Consulting firm for the development of the procurement, administrative, accounting and financial procedures manual of the Fisheries Committee for the West Central Gulf of Guinea (FCWC).
Contracting Authority
The Secretariat Fisheries Committee for the West Central Gulf of Guinea (FCWC).
Title
Development of the Procurement, Administrative, Accounting and Financial Procedures Manual of the FCWC.
Place of delivery
Tema (GHANA)
Typeofconsultant
A firm of nationality from the six FCWC countries
Duration of the consultancy
Maximum 42 business days (2 calendar months)
Submission deadline
27nd June, 2023, at 16h:00 GMT
I-BACKGROUNDAND JUSTIFICATION
Background
The Fisheries Committee for the West Central Gulf of Guinea (FCWC) is an intergovernmental fisheries organisation established by a convention signed on November 7, 2007, in Cotonou, Benin, by the six (6) Member States: Benin, Côte d’Ivoire, Ghana, Liberia, Nigeria, and Togo.
The creation of FCWC was the initiative of the Sixth Session of the Ministerial Conference on Fisheries Cooperation among African Atlantic Coastal States (COMHAFAT), held in July 2005 in Rabat, Morocco. During the conference, a request was made to the Food and Agriculture Organization (FAO) of the United Nations to assess the possibility of establishing a sub-regional fisheries body for the West Central Gulf of Guinea. The targeted areas involve the marine waters under the national jurisdiction of the contracting parties. In response to this request, FAO conducted a feasibility study in March 2006. After reviewing the study report during a meeting held in Cotonou, Benin, from April 12 to 13, 2006, the Directors of Fisheries of the six countries approved the recommendations made by the FAO and agreed to establish a regional fisheries body called the Fisheries Committee for the West Central Gulf of Guinea (FCWC). This committee was intended to cover the maritime area from Nigeria to Liberia and to fill the institutional gap between Regional Fisheries Organisations such as the Subregional Fisheries Commission (SRFC) and the Regional Fisheries Commission for the Gulf of Guinea (COREP).
In July 2006, on the sidelines of the 7th Session of the Ministerial Conference on Fisheries Cooperation among African Atlantic Coastal States (COMHAFAT), a Ministerial Meeting of the six potential Member States was held in Abidjan, Côte d’Ivoire. During this meeting, the examination and adoption of the draft Ministerial Declaration, approved by the Directors of Fisheries in their April 2006 meeting, took place. This declaration outlines the objectives of FCWC, describes its structure, and defines the main functions of its bodies consisting of:
The Ministerial Conference;
The Advisory and Coordination Committee;
The General Secretariat.
Recognising the need for cooperation and common policies among coastal countries in the protection, preservation, and management of fisheries resources in the West Central Gulf of Guinea, as well as the need to cooperate in the development of their national fishing industries to strengthen regional integration, the contracting parties gathered on November 7, 2007, in Cotonou, Benin, and signed the Convention establishing the Fisheries Committee for the West Central Gulf of Guinea (FCWC).
The Food and Agriculture Organisation (FAO) of the United Nations serves as the custodian of this Convention.
The main objective of the Committee is to promote cooperation among the contracting parties to ensure sustainable management, preservation, and optimal utilisation of the marine biological resources in the convention area.
Justification
The FCWC acknowledges the importance of developing a tailored procedures manual to facilitate the implementation of internal organisational changes. The goal is to improve the management of financial resources, human resources, and procurement processes within the organisation. To better control the organisational risks of the entity and increase the satisfaction level of its stakeholders and partners in achieving the organisation’s objectives, additional procedures must be established by the Committee to meet international standards. It is in this context that the FCWC seeks the assistance of a consulting firm in these areas to enable them to carry out this activity.
II-DUTIES AND RESPONSIBILITIES OF THE CONSULTING FIRM
Under the contractual responsibility of the legal representative of the FCWC, the consultancy of the consulting firm shall comprise the following:
DESCRIPTION OF THE SERVICE:
Overall objective:
Develop the manual of procurement, administrative, accounting and financial procedures of the FCWC with regard to the standards governing this type of organisation.
Specific objectives:
Conduct a SWOT (Strengths, Weaknesses, Opportunities and Threats) analysis of the procurement, administrative, accounting and financial management of the FCWC with regard to the context of an intergovernmental organisation;
Write the manuals of the procurement, administrative, accounting, and financial procedures of the FCWC in the dynamics of improving the management of the organisation;
Build the capacities of the Secretariat, administrative, and financial staff on the key elements of the changes made in the manuals of procedures and propose the tools to be put in place.
To review the existing draft procurement manual and make the necessary revisions to prepare it for validation.
Draft a framework for the validation of the prepared draft manuals.
Recommend the purchase of appropriate accounting and financial management software.
Expected results:
All documents are to be prepared & submitted in English and French.
An FCWC procurement manual, an FCWC administrative manual, an FCWC accounting and financial management manual are developed ;
A summary guide for each manual of procedures.
The capacities of the staff of the Secretariat and the administrative and financial staff on the key elements of the changes made in the manuals are reinforced.
METHODOLOGY
The consulting firm will be recruited according to the FCWC procedures. Technical and financial proposals shall be submitted by all tenderers. Only tenderers whose technical proposals score higher than 75 will proceed to the financial evaluation. The technically qualified tenderer with the lowest, accepted financial proposal will be awarded the contract.
The profile of the firm is specified below in QUALIFICATIONS AND SKILLS. As part of the submission for this consultancy, the consulting firm should propose a work plan for the above-stated objectives and expected results.
The technical tenders will be evaluated by the FCWC’s evaluation committee.
