I. Description of the subject of the contract:
The subject of the order is the audit of the financial statements of the Cooperation Fund Foundation (hereinafter referred to as the Foundation or FFW) for 2019 and 2020. The Foundation prepares the Financial Statements in accordance with Annex No. 1 to the Accounting Act of 29 September 1994.
II. CPV code(s): 79212100-4
III. Source of financing: Foundation funds according to the distribution list
IV. Place and date of contract performance: Warsaw, ul. Chłodna 52 (registered office of Grand Thornton Frąckowiak Sp. z o. o. Sp. Komandytowa, providing accounting services to the Cooperation Fund Foundation) The Contractor will audit the financial statements for 2019 from 20/04/2020 to 29/05/2020 and will submit the expert audit report to FFW by 29/05/2020
The date of the audit of the financial statements for 2020 will be set at a later date in an annex to the agreement, provided that the auditor's report will be issued no later than May 31, 2021.
V. Requirements for the Contractor:
1. The audit firm is obliged to have documented authorizations necessary to perform an audit of financial statements:
- is an audit firm pursuant to the Act of 11 May 2017 on statutory auditors, audit firms and public supervision (Journal of Laws of 2017, item 1089),
- is entered on the list of audit firms maintained by the National Council of Statutory Auditors.
The Contractor should demonstrate knowledge and experience in contract performance in the form of at least four completed financial statement audits, including two completed audits for entities receiving EU funds as part of ongoing projects, within the last three years prior to the bid submission deadline, or if the business has been in operation for a shorter period, during that period. To confirm compliance with the above-mentioned requirement, Contractors will submit a list of services along with evidence of their proper performance.
2. The audit firm and the lead auditor must have competent staff, time, and other resources to properly conduct the audit. The audit firm and the lead auditor will take the necessary steps to ensure that, during the audit, their independence is not affected by any actual or potential conflict of interest, business relationships, or any other direct or indirect relationships between the audited entity and the audit firm, members of the audit team, members of the network to which the audit firm belongs, the audit firm's management, or persons controlled by them. The statutory auditor and the audit firm are obligated to maintain the confidentiality of all information and documents to which they have access during the audit. The obligation of professional secrecy is not limited in time. Audit fees received by the audit firm, statutory auditors, and subcontractors acting on their behalf and for their benefit may not be:
- subject to any conditions, including the test result;
- shaped by or dependent on the provision of additional non-audit services to the audited entity or its related entities by the audit firm or any entity associated with the audit firm or belonging to the network.
VI. Bid evaluation criteria:
No. 1, Name of the criterion Importance of the criterion (%) – 100%; Number of possible points – 100
Ad.1 Price
Points for the “Price” criterion will be calculated according to the formula:
Price of the cheapest offer
——————————— x number of possible points = number of points
Price of the offer being examined
During the examination and evaluation of offers, the Foundation may request explanations from bidders regarding the content of the submitted offers.
VII. Method of preparing the offer:
The offer must be submitted using the offer form attached as Appendix 1 to this request for proposals. The offer must be completed on a computer and in Polish. The prices quoted in the offer must include all costs related to the execution of the contract and cannot be changed during the contract term. Contractors are required to carefully review the information contained in the request for proposals and its attachments and prepare their offer in accordance with the requirements specified therein. Offers prepared contrary to the requirements of this request for proposals, submitted on a different form, incomplete, or after the deadline will not be evaluated. Contractors are responsible for all costs associated with preparing and submitting their offer, regardless of the outcome of the process.
VIII. Documents required from the Contractor:
- offer in accordance with Annex No. 1,
- certificate of entry on the list of audit firms maintained by the National Chamber of Statutory Auditors,
- information about the key statutory auditor together with a certificate of entry in the Register of Statutory Auditors,
- a declaration of compliance with independence requirements submitted separately by the statutory auditor and the audit firm,
- a list of services along with references confirming their proper performance,
- a copy of the third party liability insurance policy covering the activities performed, including services within the scope of the order.
