Request for Proposals (RFP) for Procurement of a Annual Audit/Tax Filing in Rwanda

Request for Proposals (RFP)  Education Development Center, Inc.

(Hereafter referred to as “EDC”)

 RFP for Procurement of a Annual Audit/Tax Filing in Rwanda

Date of Issuance:

October 7, 2024

Education Development Center, Inc. (EDC) is an international nonprofit organization that develops, delivers, and evaluates innovative programs to address some of the world’s most urgent challenges.  Our work includes research, training, educational materials and strategy, with activities ranging from seed projects to large-scale initiatives. EDC enjoys a worldwide reputation for its excellence in program and fiscal management and for the impact of its work.

The primary purpose of the 3-year, USAID-funded Ibitabo Kuri Twese (IKT) Project is to strengthen the market system for teaching and learning materials and increase the quantity, quality, affordability, and accessibility of books and other reading materials (physical and digital) in schools, homes, and communities, contributing to improved reading outcomes. EDC’s work on the IKT project is funded by the United States Agency for International Development (USAID); organizations submitting proposals in response to this Request for Proposal (“RFP”) have no relationship with USAID under the terms of this RFP or any resultant contract. All communications regarding this RFP must be directed to EDC.

Organizations submitting proposals in response to this Request for Proposals (“RFP”) have no relationship with USAID under the terms of this RFP or any resultant contract. All communications regarding this RFP must be directed to EDC.

Purpose and Eligibility`

1.1 Purpose

The purpose of this RFP is to invite prospective Offerors to submit Proposals to provide an annual audit/tax filing in Rwanda.

1.2 Eligibility

This procurement is open to offers from organizations incorporated or legally registered under the laws of the Rwanda.

General Information

2.1 Original RFP Document

EDC shall retain the RFP, and all related terms and conditions, exhibits and other attachments, in original form in an archival copy. Any modification of these, in the Offeror’s submission or subsequent contract, is grounds for immediate disqualification.

2.2 RFP Provisions

• All information provided by EDC in this RFP is offered in good faith. EDC makes no certification that any item is without error. EDC is not responsible or liable for any use of the information or for any claims asserted therefrom.
• This RFP under any circumstances is will it commit EDC to pay any costs incurred by the Offeror in the submission of a Proposals. This is the Offeror’s responsibility.
• All materials submitted in response to this RFP shall become the property of EDC upon delivery to EDC.
• Additional documentation may be required prior to selection.
• All Proposals in response to this RFP and other communications related must be in English.

2.3 Schedule of Events

The following schedule applies to this RFP but may change in accordance with EDC’s needs or unforeseen circumstances. Any changes made to the stated timeline will be announced as formal modifications to the RFP.

Proposals Submission and Selection

3.1 Offeror’s Understanding of the RFP

In responding to this RFP, the Offeror fully understands the RFP in its entirety and in details, including making any inquiries to EDC as necessary to gain such understanding. Clarification questions must be submitted by potential Offerors—in writing— by the date and time designated in Line A of the Chart in Section 2.3. Responses will be published in writing. EDC reserves the right to disqualify at its sole discretion any Offeror who submits a Proposal that is not responsive or that demonstrates less than such understanding. That right extends to the cancellation of the contract if a contract has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to EDC.

3.2 Communication

Verbal communication shall not be effective. In no case shall verbal communication govern over written communications.

Offerors’ inquiries, questions, and requests for clarification related to this RFP are to be directed in writing in English by the date and time designated in Line A of the Chart in Section 2.3 to:

Education Development Center, Inc.

Attention: Procurement Unit

E-mail:  ryp@edc.org

Email subject: “Questions regarding RFP Rwanda Annual Audit/Tax filing”

3.3 Proposal Submission

Proposals must be provided on the Offerors’s letterhead or stationery and sent by email to:

Education Development Center, Inc.

Attention: Procurement Unit

E-mail: ryp@edc.org 

Email subject: “Questions regarding RFP Rwanda Annual Audit/Tax filing”

Proposals must have the subject line of “Proposal in response to RFP Rwanda Annual Audit/Tax filing” and must include the number of emails (for example, Email 1 of 2, Email 2 of 2, etc.) in the subject line. The Proposal itself must include all documents required by the RFP in Word, Excel, or PDF and those documents must be attached to the email message(s); all attachments must be clearly labeled and must be numbered sequentially in order for EDC to review the Proposal. If the Proposal is sent in more than one email message, the Offeror must send all of the email messages with the Proposal submission on the same day and time the sending of the emails as closely as practicable.

It is the responsibility of the Offeror to ensure timely delivery of the Proposals to EDC by the date and time designated in Line C of the Chart in Section 2.3.

3.4 Eligibility of Proposals 

3.4.1 Complete Proposals 

Offerors must submit all components required by this RFP, including its annexes, in order for their Proposals to be complete. Before evaluating Proposals, EDC will determine which Proposals include the components required by the RFP, see Annex B, to be considered complete Proposals. Please note that although EDC will determine certain Proposals to be complete, this determination does not signify that an award will be made to one or any of the Offerors with complete Proposals. Only complete Proposals will be evaluated and considered for an award.

3.4.2 Past Performance 

Offerors may be disqualified if a check of past performance demonstrates that the Offeror has not been able to deliver similar services on time and in a satisfactory manner.

