How can i open a consulting office ?

@Fikremariam Girmay

IN RWANDA

1.    Forms to be filled in by consulting firms for their categorization

Documents required

To be categorized, a consulting firm must apply and submit the following documents:

a.    An application letter addressed to the Managing director of Rwanda Public Procurement Authority (RPPA);

b.    A complete address of the consulting firm using the form provided by RPPA;

c.    A copy of registration certificate;

d.    A certificate of the consulting firm registration to the Rwanda Revenue Authority (TIN/TVA);

e.    A certificate of the consulting firm registration to the Rwanda Social Security Board (RSSB);

f.    The list of the assignments successfully completed with good completion certificates during the last five years (2016, 2015, 2014, 2013 and 2012);

g.    The list of tools and equipment using the form provided by RPPA, with the related proofs of purchase and the yellow cards for the moving gears.

h.    The list of personnel declared to the Rwanda Social Security Board and notified copies of their qualification certificates;

i.    The location plan and the picture viewing the head office of the consulting firm with the indication of the district, sector, street, plot number, etc.;

j.    The statute for the companies whose possession is required by the law;

k.    The financial statements for the last five years certified by the auditors authorized and accredited by the financial auditors association. The financial statements to be accepted are the ones declared to the Rwanda Revenue Authority and stamped by it;

l.    The authorization to verify the declaration of the key personnel to Rwanda Social Security Board, when it is deemed necessary, addressed to the Managing director of RPPA;

m.    The authorization to get information on the consulting firm from any source by RPPA; when it is deemed necessary, addressed to RPPA.

1.1    An application letter addressed to the Managing director of Rwanda Public Procurement Authority (RPPA);

Consulting firm name: …………

Full Address……………

To Managing director of the Rwanda Public Procurement Authority

Re: Application for categorization

Reference to the notice broadcasted through the “Radio Rwanda” and advertised in the Imvaho Nshya newspaper no………….issued on…………. inviting all consulting firms operating in the field of building and civil engineering works for design and supervision assignments for application for categorization, I………………. (Insert the name of the consulting firm legal representative), Managing director/Managing director/………. (Write the title of the legal representative as she/he is named) write to you to request for my firm registration and categorization by your office in accordance with the categorization criteria set and published by RPPA.

After analyzing the categorization criteria published on RPPA website, I would like to request you to register my firm under the following categories in case you find it to be qualified for these categories:

No    Description     Category (to be filled in by the applicant)

1    Buildings   

2    Roads and bridges   

3    Dams   

4    Marshland development and irrigation   

5    Drinking Water supply projects and sanitation   

I have enclosed all required document by your office for this application

I look forward to hearing from you.

Date and Signature (and consulting firm stamp):     

Name and Title of Signatory:     

1.2    Consulting firm full address format

Name of the consulting firm   

Consulting firm Headquarters (country, province, district, sector, cell, street and building)

    Country

    Province   

    District   

    Sector   

    Cell   

    road/avenue/street and building if applicable   

P.O. Box Number   

Telephone and fax number of the consulting firm office   

E- mail of the consulting firm   

Website of the consulting firm   

Registration date    

Place of registration    

Registration number   

Taxpayer Identification Number (TIN)   

Social Security Fund of Rwanda registration number   

Name of the legal representative of the consulting firm   

Mobile telephone number of the representative   

E- mail address  of the representative   

The total value of the assignments executed by the consulting firm during the last 5 years.    

    A copy of registration certificate;

    A certificate of the consulting firm registration to the Rwanda Revenue Authority (TIN/TVA);

    A certificate of the consulting firm registration to the Rwanda Social Security Board (RSSB);

1.3     List of the assignments successfully completed during the last five years (2016, 2015, 2014, 2013 and 2012);

A brief description of the consultant’s organization and an outline of recent experience on assignments) of a similar nature.  For each assignment, the outline should indicate, inter alia, the, duration of the assignment, contract amount, and consultant’s involvement.

Project name and country     Name of client, and contact person and his/her telephone number    Specific assignment performed and year of completion    Consulting firm’s involvement.    Profiles of the staff proposed    Name of the Staff proposed    Duration of the assignment    Value of contract

(national currency equivalent )

I.    Buildings

(a)                           

(b)                           

Etc.                           

II.    Roads and or Bridges

(a)                           

(b)                           

Etc.                           

III.    Dams

(a)                           

(b)                           

Etc.                           

IV.    Marshland development and irrigation

(a)                           

(b)                           

Etc.                           

V.    Drinking Water supply and sanitation

(a)                           

(b)                           

Etc.                           

VI.    Others

(a)                           

(b)                           

Etc.                           

1.4     Owned equipment 

Gear or tool included in the equipment    Description (type and model)    Number    Manufacture date    State (new, good or poor)

(a)               

(b)                

(c)               

Etc.               

1.5     List of the staff declared to Rwanda Social Security Board (RSSB)

The list of the staff team (key and support) by specialty, the tasks to which they are/were or will be assigned

CVs and contracts recently signed by the proposed professional staff and the authorized representative submitting the application. Key information should include number of years working for the consultant/entity and degree of responsibility held in various assignments during the last five (5) years.

For key staff that has been working for the firm for the last two years, the consulting is required to provide the proof of payment of their contribution in Rwanda Social Security Board.

Names of the employee     Qualification     General experience (in years)

    Appointment date    Position in the consulting firm    Number of registration to the Social Security Fund of Rwanda    Date of affiliation to the social security fund of Rwanda

    The location plan and the picture viewing the head office of the consulting firm with the indication of the district, sector, street, plot number, etc.;

1.6     The location plan and the picture viewing the head office of the consulting firm with the indication of the district, sector, street, plot number, etc.;

    The statute for the companies whose possession is required by the law;

    The financial statements for the last five years certified by the auditors authorized and accredited by the financial auditors association. The financial statements to be accepted are the ones declared to the Rwanda Revenue Authority and stamped by it;

1.7     Authorization to verify the declaration of the key personnel to Rwanda Social Security Board

Consulting firm name: …………

Full Address……………

Social Security Fund of Rwanda registration number: (indicate your RSSB affiliation number)

To the Managing director of Rwanda Social Security Board (RSSB)

Dear Madam/Sir,

Re: Authorization to RPPA to verify the declaration of …….(insert the name of the Consulting firm)                        personnel to Rwanda Social Security Board (RSSB)

I………………. (Insert the name of the consulting firm legal representative), Managing Director/Managing director/………. (Write the title of the legal representative as she/he is named)  authorize you to allow the Rwanda Public Procurement Authority (RPPA) access to any information about my firm with regard to social security and the status of contributions for my firm employees.

This authorization is valid until 31/12/2017

Date and Signature (and consulting firm stamp):     

Name and Title of Signatory:     

1.8     To whom it may concern

Consulting firm name: …………

Full Address……………

Dear Sir/Madam

Re: Authorization to get information on the………..(insert the name of the firm) from any  source by RPPA

This letter serves to request you to allow RPPA access to any information regarding my consulting firm about any of the following:

    Any assignment performed for your consulting firm/institution within the last five years,

    Balance of my consulting firm accounts on any date within the last five years in your bank,

    Tax payment to Rwanda Revenue Authority,

      Bought construction equipment/machine,

Date and Signature (and consulting firm stamp):     

Name and Title of Signatory: