SUSTAINABLE GROWERS RWANDA

P.O BOX 864 Kigali, Rwanda 

Tender for Provision of Asset Verification, Valuation and Tagging/Coding Services

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.

SGR’s social enterprise has a mission to increase local consumption of specialty grade coffee grown by the women beneficiaries of the SGR training program. The social enterprise operates both Business to Business and Business to Customer in Rwanda that sell coffee products, coffee tours, and coffee beverages, with the aim to increase the visibility of women coffee growers and their coffee and has a training space for farmers, baristas, and coffee professionals to improve coffee quality from seed to cup.

SGR is seeking a competent external Consulting Firm to Valuate and Tag its assets of the Non-Profit and its subsidiaries.

Objectives

The objective of the assignment is to verify physical assets, tag/ code and professional valuation of SGR fixed assets that will comply with the internal policies and fiscal requirements. 

Scope of the Services

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The assignment involves verification, valuation, and tagging/ codification of the following SGR Fixed Assets:

1. Vehicles
2. Office equipment and machinery
3. Communication equipment
4. Office furniture
5. Production Equipment
6. Café Equipment
7. Computers and computer related assets 

The tasks include but not limited to the following: 

1. Analysis of the property, property plant and equipment/ assets to establish Accurate records and class of Fixed Assets
2. Review and carryout assessment and verification of Fixed Assets
3. Preparation of fixed assets registers as per the prescribed format in SGR Administrative policies and procedures.
4. Carry out Valuation exercise of SGR Fixed Assets
5. Preparation of consolidated fixed asset registers per each entity’s assets, and reconcile it with the financial statement as on 31^st December 2022
6. Every item of asset shall be physically verified, and its details will be documented on a customized format as per SGR policies.
7. Preparation of the list of any assets recorded in duplicate/ surplus in the asset register being maintained by SGR and its subsidiaries, if applicable
8. Recommend to the management on the disposal items. 

Expected Deliverables

The expected deliverables are:

• Inception Report after the consulting firm has visited and assessed and verified the assets and detailed approach, methodology and Work Plan
• Draft Fixed Assets Schedules as per the task list above and Valuation Report
• Final Fixed Assets & Schedules as per the task list above and Valuation Report
• The final report will contain, at a minimum: Summary of assets by type/group and location, Detailed asset listing of capitalized items, including but not limited to the following - Bar-code/ tag number, Class code, Serial number, Model number (if available), Manufacturer, item description, Site name and code, Room number/ User, Quantity, Acquisition date, Acquisition cost, Life Expectancy, Depreciation to date, Replacement cost (new), Salvage value 

SGR will facilitate the firm/ consultant with all the necessary asset data and access to the assets. SGR will dedicate its representative(s) to assist with all the information or clarification that may be needed. 

Work Plan and Reports

The successful bidder shall provide a work plan; physical count form and list of allocable resources with timelines for completion of assignment within a timeline to be specified, of signing of contract. Work will commence one day following the date of approval of the work plan by the management of SGR.  

Timeline and venue

The firm’s engagement is expected to be held at the SGR and Subsidiaries offices. The service provider should adhere to the agreed timeline and ensure timely submission of deliverables. 

Required documents.

1. Providing 3 (original or notarized) service certificates of similar related services
2. A confirmation that the bidder has Electronic Billing Machine [EBM]
3. Evidence showing that the firm is a legal entity (certificate of registration)
4. Tax clearance certificate issued by RRA and certificate from the social security.
5. Experience of 5 years in doing similar services 

Evaluation Criteria and award

The agreement 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 qualified shortlisted firms will be contacted. 

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. 

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 the process other services delivery mechanisms. 

Contact information

All inquiries and submissions should be directed to SGR email: recruitment@sustainablegrowers.org and copy: anitha@sustainablegrowers.org, not later than on 17^th October 2023; 17:00  local time.

Done at Kigali, on 3^rd October 2023. 

Christine CONDO

Executive Director - Sustainable Growers