RCSP Tender Notice: External Audit & Project Evaluation

B.P 6333 Kigali
Tél : 55 10 25 13
E-mail: rwandacsplatform@gmail.com

Tender Notice

Rwanda Civil Society Platform (RCSP) is inviting eligible audit firms to submit their proposals for the External audit and project evaluation. The RCSP audit will be done for the year of 2013 and Project evaluation will be done only for EACSOF Program July 2013- June 2014 period. The participation is open on equal conditions for all specialized companies fulfilling the requirements. A firm will be selected under Quality and Cost Based Selection (QCBS) and procedures described in the Terms of Reference.

Tender documents in English may be obtained any working day from the 10th July 2014 at Rwanda Civil Society Platform (RCSP) Office at CESTRAR building next to Gasabo District or at one of the following websites www.rcsprwanda.org/www.eacsofrwanda.org. The original Technical and Financial Proposals and their copies shall be separated in two sealed envelopes and placed in a sealed envelope clearly marked “Technical and financial Proposals”.

The RCSP shall not be responsible for misplacement, losing or premature opening if the outer envelope is not sealed and/or marked as stipulated. This circumstance may be case for Proposal rejection. Well bound and sealed proposals in four copies one of which marked original and three copies, should be sent to the Rwanda Civil Society Platform (RCSP) Office. Electronic bidding shall not be accepted. Late bids will be rejected. Tel: 0785448419

Yours Sincerely,

MUNYAMALIZA Edouard

Chairperson
of RCSP

Terms of Reference for conducting an external audit for RCSP and Evaluation of EACSOF Program

1. Scope and Services

RCSP would like to hire a professional (with extensive experience in auditing and project evaluation) audit firm which will help to carry out an external audit of RCSP for the year 2013 and evaluation of EACSOF activities for the period from 1st July 2013 to 30th June 2014.

The audit must be performed in accordance with the principles of the International Standards of Auditing. The Auditor’s opinion, expressed in the audit report, will explicitly state whether:

The payments procedures have been made in accordance with procedures and conditions of the relevant financing agreements. Where ineligible expenditures are identified, these should be noted separately.
All funds have been used in accordance with the conditions of the donors’ agreement, with due attention to economy and efficiency and only for the purposes of which the funds were provided
Expenditures are supported by relevant and reliable evidence. Appropriate supporting documents, records and books of accounts relating to all agreed activities have been kept.
The audited statements of expenditure can be relied upon to support the related withdrawal requests.
Works/Goods and services financed have been procured in accordance with the relevant Financing agreements.
Provide an external financial audit;
Recommendations (Advise on financial issues).

For the case of evaluation, the firm will have the necessary skills in project evaluation for at least five years and shall perform the program evaluation of all activities of EACSOF Program. The company should provide technical and financial proposals that meet the following specifications:

Overview of the bidder
Technical approach and methodology
Detailed work plan
Team organization and staffing
Certification as to the absence of fraud or corruption

2. Documents Comprising the Bid

The Administrative and Technical Bid for all Consultants shall comprise the following:

Letter of Bid submission;
Notified Copy of trading license;
At least two (2) of good performance in audit and project evaluation;
Original or notified certificate of Rwanda Social Security Board;
Copy of the tax clearance certificate from RRA;
Written confirmation authorizing the signatory of the Bid to commit the Bidder if the bid is not signed by the person mentioned on registration certificate made by RDB.

3. Reporting Mechanisms and Expected Deliverables

The reports will be provided as follows : Financial audit of RCSP for the year 2013, financial audit for EACSOF from 1st July 2013 to 30th June 2014. The project evaluation is only for EACSOF project for 1st July 2013 to 30th June 2014.The consultants will work closely with RCSP and provide the following deliverables:

An inception report that provides a summary of proposed methodology of the study. This inception report should be followed by a meeting with stakeholders presentation in PowerPoint format will be required;
Draft Report in word and PowerPoint format ;
Final report (in Word) format, clearly outlining final recommendations and the proposed implementation plan step by step and the final recommendations. The final report should take into account feedback from the validation workshop.

The following information shall be shown in the audit report:

The date of report, the commencement and completion dates of the audit,
The respective responsibility of Management and Auditor
The audit opinion
Statement of receipt and expenditures
Budget performance report per donor
Notes to the financial statement

And audit standards followed during the audit The reports should be in English and the auditor shall present both audit report and management letter separately. If considered pertinent, the auditor will in addition prepare “annexes” (including a management letter). The Consultant will present the above described reports to the Executive Secretary of Rwanda Civil Society Platform.

4. Duration of the assignment

The duration of the assignment will be 10 days from signing of the contract.

5. Competences and Qualifications of the Audit firm Personnel

The firm should be skilled in audit and evaluation of the project including local and international NGOs. At least three years of experience in the field of auditing and project evaluation.

Audit and Evaluation Team Leader :

Degree in accounting, finance, management or related field with at least 5 years of proven experience in conducting external audit.
CPA, ACCA, will be an added value.
3 similar projects of previous work conducted in the similar services
Ability to perform all required tasks in English, knowledge of French is an advantage.

Note: The auditing firm shall provide the CV of the Team Leader with concrete evidence of previous experiences of similar assignments.

Experts

Bachelor’s degree in accounting, management or related field with at least 5 years of proven experience in conducting studies related to external audit and project evaluation.
2 similar projects of previous work conducted in the similar services
Ability to perform all required tasks in English, knowledge of French is an advantage.

Note: The consulting firm shall provide the CV with concrete evidence of previous experiences of similar assignments.Core competencies and areas of expertise are outlined below:

A demonstrated and clear understanding of, and have experience, working with NGO;
A strong understanding of project evaluation;
The capacity to produce reports which are technically sophisticated and comprehensive but also able to be read and understood by non-accountants.

The deadline for submission of your
proposal, to RCSP at Kacyiru, CESTRAR Building next to Gasabo District

Yours sincerely

MUNYAMARIZA Edouard

Chair Person of Rwanda Civil Society
Platform