Request for Proposals # CSHRN

Transcription

1 22 Sep 2016 Request for Proposals # CSHRN Advanced QuickBooks Training, Quick Books supply & Installation, and After- Sales Support Dear Sir/Madam: Civil Society & Human Rights Organization is requesting proposals from the firms that have extensive experience in providing QuickBooks Training services for nonprofit organizations. We invite your firm to submit a proposal to us until [26 September] for consideration. A description of our organization, the services needed, and other pertinent information follows: Background of Civil Society & Human Rights Organization In August of 2004, 25 human rights organizations registered the Civil Society and Human Rights Network (CSHRN) at the Ministry of Justice. In February of 2011, according to the general assembly of CSHRN, the Network registered with the official name of Civil Society and Human Right Organization (CSHRO) at the Ministry of Economy. We (CSHRO) are organized as a nationwide network of 160 civil society organizations representing broad segments of the Afghan society in Kabul and in five provinces. Our members work in a variety of areas such as women s issues, transitional justice, radio- and TV production and printed media, but we are all bound together by our common commitment to the Universal Declaration of Human Rights and our common determination to promote human rights and to consistently apply rights-based approaches to what we do. We firmly believe that Afghanistan can become a society based on democracy and the rule of law in accordance with human rights. This belief has become our vision so accordingly, we expect our society to become a nation, based on democracy and the rule of law in accordance with human rights, and a society, where all people are aware of their rights and claim them through the rule of law. 22 September 2016

2 RFP Table of Contents Section I Instructions to Bidders I.1 Introduction I.2 Offer Deadline I.3 Submission of Offers I.4 Requirements I.5 Chronological List of Proposal Events Section II Objective, Scope of Work, Deliverables II.1. Background II.2. Scope of Work II.3. Modules and Detail of Training II.4. Ultimate result of services

3 Details: Section I. Instructions to Bidders I.1. Introduction CSHRO will issue an award to one company or organization. The award will be in the form of a firm fixed price contract. The period of performance for the completion of services is maximum two weeks (14 calendar days) from the date of contract award. The successful Bidder shall be required to adhere to the statement of work and terms and conditions of the contract. Bidders are invited to submit proposals in response to this RFP in accordance with Section I Instructions to Bidders, which will not be part of the contract. The instructions are intended to assist interested Bidders in the preparation of their offer. I.2. Offer Deadline Bidders shall submit their offers by only to these addresses: (faiz@cshrn.af, Adibfinancemanager@cshrn.af on or before 04:00 PM (Afghanistan Local Time), Monday, 26 September Hard copy offers will not be considered. Proposals submitted or copied to any addresses other than the above designated address will be disqualified. Bidders are responsible for ensuring that their offers are received in accordance with the instructions stated herein. Late offers may be considered at the discretion of CSHRN. CSHRN cannot guarantee that late offers will be considered. I.3. Submission of Offers Proposals must be submitted electronically only as instructed in I.2. Above, and following needs to be considering when submitting proposals: A. Instructions for the Submission of Electronic Copies Separate technical and cost proposals must be submitted by no later than the time and date specified in I.2. The proposals must be submitted to the point of contact designated in I.2. The Bidder must submit the proposal electronically with up to 3 attachments (5 MB limit) per compatible with MX Word, MS Excel, readable format, or Adobe Portable Document (PDF) format in a Microsoft XP environment. Bidders must not submit zipped files. Those pages requiring original manual signatures should be scanned and sent in PDF format as an attachment. The technical proposal and cost proposal must be kept separate from each other. Technical proposals must not make reference to pricing data in order that the technical evaluation may be made strictly on the basis of technical merit. I.4. Requirements To be determined responsive, an offer must include all of documents and sections included in I.4.A and I.4.B.

