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  • REQUEST FOR PROPOSALS TITLE: PROVISION OF AUDIT SERVICES TO THE SADC MALARIA ELIMINATION EIGHT SECRETARIAT
  • REQUEST FOR PROPOSALS TITLE: PROVISION OF AUDIT SERVICES TO THE SADC MALARIA ELIMINATION EIGHT SECRETARIAT

    REQUEST FOR PROPOSALS REFERENCE NUMBER: E8-AUDIT-002-2020_External

    REQUEST FOR PROPOSALS TITLE: PROVISION OF AUDIT SERVICES TO THE SADC MALARIA ELIMINATION EIGHT SECRETARIAT

    Dear Sir/Mada

    PROVISION OF AUDIT SERVICES TO THE SADC MALARIA ELIMINATION EIGHT SECRETARIAT

    We kindly request you to submit your Proposal for “Provision of Audit Services to SADC Malaria Elimination Eight Secretariat (E8 Secretariat)” as detailed in Section 2 of this RFP.

    E8 Secretariat is seeking the services of an Audit firm auditor based in SADC Region to express an independent professional opinion on whether the consolidated annual financial statement present fairly in all material respects the financial position, funds received and expenditures by E8 Secretariat (and sub-recipients) for the reporting period and in accordance with the applicable accounting framework.

    1.  Eligible Audit firms are invited to submit Proposals for the services outlined in the Terms of Reference, Section 2.

    2.  Your Proposal, in the required format (See Annex III to this RFP), should be submitted and be sent by email to the following email : procurement@elimination8.org

    Proposals must be free from virus and corrupted files, must be formatted in PDF files only and password protected.  Password must not be provided to the E8 Secretariat until the date and time of Bid Opening.

    Note: Include all relevant documentation such as;

    If Consultant is a Company or Firm

    (i)     The Certificate of Incorporation/Business Registration Certificate,

    (ii)   The Trading Licence

    (iii) The Tax Clearance Certificate,

    (iv)  The Banking details

    (v)    Company Profile

    3.  Your proposal should be addressed and submitted to: Contracts and Procurement Manager, E8 Secretariat, procurement@elimination8.org

    4.  The deadline for submission of your Proposal, to the address indicated in Paragraph 3 is Monday 5th October, 2020 10:00hrs CAT.

    Late bids will be rejected and returned to the bidder unopened

    5.  The Proposal should be submitted as per the following instructions:

    (i)     PRICES: The financial proposal shall be inclusive of all expenses deemed necessary by the firm to perform the Contract.

    (ii)   VALIDITY OF THE PROPOSAL: Your proposal should be valid for a period of 60 days from the date for deadline for submission indicated in Paragraph 3 above.

    (iii) EVALUATION AND AWARD OF PURCHASE ORDER: Proposals determined to be administrative and technically compliant to the requirements will be evaluated by comparison of their Costs. The award will be made to the bidder offering an administratively and technically compliant Proposal at a Best Value Determination.

    Evaluation Criteria

    Requirement

    Available Points

    1. Technical Experience of the firm (Expertise and Experience)

     

    45

    a. Extent of experience conducting single audits of any donor-funded organisation

    15

    b. Extent of experience auditing public entities.

    15

    c. Size of the firm, size of the firm’s public audit staff, the number of personnel in that office who will be working on this audit

    5

    d. References; Complaints filed against firm with any Professional Regulatory Body etc.; Litigation during the past 5 years.

    10

     

     

    2. Approach and Implementation

    30

    a.  Approach to gaining and documenting an understanding of the auditee’s internal control structure.

    7

    b. Approach to drawing audit samples for purpose of testing of compliance.

    8

    c. Preliminary schedule for performing “key” phases of audit.

    15

     

     

    3. Qualifications of staff, including consultants to be assigned to the audit. Education, including CPD courses taken during the past 2 years, position in the firm, and years and types of experience will be considered. Determined from resumes submitted.

    25

    TOTAL TECHNICAL PROPOSAL SCORE

    (Only Proposals scoring 70 % and above will be considered for Cost Analysis)

    100

     

    6.  Your proposal will be subject to negotiation with the E8 Secretariat through a meeting on a date agreed by the Parties. 

    7.  The firm shall be aware that E8 Secretariat procurement procedures require all service providers to comply with the following eligibility requirements:

    a)       they are not bankrupt, being wound up; having their affairs administered by the courts, entered into arrangements with creditors or suspended business activities; are being subject of proceedings concerning those matters, or are being in any similar situations arising from similar procedures provided for in any legislation or regulations in the country of incorporation/registration;

    b)      they have not been convicted of offences concerning their professional conduct by a judgment which have the force of res judicata; (i.e. a matter that has been adjudicated by a competent court and therefore may not be pursued further by the same parties);

    c)       they have not been declared guilty of grave professional misconduct proven by any means which E8 Secretariat can justify;

    d)      they have not fulfilled obligations related to the payments of social security contributions or the payment of taxes in accordance with the legal provisions of the country of incorporation/registration or with any countries where they have performed contracts;

    e)       they have not been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the E8 Secretariat' financial interests; or

    f)       they are not currently subject to an administrative penalty.

    8.  Additionally, the firm shall be aware that E8 Secretariat financed contracts may not be awarded to contractors who, during the procurement procedure:

    a)       are subject to a conflict of interest;

    b)      are guilty of misrepresentation when submitting the information required by the E8 Secretariat as a condition of participation in the contract procedure, or fail to submit this information;

    c)       find themselves in any situations of exclusion for the procurement procedure, after the bid or application was submitted.

    9.  The firm shall accept that E8 Secretariat is not bound to accept your Proposal and it may terminate the negotiation at any time if its interest requires so.

    10.  The firm must be aware that agreements reached during the negotiations are not binding upon any party, until a procurement contract incorporating all these agreements is signed between the two parties.

    11.  Additional information and clarifications can be requested in writing, no later than 5 working days prior to deadline indicated in the paragraph 4 above, from:

    E8 Secretariat: SADC Malaria Elimination Eight Secretariat

    Contact person: Gracia Chongo Mlazie

    E-mail To: procurement@elimination8.org

    Sincerely,

    Name: Gracia Chongo Mlazie

    Title: Procurement and Contracts Specialist

    Date: 3rd August 2020

     

    ANNEXES:

    Request for Proposals

    General Conditions of Contract