REQUEST FOR PROPOSAL (RFP) Lebanon Country Programs Preferred Vendor, Audit & consultancy services Firm

REQUEST FOR PROPOSAL (RFP)

Lebanon Country Programs

Preferred Vendor, Audit & consultancy services Firm

The purpose of this RFP

The Near East Foundation (NEF) Lebanon invites qualified and registered audit firms to submit bids for the requested services outlined in this RFP.  NEF is soliciting bids from established service providers who can assist the Near East Foundation in meeting Audit & Consultancy services for its office in Lebanon to a contractual agreement for one (1) year. Bidder shall furnish a copy of their operating license in the country of incorporation.

Background

NEF helps build more sustainable, prosperous, and inclusive communities in the Middle East and Africa through education, community organizing, and economic development.

NEF’s work is based on a conviction that, to play an active role in the development of their communities and countries, people need opportunities and tools: the knowledge to participate in civic and economic life, a voice in public decisions that affect their wellbeing, and a means of making a meaningful living. We call this approach “Knowledge, Voice, and Enterprise”- a philosophy reflected in all of NEF’s work.

Communications

All questions, inquiries, and requests for clarifications must be submitted in writing to the designated to procurementlebanon@neareast.org no later than 21 January 2025. NEF may, at its sole discretion, contact vendors to solicit responses, verbal briefing or discussions if beneficial to the success of the RFP.

Issuance of this RFP in no way constitutes a commitment by NEF to award a contract. NEF reserves the right to reject any or all bids or portions of bids received in response to this RFP, to request modification or clarification of any part of a proposal, or to cancel this RFP if it is in the best interest of NEF to do so. NEF may reject any bid if it is considered incomplete or conditional, contains irregularities, or does not meet qualifications, requirements, or specifications. Failure to furnish all information may disqualify the proposal.

Bid Preparation Instructions

The bid should provide a straightforward, concise description of the service provider’s ability to meet the requirement of this RFP. Bids should not exceed 20 pages including annexes and should not contain duplicative information. The Bid and all related correspondence and documents exchanged between the Bidders and the Purchaser shall be written in English.  Any printed literature furnished by the Bidder and written in another language shall be accompanied by an English translation of its pertinent passages, in which case, for purposes of interpretation of the bid, the English version shall prevail.

Bid Prices

The Bidder shall clearly indicate the unit price of the services it proposes to supply.  All unit prices shall be clearly indicated in the space provided in the price schedule, and all unit prices quoted in the RFP response shall be agreed to be in effect for a minimum of twelve (12) months beginning on the date when the contract is executed, with the exception of products or services which are subject to significant and unavoidable market forces which prevent this, in which case the Bidder shall describe and justify the driver(s) of potential price fluctuation during the first twelve (12) months of the agreement. The Bidder shall sign the price schedule and shall stamp the price schedule with the Bidding Company’s seal where feasible.

Bid Currencies

All financial rates and amounts entered in the Bid Form and Price Schedule and used in documents, correspondence, or operations pertaining to this tender shall be expressed in USD for which services are being provided.

Preparation of Bids

The format should be as follows and should include the information noted in the points below:

1. Basic Information: legal name, registered address, contact details and designations of proposed contract managers (including telephone number and email address), general information about the agency and the services offered, hours of operation (including any after hour assistance services); number of years in service. Please make sure to note what is your client mix and what you believe are the three key differentiators between your company and other competitors providing Audit & Consultancy services. Please make sure to highlight how you can support NEF’s needs as outlined in Paragraph 1.
2. Qualifications and Capabilities: please describe the company’s experience servicing non-profits and humanitarian entities with a global presence (if relevant). Describe in detail the company’s services including the ability to assist its customers globally (if relevant).
3. Contract Management: please define the covered period, provide schedules, provide definitions and application for proposed services.
4. Customer Services: please list the primary individual/s who will be responsible for managing NEF’s local account (in each location, as appropriate). describe the company customer service philosophy and how the company will compile and maintain profiles for NEF’s accounts. Include how participant’s personal information will be protected including compliance with applicable data privacy laws. Please describe the process to resolve customer service issues to include resolution timeline and access to dashboards/NEF plan participant data, if any. Please note any toll-free numbers or email available to participants seeking assistance.

1. Premium payment: the vendor will send an official and detailed invoice to NEF at the end of each month, the payment will be made on a monthly basis by an International Bank transfer in USD. Explain the rules for expiration or renewal.

VAT will be paid according to the Governmental Official rate 89,500 LBP, taking into consideration any changes  announced by the Lebanese Government.

1. Past Performance and Experience: how do you measure customer satisfaction? Please provide three references, with contact information. References must work globally.

