(EOI) for External Audit of Trócaire Rwanda

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Trócaire is the official overseas development agency of the Catholic Church in Ireland, established in 1973 and currently has presence in more than 17 countries in Latin America, Africa and Asia including Rwanda. Trócaire has been operating in Rwanda since 1994 and its office is located in BHC Building, 260 Bvd de l’Umuganda, Kacyiru.

Call of Expression of Interests (EOI) for External Audit of Trócaire Rwanda

Organization

Trócaire Rwanda

BHC Building

Kacyiru, Kigali

Rwanda

Tél. : (+250) 0252 502663                                          

(+250) 0252 502664

Website

www.trocaire.org

Financial year of Trócaire

March 2018 to February 2019

 

Assignment

Expressions of Interest (EOI) for External audit firm to audit Trócaire Rwanda for a period of up to 5 years but with annual reappointment following the completion of each audit

 

Duration of the assignment

Audit assignment to be finalised within 1 month from commencement of audit.

 

Contact for clarification

Finance and Administration Manager

 

Release date

6 November 2018

 

Due date for EOIs

30 November 2018

 

  1. Background

Trócaire is the official overseas development agency of the Catholic Church in Ireland, established in 1973 and currently has presence in more than 17 countries in Latin America, Africa and Asia including Rwanda. Established in 1973 by the Bishops of Ireland, today Trócaire works in over 20 countries on issues including livelihoods, human rights, gender equality, HIV, climate change and emergency relief. In Ireland, we raise awareness about the causes of poverty through our outreach programmes in the education sector, through parish networks, and through our public campaigns and advocacy work. Trócaire was established to express the concern of the Irish Catholic Church for any form of human need, but particularly for the needs and problems of under-developed communities by the relief of poverty and the advancement of education. More information about Trócaire can be found on http://www.trocaire.org/.

Trócaire has been operating in Rwanda since 1994 and is currently implementing a 5-year Strategic plan from 2016-2020 focused on 3 programme pillars: Resource Rights, Women’s Empowerment and Preparing and Responding to Emergencies. Trócaire does not implement programme directly. Instead the organisation works in partnership with local civil society organisations in 7 districts in Rwanda.

In line with its mandate and regulatory requirements in Rwanda, Trócaire intends to recruit a competent and reputable audit firm to conduct an external to audit the organisation for the financial year March 2018 to February 2019.  A separate institutional audit is conducted annually in Ireland.

  1. Introduction

This document deals with:

Section 3          Confidentiality

Section 4          Registration and constitution

Section 5          Trustees and Board

Section 6         Scope of work

Section 7          Content and format of EOIs

Section 8          General Terms and Conditions

Section 9          Conflict of Interest

Section 10        Intellectual Property

Section 11        Termination of Contract

Section 13        Evaluation of Tenders

Section 14        Submission of EOIs

  1. Confidentiality

Trócaire will treat the content of all tenders as being confidential and information provided in the EOIs will be used solely for the purpose of deciding on the award of a contract as described in this document.

  1. Registration and Constitution

Trócaire is a registered charity in the Republic of Ireland (charity number CHY 5883), granted charitable status under Sections 207 and 208 of the Taxes Consolidation Act 1997. Trócaire is governed by a Trust Deed dated 18 December 1973, as amended on 14 June 2001 and 19 October 2010.

  1. Trustees and Board

Trustees based in Ireland are appointed by the Episcopal Conference. There are six Trustees, all of whom must be an Archbishop or Bishop of the Irish Hierarchy. The Trustees appoint a Board consisting of up to 14 members to advise and assist them in the governance of Trócaire. The members of the Board are subject to retirement by rotation, having held office for three years consecutively. No member of the Board other than a Trustee or an ex-Officio Member shall hold office for longer than six consecutive years.

  1. Scope of the Work

The following services to Trócaire are required:

  1. The annual audit of the accounts of Trócaire, Kigali, Rwanda governed by a Trust Deed;
  2. The provision of a comprehensive Management Letter.

