REQUEST FOR PROPOSAL GLOBAL PAYROLL SOLUTION
SOS Children's Villages International (SOS CVI), the world's largest non-governmental organization focused on supporting children without parental care or at risk of losing it. SOS CVI is currently undergoing a General Secretariat (GSC) Transformation, moving towards globally distributed teams operating across multiple locations, legal entities, and labor-law contexts. This evolution requires robust and compliant operational frameworks and systems capable of functioning effectively across diverse legal and administrative environments, while upholding safeguarding principles and organizational standards.
In this context, SOS CVI invites qualified service provider(s) to submit proposals for the provision, implementation (where applicable), and operation of a future-fit global payroll solution and related payroll administration services. SOS CVI welcomes proposals from providers offering global payroll coverage across all relevant SOS CVI legal entities and jurisdictions in scope. At the same time, SOS CVI is also open to proposals from continental or regional payroll providers with strong expertise in specific geographic areas, for example Europe or Africa or other relevant regions. The objective is to reduce fragmentation in the current payroll landscape, strengthen statutory compliance and audit readiness, and improve visibility and reporting across payroll operations in scope.
This procurement offers the selected provider(s) an opportunity to partner with SOS CVI during a significant organizational transformation and to support payroll service delivery across a globally distributed workforce. SOS CVI values long-term, reliable vendor partnerships with strong compliance, governance, and reporting capabilities, and welcomes proposals that combine operational excellence with scalable delivery models.
Scope of the RFP
This RFP covers payroll processing and payroll administration services, including locally compliant payroll delivery, statutory compliance support, reporting and auditability features, transition/implementation support, and secure data exchange or possible integration with relevant SOS CVI systems, where applicable. Where relevant, proposals may include Employer of Record (EoR) services or equivalent locally compliant arrangements for jurisdictions where SOS CVI does not have a legal entity. Workstreams related to job architecture, grading frameworks, and global rewards are out of scope for this procurement.
Service coverage and delivery model
Depending on the jurisdiction, required services may include (i) payroll processing and administration for jurisdictions where SOS CVI has an established legal entity, and/or (ii) EoR services for jurisdictions where SOS CVI does not have a legal entity or where such a model is required. The current workforce footprint (locations and FTE) and the indicative legal entity / non‑legal entity distribution are provided in Annex A and Annex B respectively.
Key Objectives
The intended outcome of this procurement is to establish a payroll solution and service model that supports compliant payroll delivery, strengthens statutory compliance, improves standardization and controls, enhances reporting and transparency, and provides a scalable foundation that can adapt to SOS CVI’s evolving organizational footprint.
Approach and Timeline
The selected provider(s) should be able to support a phased and scalable transition to the target payroll operating model across jurisdictions in scope. The proposed solution and delivery model must reflect relevant good practice and ensure compliance with applicable labor, tax, and data protection requirements, while aligning with SOS CVI safeguarding principles and organizational standards. Further operational and technical details will be validated with shortlisted provider(s) during subsequent stages of the procurement process. Key dates are:
1.1 About SOS CVI
SOS Children’s Villages (SOS CVI), founded in 1949, is a global non-governmental organisation supporting children and young people without parental care, or at risk of losing it. As a federation of 136 national associations, SOS CVI works in more than 2,000 programme locations worldwide with the vision that every child belongs to a family and grows up with love, respect and security. Further information is available at: https://www.sos-childrensvillages.org/.
1.2 Transformation and Payroll Context
SOS CVI is currently undergoing a General Secretariat Transformation, moving towards a more globally distributed operating model. This shift requires payroll services that can support employees across multiple countries, legal entities and labour-law contexts in a compliant, reliable and scalable manner.
The current payroll landscape is fragmented across different local providers, systems and processes. This creates challenges in relation to standardisation, manual work, global visibility, compliance monitoring, data consistency, auditability and integration with HR and finance processes. SOS CVI therefore seeks a payroll solution and service model that reduces fragmentation, strengthens compliance and supports efficient payroll operations across its international workforce.
