TENDER ANNOUNCEMENT
for the provision of services for the development, implementation, and support of a payroll software module / software solution for automating payroll calculation and salary payment processes
NGO “Ukrainian Deminers Association” announces the launch of a tender for the provision of services for the development, implementation, and support of a payroll software module / software solution for automating payroll calculation and salary payment processes, primary document management, and reporting generation.
The procurement is carried out within the framework of the organization’s statutory activities and is aimed at optimizing the Association’s internal accounting, HR, and payroll processes.
Who we are looking for: a service provider / contractor with experience in developing, implementing, or customizing software solutions for payroll automation, HR record management, timesheet management, and reporting.
1. Procurement Subject Information
Procurement subject: services for the development, implementation, and support of a payroll software module / software solution for automating payroll calculation and salary payment processes, primary document management, and reporting generation by project for NGO “Ukrainian Deminers Association”.
The Customer’s priority is a comprehensive software solution that can be implemented either as a separate payroll module or through customization/integration with the Customer’s existing accounting system. The solution must take into account the organization’s current internal processes and ensure their automation without being tied to any specific trademark or software platform.
Expected procurement value: not specified. Participants must independently provide a financial proposal covering the full scope of work in accordance with the technical requirements.
2. Assignment Title
Development, implementation, and support of a payroll software module / software solution for automating payroll calculation and salary payment processes, primary document management, and report generation.
3. Procurement Objective
The objective of the procurement is to optimize payroll calculation, salary payment, and payroll/tax reporting processes through the implementation of software-based information processing methods.
The result must provide the ability to maintain payroll accounting by project, generate timesheets, manage primary documents, calculate salaries, generate reports, payroll statements, and other required documents.
4. Brief Description of Technical Requirements
The Contractor must propose a solution that will automate the following processes:
- labor cost planning by project;
- creation of staffing schedules and staff allocation structures;
- generation of working time timesheets by project, by employee, and for the organization as a whole;
- management of primary documents related to employee status: sick leave, vacations, business trips, training, etc.;
- calculation of average earnings;
- payroll calculation considering employee allocation across projects;
- control of SSC contributions, taxes, and calculation accuracy;
- generation of payroll statements and payment orders;
- data export for the “Client-Bank” system;
- generation of reports by project, employee, and organization as a whole;
- automatic monitoring of employee working time limits across all projects and positions.
A detailed description of the technical requirements is provided in Annex 1 to this announcement.
5. Content of the Participant’s Technical Proposal
The Participant must provide a technical proposal with a clear description of how the services will be implemented, including:
- description of the proposed solution and implementation approach;
- description of the solution implementation method: a separate payroll module, customization of the existing accounting system, or another software solution;
- description of the key documents, directories, registers, and reports that are planned to be created or customized;
- description of project-based accounting implementation;
- description of working time control implementation;
- preliminary work schedule and implementation timeline;
- information on experience in implementing or customizing similar software solutions;
- information about the Contractor’s team;
- warranty and consulting support conditions;
- possibility of providing brief training/consultation for the Customer’s responsible employees if required.
6. Work Completion Timeframe
The work completion timeframe shall be proposed by the Participant as part of the tender proposal. Preference will be given to the Participant offering the shortest realistic implementation period, provided full compliance with the Customer’s technical requirements is ensured.
| No. | Work Stage | Completion Timeframe |
| 1 | Analysis of the Customer’s current processes and existing accounting system | Proposed by the Participant |
| 2 | Approval of the technical approach and requirements detailing | Proposed by the Participant |
| 3 | Development / customization of software functionality | Proposed by the Participant |
| 4 | Configuration of documents, directories, registers, and reports | Proposed by the Participant |
| 5 | Testing of functionality together with the Customer | Proposed by the Participant |
| 6 | Correction of comments and final configuration | Proposed by the Participant |
| 7 | Implementation into operation | Proposed by the Participant |
| 8 | Consulting support / training if required | Proposed by the Participant |
7. Proposal Evaluation Criteria
Proposals will be evaluated based on the following criteria:
- compliance with the Customer’s technical requirements;
- the Participant’s experience in implementing or customizing software solutions for payroll and HR accounting;
- experience in performing similar work;
- quality of the proposed technical solution;
- realism and speed of the proposed implementation timeframe;
- cost of services;
- warranty and consulting support conditions;
- readiness to provide training/consultation for the Customer’s employees if required.
The winner will be the Participant whose proposal most fully complies with the Customer’s technical requirements, offers a justified price, demonstrates proven experience in similar projects, and provides optimal implementation timeframes.
8. Procedure for Submission of Proposals
The Participant shall submit its tender proposal electronically, indicating pricing information and attaching the following documents:
- commercial / financial proposal with a detailed cost breakdown;
- technical proposal / description of the implementation approach;
- proposed work schedule and implementation timeline;
- information on experience in performing similar work;
- information on experience in implementing or customizing similar software solutions;
- information about the team that will be involved in performing the work;
- documents confirming the Participant’s registration in the Unified State Register;
- documents regarding the Participant’s tax status;
- a bank certificate confirming the opening of a current account;
- the Participant’s contact details, banking details, and contact person information.
Payment will be made by bank transfer to a legal entity or an individual entrepreneur in accordance with the terms of the contract.
Payment terms, implementation stages, and the procedure for acceptance of deliverables will be agreed upon by the parties during contract negotiations.
9. Submission of Tender Proposals
Tender proposals should be submitted to the following email address: procurement@uda.org.ua
Email subject: “Tender Proposal – Payroll Software Module”
Proposal submission deadline: by 23.06.2026
Procurement period: from 11.06.2026 to 23.06.2026
Contact for clarification regarding tender conditions: Mykyta Valeriiovych Kurpa, email: kurpa.mykyta@gmail.com