ࡱ>    i {bjbj "{b{br6z  $P,0t: `$0 $ $$  *w'w'w'$`w'$`w'w'T`n%$LJ<h7&  !w')"t" & $$$$ B @:  Invitation to tender for the Provision of: Internal audit services for the three year period to 31 July 2024 Tender ref: AOCALWIA 2021 3yr LETTER OF ACKNOWLEDGEMENT To :Addysg Oedolion Cymru | Adult Learning Wales F.A.OMr Matthew LloydTel No.03300 580 845Date Dear Mr Lloyd, Internal audit services for the 3 year period to 31 July 2024 Tender ref: Internal audit AOCALWIA 2021 3yr We acknowledge receipt of your Invitation to Tender package. Please tickWe have received all the documents listed in the Invitation to Tender without damage and in usable condition. We have read the Invitation to tender and will tender in accordance with the specified requirements for the internal audit service. We do not wish to tender and therefore return the whole Invitation to Tender package with this letter. Yours sincerely, For and on behalf of: Name of Tenderer Address Tel. No. Email Part 1 Tendering Instructions Introduction. 1.1 Addysg Oedolion Cymru | Adult Learning Wales (hereinafter to be known as AOC|ALW) wishes to appoint a Contractor to provide services and products as detailed in the specification / pricing schedule. The appointment will be by a process of competitive tender. 1.2 It is expected that any contract resulting from this tendering exercise will commence as stated in the specification, and will be for the length of period stated. The requirement is set out in the Description of Services, which also provides background information. The Description of Services is attached as an Annex to this Part. Completion of Tender. Tender Documents Your tender should comprise of the following documents: Form of Tender Offer Letter. Appendix A Tenderers Submission. Appendix B Additional Information required by AOC|ALW. Appendix C Non-Collusive Tendering Certificate. Appendix D Alternative Proposals. Appendix E - Qualification of the Contract. You are not required to submit any other documents. Form of Tender Complete and sign the Form of Tender. Appendix A Tenderers Submission Complete Appendix A by inserting all the details requested. Prices, if any, for alternative proposals should be included in Appendix D. 2.3.2 This Appendix forms part of the offers made in the Form of Tender. 2.3.3 If you are successful in your tender, the prices you have offered in Appendix A (or in Appendix D, if appropriate) will be entered into the Contract Documents. 2.4 Appendix B Additional Information Required by AOC|ALW. 2.4.1 Section I of this Appendix forms part of the offer made in the Form of Tender. 2.5 Appendix C Non-Collusive Tendering Certificate Please sign, complete and return as evidence of non-collusion. Appendix D - Alternative Proposals Include under this Appendix any alternative proposals you wish to submit for consideration, and their costings. You are not required to complete this Appendix, but innovative proposals designed to provide the best value for money would be welcome. 2.7 Appendix E Qualification of the Contract 2.7.1 Include here details of any areas where you will not be able to comply with the contract as set out in this Invitation to Tender. Qualifications should only be made if you cannot comply with the requirements of the contract at any price. 2.7.2 If your tender is qualified we reserve the right to reject it in total. ANNEX 1 (to Part 1- Tendering Instructions) Addysg Oedolion Cymru | Adult Learning Wales Staff and Structure Management Governing Body The control and activities of AOC|ALW are the responsibility of the Governing Body. The Governing Body has established a number of committees to consider specific issues and the operation of AOC|ALW and which make recommendations to the main Governing Body, including a Resources Committee and an Audit Committee. AOC|ALW is a charity, a company limited by guarantee and a membership organisation, with its own voluntary branches and learner forums. Chief Executive The day to day operations of AOC|ALW are managed by the Chief Executive. As accounting officer, she is responsible for ensuring that an effective system of internal financial control is maintained and operated by AOC|ALW. Senior Management Team The Senior Management Team consists of the Chief Executive, Head of Curriculum & Performance and Head of Learner Services & Resources. The responsibilities of this group include:- To provide strategic leadership To initiate and propose strategic priorities To report to the Governing Body on key areas of responsibility To develop the strategic plan To monitor the overall operation of AOC|ALW to ensure that it meets quality standards and maintains the ethos and values of AOC|ALW To identify areas for action to further the aims and objectives of AOC|ALW To ensure compliance with legal requirements, organisational policies and procedures and to underpin performance management To ensure sound financial management Location and Accommodation AOC|ALW operates from six regional offices in Cardiff, Swansea, Ebbw Vale, Bangor, Wrexham and Newtown. The registered office base is in Cardiff. Financials AOC|ALW has historically maintained a sound financial position. The Welsh Government has categorised its financial health as Category B. AOC|ALW, like the majority of Welsh Further Education colleges, receives most of its funding from the Welsh Government, though other sources include:- European Social Fund (ESF) Home Office Tuition Fees Capital grant funding (Welsh Government) Occasional small grants or project funding Wales Union Learning Fund