Request for Proposals (RFP) for Audit Service at Equal Access

Request for Proposal

EAI would like to engage the services of a reputable audit firm to carry out the statutory annual audit for the next three (03) years (2024-2026), covering the annual fiscal year periods of January-December 2023, 2024, and 2025. Qualified vendors are invited to submit a proposal as outlined below.

1. RFP No.	No. # RFP-EAI-NG-2024-015
2. Issue Date	18/01/2023
3. Title	Audit Services
4. Issuing Office & Email Address for Submission of Quotations	Equal Access to Knowledge Development Initiatives - (Equal Access International - EAI) No.28 Wada Aliyu Road Off Ahmadu Bello Way Off Suleiman Crescent Nassarawa GRA Kano.  Email for submission of quotes: humanresourcesng@equalaccess.org
6. Deadline for Receipt of Proposals	Proposals are due by 12 Noon Friday the 26 January  2024.
7. Contact Person	Okee Friday Enemona ofridayenemona@equalaccess.org
8. Anticipated Award Type	EAI anticipates issuing a Firm Fixed Price Purchase Order for three  years 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.

 

10. General Instructions to Offerors	Submission of Proposals - Proposals must be in English, soft copy sent to humanresourcesng@equalaccess.org. 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.
11. Invoice Payment and Withholding Tax (WHT)	Payment will be made and will include the deduction of Withholding Tax (WHT) that EAI will remit to the Federal Inland Revenue Service on your behalf, as you will provide your Tax Identification Number (TIN).
12. Scope of Work Requirements for Technical Acceptability	EAI seeks to obtain reasonable assurance that the financial statements reflect a true and fair view of the financial position of the   organization. The Offeror shall undertake this engagement in accordance 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 Terms and Conditions	Offerors shall be aware of the general terms and conditions for an award 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.

 

15. Offeror’s Agreement with Terms and Conditions

The completion of all RFP requirements in accordance with the instructions in this RFP and submission to EAI of a quote will constitute 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 has the right to increase or decrease the services mentioned in this RFP.

16. Determination of Responsibility

EAI will not enter into any type of agreement with a vendor prior to ensuring the vendor’s responsibility. When assessing a vendor’s responsibility, the following factors are taken into consideration: Provide copies of the required business licenses to operate. Provide financial statements and audits as requested to ensure adequate resources to complete the SOW. Provide a list on other establishments preferably in the NGO sector. Ability to comply with required or proposed delivery or performance schedules.

.Introduction and 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 Nigeria 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 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 if they do not receive direct communications (amendments, answers to questions, etc.) prior to the closing date.

Type of Award Anticipated

EAI anticipates the award of a Firm Fixed Price Agreement for two years with the option to extend for an additional year. This agreement type and duration is subject to change during negotiations.

General Instructions to Offerors

General Instructions

“Offeror”, 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 Friday 26 January 2024 at 12 Noon to be submitted via email to the email address (humanresourcesng@equalaccess.org) or in a sealed envelope to the EAI Office in Kano at the address specified above. 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.

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:

1. The Offeror will certify a validity period of 90 calendar days for the prices provided.
2. The Offeror will acknowledge the solicitation amendments received.

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. 

Instructions for the Preparation of Technical Proposals

Technical proposals shall be sealed in a separate envelope from cost/price proposals and shall be clearly labeled as “VOLUME I: TECHNICAL PROPOSAL”.

Technical proposals shall include the following contents:

1. Technical Approach - Description of the proposed services which meets or exceeds the stated technical specifications or scope of work. The proposal must show how the Offeror plans to complete the work and describe an approach that demonstrates the achievement of timely and acceptable performance of the work.
2. Management Approach – Description of the Offeror’s staff assigned to the project. The proposal should describe how the proposed team members have the necessary experience and capabilities to carry out the Technical Approach. The Vendor should submit at least one (01) CV for the Technical Team (Senior Audit Personnel).
3. Past Performance –Provide a list of at least three (03) recent awards of similar scope and duration, at least one of which must be a Non-Governmental Organization. The information shall be supplied as a table, links to past work, and shall include the legal name and address of the organization for which services were performed, a description of work performed, the duration of the work and the value of the contract, description of any problems encountered and how it was resolved, and a current contact phone number of a responsible and knowledgeable representative of the organization. See Attachment C.

Services Specified

For this RFP, EAI is in need of the services described in Attachment A.

Technical Evaluation Criteria

Each proposal will be evaluated and scored against the evaluation criteria and evaluation sub-criteria, which are stated in the table below. Cost/Price proposals are not assigned points, but for overall evaluation purposes of this RFP, technical evaluation factors other than cost/price, when combined, are considered approximately equal to cost/price factors.

