71412613 Employer of Record Services

Background
Virginia Polytechnic Institute and State University (Virginia Tech) is seeking proposals from qualified vendors to provide Employer of Record (EOR) services for its Controller’s Office. The goal of this contract is to ensure compliance with federal, state, and local labor laws while supporting international employment and payroll services across multiple countries. This initiative aims to enable Virginia Tech to engage and compensate personnel globally, particularly in academic and research-related roles.

Work Details
The selected vendor will be responsible for:
1. Legally employing workers on behalf of Virginia Tech in the U.S. and internationally, complying with all applicable labor laws.
2. Handling payments to employees and independent contractors in local currency based on rates determined by the University.
3. Maintaining an operational presence in regions including Africa, Asia-Pacific, Europe, Latin America, the Middle East, and the Americas.
4. Providing EOR services in multiple U.S. states as well as international locations.
5. Completing necessary employment processes such as work authorization, tax payments, pension/social security contributions, employee lifecycle reporting, and compliance reviews of employment contracts.
6. Coordinating background checks through qualified providers for both U.S.-based hires and international hires.
7. Offering local HR/Payroll administrative support according to jurisdiction-specific requirements.
8. Providing standard and ad hoc reporting for reconciliation purposes.

Period of Performance
The contract will be for one year with an option for four one-year renewals or as negotiated. The anticipated timeline for implementation is targeted by May 5, 2026.

Place of Performance
Services will be performed in various U.S. states outside Virginia as well as multiple international locations where Virginia Tech intends to hire personnel.

Bidder Requirements
Vendors must demonstrate their ability to comply with SWaM business participation requirements and are encouraged to partner with SWaM-certified businesses if they are not classified as such themselves. Additionally, vendors must register within the eVA system prior to proposal submission.