Staffing The main expenditure for AOC|ALW is staffing whose cost accounts for 80% of income. AOC|ALW currently employs approximately 95 full time equivalent staff as business support/office based workers and approximately 200 hourly-paid tutorial staff. Other Expenditure Other expenditure amounts to around 20% of income. This expenditure includes running costs (electricity, gas, rates, rent for rented properties, telephones, repairs and building improvements), consumables (books, paper, student consumables) examination fees, student transport costs, governance, marketing and irrecoverable VAT. Information Provided By Addysg Oedolion Cymru | Adult Learning Wales AOC|ALW has been commended by previous auditors on the comprehensive audit evidence file that supports its Financial Statements. This file contains supporting working papers and calculations to all amounts and disclosures in the accounts. Management Information Systems The management information systems operated in AOC|ALW are:- PS Financials Finance EBS Student Records JANE Personnel Records Factors in the Selection of Auditors to Addysg Oedolion Cymru | Adult Learning Wales The Firm Experience of Further Education audit Experience of public sector audit Experience of voluntary sector audit Range of relevant services offered How the firms capabilities and experience of the sector(s) will benefit AOC|ALW. The Personnel Curricula vitae of partner, manager and other specialist staff to be assigned to the audit Policy on staff continuity Experience of staff of Further Education audits Audit Approach Basic approach to the audit and timing Appreciation of key features of AOC|ALW audit What is expected of AOC|ALW Availability of specialist expertise Method of reporting to management, Governors and Welsh Government Statement confirming eligibility and the lack of conflicts of interest and close relationships with AOC|ALWs governors and staff Audit Fees Internal auditors Fee quote (distinguishing VAT and expenses) based on 25 days of internal audit work (including planning, preparation of reports and attendance at all Audit Committee meetings during the year) Basis of quotation Estimated audit time by grade and timing Terms of Engagement for Internal Auditors Addysg Oedolion Cymru | Adult Learning Wales Responsibilities AOC|ALW is required to have adequate and effective management controls to ensure public funds are safeguarded and used for the purpose for which they are provided AOC|ALW is responsible for the operation of internal control Eligibility Criteria Where an external provider is contracted to provide the external audit service, this precludes the provider from also providing the internal audit service Appointment, Re-appointment and Removal The Governing Body is responsible for appointing the internal auditors as proposed by the Audit Committee The period of appointment of the auditors will not exceed three years without a full selection process The Governing Body may, by resolution, remove the internal auditors before the end of their term of office in the event of serious shortcomings being identified Remuneration will be fixed by the Governing Body on the advice of the Audit Committee Internal Auditors Roles and Responsibilities The prime responsibility of the internal audit function is to provide the Governing Body, Designated Officer and line management with assurance on the adequacy, effectiveness and reliability of internal control systems The audit of public funds is different from audit in the commercial sector since auditors must also be concerned with the requirements of the Welsh Government and the arrangements for securing economy, efficiency and effectiveness The scope of the internal audit service must embrace the whole internal control system of AOC|ALW covering all of its activities, including those not funded by the Welsh Government. It must include testing of the systems in place to ensure uniformity among the various regional offices As an integral part of its responsibility to evaluate the whole internal control system, internal audit will examine the controls established by management to secure value for money Internal audit must determine its own priorities, within plans prepared after consultation with senior management and these must be approved by the Governing Body, on the recommendation of the Audit Committee Internal audit should also assess the adequacy of the arrangements in place to prevent and detect irregularities, fraud and corruption The operation and conduct of AOC|ALWs internal audit service should be in accordance with the requirements laid out in HM Treasury standards. Where the internal auditor considers that compliance with the HM Treasury standards is not appropriate for any reason, the departure must by approved in advance by the Audit Committee and must be reported in advance to the appropriate Welsh Government section The internal auditors should liaise with AOC|ALWs external auditors and the Welsh Government to enhance the level of service provided to the institution The external auditors should be given access to the internal auditors working papers and plans, so that work programmes can be adjusted accordingly and also so that the extent to which they wish to rely on the work of the internal auditors can be determined Copies of internal audit reports should be provided, as a matter of course, to the external auditors. The internal auditors should also receive copies of the external auditors Management Letters and any other relevant reports produced by other