Request for Proposal for Providing Corporate/Trust Services


Revised Proposal Posted July 3, 2020

Proposal Closing Date: July 22, 2020

RFP # VPSHR20-1

The complete RFP and instructions for submitting are available here.

For questions and answers related to this Request for Proposal, please see the bottom of this page.

Overview

Established in 2000, the Voluntary Principles on Security and Human Rights Initiative (VPI) is an initiative by Governments, NGOs, and Companies that provides guidance to extractives companies on maintaining the safety and security of their operations within an operating framework that ensures respect for human rights and fundamental freedoms.

The VPI provides a platform for members to engage in dialogue and discussion related to best practice and lessons learned in the area of human rights and the extractive industries.  The VPI is governed by a Steering Committee composed of representatives from the three membership Pillars: Governments, NGOs, and Companies. The VPI is governed by the Governance rules and the Steering Committee.

For additional information, please visit:  www.voluntaryprinciples.org.

The Voluntary Principles Association (VPA), with whom the successful bidder will formally enter into a contract, is the formal not-for-profit legal entity, domiciled in the Netherlands, designed to address the basic administrative and financial needs of the Voluntary Principles Initiative (VPI). The VPA is governed by the Articles of Association and the Board of Directors.

The Secretariat, located in Ottawa, Canada, is responsible for the day-to-day business of both the VPI and the VPA and as such will act as a regular point of contact for the Corporate Services provider.  The Secretariat services are currently contracted out to Compass Consulting International Ltd.  The Secretariat will be administering this request for proposal on behalf of VPA.

Purpose

The Voluntary Principles Association requests proposals from firms registered in the Netherlands to provide corporate/trust services for a period of 5 years.  Requirements for firms are set out in 3.2 – Eligibility.  Responsibilities of the corporate services provider are described in Appendix A: Statement of Work. Work is expected to start December 2020.

For legal and practical purposes, the VPA will enter into a service agreement with an independent corporate/trust services provider in the Netherlands, whose responsibilities will include tasks related to the legal, administrative and financial aspects of the VPA and which will act as a liaison on these matters between respective third parties (such as the bank, registration office and auditor), and the VPA Board of Directors and the Secretariat, as needed.

The VPA Board of Directors is seeking professional corporate/trust services, including but not limited to, providing domicile services within the Netherlands, maintaining official records and archiving original legal documentation of the VPA, assisting with registrations and de-registrations of Board Members, management of bank accounts, receipt of payments, management of service agreements with and payments to 3rd parties, preparation of financial reports, arrange and support annual audit, procurement of Director and Officer insurance, and management of tax status (not-for-profit association).  The VPA is a relatively simple organization that typically generates under 100 financial transactions annually.

In addition, the activities of the Secretariat, the Steering Committee and Board of Directors can give rise to needs beyond those indicated above.  The Corporate Service provider will be expected to provide necessary assistance as may arise from time to time to support the Secretariat, Steering Committee and Board of Directors, for example, in providing timely legal advice to help ensure that VPA governance structures and decision-making are in compliance with Dutch law.  Other examples including advising on amendments to the VPA Articles of Incorporation, filing tax exemptions in other jurisdictions, and providing advice to ensure that tax-exempt status is maintained.  For a description of the general nature of the Corporate Services required, please see Appendix A: Scope of Work.

The Secretariat, on behalf of the VPA, hereby invites your formal proposal to become the Corporate/Trust Services provider for the VPI and VPA. The contract term will be for 5 years, beginning December 1, 2020, with the provision to extend the engagement, as may be mutually agreed.  It is anticipated that there will be a short transition period to help the newly selected Corporate/Trust Service provider in assuming their responsibilities.

Proposals should clearly indicate the structures and processes that will ensure the VPI and VPA receive a high level of service while ensuring that assets are being well managed.

Questions and Answers