No. # RFP-EAI-KE-2021-001 Audit Services Issue Date
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RFP No. 2021-001 Request for Proposals (RFP) No. # RFP-EAI-KE-2021-001 Audit Services Issue Date: 2/18/2021 WARNING: Prospective Offerors, who have received this document from a source other than the Equal Access International- East Africa, should immediately contact [email protected] and provide their name and mailing address in order that amendments to the RFP or other communications can be sent directly to them. Any prospective Offeror who fails to register their interest assumes complete responsibility in the event that they do not receive communications prior to the closing date. Any amendments to this solicitation will be issued and posted via email. Page 1 of 17 RFP No. 2021-001 1. Request for Proposal EAI would like to engage the services of a reputable audit firm to carry-out the statutory audit for the period November 2019 to December 31, 2020. Qualified vendors are invited to submit a proposal as outlined below. 1. RFP No. No. # RFP-EAI-KE-2021-001 2. Issue Date 2/18/2021 3. Title Audit Services 4. Issuing Office & Email Equal Access International- East Africa Address for Submission of Email for submission of quotes: Quotations [email protected] 5. Deadline for Questions Questions due by 1 pm local Nairobi, Kenya time on 23 February 2021. Each Offeror is responsible for reading very carefully and understanding fully the terms and conditions of this RFP. All communications regarding this solicitation are to be made solely through the Issuing Office and must be submitted via email or in writing delivered to the Issuing Office no later than the date specified above. All questions received will be compiled and answered in writing and distributed to all interested Offerors. 6. Deadline for Receipt of Proposals are due by 5 pm Nairobi, Kenya time on 26 February Proposals 2021. 7. Contact Person [email protected] 8. Anticipated Award Type EAI anticipates issuing a Firm Fixed Price Purchase Order for one year with the option for renewal. This is only the anticipated type of award and duration and may be changed as a result of negotiations. 9. Basis for Award An award will be made based on the Trade Off Method. The award will be issued to the responsible and reasonable offeror who provides the best value to EAI and its client using a combination of technical and cost/price factors. Page 2 of 17 RFP No. 2021-001 10. General Instructions • Late offers will be rejected except under extraordinary circumstances at to Offerors EAI’s discretion. • Submission of Proposals - Proposals must be in English and sent as soft copy to [email protected]. All proposals must be signed and stamped by the Offeror. • Offerors shall confirm in writing that the Offeror fully understands that their proposal must be valid for a period of ninety (90) days by signing the Attachment B: Cover Letter. • Offers must show unit prices, extensions, and total price. All items, services, etc. must be clearly labeled and included in the total price. Quotations must be a fixed price, expressed in Kenya Shillings. 11. Invoice Payment and • Payment will be made upon issue of a Purchase Order and made in Value Added Tax Kenya Shillings. (VAT) • Payment will include total prices of goods or services inclusive of VAT (VAT shall be broken out separately). 12. Scope of Work EAI seeks to obtain reasonable assurance that the financial Requirements for statements reflect a true and fair view of the financial position of the Technical organization. The Offeror shall undertake this engagement in accordance Acceptability with the minimum Terms of Reference in Attachment A. A complete offer must include all requirements in Attachment A. Failure to adhere with instructions described therein may lead to disqualification. 13. Compliance with Offerors shall be aware of the general terms and conditions for an award Terms and Conditions resulting from this RFP. The selected Offeror shall comply with all Representations and Certifications of Compliance listed in Attachment D. 14. Procurement Ethics By submitting an offer, Offerors certify that they have not/will not attempt to bribe or make any payments to EAI employees in return for preference, nor have any payments with Terrorists, or groups supporting Terrorists, been attempted. Any such practice constitutes an unethical, illegal, and corrupt practice and either the Offeror or the EAI staff may report violations as follows: The anonymous reporting services are available 24-hours a day, seven days a week and include the following options: - Independently report issues via the internet at our Equal Access International Compliance Portal by going to www.convercent.com/report and finding our organization in the “Report an incident” box. - For those in the United States, call toll free 1-800-461-9330 to report the issue with the help of a Convercent call center