Request for Quotes: Tax and Payroll Services Consultant in Uganda

Uganda
Contracted
Experienced

REF: RFQ041/KZN/ USAID - Organizational Development Activity (ODA)

SUBJECT:

The Kaizen Company (Kaizen) invites Ugandan firms tparticipate in thicompetitive solicitatiofopricing andeliverof tax advisory and consultant payroll services Kaizen reserves the right to reject any and all offers, to adddeleteomodifyany element of the solicitation at any time without prior notification and without any liabilitoobligatioof any kind. ThisRFdoes noobligate Kaizen to enter into a contract, nor does it obligate Kaizen to pay any costs incurred in thpreparationof the submissioof any Response.

DESCRIPTION OF EQUIPMENT OR SERVICE:

Kaizen is seeking a qualifievendofor tax advisory and consultant payroll services for the USAID-funded Uganda Organizational Development Activity in Kampala, Uganda. The description of equipment or service needed is listed below:

 

Delivery of Services

Vendors must provide comprehensive delivery costs and timelines – in calendar days – for the proposed services. The timeline should begin with the full execution of the purchase order and end with delivery of the services.

 

Pending the vendor selection process, we anticipate that coverage will begin on/around October 1st, 2022. Coverage will end before the project ends on June 30, 2023.

 

DETAILED DESCRIPTION-SERVICES AND PRODUCTS

The selected vendor will support the closeout of the Activity from a tax perspective. They will advise on proper closeout tax considerations, procedures, and requirements in compliance with the applicable Ugandan labor law. In addition, the selected vendor will be expected to support the Activity in addressing findings from a recent audit covering 07/01/2021 to 06/30/2022 (exact deliverables to be determined at a later date). 

 

Deliverables: 

Deliverable 

Description

Deliverable 1: Initial assessment  

Minimum of 2-page report of closeout processes, procedures, and timelines in accordance with the Ugandan labor law. The guidance should be broken out according to a firm that is deregistering and a firm that will not deregister to enable Kaizen to make the best decision for its situation. 

Deliverable 2: Consultant payroll

Administration of payroll for approximately 6 consultants over approximately 3 months.

Deliverable 3:Termination of staff contracts

Notice to staff draft termination letters.

 

Deliverable 4: Closure of accounts

Support the closure of Bank accounts, URA account, NSSF, KCCA and URSB

Deliverable 5: Terminal benefits computation and filing of statutory returns 

  • Compute terminal benefits and related taxes 
  • Advise Kaizen on amounts payable to effect payments 
  • File PAYE/ NSSF returns for terminal benefits

Deliverable 6: Cancellation of work permits

  • Draft and submit letter to Commissioner Immigration notifying closure of business -15 days prior to cessation 
  • Review Kaizen board resolution 

Deliverable 7: URSB Search for status

  • Search status of Kaizen at URSB
  • File missing information to URSB

Deliverable 8: De-registration of the branch 

  • Submit notice of cessation Form 28B
  • Issue notice to URSB
  • Gazette the notice
  • File annual URSB Returns
  • Declaration of solvency (Form 30)
  • Issue statement of affairs 

Deliverable 9: Deactivation of City Operator Identification Number - COIN

  • Notice to KCCA
  • Termination of trading licensee 

Deliverable 10: NSSF File closure

· Draft and submit letter to NSSF communicating the cessation 

Deliverable 11: Annual Audit/ Filing last tax return

  • Prepare documents for final Kaizen audit 
  • File final income tax return  

Deliverable 12: TIN de-activation 

  • Draft cessation of business letter for URA
  • File and submit TIN Deactivation form DT-1016
  • Manage Deactivation Tax audits
  • Advise Kaizen on outcomes of the de-activation audit to pay any resultant tax or get resultant refund if any
  • Obtain Certificate of TIN – De-activation  

Period of Performance: 1st October 2022 to 30th June 2023.

REQUIREMENTS

Prospectivvendors must submit the following information in thResponse:

  1. Be in the English language.
  2. Be typed, legible, and othe companys letterhead with the company’s contact name and address.
  3. Include detaileinformation on thquality of services and products proposed.
  4. Contain detailed costs and timeline using Table 1: Price and Time Schedule (included below), in local currency (UGX) provided against each of the categories of services described. Costs shall be inclusive of VAT.
  5. A contact name, email address, antelephonnumber to facilitate communicatiobetween Kaizen antheprospectivvendor.
  6. If a government, its agentsor agencieshave an ownershiomanagerial interest in the company, the prospectivecontractomust indicate this when submitting its offer. Failure tdso will result in the prospectivvendor’s offer being removed from consideration.
  7. List of current and past clients where the bidder carried similar services as indicated in the scope of services along with the name of the organization, contact person, designation, and contact number, nature of the consulting services for at least three (3) INGOs/Companies that are international donor funded. Experience with INGOs and donor-funded projects strongly preferred. Those firms/persons fulfilling these criteria will be given preference.
  8. Certificate of registration and company profile.
  9. Be a registered Tax firm with recognized body in Uganda
  10. Tax Clearance certificate.