The scope of services may include but is not limited to the following:

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 Services requested

1. NSSF
•Prepare and submit all documents related to employees (registrations, terminations, etc.)
•Pay the relevant NSSF fees on behalf of NEF
•Update NSSF on all staff family status changes
•Obtain from NSSF monthly family allowance sheets and have them signed and stamped by NSSF after being signed by related NEF staff.
•Prepare and submit monthly NSSF contributions sheets
•Support HR unit in calculating and preparing staff end of service indemnity (ESI) settlements
•Obtain from NSSF updated staff lists ensuring that new comers are included
•Obtain from NSSF service statements for new comers and for any other staff when requested by NEF
•Provide NSSF settlements for leavers and obtain from NSSF their settlement document and accordingly hand over to NSSF due settlement amounts
•Prepare and get approved by NSSF the annual NSSF declaration/settlement sheets
•Obtain from NSSF the year end discharge statement (once a year on maturity).
•Any other related service when required

2. Ministry of Finance (MOF)
•Prepare and declare quarterly tax on salaries report (R10) to MOF before deadlines
•Prepare and declare yearly tax on salaries reports (R5+ R6 + R7) to MOF before deadlines
•Prepare and declare yearly financial statements to MOF before deadlines
•Prepare and declare VAT reimbursement report quarterly and follow up;
•Give advice on all Income Tax issues as requested by NPA;
•Provide any other Governmental requirements from NPA.
•Provide income tax settlements for leavers
•Provide updated staff lists from MoF ensuring that new comers are included (R3)
•Obtain from MoF the year end discharge statement (once a year on maturity if applicable).
•Any other related services when required

3. Payrolls
Advice regarding monthly payrolls including NSSF and income tax reports if any updated regulations are issued

4. Reporting & Formal Declarations
Annual, quarterly & monthly financial report related to MOF & NSSF, VAT reimbursement, VAT Exemption stamp…
The auditing firm will perform all required tax preparation functions for NEF, with the exception of payroll related items.

5. Prepare annual financial statement audit to be submitted to the MoF and/or any other relevant ministry.

6. Advisory Service
Advisory services to enhance awareness of risk, control and compliance issues and provide a proactive independent review and appraisal of specifically identified concerns. Advisory services may include Interpretation of government decrees on the subject(s) of staff remuneration, amendments in NSSF and Tax bylaws of the country or any other notification related to government advisory on setting up staff costs of the organization.

7. Cash Management
The audit work shall cover all cash funds held by the project and review procedures for safeguarding of cash.

8. The audit shall be performed in accordance with the following, as applicable:
a. U.S. Generally Accepted Auditing Standards
b. The standards for financial audits contained in Government Auditing Standards issued by the Comptroller of the United States.
c. OMG Circular A-133, Audits of States, Local Governments and Nonprofit Organizations.

9. The auditor is responsible for performing the audit in accordance with the law of the country of statutory residence of the lead party, applicable audit standards and the audit protocol Joint responses,

10. The auditing firm will provide, during the year, additional limited assistance and recommendations for management as requested, any requested certification from the Ministry of Finance, Ministry of Interior Affairs, NSSF or any governmental entity …

Selection Criteria Timeline

Proposals will be evaluated based on the following criteria:

1. Technical Expertise and Experience (40%)

• Demonstrated experience in similar audits, particularly in NGO or donor funded projects.

1. Proposed Methodology (30%)

• Comprehensiveness of the audit plan and approach.

1. Cost Competitiveness (20%)

• Reasonableness and clarity of the financial proposal.

1. References and Past Performance (10%)

• Positive feedback from references.

DETAILED TERMS OF REFERENCE

1. The Audit services firm should provide Information on Goods and Services Offered: Quality assurance information (e.g., copy of latest ISO certification or equivalent)
2. The audit services firm will list any international offices/representation
3. The audit services firm will list any National or International trade or professional organizations of which the company is a member
4. The audit services firm will provide Information on Prior Experience by listing any recent major contracts with UN or NGO.

PAYMENT

Payment will be made quarterly or semi-annually upon receiving a proper and detailed invoice and after NEF’s management approval.

Important Notes

1. Kindly itemize the services requested as per the list.
2. Prices should be clearly written.

• Price quoted should be valid for 90 days with a clear currency noted.

1. Bids may include any other audit services within the prescribed limits.
2. The winning bidder would be responsible for coordinating handover of NEF’s records from NEF’s current auditor.

Timeline

• RFP Issue Date: 12/01/2025
• Proposal Submission Deadline: 27/01/2025
• Expected Audit Start Date: February 5, 2025
• Final Report Submission: March 15, 2025