Only qualified tenderers will be invited to witness the opening of the financial proposals.
All tenders are to be received physically or via post office by 27nd June 2023 no later than 16:00 GMT.
THE DEADLINE FOR SUBMITTING TENDERS IS TUESDAY, 27nd June, 2023, at 16h:00 GMT.
ANY TENDER SUBMITTED AFTER THIS DATE & TIME WILL NOT BE ACCEPTED.
The draft manuals will be presented to the Advisory and Coordination Committee for validation before their adoption by the supreme body of the FCWC, the Conference of Ministers.
The firm shall carry out a SWOT analysis of the management procedures in force at the FCWC.
Following the situational analysis, through an interactive process with the procurement, accounting, administrative, and finance staff, the firm shall draft the manuals based on the specific objectives above and make recommendations to improve the procurement, administrative, accounting, and financial management of the FCWC.
The consultancy shall not exceed a period of 42 working days.
EXPECTED DELIVERABLES
At the end of the consultancy, the consulting firm shall provide the following deliverables:
An FCWC administrative manual,
an FCWC procurement manual,
an FCWC accounting and financial management manual;
A summary guide to each manual of procedures
III-QUALIFICATIONS AND SKILLS
The team leader of the firm must have the following qualifications:
Administrative Expert:
Shall hold, at minimum, a Master degree in Business or Public Administration, Management and any related fields;
Have proven experience of at least 5 years in Business or Public Administration
3 Proven experience in developing and/or drafting administrative, human resources and procedures manuals;
Proficiency in both written and spoken French or English.
Procurement Expert:
Shall hold, at minimum, a Master degree in Procurement or economics or any related fields;
Have proven experience of at least 5 years in Public Procurement (government or donor funded)
Have proven experience in developing and/or drafting procurement manuals;
Proficiency in both written and spoken French or English.
Have a good knowledge of national and international procurement guidelines.
Accounting & Finance Expert:
Must be a certified Chartered Accountant and/or hold, at least, a Master degree in management, economics, auditing and control, accounting or a related field to the subject of the study;
Have proven experience of at least 5 years in developing and/or drafting financial, accounting procedures manuals;
Have a good knowledge of national and international accounting/financial management standards and best practices;
Proficiency in both written and spoken French or English
IV- CANDIDATE EVALUATION CRITERIA
The firm selection process will consist of 2 stages:
the analysis of various technical proposals;
the evaluation of financial proposals of qualified tenders.
Technical proposal evaluation(100 Marks)
The technical proposals shall be analysed based on the qualifications and proven experience in developing procurement, administrative, accounting and financial procedures manuals, and shall be rated using the following scale:
Level of education and type of degree in line with the Terms of Reference (ToR) (20 Marks)
General Work experience (10 Marks)
Specific and verifiable experience in developing and writing administrative, procurement, financial, and accounting procedures manuals (35 Marks)
Understanding of the ToR and methodology of consultancy services (35 Marks)
Financial Evaluation
Tenderers whose technical proposals meet the minimum mark of 75 will have their financial proposals evaluated.
The lowest evaluated financial tenderer among the qualified technical proposals will be selected.
V-APPLICATION FILE AND SUBMISSION DEADLINE
The application file must include:
One original copy, and 3 copies of the proposals
A cover letter addressed to the Secretary General of the FCWC
The curriculum vitae (see attached template in Annex) completed with at least 3 professional references from similar consultancies
A copy of degree(s)
The proposed methodology for this consultancy
A work plan of the activities to be undertaken over the period
A separately packaged financial proposal that indicates the all-inclusive fixed total contract price, presented with itemized breakdowns of the costs
NB: Candidates must submit One original and 3 copies of their application files which will contain the separate technical and financial proposals to the headquarters of the Fisheries Committee for the West Central Gulf of Guinea (FCWC) at the following address:
4th floor of the “Fisheries Scientific Survey Division” building, Community 2 area, Tema. P.O. Box BT 62 Tema, Ghana.
The aforementioned files, in sealed envelopes, shall bear the following :
Attention: Mr. Secretary General of the FCWC
” APPLICATION FOR THE DEVELOPMENT OF THE PROCUREMENT, ADMINISTRATIVE, FINANCIAL AND ACCOUNTING PROCEDURES MANUALS (Ref N°001/2023/TN/FCWC-CPCO/SG)”
ANNEX 1
This format presents a minimum information required from the tenderer. This format could be used/modified by the tenderer.
CURRICULUM VITAE
Surname :
Given Names :
Date of birth :
Nationality :
Years of experience :
Address :
Tertiary Institution
Year
Qualification/Certification
Tertiary Institution
Year
Qualification/Certification
Tertiary Institution
Year
Qualification/Certification
Linguistic knowledge: Indicate your level of proficiency on a scale from 1 to 5 (1 – excellent level; 5 – basic level)
Language
Read
Spoken
Written
Languages
Read/Passive
Spoken
Written
English
French
Affiliation to a professional organisation:
Other skills:
Main qualifications:
Specific experience in consultancy related to the Terms of Reference:
Countries
Start date – End date
Purpose of consultancy
Role (head of mission or team member)
Professional experiences
Period
Venue
Organisation/Firm
Position
Description of the position
Period
Venue
Organisation/Firm
Position
Description of the position
Period
Venue
Organisation/Firm
Position
Description of the position
Period
Venue
Organisation/Firm
Position
Description of the position
I, the undersigned, certify with full awareness that the information above accurately reflects my situation, qualifications, and experience. I acknowledge that any wilfully false statement may result in the rejection of my application.
