Request for Proposal for a Payroll Management System

Who we are

SOS Children’s Villages Ethiopia is an International Non-governmental organization and a member of SOS Children’s Villages International Federation. We started our humanitarian work in Ethiopia with the opening of our first Village in Mekelle, Northern part of Ethiopia in 1974. Since then, we have expanded our programs to different regions where there are significant needs for intervention and where we believe we can work in partnership with all relevant actors to bring sustainable positive outcomes for children’s and young people.

Today, we have grown significantly to meet the persistent challenges that confront Ethiopian children who have lost parental care and those that are at risk of losing their parental care. Working in close collaboration with international donors, local government and community-based organizations across seven program locations; we aspire that every child grows up with love, respect and security.

Purpose

SOS Children’s Villages in Ethiopia invites qualified vendors to submit proposals for the acquisition and deployment of a centralized, legally compliant, and configurable payroll management system. The system must integrate with Microsoft Dynamics 365 Finance and Operations (D365 F&O) and support centralized payroll processing in the organization.

Background

Payroll is currently processed in a decentralized, Excel-based system. This has created inefficiencies, audit risks, and compliance concerns. A centralized, automated payroll system is needed to standardize processes, enhance accuracy, improve legal compliance, and increase data security.

Scope of Work

The vendor is expected to:

• Provide a configurable off-the-shelf payroll system.
• Customize the system to reflect SOS Ethiopia’s pay structures, statutory rules, and workflows.
• Migrate 12 months of historical payroll data.
• Integrate with Microsoft D365 F&O.
• Provide training, documentation, and lifetime support.

Refer to the full Terms of Reference (ToR) document here for detailed scope, requirements, and timelines.

Proposal Requirements

Proposals must include:

1. Technical Proposal:

• Company profile and relevant experience.
• System features and implementation approach.
• Work plan and timeline.
• Team composition and qualifications.

1. Financial Proposal:

• Detailed cost breakdown (licenses, implementation, training, support).
• Payment terms.

1. Annexes:

• At least three client references.
• CVs of key personnel.
• Any certifications or partnerships.

Submission Instructions

Proposals must be submitted electronically to Procurement@sos-ethiopia.org before July 8, 2025 with the subject line “Proposal: Payroll Management System – [Your Company Name]”

Requests for clarification may be submitted to SOSETHIOPIA.HROD@sos-ethiopia.org by June 30, 2025.

Additional Notes

• Proposals must remain valid for at least 90 days.
• SOS Children’s Villages in Ethiopia reserves the right to reject any or all proposals.
• The ToR document is integral to this RFP and must be reviewed before submission.