SUSTAINABLE GROWERS RWANDA

P.O BOX 864 Kigali, Rwanda

Tender for Consultancy for Delivering Training on Tax Declaration and other RRA obligation.

1. Introduction

Sustainable Growers Rwanda (SGR) is a local NGO committed to improving the livelihoods of low -Income women farmers and their families. Our Primary focus is on collective training to promote transparent trade practices, enhance product quality, and secure higher prices in the coffee sector. It in this context that SGR is seeking an external Consultant or Firm to provide comprehensive support in tax advisory services to ensure compliance with relevant tax laws, optimize tax efficiency, and make informed financial decisions. The purpose of this Terms of Reference is to outline the scope of work and key deliverables for the tax advisory engagement.

Objectives

The primary objective is to provide advisory services to the following cooperatives: Nyampinga – Nyaruguru  District, Gashonga Cooperative – Rusizi  District, Mayogi Cooperarative – Gicumbi  District, Twongere Umusaruro wa Kawa Koperative (TUK) – Kayonza  District and Hingakawa/ABK – Gakenke District in addition specific objectives are as follows:

• Provide expert advice and guidance on tax planning, reporting, and compliance matters.
• Identify opportunities for tax optimization and cost – saving strategies within the legal framework.
• Assist in preparing accurate and timely tax returns for all applicable taxes.
• Offer support during tax audits and assessments, ensuring full compliance with regulatory requirements.

2. Scope of work

The tax advisory engagement shall cover, but not be limited to, the following areas.

• Comprehensive review of current tax practices, policies, and historical filings.
• Analysis of the organization's financial and business activities to determine tax implications.
• Recommendations on tax – efficient structures for business operations and transactions.
• Guidance on VAT, income tax, payroll tax, and other relevant taxes as applicable.
• Assistance in applying for available tax incentives and exemptions.
• Ensuring compliance with tax laws and regulations at the national and local levels.
• Review and update of tax – related documentation and record-keeping practices.

3. Deliverables

The tax advisory service provider is expected to deliver the following:

• Detailed tax planning report, outlining tax optimization opportunities and strategies.
• Updated tax compliance procedures and guidelines tailored to the organization's needs.
• Support in the preparation and filing of all required tax returns accurately and promptly.
• Timely responses to tax – related queries and assistance during tax audits or assessments
• Training sessions for Cooperative president, cooperative Manager, Cooperative Accountant and cashier on tax-related matters, as required.

4. Timeline and venue

The tax advisory engagement is expected to be held in Kigali and to take 2 days of training and other advisory services to cooperatives officers. The service provider should adhere to the agreed timeline and ensure timely submission of deliverables.

5. Reporting

The tax advisory service provider shall submit report to SGR outlining the tasks completed, milestones achieved, and any challenges encountered. Reports should be submitted upon completion of the services.

6. Qualificationsn experience, skills, and languages

The tax advisory service provider should possess the following qualifications:

• Master’s degree (at least 3 years of experience), or Bachelor (at least 5 years of experience) title in accountancy or finance or similar knowledge.
• Proven experience in providing tax advisory services to the Cooperatives working in Coffee sector.
• Extensive knowledge of Rwanda's tax laws, regulations, and best practices.
• Certified tax professionals with a track record of successful tax compliance and planning engagements.
• Excellent communication skills (English and Kinyarwanda) and the ability to explain complex tax matters in a clear and concise manner.
• Should be a member of tax advisors approved by RRA

7. Required

• Providing 3 service certificates of similar related services
• A confirmation that the bidder has Electronic Billing Machine [EBM]
• Evidence showing that the firm is a legal entity (certificate of registration)
• Tax clearance certificate issued by RRA and certificate from the social security.

      8. Evaluation Criteria and award

The Framework Contract will be signed between SGR and the bidder whose offer all the instructions highlighted in the Terms of Reference, meets eligibility requirements, and receives the highest score out of a determined set of weighted technical and financial criteria. the best bidder will be chosen through a quality and cost – based selection method in accordance with SGR’s procedures. SGR reserves the right to negotiate the final terms and fees with the selected service provider. Only shortlisted Consultant of Firm will be contacted.

9. Confidentiality and Information Governance

All documents related to this bid shall remain the property of SGR and reserves the right to disclose all documents relating to this Procurement Process, including without limitation your tender response, to any employee, third party agent, adviser, or other third party involved in the procurement in support of, and/or in collaboration with SGR.

10. Submission of Proposals

Interested tax advisory service providers are invited to submit their detailed proposals, including:

1. A covering letter detailing how they/their team meets the required qualifications and competencies.
2. A full technical proposal including an overview of training content and other services delivery mechanisms.
3. Copies of CVs for the specific individuals who will be engaged in planning, implementing, and delivering the training activities.
4. Examples of similar trainings / business development support delivered over the past 5 years (this will be treated as confidential and only used for the purposes of quality assurance).
5. Contact details for 3 references.
6. Evidence of registration with professional bodies in Rwanda or other countries
7.  Breakdown of fees and expenses associated with the engagement.

11. Contact information

All inquiries and submissions should be directed to SGR email: recruitment@sustainablegrowers.org and copy: anitha@sustainablegrowers.org, no later than on 10^th August 2023; 17:00hr  local time.We look forward to receiving proposals from qualified tax advisory service providers to support our organization's tax planning and compliance need. 

Done at Kigali, on 01^st August 2023. 

Christine CONDO