This tender in no longer available.

Tender description

The purpose of this invitation to tender is to request tenders on outsourcing of payroll processing for locally engaged staff of the Joint Administrative Services of the Finnish Missions in Brussels (Embassy of Finland, Mission of Finland to NATO and Permanent Representation of Finland to the EU). Locally engaged staff is working in Belgium.


Tender must be valid until
The procurement is covered by the Government Procurement Agreement
Conditions for opening of tenders



Street: Kanavakatu 3 B, Helsinki.

Type of contest
Languages in which projects or requests to participate may be drawn up
Local time

Complementary information

Review body

The Market Court, Markkinaoikeus

Radanrakentajantie 5



+358 295643300

[email protected]

+358 295643314

Date of dispatch of this notice
This is a recurrent procurement
No Main CPV code 79211000

Bidding information

Bidding deadline

25 May 2019

0 days remaining

Total estimated value

Not specified


Finland, Helsinki



EUR Not specified

Payroll processing services provided by supplier shall cover all relevant services listed below to manage locally employed staff of the joint administrative services of the Finnish Missions in Brussels. The currency to be used is Euro (€). Provided services include also the transition services. Supplier will be responsible for setting up the services jointly with customer according to mutually agreed timetable. Payroll processing services provided by supplier include:

— setting up payroll record and maintaining local accounting/other obligatory documentation during the calendar year (material to be transferred to customer including end of year documentation),

— preparing monthly payroll calculations based on template prepared by customer including Belgian tax and social security fee deductions,

— preparing pay slips and delivering them to customer in English/French,

— invoicing customer for Belgian social security and tax payments and other possible payments related to salaries,

— preparing annual documents to local authorities (to be specified by Supplier), including employer’s contributions to be reported annually to the Belgium Tax Agency,

— annual summary report for each employee per month,

— keeping record of holidays, sick leave, parental leave and other leaves of absence,

— inform the customer on changes in Belgian legislation or regulations on employment issues.

Please find enclosed a generic process description, Annex I. There are currently four categories of employees in the Finnish Missions in Brussels:

1) Locally engaged Finnish staff paying both social security and taxes to Finland;

2) Locally engaged Finnish staff, paying social security to Belgium, taxes to Finland (deductions being prosessed by Accounting Service Centre in Finland);

3) Locally engaged Finnish and other nationals paying both social security and taxes to Belgium (payroll processing fully by supplier);

4) Locally engaged Finnish nationals paying social security to Finland and taxes to Belgium (payroll being processed by supplier including information from customer of the social security fees). The number of employees is about 55 in 2019.

Description of options

The contract period will be made for 2 years and will continue automatically if neither party will end it by informing the other party in written by giving a three (3) months prior notice. As such, option is the the continuation of the contract after initial 2 year contract period.

Main site or place of performance



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