TENDER TITLE: Request for proposals for conducting an external annual audit of DUHAMIC-ADRI from January 1^st to December 31^st, 2024

CLIENT: DUHAMIC-ADRI

The deadline for submission of bids: Monday December 9, 2024

Bid submission Time: 10:00AM

Bid Opening Time: 10:30AM

Background of DUHAMIC-ADRI

DUHAMIC-ADRI, a local non-profit organization based in Kigali, was established in 1980 and is legally recognized under Ministerial Order No. 943 of July 12, 1985. The organization is committed to fostering integrated development through initiatives spearheaded by rural communities in their journey toward self-reliance and sustainable development. DUHAMIC-ADRI’s vision is to create "A rural world responsible for its self-socio-economic development," while its mission focuses on supporting holistic development initiatives that empower rural populations to achieve self-reliance.

The organization plays a significant role in addressing the socio-economic challenges faced by rural communities in Rwanda. With various programs and activities aimed at enhancing livelihoods, food security, education, and environmental sustainability, DUHAMIC-ADRI has become a trusted partner for many local and international development stakeholders.

Objective and Scope of Work of the External Audit

The objectives of the external audit are to:

• Conduct an external audit for DUHAMIC-ADRI for the fiscal year 2024 (January to December 2024).
• Express an independent opinion on the accuracy and fairness of DUHAMIC-ADRI’s financial statements.
• Evaluate the effectiveness of DUHAMIC-ADRI’s internal control systems.
  Assess whether DUHAMIC-ADRI has adequately implemented corrective actions in response to recommendations from previous audit reports.
• Conduct necessary transaction testing and review the entity’s accounting system to evaluate its adequacy as a foundation for preparing financial statements.
• Confirm whether sufficient and reliable records have been maintained.
• Verify that an appropriate internal control framework is in place to ensure operational efficiency, resource utilization, and the reliability of financial reporting.

Auditor’s Assessment Areas

The audit will assess whether:

• Donor funds have been properly accounted for and used in accordance with the grant agreement terms, applicable policies, and guidelines, ensuring economic and efficient use for the intended purposes.
• The procurement of goods and services financed by the organization adheres to sound procurement practices, as outlined in DUHAMIC-ADRI’s operational manuals and procedures.
• All necessary supporting documents, records, and accounts are maintained, with clear linkages between the books of accounts and reports presented to donors.
• DUHAMIC-ADRI’s internal control framework, risk management practices, and compliance with established procedures are robust and effective.
• All disbursements received from donors are accurately recorded and appropriately disclosed as notes or attachments in the financial statements.

Deliverables

The appointed auditor is expected to deliver the following:

• Audit Report:A formal audit report that provides an opinion on the fairness of the financial statements and compliance with accounting standards.
• Management Letter:A separate letter to the management highlighting any internal control weaknesses and providing actionable recommendations.
• Presentation to the Board:The auditor will present the findings of the audit to the DUHAMIC-ADRI Board of Directors and key stakeholders.

Eligibility Criteria for Auditors

• Qualified audit firms should have at least 5 years of experience in the audit of organizations (NGOs) especially those managing USAID-funded program;
• The team composition should be such that the key staff is a CPA/ACCA qualified, experienced and skilled to carry out the audit exercise. Interested audit firms should provide detailed CVs for each team member and specify their roles and time commitments. The team should be composed by a who at least have bachelor's degree in any of the following areas: Management, Accounting, Finance, Audit, and Have At Least 3 Years of Experience in Auditing
• The audit firm and its staff shall have successfully audited USAID-funded projects in Local NGO settings;
• ICPAR Approval for the company to practice in Rwanda;
• To be approved by USAID as auditing firm

 Evaluation and Selection Process

The selection and evaluation of all submitted proposals will be based on the following criteria:

Mandatory Administrative documents

• Motivation letter addressed to Executive Secretary of DUHAMIC-ADRI
• Company registration certificate
• ICPAR Certificate
• RRA valid certificate
• RSSB valid certificate
• CVs of Team member
• At least 3 Certificates of good completion

Technical Expertise (60%):

• Proposed WORK PLAN with clear timelines. /15 Marks
• Experience of auditing firm. /15Marks
• Qualifications and number of the audit team (should provide detailed CVs for each team member). /30Marks

Audit fee (40%):

• The financial proposal must be given with all taxes included. The currency to be used is Rwandan francs.

Application and Opening Requirements

• Qualified and interested auditing firms are invited to submit separate sealed technical and financial proposals (two copies each: one original and one copy) to the Executive Secretary of DUHAMIC-ADRI at the Kicukiro Head Office. Proposals must be submitted no later than Monday, 09/12/2024, by 10:00 A.M.
• The proposal opening is scheduled to take place on the same day at 10:30 A.M.

Audit Timing

• The audit work is scheduled to commence on February 7, 2025.

Audit Reporting

• The draft audit report is scheduled to be submitted to DUHAMIC-ADRI by February 28, 2025, with the final audit report to be delivered by March 3, 2025.DUHAMIC-ADRI reserve its right to negotiate the price reduction or reject all offers for unreasonable costs or beyond available resources.