1.3 Purpose of this RFP
This RFP invites qualified service providers to submit proposals for the provision, implementation (where applicable) and operation of a global payroll solution and related payroll administration services for SOS CVI and its relevant legal entities. Where relevant, bidders may also propose Employer of Record (EoR) or equivalent locally compliant arrangements for jurisdictions where SOS CVI does not have a legal entity or where such a model is otherwise required.
This RFP focuses on payroll processing and payroll-related administration. Job architecture, grading frameworks and global rewards design are outside the scope of this procurement.
1.4 Workforce Footprint and Legal Entity Overview
SOS CVI’s current workforce footprint covers approximately 340 full-time equivalents across around 40 to 50 labour-law contexts. For the purpose of this RFP, bidders should base their proposals on the current “as-is” workforce footprint and legal entity structure at the time of procurement.
At the time of issuing this RFP, SOS CVI operates legal entities in selected jurisdictions, including India, Senegal, Kenya, Ethiopia, Austria, Belgium, Jordan, North Macedonia, Costa Rica, Bolivia and Uruguay.
These locations are indicative and may be refined prior to final award and/or during clarification stages. Additional information on workforce distribution and specific country requirements may be shared with shortlisted bidders where necessary.
2.1 Overall Scope
The selected provider(s) shall deliver a global payroll solution and/or managed payroll service capable of supporting SOS Children’s Villages International (SOS CVI) across multiple legal entities, countries, and labour law contexts. The proposed solution and service model must support a globally coordinated payroll operating approach while ensuring compliance with applicable local statutory, tax, social security, labor-law, and employment-related requirements in the jurisdictions in scope. Services may be delivered directly and/or through an established partner network, provided that the delivery model, responsibilities, subcontracting arrangements, and service governance are clearly described.
The scope includes, as applicable:
Where EoR services are proposed, bidders should include locally compliant employment contract administration. Employment terms should, where legally feasible, align with SOS CVI’s global employment principles and applicable organisational standards.
Out of scope: job architecture, grading frameworks and global rewards design.
2.2 Functional Payroll Requirements
The proposed solution and/or managed service must support compliant, accurate and timely payroll delivery across jurisdictions in scope. Bidders should indicate which capabilities are standard, which are country-dependent, and which are optional. At a minimum, bidders should address:
2.2.1 Payroll Input and Preparation
The solution should support the collection, validation and processing of payroll-relevant data, including:
2.2.2 Payroll Processing
The solution should enable accurate payroll calculations in accordance with applicable local laws and statutory requirements. This includes, where relevant:
2.2.3 Payroll Outputs, Reporting and Auditability
The solution should provide the required payroll outputs and reporting for employees, HR, finance and statutory purposes. This includes, where relevant:
2.3 Integration and data requirements
The solution should support secure and efficient data exchange with SOS CVI’s relevant HR, time management, finance/accounting and reporting systems, where applicable. Bidders should describe: required inbound payroll data; available outbound files and reports (e.g., payment files, payroll journals/ costing); integration and/or file-based data exchange options; data validation and error handling; historical data migration options, where applicable; and how country-specific payroll data requirements are handled.
The proposed solution should be compatible with Microsoft Dynamics 365 (D365), and bidders should describe any available integration, interface or data exchange options with D365, including whether these are standard, configurable or subject to additional costs.
2.4 Implementation and Transition
Bidders should describe their proposed implementation and transition approach, including country or wave-based rollout planning, process configuration, data migration, testing, parallel payroll runs where applicable, cutover, training, go-live support and post-go-live stabilisation. Bidders should identify key risks, assumptions, dependencies, required SOS CVI inputs and how transition from current local payroll providers/systems/processes would be managed.
2.5 Service Model and Support
Bidders should describe their proposed service model, including:
Bidders should include a minimum one-year post-go-live support period in their proposal, covering stabilization, adaptation, issue resolution, platform training and knowledge transfer. The support model should be reviewed after this year to determine the appropriate scope and pricing for any continued support.
Optional / Additional Services
Bidders may propose optional services (clearly separated and priced separately), including: EoR services; employment contract administration support; onboarding/offboarding support linked to payroll; payroll payment support; employee/manager self-service; document management; payroll-related compliance advisory support; additional reporting/analytics; and other relevant value-added services.
