INVITATION TO QUOTE FOR THE SUPPLY OF QUICKBOOKS AND TRAINING OF USERS
Background
KOPERATIVE NYAMPINGA (KOPENYA) is a cooperative registered by RCA with a registered No 1021/2009 based in Jali Village, Bunge Cell Rusenge Sector, Nyaruguru District in Southern Province. The goal of KOPENYA aims the promotion of coffee farming.
In partnership with the United States Africa Development Foundation (USADF), KOPENYA is implementing a project titled “Increased Coffee productivity”
It is based on the above partnership with USADF that KOPENYA wishes to invite the interested companies to submit tender documents to supply and install accounting software (QuickBooks), train the cooperative's members and staff on the use of the installed QuickBooks and provide after-sale online support on a need basis.
The objective of the Tender
The objective of this tender is to supply the QuickBooks Enterprise Desktop latest version (QuickBooks Accountant 2023), install and train the responsible staff on how to use it.
Scope of services
The qualified company will supply, install the software and train the staff team to use it and respectively respond to the following expectations:
- Develop a Chart of Accounts for KOPENYA
- Assess users’ PC system requirements and report any incompatibilities;
- Conduct a 5-day training of 3 users for the cooperative key staff including accountant and manager.
- Install QuickBooks Enterprise's latest version Accountant 2023 for Windows with at least a general accounting and budget execution track modules
- To install the accounting software on at least 3 computers for a period not more than 10 days after the contract signing, enabling the users to operate on a network will be highly appreciated.
- Provide QuickBooks CDs and License Numbers to designated Management;
- Provide service after the sale (determine modalities and duration).
- Develop and provide QuickBooks training tools to be used during training sessions.
- Support the finance team to generate the first monthly financial reports and analysis of reports with a recommendation to the management.
- The consultant will commit him/herself to coach the users remotely during the first year which aims at assessment on how the software is being properly used by the cooperative staff.
- The Consultant will provide any other information deemed relevant to the successful implementation of this consultancy
- The bidder should be ready to immediately supply the software and carry out trainings thereafter.
- The bid is expected to include class work/ training tools, including the methodology and a timetable for the training after signing the contract.
- The best bidder will provide both hard and electronic versions of training tools,
Qualifications Of the Company
- A detailed CV of the Lead Consultant showing His /her qualifications with 5 years of experience in similar consultancy assignments, especially in the installation training and monitoring of Computerized Accounting within business-oriented organizations.
- The consultant must be full-time available during all the time covered by the assignment with KOPENYA.
The company will also provide the following;
- Registration certificate
- Valid Tax clearance certificate
- VAT registered and able to provide electronic invoice/EBM
- Submit a certificate of social security fund clearance
- Copy of QuickBooks Authorized agent
- Technical and financial proposals
- 3 copies of good completion of the previous similar work
Other Conditions of Supply are as follows:
Prices: should be quoted in Rwandan Francs.
Payment:
- 80% of the contract amount will be paid after developing the chart of accounts for KOPENYA, software supply, installation and training of users.
- 20% as final instalment will be paid after 2 months software testing, full usage and release meeting with the Cooperative management members.
Delivery Schedule: Immediate. Please specify period and terms in detail. Delivery shall be at KOPENYA offices in NYARUGURU District.
Warranty: You are required to put a reasonable period of warranty after the final delivery
Validity: your quotation should be valid for a period of 90 days from the date of your quotation.
Duration of Assignment
The assignment is estimated to a contract period of three (3) weeks. The qualified company is expected to start immediately after the signing of the contract.
You are therefore invited to submit your technical and financial proposal for the provision of the above-mentioned services in sealed envelopes addressed to:
Chairperson
KOPENYA: Jali Village, Bunge Cell, Rusenge Sector, Nyaruguru District, Southern Province
The deadline for receipt of your quotation is October 18, 2024 at 17:00 PM.
Late bids shall be rejected
Further information can be obtained from KOPENYA, Telephone +250 788 231750 during working hours or email: nyampingacooperative2@gmail.com