Request for Proposal for the Provision of Accounting Services for the Conversion of Financial Statements from IFRS to the Uniform Acts of OHAD At Planned Parenthood

1.0 INTRODUCTION
For more than a century, Planned Parenthood Federation of America (PPFA) has been a leading provider of sexual and reproductive health (SRH) services and a leading advocacy organization in the United States. PPFA’s international program, Planned Parenthood Global (PP Global), has worked for over 50 years in partnership with more than 70 organizations in Africa and Latin America to support courageous actors, policies, and movements to advance reproductive health and rights, with a focus on under-resourced and underserved communities. In Africa, there is a need for greater emphasis on providing the technical assistance and financial support needed for local organizations to implement sustainable youth-friendly SRH advocacy and service delivery programs.

PP Global is present in Senegal, Uganda, Kenya, Burkina Faso and Benin, supporting local non-governmental organizations and policy champions to strengthen their programmatic, institutional and financial capacity to advocate and provide quality sexual and reproductive health (SRH) information and services.

For more information about our organization, visit our website here.

PP Global is issuing this Request for Proposals (RFP) to solicit competitive bids from qualified and licensed accounting firms. The selected firm will provide accounting services for the conversion of the financial statements of Planned Parenthood Global Burkina au Faso (PPG Burkina Faso) and Planned Parenthood Global au Senegal Inc. (PP Global Senegal Inc.) from International Financial Reporting Standards (IFRS) to the Uniform Acts of the Organization for the Harmonization of Business Law in Africa (OHADA).

2.0 HISTORY AND CONTEXT

In line with our commitment to uphold regulatory compliance in the countries where we operate, PP Global aims to adopt and harmonize its accounting practices for PP Global Burkina Faso and PP Global Senegal Inc. in accordance with the OHADA Uniform Acts. Our objective is to ensure that our financial statements comply with the accounting standards prescribed by the OHADA framework as required by member countries, including Burkina Faso and Senegal.

3.0 OBJECTIVES OF THE CONTRACT

PP Global seeks to engage a chartered accountant firm with experience and knowledge in the application of IFRS and standards relating to the maintenance and preparation of financial statements, as well as an expert understanding of the requirements of the OHADA Uniform Acts, to facilitate the conversion of the financial records of PP Global Burkina Faso and PP Global Senegal Inc. for the calendar periods of 2023 and 2024 from IFRS to the requirements of the OHADA Uniform Acts.

PP Global wishes that, as part of this engagement, the accounting firm will also provide training and capacity building to PP Global’s finance team on OHADA Uniform Acts and Accounting Standards, including the main differences between IFRS and OHADA requirements, as well as the corresponding compliance requirements.

The selected accounting firm shall enter into a contract with PP Global Inc. for PP Global Burkina Faso and PP Global Senegal Inc. to perform the services specified in the scope of services of this document, agreeing to the clearly identified service levels. The contract shall be entered into for the duration of the performance of the services specified in the scope of services of this document, with the possibility of renewal in subsequent years.

4.0 SCOPE OF SERVICES

The scope of services will include the following:

a) Conversion of the financial records of PP Global Burkina Faso and PP Global Senegal Inc. from IFRS to the OHADA Uniform Acts
I. Pre-conversion assessment
● Conduct an initial assessment of the existing financial statements as prepared for both entities under IFRS.
● Identify the main differences to be considered between the requirements of IFRS and the OHADA Uniform Acts, with respect to the financial statements of both entities.
● Understand the current financial information of both entities as prepared under IFRS, as well as the current classification and nature of the areas of financial statements as applied by both entities.
● Develop a detailed work plan describing the approach, methodology, timeframes and resources required to complete the conversion process.
II. Review of records, adjustments and reconciliations
● Conduct a review of financial records documents, identifying and making necessary adjustments to the financial statements to ensure their alignment with OHADA requirements, including changes to:
– The recognition and measurement of assets, liabilities, income and expenses related to ordinary and non-ordinary activities.
– Depreciation and amortization tables
– The treatment of provisions, reserves and contingencies.
– The classification of areas of the financial statements according to the OHADA chart of accounts.
● Reconcile any discrepancies identified during the conversion process to ensure their accuracy and completeness.
● Reclassify financial data as necessary to comply with OHADA presentation and disclosure requirements, including adjusting the structure and format of the financial statements and ensuring that the accounts are correctly classified as prescribed by OHADA standards.
● Maintain clear and detailed documentation of all conversion activities, including a record of adjustments and reconciliations made.
● Provide a complete audit trail to support changes made during the conversion process, to ensure transparency and accountability.

b) Compliance Assurance
● Conduct a thorough review of converted financial documents to ensure their compliance with OHADA accounting and reporting standards.
● Address any issues or anomalies identified during the review to ensure their accuracy and completeness.

c) Training and Capacity Building
● Organize training sessions for PP Global’s finance team to ensure they understand OHADA requirements and the changes introduced during the conversion process.
● Develop user-friendly guides and reference materials to facilitate compliance with OHADA requirements.

d) Ongoing support
● Provide post-conversion support to address any questions or issues arising from the transition to OHADA standards.
● Provide advisory services to ensure the organization remains compliant with OHADA regulations in the future.

