose.
• PSI is not bound to accept the lowest or any proposal and reserves the right to accept any proposal in whole or in part and to reject any or all proposals.
• PSI shall not be legally bound by any award notice issued for this RFP until a contract is duly signed and executed with the winning Bidder.
• Any resulting contract will be subject to the terms and conditions contained in the Consulting Services Agreement.

Required Skills or Experience

Other Vendor Requirements: 

• The successful bidder shall have a minimum of five (5) years of continuous experience prior to this solicitation providing HR software to corporate clients.
• The successful bidder, and all employees and agents of the successful bidder, shall fully comply with all PSI Ghana’s regulations relative to this scope of work.
• The successful bidder shall have a fully operational and servicing office located within the Greater Accra region, and be immediately accessible to PSI Ghana staff through telephone and/or email.