CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

2 Contract Details

2.1

Title

Provision of Accounting Services / Darparu Gwasanaethau Cyfrifyddu

2.2

Description of the goods or services required

Services Required

i) book-keeping and accounting;

ii) preparation of monthly payroll for about fifteen to twenty-one employees;

iii) processing employees’ travel and subsistence claims;

iv) reporting monthly expenditure against budget for the year and, in conjunction with the Commission’s Finance Manager, calculating the amount of Grant-in-Aid required for the operation of the Commission in the coming month;

v) managing the Commission’s bank account and preparing bank reconciliations;

vi) preparing any necessary monthly and annual returns for HMRC (the Commission is not registered for VAT);

vii) preparation of trial balance and annual accounts in International Financial Reporting Standards (IFRS) format including any annual changes required by HM Treasury, the Welsh Government and the Wales Audit Office with the agreement of the Auditor General for Wales. Incorporating into the annual accounts any changes or audit adjustments deemed necessary by the Wales Audit Office; and

viii) liaison with the Commission’s internal and external auditors including attending at least one audit committee meeting per year.

The Commission has a computerised system of recording invoices and payments utilising Sage and Microsoft Office Excel software, which produces financial information for management purposes. It would be beneficial if you are able to devise a method of working or to design and implement a simple accounting system which integrates with this system.

The assignment will run for five years from 1 April 2019 (and include the preparation of the annual accounts for 2019-2020, 2020-2021, 2021-2022, 2022-23 and 2023-24 for audit by the Wales Audit Office). The Commission’s accounts have to be submitted by mid May each year for audit by the Wales Audit Office. You are requested to give an undertaking in your tender that you will meet this deadline.

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Gwasanaethau sydd eu hangen

i) cadw cyfrifon a chyfrifyddu;

ii) paratoi’r gyflogres fisol ar gyfer tua phymtheg i un ar hugain o gyflogeion;

iii) prosesu hawliadau teithio a chynhaliaeth cyflogeion;

iv) adrodd ar wariant misol yn erbyn y gyllideb ar gyfer y flwyddyn ac, ar y cyd â Rheolwr Cyllid y Comisiwn, cyfrifo swm y cymorth grant sydd ei angen i weithredu’r Comisiwn yn y mis sydd i ddod;

v) rheoli cyfrif banc y Comisiwn a pharatoi cysoniadau banc;

vi) paratoi unrhyw adroddiadau misol a blynyddol angenrheidiol ar gyfer Cyllid a Thollau EM (nid yw’r Comisiwn wedi’i gofrestru ar gyfer TAW);

vii) paratoi mantolen brawf a chyfrifon blynyddol ar ffurf Safonau Adrodd Ariannol Rhyngwladol (IFRS), gan gynnwys unrhyw newidiadau blynyddol sydd eu hangen ar Drysorlys EM, Llywodraeth Cymru a Swyddfa Archwilio Cymru, gyda chytundeb Archwilydd Cyffredinol Cymru. Cynnwys unrhyw newidiadau neu addasiadau archwilio sy’n angenrheidiol gan Swyddfa Archwilio Cymru yn y cyfrifon blynyddol; a

viii) chysylltu ag archwilwyr mewnol ac allanol y Comisiwn, gan gynnwys mynychu o leiaf un o gyfarfodydd y pwyllgor archwilio bob blwyddyn.

Mae gan y Comisiwn system gyfrifiadurol ar gyfer cofnodi anfonebau a thaliadau gan ddefnyddio meddalwedd Sage a Microsoft Office Excel, sy’n cynhyrchu gwybodaeth ariannol at ddibenion rheoli. Byddai’n fuddiol pe gallech lunio dull gweithio neu ddylunio a gweithredu system gyfrifyddu syml sy’n integreiddio â’r system hon.

Bydd yr aseiniad yn para pum mlynedd o 1 Ebrill 2019 (ac yn cynnwys paratoi’r cyfrifon blynyddol ar gyfer 2019-2020, 2020-2021, 2021-2022, 2022-23 a 2023-24 i’w harchwilio gan Swyddfa Archwilio Cymru). Rhaid i gyfrifon y Comisiwn gael eu cyflwyno erbyn ganol mis Mai bob blwyddyn i’w harchwilio gan Swyddfa Archwilio Cymru. Gofynnir i chi roi ymrwymiad yn eich tendr y byddwch yn bodloni’r terfyn amser hwn.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=89035.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

The Commission is funded by Grant-in-Aid from the Welsh Government. Its budget for its financial year starting on 6 April 2019 is expected to be in the region of £970,000. The Commission’s expenditure is almost wholly on salaries, accommodation expenses, travel and subsistence and running expenses associated with its programme of reviews. The total number of Members of the Commission and their staff is 21 and is expected to remain approximately at that level.

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Caiff y Comisiwn ei noddi gan gymorth grant gan Lywodraeth Cymru. Disgwylir i’w gyllideb ar gyfer y flwyddyn ariannol sy’n dechrau ar 6 Ebrill 2019 fod oddeutu £970,000. Mae’r Comisiwn yn gwario bron yn gyfan gwbl ar gyflogau, treuliau llety, teithio a chynhaliaeth a chostau rhedeg sy’n gysylltiedig â’i raglen arolygon. Cyfanswm nifer Aelodau’r Comisiwn a’u staff yw 21, a disgwylir iddynt aros o gwmpas y lefel honno.

3 Conditions for Participation

3.1

Minimum standards and qualification required

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

PRO/6/7/1

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

Welsh

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

(WA Ref:89035)

5.2

Additional Documentation

5.3

Publication date of this notice