Title: Services tender for Payroll Services to Malta Enterprise & Malta Industrial Parks Ltd Reference: ME/TQF/PAY/D07/12

Transcription

1 Title: Services tender for Payroll Services to Malta Enterprise & Malta Industrial Parks Ltd Reference: ME/TQF/PAY/D07/12 Clarification Notes 1 Please find hereunder notes which are construed to form an integral part of the quotation document, for which the deadline for the submission of offers is Friday 19 th October 2012 at 10.00am (CET). Corrigendum A Second bullet of to read as follows: A list of the key experts (accountants with expertise in processing payroll) and other staff proposed for the execution of the contract. The Evaluation Committee reserves the right to request the tenderers to substantiate their claims in respect to the key experts and other staff proposed by requesting their CVs, evidence of their qualifications, evidence of their work experience, evidence of provision of payroll services evidence of training delivery, written declaration of compliance with all the technical requirements found in Section article 6 of the Terms of Reference, as well as signed Declarations of Exclusivity and Availability during the evaluation stage. Corrigendum B Form 3 Key Personnel Profile to read as follows: The selected service provider assigned Payroll duties must be in possession of a Certified Public Accountant (CPA) warrant. The Evaluation Committee reserves the right to request the tenderer/s, during the evaluation stage, to substantiate their claims in respect to the experts / staff proposed by requesting: (i) their CVs, (ii) evidence of their qualifications, (iii) evidence of their work experience, (iv) evidence of provision of payroll services (v) a written declaration from Tenderer of compliance with all the technical requirements found in Section article 6 of the Terms of Reference (Volume 3, Section 1); and (vi) signed Declarations of Exclusivity and Availability Page 1 of 5

2 Name of Description Nationality Qualification/s Years of Hours of Languages and Expert Trainer of Duties Relevant Relevant Degree of Experience Training Fluency Delivery (VG; G; W) Note to table: Tenderers are required to add additional sheets/attach documentation, where necessary, for all the required information to complement the information submitted in the Forms, as well as for any additional/supporting information. Signature:... (the person or persons authorised to sign on behalf of the tenderer) Date:... Clarification Notes in reply to queries submitted by tenderers Question 1 1a. What information will be given to us to calculate the payroll? Will we be given the information in excel format? Ans1a. Kindly refer to table below for a summary of what information is sent and in what format such 1b. How will time an attendance be communicated to the Service Provider Ans1b. Kindly refer to table below for a summary of what information is sent and in what format such 1c. How are normal hours/overtime recorded (eg. HandPunch etc.) Ans1c. Normal hours/overtime are recorded by hand punch. Kindly refer to table below for a summary of what information is sent and in what format such 1d. How is vacation leave applied for, monitored and to be communicated Ans1d. This information will not be managed through Payroll since specific software is available internally and used. 1e. How will sick leave be communicated? Ans1e. Kindly refer to table below for a summary of what information is sent and in what format such 1f. Do income supplements vary or are they fixed rate (do they emanate from the contracts) Ans1f. Different grades have different allowances. Some claim against receipts whereas others receive the allowance pro rated. 1g. Will current contracts/or amendments to contracts be made available the Service Provider Ans1g. Existing contracts are available at ME/MIP office for viewing and copying. Any changes will be sent electronically on monthly basis. Page 2 of 5

3 1h. Other allowances what is the frequency Ans1h. In most cases it is on monthly basis 1i. How will any deductions other than NI contributions, tax be communicated Ans1i. To be communicated by mail. Some of them are recurrent (example: Union membership, BUPA) and some others will be communicated on ad hoc basis. 1j. What information will be passed on for Start Up and in what format Ans1j. Kindly refer to answer to question 2 below. 1k. Malta Enterprise is quoted as having 2 PE Numbers under 120 employees. And one PE number under 18 employees. Does this imply that there are 3 PE NUMBERS in all for the Malta Enterprise. Ans1k. Malta Enterprise has 3 PE Numbers, with distinction in the table below due to different frequencies (2 PE on monthly basis and 1 PE on quarterly basis). 1l. 4.2 Specific Activities drafting of documents. An example of what these documents might be. Ans1l. Details of cost of overtime by department, by level, by employee and other historical data related to previous payroll runs and/or changes among them, detailed by item, by department, by level or by employee and by payroll run. 1m. Preparation of Management payroll reports. An idea on what Key Performance Indicators you would be looking for in the above payroll reports Ans1m. Monthly management payroll reports should include, but not be limited to, reconciliation by employee, by department of changes versus the previous payroll run and data split by department in electronic format (MS Excel) in order to generate the accounting entry of the payroll run. Also report in line with the Bradford index related to absenteeism based on sick leave uptake communicated. Table below provides a summary of what information is sent and in what format such Format: Excel Scanned docs Payroll submission Entity: Information: Sick leave uptake Overtime Expenses Fuel reimbursement Collective Agreement changes Attendance Appointment/resignation death notification Action form: leavers, joiners etc FS3 of new joiners FS4 of new joiners ETC engagement form Appendix A of contract Union membership forms Notification of extra hours worked of employees on reduced hours ME monthly ME quarterly (Directors) fixed fee ME quarterly (Committees) hourly fee MIP Ltd 4 weekly Legacy (MDC) monthly Kalaxlokk 4 weekly Queries Page 3 of 5

4 Question 2 What data/reports would be available from the previous payroll system; and where are the employee records updated and kept; especially the ones done in the past. This information is being asked to get an idea of what data is to be prepared and inputted at the start up. Answer 2 Information for Malta Enterprise for the years 2004 to 2008 is available as global figures for the respective years since the format in which it was saved electronically is no longer interpretable. Information for Malta Industrial Parks Ltd for the years 2004 to 2007 is not available whilst information for the year 2008 is available as a global figure since the format in which it was saved electronically is no longer interpretable. Since 2009, the payroll service providers use Dakar payroll system which is available in excel format. Employee records are kept in hard copy personal files and as of late in the Dakar personnel system. Employee salary records are in hard copy format in files at ME Offices or at archives. Question 3 How are the employees' working hours, such as overtime and leave taken recorded. Is this data to be gathered by ME and MIP and provided to the contractor? Is there somebody employed on administration of personnel? Answer 3 Overtime is recorded in excel format and submitted either monthly or 4 weekly as the case may be. Leave is recorded on the Dakar leave management system. Cases of unpaid leave or paid leave other then vacation leave are notified by . Data for all entities is provided by ME's People Management Unit. ME has an human resources department currently availing of only 3 resources which services employees of the 3 entities on all HR related matters Question 4 a. Confirmation of pages to be returned Pages Pages b. Confirmation that pages to be signed are indicated by Signature c. Do all other attachments require a signature? Answer 4 In submitting an offer Tenderers are to: 1. Submit the following forms at tender submission stage: Tender Form (Pages 19 to 21) Statement on Conditions of Employment (Form 1 Page 22) Experience as Contractor (Form 2 Page 23) inclusive of additional sheets/ documentation in support of summarized details in form Key Personnel Profile (Form 3 Page 24) inclusive of additional sheets/ documentation in support of summarized details in form General Information about the Tenderer (Form 4 Page 26) Tenderer s Technical Offer (as described on Page 45) Day Works (Page 46) Financial Bid (Page 46 to 49) Page 4 of 5

5 2. Ensure to abide by the requirements indicated by: Clause of the Instructions to Tenderers (Selection Criteria) Clause 16 of the Instructions to Tenderers (Content of Tender) 3. Ensure to abide by the requirements indicated by the Notes to Tenderers (page 2) for the Correct Submission of Forms and all other additional/supporting documents, in particular: Point 2: Any additional sheets required when compiling the submission must be numbered consecutively. Point 7: The tenderer must fill in, sign and submit each form. In cases where a form is deemed to be not applicable, the tenderer must cross out the form or write not applicable and sign it, providing a brief explanation why. If a particular field within forms is left blank, or not correctly entered, the tender may be deemed to be non compliant. 4. Submit the following information/forms at Evaluation Stage in respect of key experts/staff proposed, should they be asked to do so by the Evaluation Committee: CVs Evidence of their qualifications Evidence of their work experience Evidence of provision of payroll services Written/signed declaration from tenderer of compliance with all the technical requirements found in Section 6 of the Terms of Reference (Volume 3, Section 1) Signed Declaration of Exclusivity and Availability (Form 3.1 page 25) Procurement Unit/Office of Corporate Affairs Tel Malta Enterprise Malta Industrial Parks Gwardamangia Hill, Pieta`, MEC 0001 Malta. Page 5 of 5