4 A. General Requirements CSHRN anticipates issuing a contract to an Afghan company or organization, provided it is legally registered and recognized under the laws of Afghanistan and is in compliance with all applicable civil, fiscal, and other applicable regulations. Such a company or organization could include a private firm. Companies and organizations that submit proposals in response to this RFP must meet the following requirements: Companies must be legally registered under the laws of Afghanistan upon award of the contract. Bidders may present their proposals as a member of a partnership with other companies or organizations. In such cases, the contract will be awarded to the lead company in the partnership. The leading company shall be responsible for making all partnership arrangements, including but not limited to division of labor, invoicing, etc., with the other company(ies). A legally registered partnership is not necessary for these purposes; however the different organizations must be committed to work together in the fulfillment of the contract terms. B. Required Proposal Documents 1. Cover Letter The bidder s cover letter shall include the following information: i. Name of the company or organization ii. ii. Type of company or organization iii. iii. Address iv. iv. Telephone v. v. Fax vi. vi. vii. Taxpayer Identification Number viii. xi. Official bank account information Other required documents that shall be included as attachments to the cover letter: a) Copy of registration or incorporation in the public registry, or equivalent document from the government office where the bidder is registered. b) Copy of company tax registration, or equivalent document. c) Copy of trade license, or equivalent document. d) Evidence of Responsibility Statement, whereby the bidder certifies that it has sufficient financial, technical, and managerial resources to complete the activity described in the scope of work, or the ability to obtain such resources. 2. Technical Proposal The technical proposal shall comprise the following parts:

5 bidders equipment and technical systems. The sections of the technical proposal stated above must respond to the detailed information set out in Section II of this RFP, which provides the background, states the scope of work, describes the deliverables, and provides a deliverables schedule. 3. Cost Proposal The cost proposal is used to determine which proposals represent the best value and serves as a basis of negotiation before award of a contract. The price of the contract to be awarded will be an all-inclusive fixed price. No profit, fees, taxes, or additional costs can be added after award. Nevertheless, for the purpose of the proposal, bidders must provide a detailed budget showing major line items, e.g. salaries, allowances, travel costs, other direct costs, indirect rates, etc., as well as individual line items, e.g. salaries or rates for individuals, different types of allowances, rent, utilities, insurance, etc. Offers must show unit prices, quantities, and total price. All items, services, etc. must be clearly labeled and included in the total offered price. Bidders must submit separate budgets for the three option periods. Bidders must assess and include in their total cost of proposal the Business Receipt Tax (BRT) or any other tax required by Afghanistan income tax law. CSHRN will not allow an awarded entity to add taxes (including BRT taxes) or any previously unanticipated costs to the budget after an award is made. Pursuant to Article 72 of the Afghanistan Income Tax Law, CSHRN is required to withhold taxes from the gross amounts payable to all Afghan contractors. In accordance with this requirement, should an award be made to a successful bidder and an agreement is successfully negotiated with that bidder, CSHRN will withhold two percent (2%) tax from the entity s gross invoices if the entity is in possession of an active business license issued by any of the following entities - the Ministry of Commerce and Industry, Afghanistan Investment Support Agency (AISA), Ministry of Information and Culture, Ministry of Education or Ministry of Public Health - at the time the awarded entity submits invoices for payment, and the invoices are successfully reviewed and approved by CSHRN. If the entity provides services contrary to approved by-laws or it does not possess a business license issued by any of the aforementioned public entities, but possesses licenses issued by other local or national government entities or municipalities, CSHRN will in this case withhold a seven percent (7%) fixed tax on the gross amount payable to the awarded entity, subject to CSHRN review and approval of the contractor s invoices. In either case, this tax is withheld by CSHRN from the gross amount payable to the awarded entity and subsequently remitted to the Ministry of Finance. CSHRN will maintain records of all of such remittances. The cost proposal shall also include a budget narrative that explains the basis for the estimate of every cost element or line item. Supporting information must be provided in sufficient detail to allow for a complete analysis of each cost element or line item. CSHRN reserves the right to request additional cost

6 information if the evaluation committee has concerns of the reasonableness, realism, or completeness of a bidder s proposed cost. If it is a bidder s regular practice to budget indirect rates, e.g. overhead, fringe, G&A, administrative, or other rate, Bidders must explain the rates and the rates base of application in the budget narrative. CSHRN reserves the right to request additional information to substantiate a bidder s indirect rates. Under no circumstances may cost information be included in the technical proposal. No cost information or any prices, whether for deliverables or line items, may be included in the technical proposal. Cost information must only be shown in the cost proposal. I.5. Chronological List of Proposal Events The following calendar summarizes important dates in the solicitation process. Bidders must strictly follow these deadlines. RFP announcement 09/22/2016 Proposal due date 09/26/2016 Contract award (estimated) 09/28/2016 Section II Objective and Scope of Work II.1. Objective To carry out Advanced QuickBooks training, supply and install a one-time purchase QuickBooks premiere 2016 software with 8 licensed users, provide 5 days training on the software in each 6 provinces including(kabul, Herat, Mazar-e-sharif, Jalal Abad, Bamyan and Khost) and offer one year after sales services both for staff training and software trouble shooting. Services to be provided: Advanced QuickBooks training in Kabul office Advanced QBs Training in 5 mentioned regional offices; five days each at the same time. Supply and install a one-time purchase QuickBooks premiere 2016 software with 8 licensed users. Preparing 6 comprehensive and advanced Chart of accounts for 6 projects of the organization One year after sales services both for staff training and software trouble shooting II.2. Scope of Work All services including the training should be started simultaneously at all six provinces and the details is as follows:

7 Provide 5 days training on the software in each 6 provinces including (Kabul, Herat, Mazar-e-sharif, Jalal Abad, Bamyan and Khost). Supply and install a one-time purchase QuickBooks premiere 2016 software with 8 licensed users. As well offer one year after sales services both for staff training and software trouble shooting. II.3. Modules and Detail of Training: The training should be focused on advanced concepts of QuickBooks regarding Non-Profit organization financial issues dealing with donors and communicating all relevant financial issues in QuickBooks for the finance staff of the 5 provinces so that after this training the finance staff will be able to know the core and as well detailed concepts of dealing with donors and to maintain accounts in QuickBooks and excel. For this purpose the training should contain the following modules: i. Advanced Financial concepts This will include the detailed definition of Finance, importance of QuickBooks and its benefits to the business. The advanced concept should explain the concept of business as an entity, and concepts behind double entry. The training should also explain the elements and components of financial statements including double entries for capital, revenue, expenses, liabilities and assets, accounting equation and working capital. ii. Books of accounts This module should explain the books of accounts to be maintained by a business organization and its importance to the business. The books should be explained in detail and will include the following:

8 Further it should explain the charts of accounts, its purpose and benefits to the organization. iii. Books of accounts in excel This module will explain how to make entries in excel, linking of figures in excel and standard formats of journal entries, ledger, cash book, bank book, bank reconciliation statement, assets register and trail balance. iv. QuickBooks purchase, installation & training Purchase and Installation of QuickBooks premiere version (8 users & multi-currency) for all the companies and provision of training on how to set a new company file, charts of accounts, making entries, editing entries, generating reports and ledgers, general ledger, trial balance, income statement and balance sheet. Further entering of opening balances and one month transaction in the installed QuickBooks and generation of reports at minimum (trial balance and balance sheet). v. After sale QuickBooks services to companies: After installation and training of staff in QuickBooks the consultant will make available his qualified staff to facilitate the Finance department to resolve any issue they face in operating the QuickBooks. II.4. Ultimate result of services: This contract is aimed at enabling the personnel finance of Kabul and 5 other provinces to understand the advanced QuickBooks concepts and skills regarding working with donors and to maintain their records in excel and QuickBooks. For more information please contact: +93 (0)