 

EVALUATION

 

Mandatory Requirements:

Kaizen will not enter into any type of agreement with an Offeror prior to ensuring the Offeror’s responsibility. When assessing an Offeror’s responsibility, the following factors are taken into consideration:

1.   Ability to comply with required or proposed delivery or performance schedules.

2.   Have a satisfactory record of integrity and business ethics.

3.   Have the necessary organization, financial, experience, accounting and operational controls and technical skills.

4.   Be qualified and eligible to perform work under applicable laws and regulations.

                                    

Kaizen will evaluate bids based on the following criteria:

  1. Cost 
  2. Past Performance 
  3. Knowledge of Ugandan tax laws and demonstrated experience and expertise of similar assignments with Foreign Entities and international donor funded projects/activities.
  4. Overall quality of the response to this RFP

 

APPLICATION

 

Your submissiomust breceived througemail nlater than September 23rd,2022, at 5 PM East Africa Time to Sylivester Besigye at sbesigye@uganda-oda.com and Polly Kiguli at pkiguli@uganda-oda.com   

Email submissioshould have RFQ041 and thservice providename in thsubject line.

 

SCHEDULE OF EVENTS

 

Release of RFQ: First posted on August 29th, 2022, and updated on September 14th, 2022

Submission of Questions: September 28st, 2022

RFQ Closes – Responses Due: October 5th, 2022

 

The schedule noted abovmay be changed at any time in the soldiscretiooKaizen.

GENERAL TERMS ANCONDITIONS

    1. Kaizen’s project in Uganda is funded by the United States Agency for International Development (USAID)underSource anNationality (S/NGeographic Code 935. (For more informationplease refer to  (https://www.usaid.gov/sites/default/files/documents/1876/310.pdfA requesfor waiver may apply ifnecessaryhowever, the estimated time required to obtain the SON waiver will bconsidered within theTimeline” in the Evaluation Criteria. Kaizen encourages all bidders to consider products that falunder S/N Geographic Code 935 as priority whenever possible.
    2. Kaizen will only consider responses froresponsible vendors foaward.
    3. Collusion is strictlprohibited. Collusion is defined as an agreement or compact, writteooralbetween twormore parties with the goal of limiting fair anopen competitiobdeceivingmisleadingor defrauding a thirdparty.
    4. Prices quoted must bvalid for thirty (30days.
    5. Unit prices are required and in the casof discrepancies between unit price and total price, thunit price will betaken as reference basis in the evaluation.
    6. Selected vendors will be asked to produce samples, on case basis, to assess the quality of the procurement at no cost to Kaizen.

 

 

Tabl1Price and Time Schedule

 

Deliverable 

Description

Cost (UGX)

Proposed Timeline

Deliverable 1: Initial assessment  

Minimum of 2-page report of closeout processes, procedures, and timelines in accordance with the Ugandan labor law. The ODA project closes out on June 30th, 2023. The guidance should be broken out according to a firm that is deregistering and a firm that will not deregister to enable Kaizen to make the best decision for its situation. 

 

 

Deliverable 2: Consultant payroll

Administration of payroll – price by unit cost for one consultant and one month of payment.

 

 

Deliverable 3:Termination of staff contracts

Notice to staff draft termination letters.

 

 

 

Deliverable 4: Closure of accounts

Support the closure of Bank accounts, URA account, NSSF, KCCA and URSB

 

 

Deliverable 5: Terminal benefits computation and filing of statutory returns 

  • Compute terminal benefits and related taxes 
  • Advise Kaizen on amounts payable to effect payments 
  • File PAYE/ NSSF returns for terminal benefits

 

 

Deliverable 6: Cancellation of work permits

  • Draft and submit letter to Commissioner Immigration notifying closure of business -15 days prior to cessation 
  • Review Kaizen board resolution 

 

 

Deliverable 7: URSB Search for status

  • Search status of Kaizen at URSB
  • File missing information to URSB

 

 

Deliverable 8: De-registration of the branch 

  • Submit notice of cessation Form 28B
  • Issue notice to URSB
  • Gazette the notice
  • File annual URSB Returns
  • Declaration of solvency (Form 30)
  • Issue statement of affairs 

 

 

Deliverable 9: Deactivation of City Operator Identification Number - COIN

  • Notice to KCCA
  • Termination of trading licensee 

 

 

Deliverable 10: NSSF File closure

· Draft and submit letter to NSSF communicating the cessation 

 

 

Deliverable 11: Annual Audit/ Filing last tax return

  • Prepare documents for final Kaizen audit 
  • File final income tax return  

 

 

Deliverable 12: TIN de-activation 

  • Draft cessation of business letter for URA
  • File and submit TIN Deactivation form DT-1016
  • Manage Deactivation Tax audits
  • Advise Kaizen on outcomes of the de-activation audit to pay any resultant tax or get resultant refund if any
  • Obtain Certificate of TIN – De-activation  

 

 

 


 

For candidates applying for positions based in Kaizen's office in Washington, DC, we utilize career.place to mitigate bias in the recruitment process. Upon submitting an application, candidates will receive an email from career.place, prompting them to go through the anonymous screening. In order to be considered for a role, candidates must respond to career.place and proceed with the application. We do not currently use career.place for project positions outside of the United States.

At Kaizen, A Tetra Tech Company, we find strength in our diversity. We are committed to creating and sustaining an inclusive working environment in which everyone has an equal opportunity to fulfill their potential. We know that we can only do development differently if we are open to and inclusive of new and unique perspectives. We encourage candidates of all abilities, ages, gender identities and expressions, national origins, races and ethnicities, religious beliefs, and sexual orientations to apply. Further, we urge parents and non-parents, married and unmarried, those from different or non-traditional educational backgrounds, and persons of all other diverse identities or experiences to apply. Kaizen is an equal opportunity employer.

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