1. Holds the requisite knowledge, skills and competencies required to perform its responsibilities with due professional care	30 points
2. At least three years of experience in auditing not-for-profit organizations	20 points
3. The firm must be registered in Nigeria and adhere to all legal requirements to operate in Nigeria i.e., registered with the relevant regulating accounting/auditing body in Nigeria	20 points
4. Staff assignment to the audit exercise and availability of staff to respond to questions within the scope of engagement	10 points
5. Demonstrated experience of auditing Non-Governmental Organizations - provide at least two recommendation letters from past audited not-for- profit clients	10 points
6. The firm must have been in operation continuously for the last five (05) years carrying out auditing and accounting duties in Nigeria	10 points

Instructions for the Preparation of Cost/Price Proposals

Cost/Price Proposals

Cost/Price proposals shall be clearly labeled as “VOLUME II: COST/PRICE PROPOSAL”. Please submit a Price Schedule.

It is important to note Withholding Tax (WHT) shall be included on a separate line. These services are not eligible for WHT exemption under the EAI prime contract. The Subcontractor is responsible for all applicable taxes and fees, as prescribed under the applicable laws for income, compensation, permits, licenses, and other taxes and fees due as required.

Basis of Award

Best Value Determination

EAI will review all proposals and make an award based on the technical and cost evaluation criteria stated above and select the Offeror whose proposal provides the best value to EAI. EAI may also exclude an offer from consideration if it determines that an Offeror is "not responsible", i.e., that it does not have the management and financial capabilities required to perform the work required.

Evaluation points will not be awarded for cost. Cost will primarily be evaluated for realism and reasonableness. EAI may award a higher priced Offeror if a determination is made that the higher technical evaluation of that Offeror merits the additional cost/price.

EAI may award to an Offeror without discussions. Therefore, the initial offer must contain the Offeror’s best price and technical terms.

Responsibility Determination

EAI will not enter into any type of agreement with an Offeror prior to ensuring the Offeror’s responsibility. When assessing an Offeror’s responsibility, the following factors are taken into consideration:

1. Provide evidence of the required business licenses to operate in Nigeria.
2. Have adequate financial resources to finance and perform the work or  the ability to obtain financial resources without receiving advance funds from EAI.
3. Ability to comply with required or proposed delivery or performance schedules.
4. Have a satisfactory past performance record.
5. Have a satisfactory record of integrity and business ethics.
6. Have the necessary organization, experience, accounting, and operational controls and  technical skills.
7. Be qualified and eligible to perform work under applicable laws and regulations.

Inspection & Acceptance

The designated EAI Senior Finance and Operations Officer will inspect from time to time the services being performed to determine whether the activities are being performed in a satisfactory manner, and that all questions are responded to within the scope of work.

Compliance with Terms and Conditions

General Terms and Conditions

Offerors agree to comply with the general terms and conditions for an award resulting from this RFP. The selected Offeror shall comply with all Representations and Certifications of Compliance listed in Attachment D.

Procurement Ethics

Neither payment nor preference shall be made by either the Offeror, or by any EAI staff, to affect the results of the award. EAI treats all reports of possible fraud/abuse very seriously. Acts of fraud or corruption will not be tolerated, and EAI employees and/or subcontractors/grantees/vendors who engage in such activities will face serious consequences. Any such practice constitutes an unethical, illegal, and corrupt practice and either the Offeror or the EAI staff may report violations 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 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.

EAI ensures anonymity and an unbiased, serious review and treatment of the information provided. Such practice may result in the cancellation of the procurement and disqualification of the Offeror’s participation in this, and future, procurements. Violators will be reported to the US Government, and as a result, may be reported to the U.S. Department of Justice to be included in a Restricted Parties list, preventing them from participating in future U.S. Government business.

Offerors must provide full, accurate and complete information in response to this solicitation. The penalty for materially false responses is prescribed in Section 1001 of Title 18 of the United States Code.

In addition, EAI takes the payment of State Departments funds to pay terrorists, or groups supporting terrorists, or other parties in exchange for protection very seriously. Should the terrorist, groups, or other parties attempt to extort/demand payment from your organization you are asked to immediately report the incident to EAI’s Ethics and Compliance Anonymous Hotline at the contacts described in this clause.

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.

ATTACHMENT A

TERMS OF REFERENCE FOR EXTERNAL AUDIT SERVICES

1.0 INTRODUCTION

Equal Access International (EAI) – a non-governmental organization (NGO) headquartered in Washington, D.C. – partners with communities around the world to co-create sustainable solutions utilizing community engagement and participatory media and technology. With funding from bi-laterals, multi-laterals, foundations, and individual donors, EAI has an over 20-year track record implementing social change projects around the world and currently operates through 12 country programs across Asia and East and West Africa. In Nigeria, we work with youth, women, community active members, religious leaders, local organizations, etc. providing them with the skills, tools, and platforms to amplify their voices and create a space for inclusiveness in local public dialogue on critical  issues related to peace, security, EWER, trauma, radicalization, and livelihood.

