Request for Quotation

Transcription

1 Request for Quotation Procurement Title: Procurement number: RET/AFG/KO/19/001 External Audit for Financial year 2018 RET/AFG/KO/19/001 Issue Date: Jan, 17, 2018 Delivery location: House # 94, 8th street, Taimani, Kabul, Afghanistan Contact Number : +93 (0) Delivery Date and Time: 3:00 PM Kabul Time on 27 th Jan 2018 Purpose RET Germany is looking for qualified auditor firms to conduct RET Germany s external audit for 2018 under below Terms of Reference of this RFQ. RET Germany invites firms and Companies to submit their Best and Final Offer (BAFO) to conduct external audit of RET Germany for calendar year Background and Context The RET is an independent, impartial, non-partisan organization, with no religious or political affiliation. At the RET, we are committed to assisting to meet the community s needs, such as Protection, Education, Legal assistance, Basic healthcare, CWC, Livelihoods, Camp Management, WASH, and NFI delivery in the broadest sense, of Young people made vulnerable since 2006 working in the sector of post-primary education. Contract The award will be a fixed price and will be mentioned in Contract Terms of Reference (TOR) Annex 1 Submission of Quotations The Offeror shall submit its Best and Final Offer/Quotation (BAFO) for the Services in accordance with the specifications described under Terms of Reference above. Page 1 of 3

2 Submission of Quotations: All responses must be in English. Only Hard Copy in sealed envelope acceptable Hard copy shall be delivered no later than 27 th Jan 2019 (03:00 PM Kabul, Afghanistan local time) to Procurement and Logistics Department RET Germany office. Insert in subject line: RET/AFG/KO/19/001 External Audit for Financial year 2018 Note: Please be advised that RET Germany require you to specify the validity of your quote for the minimum number of (30) calendar days from its submission date. Appendices Appendix A: Bid Price Quotation and timeline to complete the audit Appendix B: Summary of Relevant Capability, Experience and Past Performance Appendix C : Copy of valid Business License Appendix A: Bid Price Quotation and timeline to complete the audit: please attach a signed and stamped copy of your quote with a timeline to complete the audit no later than the due date for submission of quotation as specified above. The hard copy of the Offerors quotation shall be placed in a sealed envelope and shall be clearly marked Request for Quotations - RET/AFG/KO/19/001 External Audit for Financial year 2018 and TO BE OPENED ONLY BY MEMBER(s) OF THE EVALATION COM- MITTEE RET Germany, may choose not to evaluate an irresponsive quote. The completion and submission to RET Germany of the above item will constitute a Quotation and will indicate the Offerors agreement to the terms and conditions in this RFQ and in any attachments hereto. Issuance of this RFQ does not commit RET Germany to make an award. Offerors are required to examine all instructions and the specifications contained in this Request for Quotation. FAILURE TO DO SO WILL BE AT THE OFFEROR S RISK. Appendix B: Summary of Relevant Capability, Experience and Past Performance - Using the format provided in Appendix B, the vendor shall list no more than five (5) former and/or current clients with their most up-to-date contact information, to whom commodities or services similar to those requested under this RFQ have been delivered to in Kabul or other areas in Afghanistan over the last five (5) years. The vendor should also provide copies of reference letter or certificates of completion from listed clients if available Futures Group reserves the right to independently verify all submitted information, letters, and certificates. Page 2 of 3

3 Appendix C: Copy of Business License RET Germany will not award a purchase order or contract to an organization that fails to provide a current valid copy of its active business license from either the Afghanistan Investment Support Agency (AISA) or the Ministry of Commerce. Business License must be attached to Appendix C Special Requirements Language Requirement All submissions shall be provided in English. Terms of Payment RET Germany will pay the Vendor in accordance with the payment schedule, to be stipulated in the Purchase Order, after receipt and acceptance of the required Goods/Commodities or Services. Tax Withholding Rate The prescribed rate of income tax withholding is 2% of the gross purchase amounts for contractors/vendors who have a valid business license to operate under Government of Afghanistan and 2% of gross purchase amount will be deducted by RET Germany. Page 3 of 3