 

  1. Content and Format of Expressions of interest

Proposals should be submitted by way of a written EOI document and contain the below elements:

  1. Details of your firm i.e. a company profile including company history, company structure and top five clients;
  2. A summary of the audit firm’s experience and competency in the areas outlined above especially in the not for profit/INGO/Charity sector;
  3. Audit team resourcing including experience and qualifications;
  4. Audit approach from planning to reporting;
  5. Transition arrangements;
  6. Quality assurance throughout the audit process and clarity of Engagement partner; and
  7. Audit Fees.

The above information is not limited and can be expanded with additional documentation.

  1. General Terms and Conditions
  2. Trócaire does not bind itself to accept the lowest priced EOI;
  3. Trócaire shall be free to:
    1. To accept none of the proposals tendered;
    2. To republish this EOI
  4. In the event of not accepting any of the proposals received on foot of this Request for Tenders, Trócaire shall be free to make such arrangements as it considers necessary in relation to the provision of the services;
  5. Trócaire will not be liable for any costs or expenses incurred in the preparation of a tender.
  6. The tenderers shall maintain strict confidentiality in relation to the services being sought and the tendering process.
  7. The Contract shall be considered as a contract made in Ireland, according to Irish law and subject to the exclusive jurisdiction of the Irish courts.
  8. The Standard Terms and Conditions to which Trócaire expects all of its supplier to respect is attached in Appendix 1.
  9. The Suppliers Code of Conduct to which Trócaire expects all of its suppliers and service providers to respect is attached in Appendix 2

 

  1. Conflicts of interest
    • Any conflicts interest involving an applicant must be fully disclosed to Trócaire. Failure to disclose a conflict may disqualify an applicant or invalidate an award of the contract. Applicants are required to declare any current or past work which might reasonably be considered to represent a conflict of interest. It will be for Trócaire to decide if a material conflict of interest exists and applicants in doubt in this regard should seek the advice of Trócaire.
  • Advice provided to Trócaire must be accompanied by a statement that there is no conflict of interest involving the applicant. In the event where there is a conflict, Trócaire reserves the right to retain another firm of solicitors to provide the advice, for that issue alone.
  1. Intellectual Property

Any concept, guidelines or other material developed during the contract will be considered the property of Trócaire and may be used by Trócaire at any time.

  1. Termination of Contract
    • Trócaire reserves the right to terminate the contract at any stage on payment of reasonable and agreed costs accrued to the date of termination. The contract may be terminated by either party on giving one month’s written notice or a shorter notice period if both parties agree.
  • If at any stage during the contract, the work being undertaken by the tenderer is found to be unsatisfactory, the contract may be terminated by Trócaire. In the event of such a termination, the tenderer will only be entitled to receive payment in relation to the acceptable work done. The computation of such payment shall be based on the extent of approved work carried out to the date of termination valued, by use of the costs used in the tender submission.
  1. Evaluation of EOIs
  • Following the submission of your EOI proposals, you will be asked to make a presentation to the selection or procurement committee panel which will include a question and answer session and following this, the selection panel aims to make a justified choice.
  • During the evaluation period clarification may be sought in writing from tenderers. Responses to requests for clarification may not materially change any elements of the tenders submitted.
  • No unsolicited communications from tenderers will be entertained during the evaluation period.
  • Trócaire’s Finance and Administration Manger, Diogene Rusumbabahizi, will be responsible for co-ordinating this tender process and all questions and requests for further information should be co-ordinated through him. He can be contacted via email on Diogene. rusumbabanizi@trocaire.org.
  1. Submission of EOIs

All interested and qualified audit firms should submit well typed Technical and financial proposals clearly marked “EOI for External Audit services” to the Procurement Committee, Trócaire Rwanda, BHC Building, 260 Bvd de l’Umuganda, Kacyiru, Kigali, Rwanda not later than by 30 November 2018 at 13h00.

Alternatively, the proposals should be submitted by email to christelle.akumukama@trocaire.org  with a copy to   diogene.rusumbabahizi@trocaire.org  clearly indicating the services/goods in the subject heading.   Demonstrable experience and Value for Money (VFM) will be key considerations in evaluating proposals submitted.  Only suitably qualified audit firms resident in Rwanda and registered with ICPAR and recognised by RRA will be considered. Any questions regarding this consultancy should be directed to the same email addresses.

Done at Kigali on 5 November 2018.

Country Director

Trócaire-Rwanda