agencies for AOC|ALW The Welsh Government must be allowed unrestricted access to the work of the internal auditors Internal audit working papers are the property of AOC|ALW Internal audit will assist AOC|ALW in establishing effective systems and controls through risk assessment and risk management Internal audit should normally adopt a systems based approach The prime objective in a systems audit is to evaluate the extent to which the controls in the system may be relied upon to ensure the objectives of the system are met. To achieve this, the internal auditor should :- Identify and record objectives, activities and controls Evaluate the controls, having regard to economy and efficiency in addition to their effectiveness Test the controls Arrive at conclusions supported by relevant, reliable and sufficient evidence Make recommendations where appropriate; and Report the results of the work undertaken This approach enables the internal auditor to reach the conclusions necessary to form an opinion on the systems of internal control. The degree of control should be related to the risks involved and it is managements responsibility, under the oversight of the Governing Body, to exercise judgement in establishing the balance between risk and control The following must be avoided:- Official, professional / personal relationships, which might cause the auditors to limit the extent or character of the audit Involvement in the executive management of AOC|ALW; and Any substantial financial interest, direct or indirect in AOC|ALW (other than normal employee or contractor relationship) Due professional care includes auditors of AOC|ALW:- Taking reasonable steps to obtain information relevant to the audit. Auditors should take into account information from AOC|ALW, the Welsh Government, any changes in legislation and the results of previous audit work Keeping up to date with developments in professional matters Looking out for and taking account of any unusual circumstances Considering audit objectives and planning work in order to adhere to them Maintaining objectivity Preserving, where appropriate, confidentiality Ensuring that audits are carried out by suitably qualified and experienced staff and that work is properly controlled and reviewed Ensuring that conclusions are adequately supported by reliable evidence The internal audit will have direct access to AOC|ALWs Designated Officer and to the Governing Body, normally through the Chair of the Audit Committee The internal auditor should normally attend any Audit Committee meetings where business relevant to them is being considered Reporting At the conclusion of each audit assignment, the internal auditor should provide a report to management setting out the findings and recommendations arising and, for all systems audits, express an opinion on the reliability, adequacy and effectiveness of that part of the internal control system. The internal auditor must produce an annual report. The report should be for the institutions accounting period and should be submitted in time to inform the preparation of the Audit Committees annual report. As a minimum it must include the internal audit assessment of the adequacy, reliability and effectiveness of the internal control system and the extent to which the Governing Body may rely on it. Performance AOC|ALW assesses internal audit performance on an annual basis. The basis of assessment includes, but is not restricted to, the following indicators:- Cost of service Quality and timeliness of production of Audit Needs Assessment Skills and professionalism of the audit team Evaluation of all systems objectives and control objectives identified for each system reviewed Depth of audit work undertaken Completion of audit work within agreed timetable Quality and timeliness of production of management letter Draft within 7 working days of fieldwork Final within 3 working days of receipt of management comments Conformity with the Audit Code of Practice requirements Attendance at Audit Committee Environmental, Social and Ethical Policy AOC|ALW wishes to do business with suppliers who share the same core values in terms of sustainable development, social inclusion and equal opportunities, as well as key business values in their approach to fairness, honesty, efficiency and professionalism. AOC|ALW will endeavour to select suppliers who are conscious of their environmental responsibilities and strive to produce environmentally sound goods and services.  Contract Provision Contract Management and Monitoring Arrangements The Contractor shall appoint a Manager who shall be responsible for running the Contract. Tenderers should provide details of:- how the service will operate; the organisational structure of the staff who will provide the service; the person responsible for verifying and validating work submitted to the Client Before the Contract commences AOC|ALW will appoint a Supervising Officer and will inform the Provider of his/her name. d) A contract monitoring procedure shall be established to provide:- procedures for ensuring regular communications between AOC|ALW and the Contractor; procedures for measuring and recording information; procedures for verifying invoices especially for extra charges; mechanisms for ensuring that shortfalls in performance are addressed; procedures for imposing sanctions. PART 2 Conditions of Tender Composition of Tender Contents of the Invitation to Tender The Tender is to be made strictly in accordance with the requirements of this Invitation to Tender which together with any addenda that are issued, are referred to as the Invitation to Tender. Return if not Tendering If after acknowledging receipt of this package, the Tenderer decides not to submit a Tender, the Invitation to Tender package must be returned immediately. 