REQUEST FOR PROPOSALS: Financial, Accounting, Tax Compliance, and Administrative Support Services (January to June 2025)

SUMMARY

The World Resources Institute (WRI) is contracting a qualified accounting and financial management firm to support the VIA Foundation with comprehensive services, including customized accounting system implementation, financial reporting, payroll management, monthly tax compliance, administrative support, and annual corporate tax reporting. The selected firm will enhance the VIA Foundation’s operational capabilities to ensure compliance, efficiency, and transparency in financial processes.

About the World Resources Institute

Founded in 1982, The World Resources Institute (WRI) is a global environmental think tank that goes beyond research to put ideas into action. We work with governments, companies, and civil society to build solutions to urgent environmental challenges. WRI’s transformative ideas protect the earth and promote development because sustainability is essential to meeting human needs and fulfilling human aspirations in the future.

About the Vumbuzi Impact Africa (VIA) Foundation

The VIA Foundation, established in Kigali, Rwanda, serves as a financial intermediary to accelerate and scale up restoration projects across various African countries. The foundation’s mission is to attract and manage resources that promote sustainable development and ecosystem restoration, leveraging public and private sector partnerships to achieve impactful outcomes.

SCOPE OF WORK AND OUTPUTS/DELIVERABLES

The selected vendor will provide the following services:

Activity 1. Monthly Accounting and Financial Reporting: January to June 2025

• Developing a customized chart of accounts in the accounting system.
• Updating the creditor listing by posting suppliers bills and payments and carrying out reconciliation.
• Updating debtor listing by posting customer sales invoices and receipts.
• Updating the bank accounts and preparing monthly bank reconciliations
• Proposing necessary journals and posting them in the system upon client’s approval.
• Highlighting transactions without adequate supporting documentation for management follow-up.
• Preparation and posting of the monthly payroll and ensuring all payroll accounts are reconciled.
• Advising and supporting the management in establishing and improving internal control systems.

Activity 2. Monthly tax compliance and Payroll: January to June 2025

• Prepare monthly payroll calculations, including gross salary, statutory deductions, and net pay for employees.
• Generate and provide payroll summaries for internal review and approval.
• Complete registration with the Rwanda Revenue Authority (RRA) and the Rwanda Social Security Board (RSSB) for all statutory payroll obligations, including but not limited to PAYE, pension contributions, maternity benefit contributions, and community health insurance. Provide VIA Foundation with proof of completed registrations
• Monitor and provide updates on any changes in Rwandan laws and regulations impacting payroll and statutory contributions. And provide advisory notes or email updates detailing any adjustments required in payroll practices.
• Ensure VIA Foundation is registered for all applicable payroll-related taxes and statutory obligations with relevant regulatory bodies.
• Provide guidance and handover support to VIA Foundation’s internal accountant to ensure a smooth transition after March.
• Deliver detailed documentation of payroll processes, calculations, and compliance steps for ongoing reference.
• Registration and submission of returns for the following statutory deductions:

• Pay as You Earn (PAYE)
• Pension contributions
• Maternity leave benefit contribution scheme
• Community based health insurance scheme

• Withholding tax

• Advising the client on payments subject to withholding tax on an ongoing basis
• Review of Withholding tax schedule providing by the company including service fees, interest, royalties, and local purchases from unregistered taxpayers
• Preparation and submission of withholding tax return
• Supporting registration for withholding tax with RRA

Activity 3. Monthly Admin support and Payment processing: January to June 2025

• Admin support

• Assisting the Client in navigating EBM system and advising on where direct support from RRA support is required
• Generating sales EBM invoices and generating purchase codes for suppliers during purchases

• Payment processing:

• Review of the supplier invoices and bills for compliances and requesting for proper invoices as needed and/or subjecting qualifying transactions to withholding tax and reserve VAT
• Ensuring the support documents meet set requirements and obtaining approval from the Client prior to initiating payments in the bank portal
• Availing a dedicated resource to access bank accounts and initiate for Client’s approval
• Submitting proof of payment to suppliers once payments are completed and following up with the bank in case of any issues
• Advising on the information to be obtained from prospective suppliers at the contracting stage to enforce compliance and best practices

Activity 4. Corporate income tax compliance and reporting: February-March 2024

• Corporate income tax compliance and reporting

• Prepare and submit nil tax returns to the Rwanda Revenue Authority (RRA) for all periods since the foundation’s incorporation, if no taxable activity has been recorded.
• Annual computation of corporate income tax
• Deferred tax computation
• Review of tax disclosures in the financial statements
• Preparation and submission of CIT return
• Preparation and submission of quarterly instalment prepayment (QIP) tax
• Supporting external audits
• Providing responses to queries or clarifications on various matters pertaining to filed CIT return

• Submission of company annual return to RGB

• Liaison with the client to complete necessary forms and documents
• Submission of the annual return through RGB portal

TIMING

The engagement will commence on January 24th, 2025, and end on July 30th, 2025,

BUDGET

Vendors must provide a detailed breakdown of costs in their proposal. All prices or quotes should include VAT and tax, as applicable.

GUIDELINES FOR PROPOSAL SUBMISSION

Prospective vendors should submit:

• A statement of interest describing the proposed team and their qualifications.
• Detailed workplan
• A detailed budget with a breakdown of costs.
• CVs of team members.
• Examples of and references for similar work (will be considered a plus).

Expression of Interest, Deadline for Questions, and Proposal

All expressions of interest and questions about this RFP must be received via email, in an electronic format (pdf) to the contact below by January 24th, 2025 (Washington, DC). Answers to the questions will be shared will all parties who have asked questions or otherwise expressed interest.

Salima Mahamoudou

Manager, Blended Finance for Restoration

[email protected]

EVALUATION AND SELECTION

Evaluation Criteria

Proposals will be evaluated based on the following criteria:

• Technical Expertise and Experience: Demonstrated ability to deliver similar services within the Rwandan regulatory context, including accounting, payroll, tax compliance, and financial reporting for NGOs or similar organizations.
• Approach and Methodology: Clear and comprehensive plan for delivering the activities, including timelines, deliverables, and customized solutions tailored to VIA Foundation’s needs.
• Team Capacity and Resources: Availability of qualified personnel, tools, and systems to ensure consistent service delivery and compliance with statutory requirements.
• Cost-Effectiveness and Value for Money: Competitive pricing with transparent costs and added value through advisory or training support for the VIA Foundation’s internal team.

The selected bidder will represent the best overall value to the VIA Foundation. The VIA Foundation reserves the right to discontinue this RFP or make multiple awards without obligation.For this procurement, technical and price aspects are considered to have a 60/40 weighting, with technical aspects being slightly more significant.

Selection Process

No proposal development costs shall be charged to WRI / all expenses are to be borne by the bidders. WRI may award the bidder offering best value without discussion. However, WRI reserves the right to seek bidder clarifications and to negotiate with those bidders deemed to be within a competitive range.

WRI may, at its discretion and without explanation to the prospective organizations/consultants, etc., choose to discontinue this RFP without obligation to such prospective organizations/consultants, etc. or make multiple awards under this RFP. Contracts will not be awarded to organizations/consultants, etc. debarred by the US government or named on restricted parties lists.