5.0 MANDATORY SKILLS AND REQUIREMENTS

The accounting firm must:

1. Hold a license authorizing him/her to practice
2. Master IFRS standards
3. Have expertise in uniform acts and OHADA requirements
4. Have experience in accounting in the NGO sector
5. Have knowledge of the regulations of OHADA member countries.
6. Have technical skills and resources
7. Have training and capacity building skills
8. Have project management skills
9. Have communication, responsiveness and reporting skills
10. Respect ethical standards and professionalism
11. Fluency in English will be an added advantage.

6.0 PROPOSAL SPECIFICATIONS

Interested parties should submit an application package, preferably in English, including the following:

a) Technique

The technical proposal must include:
● Understanding the scope of services and objectives of the mission
– Demonstrate an understanding of the scope and objectives of this mission.

● Methodology and Approach
– Provide an in-depth overview of the methodology and approach for the scope of services, also detailing any tools or processes that will be used within the company to ensure the completeness and accuracy of the conversion process.

● Quality Assurance
– Highlight the measures that will be put in place to ensure the integrity of the conversion process.

● Work plan and timeline
– Provide a detailed work plan outlining key activities, milestones and expected results, with a clear timeline for execution and completion.
– Include a visual tool to illustrate the timeline.

(b) Declaration of experience, capacity and expertise

The Bidder must provide the following information to demonstrate its experience, capability and expertise:
● A Company Profile – Provide a brief description of the company, a brief description of the Bidder’s current operations, year and country of incorporation, types of activities undertaken, location of principal office, location of branches, number of employees of the company.

● Business registration and membership documents – A certified copy of the business registration certificate, certificate of incorporation, business license or similar documents and accreditation certificates, as well as other certificates of membership in professional associations;

● Organisational experience – Provide details of relevant experience successfully gained within the last five years, with at least three references who can be contacted for proof, through reference letters from current or previous clients.

● Team Composition and Qualifications
– Key Personnel: Identify the key team members who will be assigned to this engagement, along with their roles and responsibilities. Include brief profiles and resumes, highlighting their qualifications and experience.
– Capacity: Provide an overview of the firm’s ability to successfully complete the engagement, including resources, technical capabilities, and experience on similar engagements.

(c) Financial
The financial proposal must demonstrate:

● A summary reflecting the technical proposal. Each service must be costed.
● A detailed breakdown of fees by service area, including specification of rates for each category of personnel and the estimated number of hours for each.
● A detailed estimate of all additional costs, including administrative and other miscellaneous costs.
● All assumptions made in determining costs (e.g. number of days required, availability of financial records, extent of work on site), as well as any conditions that may affect the final cost (e.g. changes in scope, delays in providing information).
● A specific payment plan including an initial payment upon signing the contract, interim payments upon completion of major deliverables, and a final payment upon completion of all services.
● That payments must be in the respective local currencies.

7.0 SUBMISSION REQUIREMENTS

To be considered admissible, a proposal must contain the following elements, preceded by a table of contents, referenced by number and in the order below:

a) Proposal format

All proposals must be submitted in the format prescribed above to facilitate an objective review. Any proposal that deviates materially from this format will be rejected without further review of its contents. Proposals that contain false or misleading statements or provide references that do not support an attribute or condition claimed by the bidder will be rejected. Proposals should provide a concise description of the capabilities to meet the requirements of this RFP.

Emphasis should be placed on clarity, conciseness and completeness of the response. Your proposal must contain all information specifically required by this RFP or must address any information that is not applicable or omitted. PP Global reserves the right to disregard any additional information or documentation included in or submitted with your proposal. Your proposal must be electronically signed by an authorized person or representative of your company.

Candidates who meet the above criteria and wish to be considered for this consulting mission must submit a document with the content indicated above. All documents will be treated with the utmost confidentiality.

(b) Costs of developing proposals

All costs and expenses incurred by interested parties in connection with the preparation, development and/or submission of a proposal, a personal presentation or negotiations for a final agreement, will be their sole responsibility, whether or not their proposal is accepted. None of these costs or expenses may be recovered through fees for services requested.

c) Questions and answers

All questions must be submitted in writing to the Tender Contact no later than 24 January 2025 at 17:00 (West Africa Time). Enquiries and responses will be recorded at PP Global’s discretion.

8.0 EVALUATION PROCEDURE AND CONTRACT AWARD

PP Global will evaluate the proposals and award the contract based on technical criteria and experience, capacity and expertise, strength and feasibility. PP Global reserves the right to accept or reject any proposal received without giving reasons and is not bound to accept the lowest, highest or any other bidder.