In its delivery of programs EAI strives to uphold the highest levels of accountability guided by related finance management policies, practices, and standards.

EAI would like to engage the services of a reputable audit firm for the next three (03) years to carry-out the statutory audit for the period January 1, 2023, to December 31, 2023, and the subsequent years of 2024 and 2025, annually.

OBJECTIVES

The objective of the EAI-Nigeria 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 Nigeria 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 to ensure that organization resources are being properly managed.

The Audit shall also perform the following:

1. Assess level of compliance with all applicable Government of Nigeria legal registration requirements as well as with all other statutory requirements (NGO Board (Nigeria INGO Forum), Kano Board of Internal Revenue (P.A.Y.E and WHT), National Housing Fund), Corporate Affairs Commission, Federal Inland Revenue Service (WHT, TCC) Labour Law etc.) as applicable.
2. Assess whether appropriate supporting documents, records, and books of accounting have been kept.
3. Verify whether the financial statements were prepared in accordance with applicable standards mentioned and give a true and fair view of the financial position of the project.
4. Assess the adequacy and effectiveness of the accounting and overall internal control systems to monitor expenditure and other financial transactions and ensure safe custody of project financed assets and that they were used for the intended purpose.
5. Assess whether the project assets are real, used for intended purpose, and are properly recorded and managed in the fixed assets register in accordance with the EAI policies.

SCOPE OF WORK

The auditor shall undertake this engagement in accordance with the minimum Terms of Reference detailed below and:

1. Conform with International and Local Financial Reporting Standards (“IFRS”) and International Standards of Auditing (“ISA”).
2. Describe the detailed methodology around the sample selection of transactions and the documents the auditor will request as backup and period of performance in which the field work will be conducted.
3. Provide recommendations in relation to any findings; recommendations shall include an action plan for EAI-Nigeria organizational and accounting improvements based on findings and their implications. These standards must in all material respects include such tests and auditing procedures as the auditor considers necessary under the circumstances.
4. Comply with the Code of Ethics for professional accountants. The auditor must ascertain whether:
   1. Expenditures are legitimate, complete, and accurate; that funds have been used in accordance with the conditions of agreements and only for the provided purposes.
   2. Goods and services have been procured in accordance with sound procurement procedures with due attention to economy and efficiency. That vendors are selected objectively.
   3. Tax and social security remittances have been made in accordance with the Nigerian tax laws and for the period which the audit opinion relates.
   4. All necessary supporting documents, records, and accounts have been kept in respect of all project activities, with clear linkages between the books of accounts and reports.
   5. The existing financial practices and procedures are sound, in line with the Financial Policies and Administration Procedures Manual in place.
   6. Financial Statements have been prepared in accordance with International Accounting Standards or Generally Accepted Accounting Principles and Practices as appropriate and give a true and fair view of the financial position of the organizations Financial Year-End.
   7. Any other applicable terms and needs that may arise from time to time depending on applicable legislation at the time of audit.

Internal Control Systems

The auditor will conduct a review of the internal control systems to have sufficient knowledge of the procedures and systems. The auditor will assess the soundness and adequacy of EAI-Nigeria procedures, and whether those procedures are consistently applied in the normal course of operations. In the process of reviewing the internal control system, the auditor needs also to examine areas like governance, achievement of objectives, budget utilization, asset management, and procurement. The auditor should report any observations/findings on each of the above sections in the management letter. The above-defined scope does not in any way restrict the audit procedures or the techniques that the auditor may wish to use in forming an opinion on the financial statements.

Key Deliverables

The auditor is expected to present two types of reports: an opinion on the Financial Statements and a report on the internal control of the organization through a Management Letter.

The report on the Financial Statements will contain:

1. A professional opinion on the financial statements and supporting schedules.
2. Accounting standards that have been applied indicate the effect of any deviations from those standards.
3. The audit standards that were applied.

The Management Letter will cover:

1. Findings and recommendations on any deficiencies on governance, project/program implementation, financial management, procurement, and fixed asset management.
2. Areas of risk that need to be flagged to the management.

The auditors on completion of the audit work will submit four (4) original copies of the audit report appended to the financial statements along with the reports to the attention of the Equal Access International Nigeria Office at No. 28, Wada Aliyu Road off Ahmadu Bello Way Nassarawa GRA, Kano.

General

The auditor will be given access to all legal documents, correspondence, and any other information that may reasonably be deemed necessary to enable him/her to undertake the audit. This should include, but not be limited to, copies of all organizational policies, copies of the previous annual audit reports, and the relevant finance management and procurement guidelines.