Bidders may also propose a secure, cloud-based global personnel file/document management solution for the sotrage, management and retrieval of employee-related documents, including personal files, employment contracts, payroll-related documents and other HR records, subject to applicable data protection, access control and retention requirments.
Bidders may also propose pension-related administration support, where applicable, including the administration of statutory or occupational pension schemes, pension-related reporting, employer contribution handling, and coordination with pension providers, subject to local legal requirements and country-specific arrangements.
Expected Deliverables
The selected provider(s) will be expected to deliver, at minimum:
3.1 Submission Package
Bidders must submit a complete proposal package including the following:
A) Administrative Information
B) Technical Proposal
The technical proposal must include:
C) Experience and References
Bidders must provide relevant experience in multi-country payroll and/or EoR services; 1–2 examples of comparable projects; and client references where available (NGO/international organisation experience is an advantage).
D) Team and Resourcing
Bidders must provide profiles of key personnel expected to support implementation and ongoing service delivery, including their roles and seniority.
E) Financial Proposal (separate file/section)
The financial proposal must be clear, transparent and itemised by major cost component. It must include, as applicable:
Bidders should clearly state what is included and excluded in each cost component.
3.2 Key Dates
3.3 Submission Instructions
Proposals must be submitted electronically in PDF format by email to melissa.finkele@sos-kd.org Proposals must be signed and stamped where applicable.
3.4 Clarification Questions
Clarification questions must be submitted in writing by email by 12 June 2026 (17:00 CET). SOS CVI may consolidate and respond to clarification questions in writing.
3.5 Language, Currency and Validity
3.6 Modification and Withdrawal of Offers
Proposals may be withdrawn by written notice prior to the submission deadline. Any corrections, modifications, or replacements must be received before the submission deadline and must be clearly marked as such. SOS Children’s Villages International bears no responsibility for late submissions or incomplete proposal.
SOS CVI reserves the right to contact references, request additional information, arrange interviews/demonstrations with shortlisted bidders, reject any/all proposals, accept any proposal in whole or in part, negotiate with one or more bidders, and award one contract or multiple contracts depending on coverage, compliance, operational fit and value for money.
4.1. Confidentiality
All information disclosed by SOS CVI to the bidder/contractor/provider (including employee and payroll data and other confidential information) shall be treated as strictly confidential. Confidentiality obligations apply during the procurement process and remain in force after contract termination.
4.2. Data Protection and Security
Given the sensitive nature of payroll and HR data, the selected provider(s) must comply with applicable data protection laws and to implement appropriate technical and organizational security measures. Where applicable, GDPR requirements and cross-border data transfer obligations must be met. Subcontractors/partners must be subject to equivalent obligations.
4.3. Subcontractors
The provider shall not subcontract material obligations without prior written approval by SOS CVI. Where subcontractors are approved, the provider remains fully accountable for subcontractor performance, compliance, and confidentiality obligations.
4.4. Code of Conduct and Child and Youth Safeguarding Policy
The selected provider, including any subcontractors/partners, must comply with SOS CVI’s Code of Conduct and Child and Youth Safeguarding Policy and sign any required statements of commitment as part of contracting. Reference documents: Code of Conduct, Child Protection Policy and Anti-Corruption Regulation.
This Offer Form must be completed, signed, and returned as part of the proposal submission. Bids must reflect the instructions outlined in this Request for Proposal (RFP).
To facilitate the submission of proposals, the duly signed (and stamped, where applicable) submission must be provided electronically in PDF format and sent to: melissa.finkele@sos-kd.org
The Bidder, having read the complete Request for Proposal (including all annexes), hereby offers to provide the services specified in this RFP in accordance with the Terms of Reference and requirements set out in the document.
Offering services for: SOS Children’s Villages International (SOS CVI)
Bidder Information
Proposal Scope
☐ Global multi-country payroll provider
☐ Regional/continental payroll provider
☐ Local/country payroll provider
☐ Employer of Record (EoR) provider
Geographical coverage proposed:
– Countries/regions covered directly:
– Countries/regions covered through partners/subcontractors (if any):
– EoR coverage proposed (if applicable):
Subcontractors/partners (if applicable):
– Name(s) and role(s):
Offer Validity and Signature
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