(EOI) To provide risk management & procurement support to Trocaire Partners

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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 FOR EXPRESSION OF INTEREST (EOI) TO PROVIDE RISK MANAGEMENT & PROCUREMENT SUPPORT TO TROCAIRE PARTNERS

Organization

Trócaire Rwanda

BHC Building, 260 Bvd de l’Umuganda, Kacyiru, P.O. Box 2040,

Kigali, Rwanda

Tel: (+250) 0252 502663 / (+250) 0252 502664

 

Reference

Expression of Interest (EOI) from suitably qualified consulting firms or individual consultants in risk management and procurement policies

 

Assignment

Support to Trócaire partners in risk management and updating/development of procurement policies.

 

Contact for clarification

Trócaire Finance Manager

 

Release date

5 November 2018

 

Deadline for EOIs

23 November 2018 at 13:00pm

 

  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. 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 organization works in partnership with local civil society and Catholic organisations in 7 districts in Rwanda.

Trócaire aims to improve the capacity of CSOs in line with its partnership approach.  As part of partner Capacity Assessments and Support framework in place, Trócaire has realized that partners have limited institutional understanding of risk management.  In October 2018, Trócaire completed an assignment focused on governance training of partner board members and executive secretaries during which risk management emerged as an area of additional support in 2019.    Some partners also need to update their procurement policies given the strategic importance of sound procurement in partners.

Trócaire Rwanda is inviting qualified, reputable consulting firms to provide risk management and procurement policy update support to 15 partner organisations as outlined below.  The expression of interests should reflect the title as follows“EOI for Risk Management & procurement policies Support” 

  1. Confidentiality

Trócaire will treat the content of all submissions as strictly confidential and information provided in the proposals will be used solely for the purpose of developing a supplier list as described in this document.

  1. Purpose and scope of the assignment

The purpose of this Request for Expression of Interest is to solicit the services of the consultancy firm (consultant) to conduct training for all partners in risk management, provide support in developing a risk management framework and an institutional risk register as well as development/updating of procurement policies and templates.   The following identifies the key areas to be covered during risk management and procurement capacity support to partners.

Training of partners in risk management covering the following:

  • Definition of risk management with a clarification of risk and opportunity;
  • Risk management frameworks and applicability to NGOs;
  • Role of the board and management in risk management;
  • The 3 lines of defense model and how to implement it in NGOs;
  • Unpacking the concept of risk appetite;
  • Tracking audit recommendations & Combined assurance and how to implement it in NGOs;
  • Distinction between strategic and operational risks;
  • Risk management process – identification, assessment, treatment and mitigation of risks;
  • How to develop a Risk Framework for an NGO;
  • Understanding the concept of direction of risk and how to manage residual risks;
  • How to develop a risk register and importance of internal controls; and
  • Embedding a risk culture and reporting of risks.

Targeted capacity support to individual partners in risk management covering:

  • Development of Risk Management Framework specific to the partner organisation;
  • Facilitated development of Risk Register and sign off by Executive Management;
  • Facilitate Approval of risk Management Framework by the board and related risk register; and
  • Recommendations on embedding a risk culture and risk reporting.

The support will focus on all 15 partners but a decision can be made to focus on specific partners based on risk analysis.

Targeted capacity support to individual partners in procurement covering:

  • Partner with the global supply chain manager of Trócaire to deliver Training on procurement to partners;
  • Review Trócaire Supply chain manual and donor-specific procurement regulations (i.e. USAID and European Commission) to isolate key procurement policy provisions to be considered by relevant partners;
  • Review of existing Partner policies to understand gaps in procurement policy;
  • Draft new/ update existing policies with additional policy procurement policy provisions including approval limits;
  • Summarise the procurement chart of the organization;
  • Develop or update procurement cycle templates to be used; and
  • Ensure approval of revised procurement/finance policies in relation to procurement by the governance structure in the partners.

The support will focus on all 15 partners but a decision can be made to focus on specific partners based on risk analysis.

 Report of consultancy initiatives with Recommendations to Trócaire and partners

Prepare a report of the training and capacity support with clear recommendations to Trócaire and partners for outstanding actions after the consultancy.  Recommendations should be specific per partner and agreed.

