Conducting Assessment and Reconciliation of Woman for Afghan Women (NGO) Inventory for the years

Transcription

1 REQUEST FOR PROPOSAL (RFP) Conducting Assessment and Reconciliation of Woman for Afghan Women (NGO) Inventory for the years Reference No: AFG-KBL-RFP-IN22 Issue Date: November 29, 2017 Submission deadline: December 9, :00 PM, Kabul time Deadlines for questions/ queries: December 6, :00 PM

2 1. Background: Mission - Women for Afghan Women (WAW) is a grassroot, civil society organization; our mission is dedicated to securing and protecting the rights of disenfranchised Afghan women and girls in Afghanistan and New York, particularly their rights to develop their individual potential, to self-determination, and to be represented in all areas of life: political, social, cultural and economic. We advocate for women's rights and challenge the norms that underpin gender-based violence wherever opportunities arise to influence attitudes and bring about change. WAW is a women's human rights organization which operates life-saving programs in US and across Afghanistan. In the coming months and years, we plan to expand our work throughout Afghanistan and also to Afghan communities in other parts of the world. Our organization exists to protect and advance human rights, and to be a voice and force for justice. We are a community-based organization (with Afghans representing 99% of staff), and from our inception in April 2001, we have advanced our mission by working deep in community, respecting and embracing the culture, religion and traditions of our clients. In Afghanistan, we operate legal aid centres and emergency and long-term shelters for women and children in 13 of Afghanistan s 34 provinces. We also conduct human rights trainings to diverse groups, including law enforcement, religious leaders, and community members. WAW is the largest shelter-providing NGO in Afghanistan, and because of our capacity and track record, we often receive the most extreme cases of human rights violations. 2. Assignment Summary: WAW is seeking qualified national Inventory Consultancy to submit proposals for conducting Assessment and Reconciliation of Inventory recorded or registered by WAW throughout Afghanistan for the years from All interested firms who have similar experience and qualification in the mentioned field are invited to submit their proposals through the manner specified in submission guidelines below. 3. Scope of Work WAW Afghanistan is currently implementing multi-donor projects in 13 out of 34 provinces in Afghanistan. WAW has a robust financial and internal control system for the financial record keeping and reporting which includes accounting policies and procedures, dedicated accounting software and other tools. To further streamline its historical financial information and records WAW intends to conduct an assessment and reconciliation of Inventory related to the closed and ongoing projects. The ideal applicant should be a reputable Kabul-based firm with extensive experience in developing verified inventory lists based on international standards. 2

3 Reporting A précised methodology will be developed by the Inventory consultancy before the inception of work. Thereafter service provide will share the draft report on each project (specified in the Scope of Work) with the full working and results of the evaluations. The length of assignment, from inception till the final report, should not exceed 75 Calendar days to be started from December 16, Details of the projects following is the detail of active projects which are to be covered under the scope of work: The successful consultancy firm should undertake the following activities: - Dispatch representatives to all our facilities in 14 provinces (Herat, Faryab, Jawzjan, Balkh, Kunduz, Takhar, Badakhshan, Sare-Pol, Samangan, Kabul, Baghlan, Nangarhar, Kapisa, Kunar) to prepare a comprehensive inventory list of all immovable non-consumable items (fixed assets); - Compare the inventory lists against our procurement documents and purchase records to verify and reconcile the lists; - Calculate the depreciation of the items, based on our asset management policy guidelines and standard depreciation rate; and refine the list to reflect the current value of the fixed assets, (items which have at least $100 value and has a life expectancy of over 1 year); - Create a final comprehensive asset management database (preferably in MS Excel) that is easily filterable and allows for the management and auditors to analyze the assets status and whereabouts; - Document the findings and provide practical advice on how to maintain the list going forward. - Review and provide advices on how to improve the existing assets management policy to clearly define areas i.e. record keeping, capitalization, movement of fixed assets, deletion and disposal, accounting treatment of assets, depreciation rate and method, compliance with donor policies etc. - Providing training on Inventory management to staff in Kabul. 4. Project timelines - All applications/ Proposals should be received by the deadline. - Selection of Inventory Consultancy (firm) and signing of formal contract will take place by the December The field work should be conducted and completed by January 15, Presentation of draft conclusion report and detailed findings to WAW senior management should be send no later than end February