3.5 Evaluation Criteria

EDC shall evaluate all eligible Proposals based on price. To be considered eligible, Offerors must meet and demonstrate the following minimum requirements:

Tax Opinion

Technical Evaluation/Requirement

Financial Evaluation: to be considered for the Financial Evaluation, offeror must score 60 or above in the Technical Evaluation.  The weight of the financial evaluation will include a determination of cost realism.  Cost realism is defined as the offeror’s ability to project costs which are realistic for the work to be performed; reflect a clear understanding of the requirements; and are consistent with the offeror’s technical capacity

3.6 Selection 

EDC may award a contract without discussions with Offerors.  As such, Offerors are strongly encouraged to submit their best Proposals with their original submissions. EDC reserves the right to site visits and/or to conduct discussions, which may result in revisions to Proposals, with one or more than one or all Offeror(s) if EDC determines, at its sole discretion, discussions to be necessary. Discussions may include oral presentations provided by the Offeror.

Technical Specifications & Requirements

 4.1.1 Statement of Work 

The objective of this engagement is to:

Tax Opinion

• (1) provide EDC with an FY24 Declaration & Certification of Financial Statements for the period October 1, 2023-September 30, 2024 to meet the Rwanda statutory filing requirements.
• (2) provide EDC with an FY24 tax filing statement to meet the Rwanda annual tax filing requirements.

4.1.2 Delivery Schedule and Location

The Proposals must be based on the following delivery schedule, taking into account the delivery location specified below.

 Proposals Requirements

5.1 General Requirements

Offeror must submit:

• A detailed technical proposal explaining the services the Offeror proposes to meet the needs of EDC as described in Section 4.
• A detailed price Proposal in accordance with Section 5.2.
• A detailed policy regarding the tax services the Offeror intends to provide EDC in response to this RFP.
• The forms and certifications specified in Section 7.

5.2 Price Proposals Requirements in United States Dollars

Please provide a price summary in United States Dollars as displayed below, as well as a narrative describing how the price was calculated. The price summary must be submitted in Microsoft Excel format and show all formulas.

The price summary, detailed budget, and all discussion of costs, including the budget notes, shall be organized consistent with the cost categories specified below. If there is no proposed cost in a particular category, include 0 for that category.

 5.3 Detailed Budget & Budget Narrative

The detailed budget must be submitted in Microsoft Excel format and show:

• Each cost within a budget category (e.g., within the direct labor category, there must be a separate line in the budget for each staff position; within the equipment category, there must be a line for each type of equipment, etc.);
• For each line item, the estimated cost per unit, the unit type (e.g. per month, per trip, per person, etc.), the number of units, and the total cost (i.e. the estimated cost per unit multiplied by the number of units); and all formulas.

The budget narrative must include information about how the amounts for each estimated cost were determined.

The following definitions of types of costs should be utilized in preparing the cost proposal.

• Salary and Wages: Direct salary and wages should be proposed in accordance with the offeror’s personnel policies. For example, costs of long-term and short-term personnel should be broken down by person years, months, days or hours.
•  Fringe Benefits: If fringe benefits are provided for as part of an organization’s indirect cost rate structure, a copy of the organization’s Negotiated Indirect Cost Rate Agreement must be included in the cost proposal. If fringe benefits rates are not included in the organization’s Negotiated Indirect Cost Rate Agreement, a detailed cost breakdown by benefits types must be provided.
• Consultants: This category is for services rendered by persons who are members of a particular profession or possess a special skill and who are not officers or employees of the offeror. Costs of consultants should be broken down by person years, months, days or hours.
• Travel, Transportation, and Per Diem: This category is for costs for transportation, lodging, meals and incidental expenses. Costs must be broken down by the number of trips, domestic and international, cost per trip, per diem and other related travel costs.
• Equipment and Supplies: This category is for supplies and equipment. Costs must be broken down by types and units.
• Subcontracts: For any proposed subcontract, a budget for the proposed subcontract must be included and the budget must include the budget categories noted above.
• Allowances: Allowances should be broken down by specific type and by person, and should be in accordance with offeror’s policies and US Government regulations.
• Training: For all types of training, costs should be broken down by types of training, participants and types of costs (e.g. transportation, materials, facilities, etc.).
• Other Direct Costs: Costs must be broken down by types and units.
• Indirect Costs: If the offeror has a Negotiated Indirect Cost Rate Agreement, indirect costs must be proposed in accordance with the offeror’s Negotiated Indirect Cost Rate Agreement and a copy of the Negotiated Indirect Cost Rate Agreement must be included in the cost proposal. If indirect costs rates have not been previously established with the US Government, a breakdown of bases, pools, method of determining the rates and description of costs, and two years of financial statement, preferably audited by an independent auditor must be submitted.
• Fee/Profit: The proposed fee/profit must be supported with rationale based on associated risk factors

Contract Type, Payment and Terms

EDC anticipates issuing a fixed price contract with payments made upon submission of agreed-upon deliverables. The selected organization must agree to abide by the price submitted for the duration of the contract

EDC reserves the right, at its sole discretion, to revise the payment schedule before issuance of a contract.

The anticipated contract terms and conditions for any resultant contract are provided in Annex C.

Organization Overview and Offeror Certification

7.1 Organization Overview and Certification

In order for their Proposals to be considered, the Offeror must complete and submit the organizational information form included in Annex A to this RFP and submit all the attachments required by Annex A to this RFP.

Proof of Business Registration and Up to Date Tax Certification

In order for the Proposals to be considered, the Offeror must complete and submit the proof of their Business Registration and up to date Tax Certification as an attachment to this RFP.