  1. Documentation required to be submitted with EOI

Consultants/Consulting companies submitting EOIs should include the following:

  • Technical bid showing a clear understanding of the scope of assignment and examples of similar assignments done before;
  • Proposed coverage of training in risk management and procurement relevant to NGOs;
  • Financial bid with a clear breakdown of costs and rate per day in RWF;
  • VAT Registration and Tax Clearance Certificate;
  • Payment terms and pricing structure;
  • Resume of lead consultant(s);
  • Proposed turnaround time in line with the proposed timeline above;
  • Contact details of 3 references;
  • Proof of registration with RRA;
  • Registration with a relevant institution(s) such as ICPAR, IRM, IPRMA, CIPS or IRMSA; and
  • Contacts of account relationship manager(s) proposed for this assignment.
  1. Expertise required and Qualification:

Interested registered individual or corporate consulting firms should demonstrate relevant experience in the following areas:

  • Experience in similar assignments in building the capacity of organizations in risk management & development of procurement policies;
  • Having worked with development sector organizations on the same is an added advantage;
  • CPA, ACCA or MBA with coverage of risk management & procurement;
  • Specific Qualifications in risk management such as Certificate in risk management such as CRMA, PRM, FRM or IRMSA is an added advantage;
  • Specific qualifications in procurement such as CIPS is an added advantage;
  • Strong understanding of internal controls and procurement/supply chain in organizations;
  • Participatory training methodologies;
  • Strong understanding of Risk Management and procurement and understanding of emerging risks in NGOs;
  • Strong background and experience of working in the country and programme context;
  • Knowledge of risk management frameworks and procurement policies and how to operationalize them;
  • Good command of English, French, and Kinyarwanda with ability to present and moderate discussions in any of these languages; and
  • Working within agreed deadlines while producing high quality work output.
  1. General Terms and Conditions

Trócaire Rwanda reserves the right to reject any and all Expressions of Interest not fulfilling requirements associated with this request. Trócaire Rwanda will in no case be responsible or liable for any and all costs associated with the preparation and submission of Expressions of Interest.

  • Trócaire does not bind itself to accept the lowest priced tender;
  • Trócaire reserves the right to engage other companies/consultants if required;

Trócaire shall be free to:

  • To accept the whole, or part only, of any EOI;
  • To accept none of the EOIs tendered;
  • To republish this Request for EOIs;
  • In the event of not accepting any of the EOIs received on foot of this Request for EOI, Trócaire shall be free to make such arrangements as it considers necessary in relation to the provision of the services;
  • The EOI shall maintain strict confidentiality in relation to the services being sought and the evaluation process;
  • Any subsequent contract shall be considered as a contract made in Rwanda, according to Rwanda law; and
  • The Standard Terms and Conditions to which Trócaire expects all of its supplier to respect is found on the Trócaire website - https://www.trocaire.org/about/work-with-trocaire/supply-chain.
  1. Conflict of interest.

Any conflict of 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 any material conflict of interest exists and applicants in doubt in this regard should seek the advice of Trócaire.

  1. Intellectual property

Any concepts, guidelines or other material developed during the contract will be considered as the property of Trócaire and may be used by Trócaire.

  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.

If at any stage during the contract, the services delivered by the consultant is found to be unsatisfactory, the contract may be terminated by Trócaire. In the event of such a termination, the consultant will only be entitled to receive payment in relation to the acceptable services rendered at that time.

  1. Submission of Expression of Interests (EOI)

All interested and qualified companies should submit well typed “Expressions of interest for Risk management & procurement support” submitted to Procurement Committee, Trócaire Rwanda, BHC Building, 260 Bvd de l’Umuganda, Kacyiru, Kigali, Rwanda not later than by 23 November 2018 at 13h00.

Alternatively, the EOIs 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 consulting firms resident in Rwanda will be considered. Any questions regarding this consultancy should be directed to the same email addresses.  Only suitably qualified consulting firms will be contacted for further engagement.

Country Director

2 November 2018