IX. FFW authorized contact person:
Mrs. Marek Żyła, phone no. 602-617-888, e-mail address: mzyla@cofund.org.pl
X. The offer must be submitted by: March 6, 2020, 4:00 p.m.
XI. The offer can be:
- send by post/courier to the following address: Fundacja "Fundusz Współpracy", ul. Górnośląska 4a, 00-444 Warsaw – the date and time of receipt by the Foundation will be decisive,
- send by e-mail to: mzyla@cofund.org.pl – the date of displaying the message on the recipient's computer is decisive,
- deliver it in person to the FFW Office at the following address: Fundacja Fundusz Współpracy, ul. Górnośląska 4a, 00-444 Warsaw – the date and time of receipt by the Foundation will be decisive.
XII. Other provisions
- This Request for Proposals does not constitute a commitment by the Cooperation Fund Foundation to enter into a contract. Submitted proposals, prior to the selection of a contractor, will be forwarded to the Cooperation Fund Foundation Council, which will make the final selection.
- The Contractor shall transfer to the Foundation all copyrights to the works created as a result of the performance of the Agreement, without any time or territorial limitations, in all fields of exploitation known at the time of conclusion of the Agreement, including those specified in Art. 50 of the Act of 4 February 1994 on Copyright and Related Rights (Journal of Laws of 2016, item 666, as amended), and in particular in the scope of:
1. recording, copying, modifying, entering into the memory of computers and computer servers,
2. recording and reproducing the work – producing copies of the work using a specific technique, including printing, reprographic, magnetic recording and digital techniques,
3. displaying it publicly (on a screen), including during seminars and conferences, as well as making it publicly available in such a way that everyone can have access at a place and time of their choice,
4. use in publishing materials and in all types of audio-visual and computer media,
5. the right to use the works in whole or in part and to combine them with other works, to develop them by adding various elements, updating them, translating them into other languages,
6. in the scope of trade in the original or copies on which the work was recorded – introducing into circulation, lending or renting the original or copies,
7. in the scope of disseminating the work in a manner other than specified in point 6 – public performance, exhibition, display, reproduction, broadcasting and rebroadcasting, as well as making the work available to the public in such a way that everyone can have access to it
access at a place and time of your choice.
- Offer validity period: 60 days from the deadline for submission of offers.
- The Foundation reserves the right to cancel the inquiry without giving any reason at any time, even after the offers have been submitted and considered, and also reserves the right not to make a selection.
- The Foundation may conduct price negotiations with the Bidder whose offer was selected.
- After selecting the most advantageous offer, FFW will immediately call on the bidder who submitted the most advantageous offer to sign the contract. If the bidder fails to sign the contract within seven days of being called to sign the contract, the contracting authority may begin negotiations with the bidder whose offer was next in line.
- There is no possibility of appeal against the selection made.
XIII. Obligations of the Data Administrator related to the protection of personal data
1) The Controller of personal data contained in the offer is the "Cooperation Fund" Foundation (hereinafter referred to as the "CONTROLLER"), with its registered office at ul. Górnośląska 4a, 00-444 Warsaw. The Controller can be contacted in writing, by traditional mail at ul. Górnośląska 4a, 00-444 Warsaw, or by e-mail at cofund@cofund.org.pl.
2) The Controller has appointed a Data Protection Officer who can be contacted at the following e-mail address: iodo@rt-net.pl.
3) Personal data referred to in paragraph 1 are processed on the basis of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation), i.e. based on the consent of the data subject.
4) Personal data are processed for the purposes necessary to carry out the public procurement process.
5) Personal data are processed based on the legitimate interest of the controller or a third party.
6) Personal data does not come from third parties.
7) The Administrator does not intend to transfer data to a third country or international organization.
8) The Administrator will transfer personal data to other entities only on the basis of legal provisions, including in particular: the Public Procurement Office, the Social Insurance Institution, the Tax Office.
9) Personal data will be processed by the Controller for up to 5 years from the time of selection of the contractor in the public procurement process.
10) The data subject has the right to request from the controller access to personal data, their rectification, erasure or restriction of processing, the right to object to the processing, as well as the right to transfer data.
11) A complaint about the Administrator's actions may be filed with the President of the Personal Data Protection Office.
12) Providing personal data is required to conduct the contractor selection process. Failure to provide it will result in the inability to submit a bid.
13) The Administrator does not envisage automated decision-making.
XIV. Attachments:
1. Offer form
