REQUEST FOR PROPOSALS FOR ACCOUNTING SOFTWARE

Turquoise Mountain Trust

Turquoise Mountain is one of the Prince’s Charities: a non-profit, non-governmental organization specializing in urban regeneration, business development, and education in traditional arts and architecture. We seek to provide jobs, skills, and a renewed sense of national pride to men and women.

Since 2006 Turquoise Mountain has been focused on the historic district of Murad Khani in Kabul, Afghanistan. It has cleared 30,000 cubic meters of rubbish from the streets, repaired or restored over 100 historic and community buildings, created a primary school and a clinic, and installed water, electricity and sanitation throughout Murad Khani. It has created the internationally-accredited Institute for Afghan Arts & Architecture, training the next generation of craftsmen and women in woodwork, jewellery and gem cutting, calligraphy and miniature painting, and ceramics. It has sold over 3,000,000 USD in traditional crafts internationally to support the craft industry. In 2014, Turquoise Mountain started a new project, working in the downtown district of Yangon, Myanmar. In 2015, Turquoise Mountain began working in Saudi Arabia.

Objectives of Turquoise Mountain

· Relief of poverty;

· Relief of unemployment;

· Advancement of education, training or retraining, particularly any unemployed people, and providing unemployed people with work experience;

· The creation of training and employment opportunities by the provision of funding, etc;

· The protection of buildings or sites of historical or architectural importance;

· Protection or conservation of the environment; and

· Other charitable purposes related to the above.

Turquoise Mountain’s projects

Country of operation**/**No of projects**/**No of Donors**/**Approximate Annual Budget (GBP)**/** Total Staff / Finance Staff

01- Afghanistan /6**/**5+**/**2.5M / 150 / 5

02- Mayanmar/ 1**/**3**/**0.4M**/**4**/**1

03 - Saudi Arabia/ 1**/**1**/**0.7M**/**2 / 0

04 -UK - HQ / 1 / 5+**/**0.2M**/**4**/**2

Total**/**- / -**/**3.8M 160 /8****System requirements analysis:****

****Item****Details Technical Requirements** · Multi-location within the country· Multiple data entry personnel at different locations

· Similarly, multiple data review/authorisation personnel

· Multiple statutory environments

· Multiple reporting currencies for various donors

· Multiple data entry currencies

· Multiple donors

· Multiple projects

· Need of consolidation and deconsolidation of figures

• Soft and hard close of month end data entry and related reconciliations. Chart of accounts (CoA)Allows classification into:

· account code,

· sub-classification account code (such as bank account number, petty cash number etc)

· country, sub-classification location,

· project, sub-classification project,

· donor budget line,

· original donor, immediate donor,*

· staff/supplier/customer/vehicle/assets/stocks etc identification, **Data Entry and review** Segregated front end from back end data base

• Multiple locations
• Manual typing as well as spread sheet (excel) based data entry
• Both online real time and easy to run daily or weekly batch processing of data. Error and trouble-shooting reportsSystem should generate data entry/reporting error reports. In addition, system should provide system related error and trouble-shooting reports.*Reporting and reconciliation system: System generated reports with options to allow: (a) customizations of these reports (b) excel export of information.

The following categories of reports are needed:

Statutory reports

· P&L

· Balance Sheet,

· Cash flows,

· Detailed transaction reports with full CoA details

Project reports

· budget vs actual expenditure,

· Donor expenditure report,

· Donor Cash flows,

· Donor assets / inventory reports,

Management Reports

· aging schedules,

· assets and inventory reports,

· depreciation calculations and related schedules,

· bank reconciliations

· AP and AR reconciled and open items

· Rent reconciliations

Payroll

· Payroll and related salary slips

· Payroll reconciliations

· Taxes and other statutory reconciliations

· Staff time sheets

Business Development

· Sales analysis reports by order/location/customer/cash/credit

· Bad debts reports

· Aging of debtors

· Debtors reconciliations

· Business stocks reports – by item, location, stage of production/completion,

· Stocks lost reports Duration to go live· System development and test run by 15 Dec

· Training and system go live by 01 Jan Expansion of organisation in future Yes, possible please and software must have the capability to grow or contract with the size of the organisation Application software purchase, use, renewal and modification rights Yes in all current and future expansion locations please. Licensing, training and trouble-shooting support from the vendor· License, trouble-shooting and disaster recovery support at all times

· Vendor staff available for travel to sites on request Controls and security· Data integrity ensured through data entry, review and authorization controls

· No data manipulation allowed after initial data entry authorization

· Automated off-site back up of data on a daily basis. Proposal requirements The proposal will include the following:

A proposal in writing which will include vendor profile, previous history of similar work, vendor staff profile, work plan, itemized cost schedule – which will include software application license fee, installation and setup, training of TMT’s staff, trouble shooting, test run etc. In addition we will need references of two independent clients.

Submission Guidelines

All proposals must be submitted in English.

The interested companies must submit their proposals via email to: contact@turquoisemountain.org, with ‘Accounting Software Application’ in subject line.

Please notify mahdi@turquoisemountain.org and jen@turquoisemountain.org when you have sent your application. Do not email your complete application.