1.3 Enquiries concerning the Tender Any query in connection with the Tender or the Invitation to Tender should be taken up in the first instance with:- Matthew Lloyd. Project/Contact Officer. Tel 02920 235277. In the absence of the above, you should address any such queries to:- Adele Gatt, Management Accountant. Tel: 02920 235277. 1.3.2 The response by AOC|ALW as well as the nature of the query will be notified to all Tenderers, without disclosing the name of the Tenderer who initiated the query. On no account before the Tender Date is the Tenderer to contact or communicate with any other person involved in work concerning this Invitation to Tender unless AOC|ALW redirects the enquiry. 2. Independent Tender By submission of a Tender, the Tenderer warrants that: The prices in the Tender have been arrived at independently, without consultation, communication, agreement or understanding for the purpose of restricting competition, as to any matter relating to such prices, with any other Tenderer or with any competitor. Unless otherwise required by law, the prices which have been quoted in the Tender have not knowingly been disclosed by the Tenderer, directly or indirectly, to any other Tenderer or competitor, nor will they be disclosed. No attempt has been made or will be made by the Tenderer to induce any other person or firm to submit or not to submit a Tender for the purpose of restricting competition. 3. Modification by Addysg Oedolion Cymru | Adult Learning Wales Any advice of a modification to the Invitation to Tender shall be issued at least six days before the Tender Date and shall be issued as an addendum to, and shall be deemed to constitute part of, the Invitation to Tender. If necessary, AOC|ALW shall revise the Tender date in order to comply with this requirement. Except under exceptional circumstances no extension of time and date by which the Tender must be submitted will be granted. 4 Preparation of Tender 4.1 Cost of Tender 4.1.1 AOC|ALW will not be responsible for any costs or expenses incurred by the Tenderer in connection with either the preparation or delivery or in the evaluation of the Tender. 4.2 Language of Tender 4.2.1 The Tender and all accompanying documents are to be in English or in Welsh. 4.3 Validity Period of Tender 4.3.1 All details of the Tender, including prices and rates, are to remain valid for acceptance for three months following the tender date. 5 Currency of Tender 5.1 Tender prices shall be in Pounds Sterling. 5.2 AOC|ALW will not be responsible for any banking costs incurred by the Tenderer in receiving currency after conversion from Sterling. 6. Delivery of Tender 6.1 Delivery date: 6.1.1 The Tender must be packed for despatch in the manner described in paragraph 6.2 and delivered no later than 17.00 on 10th February 2022 this date being the tender date. 6.2 Delivery: The Tender must be sealed and returned in a plain envelope to our registered office at Cardiff (7 Coopers Yard, Curran Road, Cardiff CF10 5NB), or emailed to  HYPERLINK "mailto:matthew.lloyd@adultlearning.wales" matthew.lloyd@adultlearning.wales. 7. Treatment of Tender Addysg Oedolion Cymru | Adult Learning Waless discretion AOC|ALW does not undertake to accept the lowest Tender, or part, or all of any Tender, and the acknowledgement of receipt of any submitted Tender shall not constitute any actual or implied agreement between AOC|ALW and the Tenderer. AOC|ALW reserves the right to accept any part, or all of any Tender or Tenders at its sole discretion. Tender not Returned No part of the Tender submitted will be returned to the Tenderer. Tender Evaluation Method 7.3.1 An evaluation panel will consider all Tenders correctly submitted and will select one or more for further consideration the short list. 7.3.2 Tenders not short-listed will be so informed by mail at the time of short-listing. 7.3.3 No other information shall be given on the progress of the tendering. 7.3.4 When the final decision on the results of the Invitation to Tender has been taken the short-listed Tenderers will be informed in writing as to whether they have been successful in their bid. 7.4 Tender Evaluation Criteria The contract will be awarded to the economically most advantageous tender, taking account of: Full Life Cost Service levels Quality, including Quality Assurance Systems Financial and Legal Status Compliance with specifications / Technical merit / functional characteristics Cost effectiveness Contract management The resources which will be allocated including experience, ability and suitability of Tenderers staff expertise in carrying out the Services required access to specialist advice The manner in which the Tenderer proposes to carry out the work Timeliness of service delivery Please note the above factors are not listed in order of importance. PART 3 FORM OF TENDER Date To: Matthew Lloyd Project / Contract Officer Addysg Oedolion Cymru | Adult Learning Wales 7 Coopers Yard Curran Road Cardiff CF10 5NB Dear Sirs CONTRACT FOR: PROVISION OF INTERNAL AUDIT SERVICES. Tender ref: AOCALWIA 2021 3yr *I/we have read the information provided in your Invitation to Tender and subject to and upon the terms and conditions, *I/We offer to supply the services described in the said contract documents in such manner as may be required. Terms and Conditions.