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REQUEST FOR QUOTATION FOR THE PROVISION OF AUDIT SERVICES Print E-mail
AFRICAN CASHEW ALLIANCE,
ACCRA, GHANA.
www.africancashewalliance.org

INTRODUCTION

African Cashew Alliance is requesting quotations from Qualified Audit Firms (bidder) for the provision of audit services to the organization. The successful bidder will be required to audit the ACA’s financial statements and reports for the period 2009/2010 to 2011/2012. After year 2012 a competitive bid will be opened again to the general public which the incumbent auditor will qualify to bid again.

This Request for Quotation (RFQ) consists of (1) these "Instructions to Bidders," and (2) “Statement of Work”

The Instructions to BIDDER shall not form part of the offer or of the Contract. They are intended to aid BIDDER in the preparation of their quotation.

For the purposes of interpretation of these Instructions to BIDDER, the periods named herein shall be consecutive calendar days.

This is only an invitation to submit a quotation, but not obligation to so. Bidders will therefore not be reimbursed for any costs incurred in connection with the preparation and submission of their quotation.

1.0 INSTRUCTIONS TO BIDDERS
1.1 Contents of Proposal
BIDDER is required to submit one copy of the following:
Quotation. BIDDER shall provide a price offer comprising of a fixed price per annum.


Description of Services. Descriptive response for the services, including full technical capabilities must be submitted with the offer. The technical response shall be limited to 5 pages and will describe the BIDDER’s technical approach for the audit. The BIDDER indicates the number of team members that shall conduct the audit. The BIDDER is responsible for the team and appropriate number of team members.
Key Personnel. Detailed resumes of key personnel of the audit company and the team members that shall be conducting the audit. 
Information on Responsibility. BIDDER must demonstrate in detail that they have the technical expertise, management capability, and financial resources to perform the work.
Signature.A person duly authorized to do so must sign the offer. An offer submitted by a corporation must bear the seal of the corporation.
Modification of Offers. Bidder has the right to withdraw, modify or correct its offer after such time as it has been delivered to ACA provided that the request is made before the offer closing date. After that time, ACA may ask Bidder for clarification of its proposal.
Clarifications. Questions about the RFQ may be addressed to Frank Gyabaah at the address, email and telephone numbers listed in section 3.3 below.
1.2 Evaluation and Award Offer will be evaluated and contracted awarded on the basis of the following criteria:
Criteria Weight
Professional qualification and experience of personnel 30%
Corporate Capability/Past experience 30%
Price Offer and terms of payments (the pricing is reasonable and fair) 35%
Corporate Capability/Past experience 30%
Quality of bid document 5%

Bidder is encouraged to submit best offer proposal. ACA reserves the right to conduct negotiations once a successful bid is identified, or to make an award without conducting negotiations based solely on the written proposals if it decides it is in its best interest to do so. In addition, ACA reserves the right not to make any award.

1.3 Conditions of Purchase Order

If ACA determines that it will make an award under this RFQ, it will use its standard purchase order, amended to include special terms and conditions (as applicable) to procurement sponsored by its major financiers.

1.4 Offer Deadline
The completed document for the offer must be delivered by mail and a copy emailed to the following address:
Frank Gyabaah
African Cashew Alliance
32 Nortei Ababio Street
Airport Residential Area, Accra. Ghana
(233-21-774162)phone
(233-54-4335282)cell
(233-21-771363)fax
Email: This e-mail address is being protected from spam bots, you need JavaScript enabled to view it or This e-mail address is being protected from spam bots, you need JavaScript enabled to view it
All documents must be received not later than 23:59 Hours GMT on March 31st 2010

2.0    STATEMENT OF WORK


2.1    BACKGROUND OF AFRICAN CASHEW ALLIANCE

African Cashew Alliance (ACA) is an industry organization comprising 24 public and private sector organizations and works in all the major Cashew Producing countries in Africa. ACA seeks to promote the competitiveness of Africa’s cashew sector along its entire value chain from production to consumption. The ACA is also the umbrella organization for the Bill and Melinda Gates Foundation’s funded Project on cashews in Africa, dubbed the African Cashew Initiative (ACi) and managed by GTZ, a member of the ACA. The ACi project covers five cashew producing countries namely Ghana, Cote d’Ivoire, Burkina Faso, Benin and Mozambique.
ACA is registered NGO in Ghana and was established in the year 2006. ACA secretariat is located in Airport Residential Area, Accra, Ghana.

2.2    SCOPE OF WORK

During the contract period, the successful bidder will be required to audit the financial statements and other reports of the organization in accordance with internationally accepted accounting and auditing standards, and the organizations own internal policies and procedures.  Accounting System
ACA is currently in the process of installing a Winpaccs Accounting Software to manage its accounting system. It is hoped that the system will be operational by April 2010. The organization has so far been using basic spreadsheet in preparing its financial accounts. All accounting and administrative work are done at the secretariat of the organization in Accra. Successful bidders will not be required to travel outside Ghana in carrying out audit. Accounting Year

The accounting year of ACA begins every October 1st, and ends on September 30th of every year.

Annual Budget 
ACA operates with an annual budget of about $350,000.

Staff (Strength) 
ACA has 6 Employees.
 
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