Request for Proposal (RFP) at the Alliance for a Green Revolution in Africa (AGRA)

Posted by Future on Fri 25th Feb, 2022 - nigeriantenders.com

The Alliance for a Green Revolution in Africa (AGRA) invites interested and qualified consultancy firm(s) to tender RFP documents for the following works:

The Alliance for a Green Revolution in Africa (AGRA) - Established in 2006, AGRA is an African-led, Africa-based, and farmer-centered institution working to put smallholder farmers at the center of the continent’s growing economy by transforming their farming from a solitary struggle to survive to a business that thrives.

Working in collaboration with our partners - including African governments, researchers, development partners, the private sector and civil society - AGRA’s work primarily focuses on smallholder farmers - men and women who typically cultivate staple crops on two hectares or less.

Applications are invited for:

Title: Request for Proposal (RFP) - Consultancy for Filing Services, 2022

Preamble

All payments and finance documents require to be scanned and stored in a logical manner. Hard copies of the same documents require to be filed sequentially. This is important because it eases audits, reconciliations, and complies with statutes on documents retention. Previously, the task of scanning and filing documents was being undertaken by temporary staff. In July 2018, Outsourced supplier was engaged to provide this service on a temporary basis pending full enterprise-wide needs assessment and tendering for a document’s management solution.

They completed scanning backlog and we are current. On average, Outsourced supplier attend to 50 documents per day, excluding retrieval of documents. This number will definitely increase, taking into consideration planned programme,internal and institutional audits in the coming months of the year.

The ongoing implementation of e-procurement solution will be one of the ways of automating documents handling and storage. During this time, we will continue to run with the outsourced arrangement. Auditors require to be furnished with documents within 24 hours after request.

Objective

The objective of this is to source for a service provider for scanning, filing and retrieving document.

Scope of Work

The Service Provider is expected to undertake records management exercise by scanning, filing and retrieval of documents.
The Service Provider will make these Services available to AGRA from the Commencement Date and on such times and dates as may be agreed by the Service Provider and AGRA.

Specifically:

Service Provider to update AGRA documents management systems through digitization and filing of bank statements, finance journals, petty cash journals, travel expense claims (TECs) for easy reference
Retrieval of audit documents as requested
Separately filing of all hard-original copies of documents in readiness for external storage
Retrieval of VAT invoices

Deliverables

Weekly report of work done
Scanning, filing and retrieval of documents

Key Qualifications and Experience Required

The consultancy firm is expected to demonstrate the following experience and competencies

Experience in filing services
Archiving
Retrieval of documents
Good attention to detail
Proficient in computer applications(word & excel)
Good time management abilities
Good organization skills
To be fluent in English

Application Closing Date

8th March, 2022.

Submission of Documents

The proposals SHALL be submitted via email to: procurement@agra.org by the deadline indicated in the synopsis. Please include the subject line “RFP/040/Finance/2022” of the email.

Note

The Proposals shall be prepared in English Language.
The technical proposal shall not exceed 20 pages.
The proposal and ALL Attachments submitted via email SHALL NOT exceed 10MB.
VALIDITY of the proposal shall be for a period of 90 days from the date of bid closure.
Financial proposal shall be sent as a separate attachment and MUST be password protected. The password shall be requested from firms that meet the minimum technical score of 75%).

Click Here (Ms Word) for a detailed description of the RFP.