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REQUEST FOR PROPOSALS FOR CONSULTANCY SERVICES FOR THE PROVISION OF GRANTEES DESK-BASED REVIEW – AAS/RFP/006/2020

Background/Overview

The African Academy of Sciences (The AAS) is a non-aligned, non-political, not-for-profit pan African organisation whose vision is to see transformed lives on the African continent through science. The AAS’s tripartite mandate is recognising excellence through the AAS’ highly prestigious fellowship, Affiliates and award schemes, providing advisory and think tank functions for shaping Africa’s Science, Technology and Innovation (STI) strategies and policies and implementing key Science, Technology and Innovation programmes addressing Africa’s developmental challenges.

Vision:

Transformed lives through science.

Mission:

Leverage resources through research excellence and thought leadership for sustainable development.

2.0 Objectives:

· To conduct desk-based pre-grant assessments for the various AAS grantees.

· To assess compliance of grantees’ organization with GFGP standards on Finance, Governance, Procurement and Human Resource.

· To produce compliance report to the grantees’ organization and the AAS.

3.0 Scope of work

The Consultant is expected to work with the AAS Finance department to conduct the GFGP Online Portal Desktop Review for the various grantees’ organization. The grantees organization are expected to have already completed and submitted their GFGP Online Assessment. The consultant may request for any additional information from the Grantees organization as they deem fit to help complete the review. The Consultant shall review and produce a report for Individual grantees organization as well as an Overall Report for the Management. To accomplish this, the Consultant shall provide a clear methodology and work-plan indicating all the steps and duration for the review.

Summary of scope will include but not limited to the below:

  1. Review grantees’ GFGP online assessment results;

  2. Obtain all the information needed from the grantees organization/institutes to conduct a desk-based review. The review should include review of below areas:

a) An understanding of the governance and risk management of the organization

b) Compliance to the tax regulatory authority and statutory requirements

c) Review of audited accounts & management letters

d) Controls around bank accounts and bank reconciliations

e) Human Resource policies and organisational structure

  1. Obtain the Organization/Institutes responses to AAS compliance questions;

  2. Conduct desk-based review and assess them off-site;

  3. Obtain an understanding of the results; this includes a comparison of the online results and off-site assessment results. Collaborate with the institutes to ensure that complete information has been provided;

  4. Prepare the institutes compliance reports and a consolidated report for the exercise.

  5. Review and discuss the compliance reports to ensure that the template captures all critical details;

  6. Discuss the compliance reporting process used, identify gaps/any repetitions and recommend changes;

  7. Discuss and record the recommended changes to the simple and standard process.

  8. Record any challenges encountered while conducting the off-site assessments.

4.0 Key Tasks/Deliverables:

Written reports should be submitted as a deliverable following the pre-award assessments. The reports should at the minimum comprise of the organizations background, methodology/approach, limitations of the review, reviewed documents, assessments scores, risks identified, risk matrix and detailed findings and recommendations on the issues identified during the pre-award desk review assessment.

5.0 Proposal Submission Guidelines

Proposals from bidders should include the following elements:

a) A covering letter introducing the submission

b) Detailed CVs of the consultant(s) outlining the relevant skills and experience

c) Five references from organizations with whom you’ve worked on similar projects outlining these past project deliverables and results;

d) Proposed approach (methodology) to the assignment, including the use of in country offices, where appropriate.

e) Include confirmation that there are no conflicts in performing this work, or if there are how these would be managed;

f) Certificate of Corporation **

g) Current business licenses

h) Valid VAT and PIN Certificate

i) Current valid Tax Compliance Certificate from relevant Revenue Authority

j) Financial capability of the Company – submit the latest 2 year audited financial statements

k) Consultant(s) are encouraged to include any additional information they believe demonstrates added value for the AAS within the scope of this assignment.

l) Please note that at this point, we do not require financial proposal.

6.0 Consultant profile

The Consultant should demonstrate skills and knowledge in the following:

a) Should be registered with professional Accountancy Body (ICPAK)

b) Over 5 years of Audit experience.

c) 3 years’ experience of conducting due diligence assessments.

d) Provide 2 references for organization where similar work has been undertaken.

7.0 Evaluation Criteria

The following is a summary of the rated criteria and weightings for the evaluation of proposals. Firms who do not meet the minimum threshold score will not proceed to the next stage of the evaluation. Successful consultants will be shortlisted and invited for an interview.

Response will be evaluated based on the following criteria: **

Criteria

Score

Section 1: Mandatory Documents

a) Company Profile

b) Financial capability of the Company – submit the latest 2 year audited financial statements

c) Copy of Certificate of Corporation

d) Copy of VAT/PIN Registration Certificate

e) Current valid Tax Compliance Certificate from Kenya Revenue Authority

f) Copy of current Trade License.

NB: All the mandatory documents must be provided for the firm to be considered for Technical evaluation in Section 2 below

Mandatory

Section 2: Technical Evaluation

Adequacy of the proposed work plan, milestones, outcomes, deliverables and methodology in responding to the terms of reference.

40%

Specific experience of the consultant related to the assignment and successful outcomes (Provide evidence of having undertaken similar assignments in the last 5 years)

30%

Qualifications and competence of the key staff for the assignment

30%

Total

100%

8.0 Other Terms and Conditions

This document is the property of the AAS and contains proprietary and confidential information. Recipients may use or reproduce the information detailed within this document and any other supporting information only to provide a response to this RFP.

The AAS makes no commitment to any consultant/service provider unless a contract has been awarded and signed by both parties. the AAS reserves the right to cease this exercise at any time. During the period of this activity, no contact should occur between any members of the supplier’s staff and any member of The AAS staff in relation to this exercise other than through the designated contact points as detailed within this RFP. It is however recognized that pre-existing relationships if any, shall be respected.

8.1 Non-Disclosure and Confidentiality

Consultants should be aware that inappropriate publicity could have a serious effect upon the AAS’s business. The information contained within this document or subsequently made available to the consultant is deemed confidential and must not be disclosed without the prior written consent of The AAS unless required by law.

How to apply

Instructions on the Proposal Submission Process

(a) The RFP document may be downloaded from the AAS website on www.aasciences.ac.ke/tenders

(b) Proposals to be submitted strictly via email to [email protected] and marked as follows on the subject line: AAS/RFP/006/2020 – RFP for Consultancy Services for Desk-based Pre-award assessments’**

(c) Deadline for submission of proposals is Friday, 12th June 2020 at 1700hrs (East African Time)

(d) Request for clarifications to be sent to [email protected] by COB 29th May 2020.

(e) At any time before the proposal submission deadline, The AAS may amend this RFP. The amendments shall be uploaded on the AAS website www.aasciences.africa and will be binding on interested bidders. If the amendment is substantial, the AAS may extend the proposal submission deadline to give the participating vendors reasonable time to incorporate the amendment(s) into their proposals. **

(f) Kindly encrypt your proposal with a password and share the password within 24hrs after the tender closing date

NB: ANY PROPOSAL THAT IS NOT PASSWORD ENCRYPTED WILL BE AUTOMATICALLY DISQUALIFIED

Primary RFP Contact

Procurement Office

The African Academy of Sciences Headquarters,

8 Miotoni Lane, Karen

P.O. Box 24916, Nairobi, Kenya

Telephone: +254 208 060 674 / 709 158 130 / 709 158 100

[email protected]

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