4 - Final report should be issued and transmitted to WAW senior management and board no later than March Evaluation Process The overall evaluation shall be based on technically responsive firm with the lowest price. Evaluation of proposal shall be based on the following attributes: - Understanding of the work to be performed and demonstration and ability to perform the work. - The contractor s experience in conducting assessment/reconciliation of similar nature, size, and complexity, and the consultant s commitment to maintaining technical expertise - Technical experience and professional qualifications of the engagement team. The number of key and supervisory personnel who will directly participate in the project will be a consideration. - Size and structure of the firm from which the assessment/reconciliation work is to be done. - For questions or further information, please contact: reshad@womenforafghanwomen.af 6. Proposal Preparation guidelines Cost of Tenders, the Tenderer shall bear all costs associated with the preparation and submission of its Tender. The Procuring Entity will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the Tender process. Language of Tender, the Tender as well as all correspondence and documents relating to the Tender exchanged by the Tenderer and the Procuring Entity, shall be made in writing, in English language. The ruling language for the current Procurement Activity is the English language. Currency of the Tender, the ruling language for the current Procurement Activity is the English language. Validity of the Tender, the Tender shall remain valid for a period of seventeen (17) calendar days, starting from the date entered for submission of Tenders and expiring on December Documents Comprising the Tender, the Consultancy shall prepare the RFP, including the set of the documents as following 1- Tender Declaration 2- Specific Experience Statement 3- Price Quotation 4- Price Proposal Declaration The RFP documentation shall be typed or written in indelible ink. Failure to furnish all information required by the Tender Document or submission of a RFP that is not responsive to the RFP Document in every respect will be at the Tenderer s risk and may result in the rejection of its RFP. 4

5 The documents comprising the Tender shall be signed by the legal representative of the Consultancy (or a person duly authorized to sing on behalf of the Consultancy). All RFP pages must by stamped by the Consultancy firm stamp. 7. Proposal submission guidelines All proposals should be submitted in sealed envelopes, deliver to the address below by December 9, 2017 before 4:00pm. RFP Envelope/Parcel must be clearly identified with the following identification: The name and address of the CONSULTANCY; Proposal for Inventory Assessment/Reconciliation (RFP Reference number) This is a RFP document, DO NOT open Be addressed to the Procuring Entity, in the following address: Attention: WOMEN FOR AFGHAN WOMEN NGO (Bid Evaluation Committee) Noor Mohammad Taraki Street, Karte-Char Police District # 3, Kabul, Afghanistan. For any query regarding RFP or submissions, please contact reshad@womenforafghanwomen.org with copied to subash@womenforafghanwomen.org before December 6, :00pm. General Condition of Contract Government withholding taxes Pursuant to Article 72 in the Afghanistan Tax Law effective March 21, 2009, WAW is required to withhold "contractor" taxes from the gross amounts payable to all Afghan/ International forprofit vendors. In accordance with this requirement, WAW shall withhold two percent (2%) tax from all gross invoices to vendors with active AISA or Ministry of Commerce license. For vendors without active AISA or Ministry of Commerce license, WAW shall withhold seven percent (7%) taxes per Tax Law. Penalty and others If the Contactor fails to provide the specified services in the scope of work, WAW shall, without prejudice to its other remedies under the Contract price, as liquidated damages, deduct a sum equivalent to five percent (5%) of the contract total for the undelivered service required by WAW until actual delivery, up to a maximum deduction of Ten Percent (10%) of the Contract value. 5

6 Inspection WAW shall have reasonable time to inspect the service and to reject acceptance in not conforming to the Scope of work of this Contract. 8. RFP Terms & Conditions: Please read carefully read all terms and conditions of RFP before you bid. WAW may reject all of the proposals submitted for good cause. WAW may negotiate price or service provided in terms with one or more of the bidders if it feels that negotiations would improve the chances that WAW receives a better quotation. 6