*I/We agree that this tender and any contract that may result thereon shall be based upon the documents listed below, and that the Buyer is AOC|ALW. 2.1 The Conditions of Contract as shown in Part 3 of the Invitation to Tender. 2.2 The prices to be inserted in the Contract shall be those shown in Appendix A of our tender; or, if AOC|ALW selects an alternative proposal from Appendix D, then the prices shown in Appendix D pertaining to that proposal. In other sections of the Contract, information provided in Section I of Appendix B - Additional Information Required by AOC|ALW, will be included. Any qualifications set out by us in Appendix E Qualifications shall also apply, although we understand that making a qualification may result in you disregarding our tender in total. In Appendix D Alternative Proposals, *I/We include alternative proposals, together with costings, which we feel might provide better value for money for AOC|ALW than the required proposal. *I/we do not wish to submit alternative proposals in Appendix D Alternative Proposals. The prices quoted in this Tender are valid for three months following the TENDER DATE and *(I/We confirm that the terms of the Tender will remain binding upon *me/us and may be accepted by you at any time before that date. *I/We note that the contract shall be valid upon acceptance and signature by both parties of the Contract Documents, and that the date of commencement of the provision of services under the contract shall be as stated unless an alternative date has been agreed and inserted in the contract. 6. Law. *I/we agree that any contract that may result from this tender shall be subject to the Law of England and Wales. 7. *I/we agree to bear all costs incurred by *me/us in connection with the preparation and submission of this Tender and to bear any further costs incurred by *me/us prior to the award of any contract. 8. *I/we agree that any other terms or conditions of contract or any general reservation which may be printed on any correspondence emanating from me/us in connection with this tender or with any contract resulting from this tender, shall not be applicable to this tender or to the contract. Dated this ..day of..20.. Signed in the capacity of duly authorised to sign Tenders for and behalf of . IN BLOCK CAPITALS Registered Address: . . . . . . APPENDIX A (to the Form of Tender) Tenderers Submission PRICE SCHEDULE Value Added Tax. The price contained herein includes Value Added Tax, which shall be chargeable, where appropriate, in accordance with Government legislation. Note: Prices for any alternative proposals you wish to make should be included in Appendix D, similarly inclusive of Value Added Tax. APPENDIX B (to the Form of Tender) Additional Information required by Addysg Oedolion Cymru | Adult Learning Wales Section I: Information Required for Inclusion in the Contract. Name of Contractor: Contractors Address: Name, Designation, Telephone No. and e-mail address of Contractors Representative: Appendix C (to the form of Tender) Non-Collusive Tendering Certificate *I/We certify that this is a bona fide tender(s), and that we have not fixed or adjusted the amount of the tender(s) by or under or in accordance with any agreement or arrangement with any other person. *I/We also certify that we have not done and we undertake that we will not do at any time before the hour and date specified for the return of this tender(s) any of the following acts:- communicating to a person other than the person calling for those tenders the amount or approximate amount of the proposed tender, except where the disclosure, in confidence, of the approximate amount of the tender was necessary to obtain insurance premium quotations required for the preparation of the tender; entering into any agreement or arrangement with any other person that he shall refrain from tendering or as to the amount of the tender to be submitted; offering or paying or giving or agreeing to pay or give any sum of money or valuable consideration directly or indirectly to any person for doing or having done or causing or having caused to be done in relation to any other tender or proposed tender for the said work any act or thing of the sort described above. *I/We further certify that the principles described above have been, or will be brought to the attention of all sub-contractors, suppliers and associated companies providing services or materials connected with the tender and any contract entered into with the sub-contractors, suppliers or associated companies will be made on the basis of compliance with the above principles by all parties. In this certificate, the word person includes any persons and any body or association, corporate or unincorporate; and any agreement or arrangement includes any such transaction, formal or informal and whether legally binding or not. *I/We confirm that *I/We accept that any breach of the conditions of the collusive tendering certificate will inevitably lead to the rescission of the Contract by the Client. Dated this ..day of ....2022 Signature...... Capital Letters . In the capacity of .. (State official position, e.g. Director, Manager, Secretary, etc.) being a person duly authorised to sign tenders on behalf of: Tenderers Name . Tel. No.: *Please delete as necessary APPENDIX D (to the Form of Tender) Alternative Proposals [Include here any alternative proposals you wish to submit for consideration, together with their costings. 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