representative. - For those outside the United States, place a collect call to +1-720- 514-4400 to report the issue with the help of a Convercent call Page 3 of 17 RFP No. 2021-001 center representative and language interpreter. The call center supports more than 300+ languages. Additional international dialing instructions can be displayed in your preferred language. All available language options can be selected from the top right drop down menu. 15. Offeror’s Agreement The completion of all RFP requirements in accordance with the with Terms and instructions in this RFP and submission to EAI of a quote will constitute Conditions an offer and indicate the Offeror’s agreement to the terms and conditions in this RFP and any attachments hereto. Issuance of this RFP in no way obligates EAI to award a purchase order, nor does it commit EAI to pay any costs incurred by the Offeror in preparing and submitting the quote. EAI East Africa has the right to increase or decrease the services mentioned in this RFP. 16. Determination of EAI will not enter into any type of agreement with a vendor prior to Responsibility ensuring the vendor’s responsibility. When assessing a vendor’s responsibility, the following factors are taken into consideration: 1. Provide copies of the required business licenses to operate in the host country. 2. Provide financial statements and audits as requested to ensure adequate resources to complete the SOW. 3. Ability to comply with required or proposed delivery or performance schedules. Page 4 of 17 RFP No. 2021-001 2. Introduction and Purpose 2.1 Purpose The objective of the EAI audit is to obtain reasonable assurance that the financial statements reflect a true and fair view of the financial position of the organization. The audit will be performed in accordance with International Financial Reporting Standards (“IFRS”) and International Standards of Auditing (“ISA”) in addition to local Kenyan Standards. The audit report will include an Independent Auditors Report (Opinion) on the financial statements. The audit will also include such other required schedules or analyses as EAI has determined are necessary in order to ensure that organization resources are being properly managed. The Issuing Office and Contact Person noted in the above synopsis are the sole point of contact at EAI for purposes of this RFP. Any prospective Offeror who fails to register their interest with this office assumes complete responsibility in the event that they do not receive direct communications (amendments, answers to questions, etc.) prior to the closing date. 2.2 Type of Award Anticipated EAI anticipates awarding a Firm Fixed Price Agreement for one year with the option to extend for an additional year. This agreement type and duration is subject to change during the course of negotiations. 3. General Instructions to Offerors 3.1 General Instructions “Offeror”, “Subcontractor”, and/or “Bidder” means a firm proposing the work under this RFP. “Offer” and/or “Proposal” means the package of documents the firm submits to propose the work. Offerors wishing to respond to this RFP must submit proposals, in English, in accordance with the following instructions. Offerors are required to review all instructions and specifications contained in this RFP. Failure to do so will be at the Offeror’s risk. If the solicitation is amended, then all terms and conditions not modified in the amendment shall remain unchanged. Issuance of this RFP in no way obligates EAI to award a subcontract or purchase order. Offerors will not be reimbursed for any costs associated with the preparation or submission of their proposal. EAI shall in no case be responsible or liable for these costs. Proposals are due no later than Thursday 26th February, 2021 at 5:00 PM (Kenyan Time) to be submitted via email to the EAI procurement email address ([email protected]). Late offers will be rejected except under extraordinary circumstances at EAI’s discretion. The submission to EAI of a proposal in response to this RFP will constitute an offer and indicates the Offeror’s agreement to the terms and conditions in this RFP and any attachments hereto. EAI reserves the right not to evaluate a non-responsive or incomplete proposal. 3.2 Proposal Cover Letter A cover letter shall be included with the proposal on the Offeror’s company letterhead with a duly authorized signature and company stamp/seal using Attachment B as a template for the format. The cover letter shall include the following items: • The Offeror will certify a validity period of 90 calendar days for the prices provided. • Acknowledge the solicitation amendments received. 3.3 Questions regarding the RFP Each Offeror is responsible for reading and complying with the terms and conditions of this RFP. Requests for clarification or additional information must be submitted in writing via email or in writing to the Issuing Office as specified in the Synopsis above.