Population Services International

Request for Proposal for the Provision of Professional Financial Services

Posted Date 3 weeks ago(11/10/2021 2:11 PM)
Job ID
2021-3478
# of Openings
1
Category
Technical Health Areas
Position Location: City
Washington, DC
Region
Population Services International
Position Location: Country
United States

 

POPULATION SERVICES INTERNATIONAL (PSI)

 

REQUEST FOR PROPOSALS

 

FOR THE PROVISION OF PROFESSIONAL FINANCIAL SERVICES

 

Click here for full RFP

 

(RFP) NO.:  IM_2021_007_Financial Services (US-Based Firms ONLY)

 

TO PROVIDE : FINANCIAL SERVICES IN SUBCONTRACTOR EXPENDITURE VERIFICATION

 

ISSUE DATE                                          :       NOVEMBER 9, 2021

 

 

LAST DATE FOR RECEIPT OF

CLARIFICATION QUESTIONS BY PSI    :      NOVEMBR 16, 2021

 

 

LAST DATE FOR RESPONSES BY PSI     :      NOVEMBER 19, 2021

 

 

RFP CLOSING DATE AND PLACE            :      NOVEMBER 30, 2021

 

PROPOSALS MAY BE DELIVERED BY EMAIL TO:  Leticia Isambo (lisambo@psi.org)

 

Background: PMI Impact Malaria Program

 

The US Presidents Malaria Initiative (PMI) Impact Malaria project is PMI’s flagship global malaria service delivery project, helping to improve the quality and increase the delivery of malaria diagnosis and treatment services in up to 27 countries around the world. PMI Impact Malaria is a USAID contract hosted and led by PSI as the prime contractor.

 

PMI Impact Malaria works with national malaria control programs to help tackle these challenges by:

  • Closing the gaps in malaria service delivery to get the right medicine, with the correct diagnosis, to patients in need, in the timeliest manner.
  • Unlocking the potential of key drug-based approaches, by helping countries to introduce, implement, and scale-up proven innovations to move countries forward in their elimination efforts, according to each country’s unique malaria situation.
  • Strengthening malaria health systems and the use of data for decision-making to link operational research and country-led dialogue with global technical leadership for the means of accelerating service delivery improvements and advancing key learnings.

The PMI Impact Malaria (IM) team is a result focused, multi-disciplined and multi-cultured team, based out of Washington DC, working through PSI country offices as well as through our international subcontractors Jhpiego, Medical Care Development International (MCDI), and University of California San Francisco (UCSF) and Akros with  Total Family Health Organization (TFHO) as a local subcontractor The IM team currently has 34 active task orders (with a potential to see this number increase soon). A monthly invoice is required per task order and must be paid within 45 days of receipt. Thus, monthly, there are currently a total of 34 invoices submitted to the IM Finance Team for review and validation.

 

PSI is seeking a Firm or consultant to complete the financial verification of all subcontractor expenses thereby ensuring proper stewardship of donor funds and compliance with the terms and conditions of the subcontractor agreement.

 

The selected Firm or consultant will be responsible for review of the subcontractors’ monthly financial reports per PSI financial verification policies, Standard Operating Procedures (SOP), and the subcontractor financial review checklist and comparing expenditures against subcontractor financial reports so that IM can bill the donor, and also track questioned and disallowed costs. The purpose of this verification is also to detect control weaknesses, to report the subcontractor, and to document subcontractor plan to address identified weaknesses. Specifically, the selected vendor will be expected to do the following:

 

Financial Verification

  • Ensure expenses are properly documented and made in accordance with applicable donor and PSI policies.
  • Ensure financial reviews are completed per financial verification policies and procedures and the subrecipient financial review checklist.
  • Provide a summary of questioned and rejected costs per subcontractor for both the reporting and cumulative periods.
  • Review records of subcontractor to determine if internal controls are in place to be compliant with PSI policy.
  • Identify potential problem areas and assist the subcontractor in complying with donor and PSI policies.
  • Assist subcontractors/PSI in resolving compliance problems through discussion and the provision of technical assistance and training following PSI training protocols.
  • Provide adequate follow-up measures based on the recommendations approved by PSI for ensuring that performance and compliance deficiencies are corrected by subcontractors.
  • Prepare the Account Payable (AP) package and management letter for approval.
  • Extract management letters from AP package once signature has been obtained.
  • Ensure all financial documentation are archived correctly.
  • Ensure that required programmatic records are maintained to demonstrate compliance with applicable donor and PSI policies & terms of agreement.
  • Update all the relevant internal trackers to ensure completion of tasks.
  • Confidentiality Clause: All information received from IM/PSI and/or subcontractors including the data and information acquired during the course of review and/or conclusions and recommendations developed by Firm or consultant for PSI should be kept confidential. The data/ information and/ or documents are to be used discretely for this purpose of financial verification of the organization’s expenses only and not for any other purpose.

Operational Support, Compliance, and Reporting

  1. Standard Operation Procedures: PSI will provide remote or on-site training, in English, to the Firm or consultant on its standard operating procedures, and how subcontractor financial expenses verification need to be conducted. The initial training should take about half a day for the financial verification process. PSI will also provide ongoing technical support to answer any questions as they arise during the implementation of the policies and procedures.
  2. Authority Matrix: PSI will provide an authority matrix that specifies who is authorized to prepare, review, and approve each paper form used in the financial verification processes noted above. The Firm or consultant is asked to validate appropriate approval before accepting any documents from PSI and/or subcontractor.
  3. Scan and Attach: Firm or consultant is asked to scan and attach supporting documentation to every transaction reviewed and uploaded in the designated space provided by PSI. Specifics will be provided during the SOP training noted above.

 

Deliverables

  • Process area testing sheet which indicates the controls that have been tested for each invoice reviewed.
  • Monthly summary report of field work completed. Reports should include number and value of invoices received, number and value of invoices processed, number and value of invoices remaining as well as processing time.

Click here for full RFP

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