Duration of the assignment

The audit work shall be completed within one (1) month from the date of commencement. The Audit Report should be delivered no later than the last day of the one-month timeline.

Qualifications of the consultant/firm

The Audit firm MUST meet the following qualifications to be considered.

1. Demonstrate that the firm holds the requisite knowledge, skills, and competencies required to perform its responsibilities with due professional care.
2. The firm must have been in operation continuously for the last five years carrying out auditing and taxation duties in Nigeria.
3. The firm must have at least three years of experience in Auditing Not for Profit organizations.
4. The firm must be registered in Nigeria and adhere to all legal requirements to operate in Nigeria.
5. The firm must be registered by the relevant regulating accounting/Auditing body registered in Nigeria.
6. Audit firm and staff must be independent of EAI.
7. The following document are mandatory requirements for all proposal submissions:
   1. A copy of Certificate of Registration/Incorporation
   2. Valid Tax Compliance Certificate
   3. Audited Accounts for the last 3 years
   4. Company Profile and detailed CVs of the firm’s Partners
   5. ICAN Membership and Certificate of Good standing

In addition to the above mandatory documents, the selection criteria will include the following:

1. A list of similar non-profit organizations served by your firm. The firm will be required to provide at least two (02) recommendation letters from the past audited not-for-profit clients.
2. Your staff assignments and availability to complete the audit on a timely basis.
3. Participation of senior audit personnel assigned to the engagement.
4. Availability of staff to respond to questions within the scope of the engagement and the charge, if any, for services outside the scope of the audit.

Attachment D: Representations and Certifications of Compliance

• Federal Excluded Parties List - The Bidder Select is not presently debarred, suspended, or determined ineligible for an award of a contract by any Federal agency.
• Executive Compensation Certification- FAR 52.204-10 requires EAI, as prime contractor of U.S. federal government contracts, to report compensation levels of the five most highly compensated subcontractor executives to the Federal Funding Accountability and Transparency Act Sub-Award Report System (FSRS)

Executive Order on Terrorism Financing- The Contractor is reminded that U.S. Executive Orders and U.S. law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. It is the legal responsibility of the Contractor/Recipient to ensure compliance with these Executive Orders and laws. Recipients may not engage with, or provide resources or support to, individuals,

and organizations associated with terrorism. No support or resources may be provided to individuals or entities that appear on the Specially Designated Nationals and Blocked persons List maintained by the US Treasury or the United Nations Security Designation List

• Trafficking of Persons – The Contractor may not traffic in persons (as defined in the Protocol to Prevent, Suppress, and Punish Trafficking of persons, especially Women and Children, supplementing the UN Convention against Transnational Organized Crime), procure commercial sex, and use forced labor during the period of this award.
• Certification and Disclosure Regarding Payment to Influence Certain Federal Transactions – The Bidder certifies that it currently is and will remain in compliance with FAR 52.203-11, Certification and Disclosure Regarding Payment to Influence Certain Federal Transactions.
• Organizational Conflict of Interest – The Bidder certifies that will comply FAR Part 9.5, Organizational Conflict of Interest. The Bidder certifies that is not aware of any information bearing on the existence of any potential organizational conflict of interest. The Bidder further certifies that if the Bidder becomes aware of information bearing on whether a potential conflict may exist, that Bidder shall immediately provide EAII with a disclosure statement describing this information.
• Business Size and Classification(s) – The Bidder certifies that is has accurately and completely identified its business size and classification(s) herein in accordance with the definitions and requirements set forth in FAR Part 19, Small Business Programs.
• Prohibition of Segregated Facilities - The Bidder certifies that it is compliant with FAR 52.222-21, Prohibition of Segregated Facilities.
• Equal Opportunity – The Bidder certifies that it does not discriminate against any employee or applicant for employment because of age, sex, religion, handicap, race, creed, color, or national origin.
• Labor Laws – The Bidder certifies that it is in compliance with all labor laws.
• Federal Acquisition Regulation (FAR) – The Bidder certifies that it is familiar with the Federal Acquisition Regulation (FAR) and is in not in violation of any certifications required in the applicable clauses of the FAR, including but not limited to certifications regarding lobbying, kickbacks, equal employment opportunity, affirmation action, and payments to influence Federal transactions.
• Employee Compliance – The Bidder warrants that it will require all employees, entities and individuals providing services in connection with the performance of an EAI Purchase Order to comply with the provisions of the resulting Purchase Order and with all Federal, State, and local laws and regulations in connection with the work associated therein.
• By submitting a proposal, offerors agree to fully comply with the terms and conditions above and all applicable U.S. federal government clauses included herein and will be asked to sign these Representations and Certifications upon award.