Amplifying Alternative Narratives to Prevent violent Extremism in Chad

N° 81055787

Request for Proposals (RFP) RFP-EAI-TD04-02

Audit Services

Issue Date: November 2, 2020

 

 

WARNING: Prospective Offerors who have received this document from a source other than the V4P – Voices for Peace, [email protected], should immediately contact [email protected] and provide their name and mailing address in order that amendments to the RFP or other communications can be sent directly to them. Any prospective Offeror who fails to register their interest assumes complete responsibility in the event that they do not receive communications prior to the closing date. Any amendments to this solicitation will be issued directly to vendors.

Synopsis of the RFP

RFP No. RFP-EAI-TD04-002
Issue Date November 2nd, 2020
Title Audit Services
Issuing Office & Email/Physical Address for Submission of Proposals 1179 Rue 1007 – Quartier Européen – Avenue Gl Allatchi Djirei – 2e Arr BP 5930 – N’Djaména – Tchad

E-mail : [email protected]

 
Deadline for Receipt of Questions November 9, 2020, 5:00 PM local time of N’Djamena
Deadline for Receipt of Proposals November 16, 2020, 5:00 PM local time of N’Djamena
Point of Contact [email protected]
Award Type Firm Fixed Price Contract
Basis for Award An award will be made based on the Lowest Price Technically Acceptable. 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 price factors.

 

Introduction and Purpose :

Purpose : EAI, the implementer of the Amplifying Alternative Narratives to Prevent violent Extremism in Chad, N° 81055787, invites qualified offerors to submit proposals to supply and deliver Audit Services in support of program implementation.

Issuing Office : The Issuing Office and Contact Person noted in the above synopsis is 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 in the event that they do not receive direct communications (amendments, answers to questions, etc.) prior to the closing date.

Type of Award Anticipated :

EAI anticipates awarding a Firm Fixed Price Contract. This contract type is subject to change during the course of negotiations.

A Firm Fixed Price Contract is an award for a total firm fixed price, for values less than $150,000, for the provision of specific services, goods, or deliverables and is not adjusted if the actual costs are higher or lower than the fixed price amount. Offerors are expected to include all costs, direct and indirect, into their total proposed price.

 

General Instructions to Offerors :

General Instructions :

“Offeror”, “Subcontractor”, 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 contract. Offerors will not be reimbursed for any costs associated with the preparation or submission of their proposal. EAI shall in no case be responsible for liable for these costs.

Offers must be received no later than 5:00PM, local time of N’Djamena, on 10 November 2020 by the delivery of hard copy on letterhead stamped and signed at the office of the project V2P European Quarter 2nd Arrondissement or by electronic mail only to the address [email protected]

Please insert the subject of the email or envelope only the following notice: Invitation to Tender No. RFP-EAI-TD04-002: Audit Services

Failure to comply with this submission protocol may result in the disqualification of the bidder. Bids received after the specified time and date will be considered late and will be considered at the sole discretion of Equal Access. All proposals submitted in hardcopy shall be sealed and labeled with the RFP Number. 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.

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 :

  • The Offeror will certify a validity period of 90 days for the prices provided ;
  • 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.   No questions will be answered by phone. Any verbal information received from a EAI or Amplifying Alternative Narratives to Prevent violent Extremism in Chad, N° 81055787 employee or other entity shall not be considered as an official response to any question regarding this RFP.

Copies of questions and responses will be distributed in writing to all prospective bidders who are on record as having received this RFP after the submission date 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 “TECHNICAL PROPOSAL”.

Technical proposals shall include the following contents

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 ( within the deadlines proposed under section 5) and acceptable performance of the work.  (50%)

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. (20%)

Past Performance –Provide a list of at least three (3) recent awards of similar scope and duration. The information shall be supplied as a table, 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. (30%)

Services Specified : For this RFP, EAI is in need of the services described in Attachment A. The procurement is requesting an audit of the second year (2020) of a three year Swiss Federal Department of Foreign Affairs (FDFA) funded program. It is a Time & Materials (T&M) agreement that has expended up to $500,000.00 of a $2,000,000.00 budget.

Cost/Price Proposals :

Cost/Price proposals shall be sealed in a separate envelope from technical proposals, and shall be clearly labeled as “COST/PRICE PROPOSAL”.

Provided in Attachment C is a template for the Price Schedule, for firm-fixed price awards. Offerors shall complete the template including as much detailed information as possible.

It is important to note that Value Added Tax (VAT) shall be included on a separate line. These services are not eligible for VAT 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 proposals and make an award based on the technical and cost evaluation criteria stated above. The offeror whose proposal provides the best value to EAI will be selected ;
  • Evaluation points will not be awarded for cost.  Cost will primarily be evaluated for realism and reasonableness. EAI may award to 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. 

Anticipated post-award Deliverables :

Upon award of a subcontract, the deliverables and deadlines detailed in below table will be submitted to EAI. The Offeror should detail proposed costs per deliverable in the Price Schedule. All of the deliverables must be submitted to and approved by EAI before payment will be processed.

No. Description Due Date
1 Preliminary Prepared by Client (PbC) List December 4, 2020
2 Final PbC List January 13, 2021
3  Field Work Completed January 18-22, 2021
4 Draft report January 29, 2021
5 Final report February 8, 2021

Download TD04 Audit Services RFP 2Nov20 Voices for Peace

Download EAI Chad_TD04_Fin_Audit_TdRs pages Attachment A Voices for Peace