1 Request for Proposals PROFESSIONAL AUDIT SERVICES For FINANCIAL STATEMENTS HAVEN SOCIETY CLOSING LOCATION 2270 Labieux Road Nanaimo, BC V9T 6J9 CLOSING DATE AND TIME DATE: MARCH 1 ST, PM LOCAL TIME CONTACT PERSON Anne Spilker Executive Director
2 Haven Society Page 2 INTENT TO SUBMIT PROPOSAL REQUEST FOR PROPOSAL FOR: PROFESSIONAL AUDIT SERVICES Please complete this form and mail, or fax immediately to: Haven Society Attn: Anne Spilker, Executive Director 2270 Labieux Road, Nanaimo, BC V9T 6J9 Fax (250) #243 Failure to return this form will result in no further communication regarding this Request for Proposal, this includes all addenda correspondence Name of Firm: Address: Contact Name: Phone: Fax: I have received a copy of the above noted Request for Proposal. Yes, I will be responding to this Request for Proposal. No, I will not be responding to this Request for Proposal I understand that if I do not submit a response, this will not affect our Company s status as a potential supplier in the future. I also understand that if I do not return this form our company may not receive any further notices with regard to this Request for Proposal. Signature Title Date
3 Haven Society Page 3 TABLE OF CONTENTS TITLE PAGE...1 INTENT TO SUBMIT PROPOSAL...2 A. INTENT...4 B. DEFINITIONS AND ADMINISTRATIVE REQUIREMENTS DEFINITIONS PROPOSED SCHEDULE TERM ACCEPTANCE OF PROPOSALS CHANGES TO PROPOSALS PROPOSAL VALIDITY PROPONENTS EXPENSES OWNERSHIP OF PROPOSALS AND FREEDOM OF INFORMATION CONFIDENTIALITY OF INFORMATION PROPOSAL SUBMISSION ENQUIRIES ADDENDA DISCLAIMER EVALUATION AND SELECTION CRITERIA SIGNED PROPOSALS... 8 C. ENGAGEMENT CONDITIONS AWARDING TERM INSURANCE REGISTRATION WITH WORKERS COMPENSATION BOARD... 9 D. SCOPE OF SERVICES AND GENERAL INFORMATION SERVICES QUALIFICATIONS BACKGROUND INFORMATION COST OF SERVICES ADDITIONAL INFORMATION COMPUTER DISCLAIMER E. PROPOSAL FORM... 13
4 Haven Society Page 4 A. INTENT Haven Society invites proposals from qualified auditing firms for the provision of audit services for Haven Society starting with the year ending March 31, 2013 through March 31, Audits must be planned and executed in accordance with Canadian Auditing Standards (CAS) and the provisions of the Charities Act and shall result in an opinion to Haven Society s Board of Directors as to the fairness of the annual consolidated financial statements and related schedules for the Society. Auditors must be appointed by the Haven Society s Board of Directors. B. DEFINITIONS AND ADMINISTRATIVE REQUIREMENTS 1.0 DEFINITIONS Throughout this Request for Proposal, the following definitions apply: Auditor means the successful Proponent to this Request for Proposal Audit Services means the financial audit of and resulting opinion on the annual consolidated financial statements of Haven Society. Board means the Haven Society Board of Directors Haven Society means Haven Society: promoting the safety of women, children, youth and families CAS means Canadian Auditing Standards Must, shall or mandatory means a requirement that must be met in order for the proposal to receive consideration Proponent means an individual or a firm that submits, or intends to submit, a proposal in response to this Request for Proposal Proposal means a submission in response to this Request for Proposal RFP means Request for Proposal Services means the works requested to be performed as per this RFP Should or may means a requirement having a significant degree of importance to the objectives of the Request for Proposal 2.0 PROPOSED SCHEDULE The anticipated schedule for the Request for Proposals Audit Services is as follows: Release date for RFP January 22nd, 2013 RFP closing date and time March 1 st, :00 PM Haven Society board approval March 18, 2013 Notice of award (pending board approval) March 19, 2013 Appointment of Auditor April 15, 2013
5 Haven Society Page TERM The Term of the proposed engagement will be for a period of three (3) years starting with services for the years ending March 31, 2013 through March 31, ACCEPTANCE OF PROPOSALS Haven Society reserves the right to reject any and all Proposals for any reason or to accept any Proposal in whole or in part on the basis of the Proposals received which Haven Society, in its sole unrestricted discretion, deems to be the best value for Haven Society. The lowest or any proposal may not necessarily be accepted. Proposals will be assessed in light of the evaluation criteria and Haven Society is under no obligation to receive further information, whether written or oral, from any Proponent. Haven Society reserves the right to enter into negotiations with one or more Proponents concerning the terms and conditions of the Services to be provided, and expressly reserves the right through such negotiations to request changes, alterations, additions or deletions from the terms of any Proposals received. Proponents acknowledge Haven Society s rights under this clause and absolutely waive any right of action against Haven Society for Haven Society s failure to accept their Proposals whether such right of action arises in contract, negligence, bad faith or any other cause of action. The acceptance of any Proposal is subject to approval by the Board of Haven Society having authority to accept the proposal and funds being legally available to complete this transaction. The successful proponent will be notified on March 19 th, 2013 by the Haven Society board and the appointment to occur at the April 15th, 2013 Board Meeting. 