4 TOR - Terms of Reference for Audit The purpose of these Terms of Reference is set out the basis on which you are to act as auditors to clarify your expected responsibilities. Objectives of the audit The objective of the audit is to express an opinion whether the financial reports are prepared in all material respect, in accordance with an identified financial reporting framework. The phrases used to express the auditor opinion are given a true and fair view or present fairly, in all material respect, which are equivalent terms. Services: The financial statement audit must be performed in accordance with International Financial Reporting Standards (IFRS), auditing standards that have been prescribed by the laws of the country or adopted by an association of public accountants in the country, or auditing standards promulgated by the International Organization of Supreme Audit Institutions or International Auditing Practices Committee of the International Federation of Accountants. The objective of this audit is to express an opinion on whether those statements present fairly, in all material respects, the recipient s financial position at year-end, and the results of its operations and cash flows for the year then ended, in conformity with IFRS. Audit Methodology The audit methodology and the audit techniques to be used are those which accord with international auditing standards. Substantive testing procedures encompassing the following should be applied: Inspection of original support documentation; Inspection of inventory print-outs and physical inspection of assets and (Where necessary) inspection of computer systems. Expectations/output Through the audit exercise, the auditor will give an independent audit opinion as to the truth and fairness of the accounts prepared. We will get, as a by product, a management letter which will help the management to improve its efficiency. 1.1 It is expected that the audit is undertaken in accordance with International Standards on Auditing (ISA s). 1.2 The auditors are expected to undertake the audit in accordance with the highest professional standards which will include tests of transactions, and of the existence, ownership and valuation of assets and liabilities. 1.3 Ascertain the accounting system in order to assess its adequacy as a basis for the preparation of financial reports. 1.4 Report on any significant weaknesses in, or observations on, the field office s systems. 1.5 Undertake an appropriate risk assessment of the field office. 1.6 The audit should include site visits to project areas whenever required and an assessment of these respective projects. 1.7 A report is required to be sent to us stating whether, in your opinion, the financial statements of the field office, which have been audited by your firm, give a true and fair view of Page 1 of 3

5 the state of the our affairs at the period end, and of its income and application of resources for the period then ended. 1.8 The basic fundamentals for prospective auditors are: Audit Scope Credibility Professionalism Independence Quality of service Confidence 1. Legal & organisational aspects Adherence to legal requirements & constitution. For example the keeping of minutes Attention paid to taxation laws. Adherence to laws of employment including termination benefit entitlement 2. Accounting System Detailed bookkeeping. Supporting vouchers & other documents, including legal requirements in this regard. Income and Expenditure Account Balance Sheet. The use of all Bank Accounts and the regular reconciliation of bank & cash balance. Debtors Creditors Stock ( In Kind Donations) Fixed Assets (fixed assets register with special reference to the additions, and disposals during the accounting period) 3. Management Assessment of the system of internal control & the arrangement of the bank account signatories. Assessment of the accounting system Assessment of the management & the administration. Assessment of compliance with staff contracts e.g. are staff benefits and entitlements as stated in contract adequately provided for. 4. Audit report Audit Opinion in terms of a management letter (such a letter should include recommendations) Audit Opinion on the Financial Statements It is expected that Auditors maintained an open communication approach with the respective Finance Manager/ Coordinator/ Senior and Country Director/ Head of Country Office/ Country Representative and ensure that there is no surprises at the end of the audit. Requirements for Proposals from prospective auditors Page 2 of 3

6 The prospective auditor is required to submit its understanding about the audit scope, methodology, client resource base and professional fee. Period to be audited for RET International is January to December Page 3 of 3

7 RET/AFG/KO/19/001 Appendix B SUMMARY OF RELEVANT CAPABILITY, EXPERIENCE AND PAST PERFORMANCE List former and/or clients with their most up-to-date contact information, to whom commodities or Services similar to those requested under the RFQ have been delivered to in Kabul or other areas in Afghanistan over the last five (5) years. Please list entries in chronological order beginning/start with the most recent. S/No Project Title and Description of Goods/Services Delivered Location Province/District Client s Name/Tel/ address Cost in Afghani at the time of delivery Start Date End Date Completed on Schedule (Yes/No) Subcontractor or Prime Contractor? Page 1 of 1