MADICO Finance Management Training Consultancy Services Request for Proposals

Request for Proposals (RFP): Finance Management Training Consultancy Services
 

MADICO
 

RFP Reference No. 3162-KEN/2014/0003
 

MADICO  (Mogila Asegis & Development Initiative Concern) has received funding  from  the  United  States  African  Development  Foundation  (USADF)  towards  its  irrigation planning and capacity building. USADF is an independent Agency of the US government that operates at local levels in Africa in support of economic development. 

  

MADICO  management  is  formed  with  the  purpose  of  poverty  alleviation  by empowering its members through implementation of sustainable irrigation activities that contribute to increased  access  to  income  and  improved  or  expanded  production  and  marketing  of  agricultural produce at NANAM.
 

The Procurement Committee for  MADICO  now requests  sealed  proposals  from eligible and qualified consultancy firms or individuals to train 20 members of  MADICO board members and its focal group members on financial management.
 

Key areas of the training package shall comprise of the following:

1. Separation of cash and financial management duties;
2. Setting up, implementing and maintaining internal controls;
3. Specific roles of staff and procurement committees;
4. Petty cash management and documentation;
5. Non-petty cash financial transactions’ documentation (preparation and maintenance of payment vouchers, approvals, and receipts);
6. Cashbook maintenance and bank reconciliations;
7. Payroll systems preparation and maintenance;
8. Calculating depreciation costs;
9. Procurement—internal policies of approvals for various sized purchases;
10. Recording of farm sales income;
11. Preparation of monthly Financial Statements (showing all income, expenditure and cash flows using the existing simplified format that should be collected from the client during the training;
12. Basing MADICO’s financial decisions on developed financial statements;
13. Cash flow planning (reading financial statements and projections to project future cash flow);
14. Analyzing financial investments such as assets, infrastructure, trainings and others;
15. Dividends’ decisions for members based on the MADICO’s plans.

Deliverables
 

Training manual, financial management and procurement policy shall be the products of this training and they shall be delivered by the consultant to  MADICO  and CEZAM &  Associates  Ltd  (ADF  Partner  in  Kenya).  

THESE  PRODUCTS  MUST  DEMONSTRATE  A PARTICIPATORY  PROCESS  THAT  INVOLVES  THE  MEMBERS  OF  MADICO  IN FORMULATION,  HENCE  RESPONSIVE  TO  THE  MADICO  FINANCIAL MANAGEMENT AND PROCUREMENT NEEDS.  

A training report will also be expected.  

The training report will have addressed the above training areas, trainees concerns in the above sub topics and MADICO’s area of skills gaps that the Partner will continually address to strengthen the organization’s financial  systems  and  procurement  procedures.  

These products shall be submitted in copies as follows:

	Type of copy	No. of copies required	Submitted to
Simplified Training manual	Hard copies	5	MADICO
		3	CEZAM & Associates Ltd
	Soft/electronic copies (Microsoft Word in CD)	1	MADICO  (CD)
			CEZAM & Associates Ltd
Simplified financial and procurement Policy manual.	Hard copies	3	MADICO
		1	CEZAM & Associates Ltd
	Soft/electronic copies (Microsoft Word in CD)	1	MADICO
		1	CEZAM & Associates Ltd
Training report that clearly demonstrates a participatory training approach ,list of post training actions for improving financial management and procurement systems within MADICO	Hard copies	2	MADICO
		1	CEZAM & Associates Ltd
	Soft/electronic copies (Microsoft Word in CD)	1	MADICO
		1	CEZAM & Associates Ltd

Requirements for Qualifications: 

Consultancy  firms/individuals  are  advised  to  send  separate  technical  and  financial  proposals (currency;  Kenya  shillings)  for  this  assignment  as  their  RFPs.  

Consultants not disclosing full information  in  the  proposals  will  be  considered  non-responsive  and  their  proposals  rejected. 

Consultancy firms must provide detailed CVs of all technical team members to undertake specific elements of the assignment with a confirmation that they will not change those individuals unless with prior written consent of MADICO Board or Management Committee.  

Interested and eligible bidders may obtain further information through MADICO coordinator or the undersigned.

1. Certificate of Incorporation;
2. Business Permit;
3. VAT Registration Certificate;
4. Registration Certificate;
5. Evidence of previous consultancy work of similar nature, full address and contact of persons of Major clients served with similar works;
6. Accreditation/affiliation certificate, qualification and experience of key staff (attach curriculum Vitae) and
7. Evidence of capability to undertake the assignment.

Quotations are received with the following conditions:

1. All prices quoted should be value added tax (vat) exclusive. 
2. The price quoted shall remain valid for 180 days after opening of the bids.
3. Comprehensive detail of other costs to be incurred. For examples, transport and other necessary expense expected to be incurred in executing the activity applied for should be specified in the proposal.

Sealed quotes must be sent through G4S Lokichoggio as per the address below on or before 5th December 2014.  

Proposals can be dropped in the group’s tender box at MADICO Offices in Lokichoggio at the UN Compound and behind KCB Lokichoggio 

or emailed to the madico2008@gmail.com

LATE Bids will not be considered.  

The Board Chairman/Procurement Committee 
MADICO 
P.O. Box 44 – 30503 Lokichoggio,  Kenya.

E mail: madico2008@gmail.com  / +254 (0) 718 482 968 or +254 (0) 728 772 164

5th December 2014 is the deadline for all potential bidders to submit any questions through the above email  address for our response.

For further information about the agency visit http://www.usadf.gov