Provision of External Audit Services for Reconstituted Joint Monitoring Evaluation Commission (RJMEC) 54 views0 applications

Request for Proposals

Provision of External Audit Services for Reconstituted Joint Monitoring Evaluation Commission (RJMEC)

Juba, South Sudan

For the year ended 31 December 2019.

A. General Provisions

1. Introduction and Scope of Work

1.1. Introduction

Pursuant to the Agreement on the Resolution of the Conflict in the Republic of South Sudan ( ARCSS), signed in August 2015, the Joint Monitoring and Evaluation Commission (JMEC) was established in October 2015 to be responsible for monitoring and overseeing the implementation of the Agreement and the mandate and tasks of the Transitional Government of National Unity (TGoNU), including the adherence of the Parties to the agreed timelines and implementation schedule. Following the signing of a revitalised Agreement in September 2018, the JMEC was reconstituted.

The RJMEC Secretariat, tasked with administrative international support and headed by the Interim Chairperson, H.E Amb. Lt. Gen Augostino S.K Njoroge, supported by donor partners to oversee implementation of the R-ARCSS in accordance with the Chapter VII, Section 2.7 of the R-ARCSS seeks the services of an expert firm to audit its financial statement for the past financial year.

1.2. Scope of Work

The Secretariat invites internationally reputed Certified Public Accounting Firms to submit proposals for audit of the Secretariat’s financial statements for the year ended 31 December 2019, in accordance with the scope as detailed in the annexed Terms of Reference.

2. Eligibility Criteria

Before preparing/submitting their proposal for the provision of external audit services, the firms are advised to ensure they meet the following eligibility criteria:

i. The financial statements of the Secretariat shall be audited by internationally reputed and experienced Certified Public Accounting firm. ii. The firm is registered with competent authority in their country of operation to carry out auditing of similar international organizations.

iii. The firms has well developed professional auditing techniques/methodology and a sound system of control and review of audit work performances;

iv. Have resources and support services available for carrying out external audit.

B. Preparation of Proposal

1. General considerations

In preparing the proposal, the firms are expected to examine the RFP in detail. Material deficiencies in providing the information requested in the RFP may result in rejection of the proposal.

2. Cost of preparation of proposal

The firm shall bear all costs associated with the preparation and submission of its proposal and the Secretariat shall not be responsible or liable for those costs regardless of the conduct or outcome of the selection process.

3. Language

The language used for this RFP and its communications shall be English.

4. Only one Proposal

Each firm shall submit only one proposal.

5. Key Experts for the Assignment

The firm should clearly indicate the individuals/professionals who would be actually assigned to carry the audit exercise with their skills, qualification, knowledge and experience. The CVs of the key Experts will be taken into account for technical evaluation. In case the key Experts needs to be changed over the period of the contract, the Firm shall provide Secretariat with key Experts whose CVs are at par or better than the ones agreed before and acceptable to the Secretariat. Otherwise the proposal or the contract will liable to be rejected.

6. Submission of bid

The Firm is to submit a technical and financial bid for the services. The Financial Bid shall list all the costs associated with providing the service including the fee for the audit services and reimbursable expenses.

C. Submission and Evaluation

1. Submission and Marking of Proposals

The Bids shall be submitted in electronic form, with the email subject clearly marked “RJMEC 2019 ANNUAL EXTERNAL AUDIT” ON or BEFORE 17.00 hours on 21 February, 2020.

2. Last Date for submission:

The proposal shall be received by the Secretariat till 17:00 hours on 21 February, 2020. Proposal received after the said deadline will not be considered. The Secretariat shall not be responsible for any delays.

The Proposals are to be addressed and submitted to:

Deputy Chief of Staff, Operations and Logistics

Reconstituted Joint Monitoring and Evaluation Commission (RJMEC)

Plot 133, Block B-XV1, Hai Mator 1^st Class, Juba, South Sudan Email. [email protected] Juba, South Sudan.

For further information/ clarification please contact us on the above address:

3. Evaluation

The Evaluation Committee of the Secretariat shall evaluate the proposals received. Adequate weightage shall be given to technical & financial bids for finalization of the proposals. The RJMEC Secretariat reserves the right to reject any or all proposals without assigning any reasons thereof.

Proposals to be included in the evaluation process will be assessed according to the following criteria and general weighting factors:

A. Capability of audit firm and audit team (40 points) including:

i. Experience, current capabilities and availability of partners, managers and audit team staff; ii. Familiarity with donor funded projects and associated funding structures

/arrangements (e.g. European Union, GIZ, etc); iii. Quality control and assurance;

iv. Firm’s experience with computerized audits as well as availability of specialized services that may be necessary to the audit; and

v. Policies of the firm to notify clients of changes in key personnel and staff continuity on audits.

