Independent National Electoral Commission
Plot 436 Zambezi Crescent, Maitama District, Abuja
Invitation to Tender
1 . Preamble:
The Independent National Electoral Commission (INEC) in pursuant of its
Constitutional functions and in compliance with Due process requirement seeks to carryout the underlisted consultancy assignments in contracts lots as indicated below.
To this end, the Commission invites competent and reputable firms of
Chartered Accountants and Management Consultants to tender accordingly.
2. Description of Assignment
Lot 1. Management investigation and Audit of stores items, development of a stores management system and production of a stores’ management manual for the Commission.
Lot 11. Special investigations and Audit of Bank Charges, wrong debits,
uncredited lodgments, and under payment of interest income on all
INEC Operational accounts.
Lot 111. Review of INEC Accounting system and production of an Accounting manual for an emerging CRF First Line Charge funded Commission.
3. Scope and Term of reference for the Assignment
Lot 1 (i) Review of stores’ management system and stock records at the National headquarters, zonal and states’ office including FCT, Abuja and in all other locations in the country.
(ii) Carryout physical Stock Count at all locations of the Commission
nationwide.
(iii) Reconcile Stock Counts with stock records domicile at the various stores Locations and with the consolidated stock records at the headquarter and obtain explanation’s for discrepancies.
(iv) Review and determine the adequacy or otherwise of electoral stores’ in terms of materials status, quality, quantity and usefulness for future elections.
(v) Review and determine the adequacy or otherwise of the Accounting, physical and security controls at the various stores locations and on the movement of stock.
(vi) Evaluate physical conditions of the Commission’s Assets, adequacy or otherwise of Asset classification, records system, and provide guidance for the Commission on the future usability and service-ability of assets.
(vii) Perform obsolescence assessment on the assets and prepare a list of such assets that should be scrapped, repaired or alienated.
(viii) Make a comprehensive management report in hard and electronic copies on stores management, taking cognizance of the need for Assets replacement, stores computerization and other best practices in stores management.
(ix) Carry out such other assignments that may be incidental or required to having a clear overview of stock items and other Assets in terms of quality, quantity especially the adequacy and condition of electoral
stock.
Lot 11 (i) Examine and review all credits and debits to bank statements on Commission’s operational bank Accounts with a view to ascertaining their correctness and justification.
(ii) Determine excess and improper charges on the Commission Accounts, non-payment and under payment of interest on account.
(iii) Prepare schedule of excess charges, wrong debits, uncredited lodgements, non-payment and underpayment of interest income and to follow-up on the erring banks for such recovery to the Commission.
(iv) Expose counterpart Commission staff on various verification/monitoring strategies to prevent future losses to the Commission by such lapses.
(v) Carry out such other assignment that may be considered incidental and expedient to the project.
Lot 111 (i) Review the existing organization and flow chart of the Financial and Accounting functions of the Commission at National Headquarters, States including FCT Offices.
(ii) Evaluate and determine the adequacy or other-wise of the Financial and Accounting Transactions processes in all the 38 self accounting units of the Commission.
(iii) Identify the appropriate input-process-output paradigm on the Financial and Accounting Transaction of the Commission.
(iv) Review and determine the adequacy or otherwise of the source documents, records, reports, books of Account as well as the completeness and accuracy associated with the maintenance of such documents, records, reports and book of Accounts.
(v) Draw up a comprehensive Accounting manual taking into cognizance the observations recorded, best Accounting standards and practices, current trends in public sector Accounting and the Potential Financial and Accounting Transaction requirement of a Commission funded on First line charge of the Consolidated Revenue Fund of the Federal
(vi) Carryout any other assignment that may be incidental or necessary to support the project implementation.
4. Proposal Requirement
Interested bidders are expected to submit Technical and Financial proposal in separate envelopes.
The technical proposal should include:
(i) The methodology to be adopted to achieved target objectives of term or
reference for each lot of contract assignment applied for.
(ii) Samples copies of reports and accreditation for similar assignment
executed for organizations in the Nigerian Public Sector,
(iii) Suggested improvement on the scope and term of references stated for
each lot of contract assignment .
(iv) Expected responsibilities and obligations of the Commission towards the
execution of the bidded assignments.
(v) The company/firms profile high lightings in details the following:
(a) Evidence of registration with Corporate Affairs Commission.
(b) Immediate past three years Audited Accounts of the firm/company.
(c) Immediate past three years tax clearance of either firms or the principal partners or proprietors.
(d) Evidence of financial capability and Banking support.
(e) Details of experience/Technical qualification of key personnel.
(f) List and evidence of similar projects executed and knowledge of the industry.
(g) List and evidence of equipment and Technical capability to be
utilized for the project.
(h) Evidence of VAT registration and remittance of all taxes registration for contributory pension scheme and National
Health Insurance Scheme and an up to date payment of both Employers and Employees’ contributions.
(vi) The duration for completion of the bidded assignment from the date of award of contract.
B. Financial Bid
The financial cost proposal for the execution of each lot of the bidded assignment should state.
(i) The fees and reimbursable expenses proposed for the execution of the assignment.
(ii) The bid validity period for the proposed fees and expenses.
(iii) The payment plan and terms of payment for the assignment.
5. General Information
(i) All tender must be accompanied with a non-refundable processing fee
of N10,000.00 (Ten Thousand naira) only.
(ii) For additional information, you may contact:
(a) Director, Internal Audit for Lot 1
(b) Director Finance & accounts for Lot 11 & 111.
(iii) The closing date for submission of the tender shall be 21st December, 2011 at 12 00 noon
(iv) The Technical Bid opening ceremony will be taking place same day from 12.05 pm. All Bidders are invited to witness the Technical Bid opening accordingly.
(v) Only firms that are technically responsive will be contacted after evaluation of technical bid and invited for opening of financial bid
6. Submission
All submission from bidders should be as follows:
(i) Two copies of neatly bounded Technical bid are to be submitted in an envelope marked at its top “Financial/Stores consultancy assignment’s Technical proposal for Lot 1 or 11 or 111
(ii) Two copies of neatly bound financial proposal in another envelope marked at its top “Financial/Stores’ Consultancy assignment’s Financial Bid for Lot 1 or Lot 11 or Lot 111”, to be deposited in the Commission’s “Tamper proof bids box” designated for Stores’/Financial Consultancy assignment.
(iii) The Name and address of bidders should be clearly printed at the sender’s address side of the proposal envelopes.
(iv) All envelopes should be sealed, addressed and submitted to:
The Secretary, INEC Headquarters,
Plot 436, Zambezi Crescent,
Maitama A5, PMB 0184.
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