B. Audit firm’s proposed audit strategy and approach (30 points) including:

i. General audit strategies and methodologies to be employed considering, but not limited to preliminary audit plan(s), substantive audit procedures, compliance audit procedures and audit report deliverables; ii. General audit strategies and methodologies to be used in relation to reporting on internal controls, systems used and business risks; and iii. An appropriate time line and budget, including estimated hours for partners, audit team members and other staff.

C. Audit firm’s pricing (30 points) including:

i. All-inclusive maximum price for which the requested audit work will be performed.

4. Taxes

The successful bidder will be responsible for meeting all tax liabilities arising out of this contract.

5. Bid Currency

The Firms are required to quote their bids in United Stated Dollar.

D. Negotiation and Award of the Contract

1. Negotiation

The Secretariat reserves the right to negotiate with the successful bidder.

2. Award of the Contract

The contract will be awarded only after all bid requirements made by the bidder and all internal compliances are made by the Secretariat.

TERMS OF REFERENCE FOR EXTERNAL AUDIT

Of RJMEC

For the year ended December 2019

Background

Pursuant to the Agreement on the Resolution of the Conflict in the Republic of South Sudan ( ARCSS), signed in August 2015, the Joint Monitoring and Evaluation Commission (JMEC) was established in October 2015 to be responsible for monitoring and overseeing the

implementation of the Agreement and the mandate and tasks of the Transitional Government of National Unity (TGoNU), including the adherence of the Parties to the agreed timelines and implementation schedule. Following the signing of a revitalised Agreement in September 2018, the JMEC was reconstituted.

The RJMEC Secretariat, tasked with administrative international support and headed by the Interim Chairperson, H.E Amb. Lt. Gen Augostino S.K Njoroge, supported by donor partners to oversee implementation of the R-ARCSS in accordance with the Chapter VII, Section 2.7 of the R-ARCSS seeks the services of an expert firm to audit its financial statement for the past financial year.

Objective

The objective of the audit is to enable the auditor to express an independent professional opinion on whether:

• the financial position of the Secretariat as at 31 December 2019 and of the funds received and expenditures for the reporting period, are presented fairly in all material respects in accordance with the applicable accounting framework; and

• in all material respects, the grant funds have been used in conformity with the provisions of the Grant Agreements, including the approved budget and work plans and any amendments thereto as contained in implementation letters.

Scope

The audit should be carried out in accordance with the relevant International Auditing Standards (ISAs) as promulgated by IFAC and the IFAC Code of Ethics for Professional Accountants. Sufficient audit evidence should be gathered to substantiate in all material respects the accuracy of financial statements. The audit report should state if the audit was not in conformity with any of the above and indicate the alternative standards or procedures followed.

Specifically, the auditor shall conduct verification and shall certify :

1. Whether proper books or records of account and other financial records have been maintained.
2. The information shows fairly the operational and financial transactions of the secretariat.
3. Proper accounting and other records have been kept, including allocation of expenses and records of all assets of the Secretariat.
4. The receipts, expenditure, the acquisition and disposal of assets by the Secretariat during the financial year have been in accordance with the applicable international accounting standard.
5. Whether the RJMEC’s income and expenditure account and balance sheet are in agreement with the books of accounts.
6. Whether Procurement has been undertaken in accordance with applicable rules and regulation of donors as per the Project Agreement, and the secretariat’s own procurement guidelines.
7. Whether the expenditure claimed properly approved, classified and supported by adequate documentation.

Subject of the Engagement

The subject of this engagement is the financial statements of the Secretariat for the year ended 31 December 2019.

Reporting

a) Audit Report

i. The audit report should clearly indicate the auditor’s opinion, in accordance with the relevant ISA’s.

ii. The auditor may expand the report to include other information and explanations not intended as a reservation.

iii. Audit reports will be provided English.

b) Management Letter

The auditor should submit a letter to the management at the completion of the audit. The topics/issues to be covered in the letter should include:

i. An assessment of the efficiency of the administration, management and internal control system of RJMEC Secretariat.

ii. A description of any specific internal control weaknesses noted in the financial management. iii. Recommendations to resolve/eliminate the internal control weaknesses noted should be included.

iv. Management comments/response to audit findings and recommendations.

Fees

The audit fee must be fixed fee agreed before commencement of audit. Unless otherwise agreed, fees will be billed and due on presentation of the final report.