5.0 CHANGES TO PROPOSALS By submission of a written request only, to the Executive Director, a Proponent may amend or withdraw its Proposal prior to the Closing date and time. Amendments will be accepted in a sealed package and must be clearly marked as such and received prior to the Closing. The most recent dated submission by the same Proponent will be the submission considered. 6.0 PROPOSAL VALIDITY Upon Closing, all Proposals must remain open for acceptance for at least thirty (30) days. 7.0 PROPONENTS EXPENSES Proponents are solely responsible for their own expenses in preparing a proposal. If Haven Society elects to reject all proposals, Haven Society will not be liable to any Proponent for any claims for costs or damages incurred by the Proponent in preparing the proposal, loss of anticipated profit in connection with a final engagement, costs for returning unopened proposals, or any matter whatsoever. 8.0 OWNERSHIP OF PROPOSALS AND FREEDOM OF INFORMATION All documents, including Proposals, submitted to Haven Society become the property of Haven Society. Each Proposal should clearly identify any information that is considered to be confidential or proprietary information. Haven Society reserves the right to make extra copies for utilization during the evaluation process only.
6 Haven Society Page 6 Haven Society is subject to the provisions of the Freedom of Information and Protection of Privacy Act. As a result Haven Society cannot guarantee that any such information provided to Haven Society will remain confidential if a request for access is made under the Freedom of Information and Protection of Privacy Act. 9.0 CONFIDENTIALITY OF INFORMATION This document, or any portion thereof, may not be used for any purpose other than the submission of Proposals. Information pertaining to Haven Society obtained by the Proponent as a result of participation in this process is confidential and must not be disclosed without written authorization from Haven Society PROPOSAL SUBMISSION Three copies of the Proposal must be submitted in a sealed package with the name and address of the Proponent and the title Proposal Professional Audit Services clearly marked on the outside. Proposals must be submitted together with one (1) paper copy of the completed, signed and dated Proposal Form provided herein, and must be received no later than 3:00pm Pacific Time on Friday, March 1 st, 2013 at the following location: Haven Society 2270 Labieux Road Nanaimo, BC V9T 6J9 For Courier or drop off services provide to Reception desk, Hours 8:30 am Noon and 1:00 pm 4:00 pm Facsimile and electronic submissions will not be accepted. Proposals that are improperly signed, unsealed, conditional, illegible, obscure, contain arithmetical errors or irregularities of any kind may, at the discretion of Haven Society, be declared disqualified. Late proposals will not be accepted and will be returned to the Proponent unopened at the Proponent s expense. Proponents shall be solely responsible for the delivery of their Proposals in the manner and time prescribed. All submissions must be delivered according to the instructions herein, and Haven Society will accept no responsibility for documents delivered to other Haven Society facilities and, at the discretion of Haven Society may be declared disqualified ENQUIRIES All enquiries related to this RFP are to be received by 3 p.m. three days before the stated closing date and are to be directed to: Anne Spilker, Executive Director Phone: #243 Information obtained from any other source is not official and should not be relied upon. Prior to closing time, Proponents must not establish contact with anyone inside Haven Society, regarding this Request for Proposal, other than the representative identified above, without that representative s permission.
7 Haven Society Page ADDENDA Addenda may be issued during the Proposal period in response to queries received. Haven Society reserves the right to share, with all proponents, all questions and answers related to this proposal. Addenda, if issued, will be in electronic format to all Proponents who have received RFP packages and notified Haven Society through Intent to Submit Proposal Form their interest in the RFP. All addenda must be considered and acknowledged when responding to this RFP. Verbal answers are binding only when confirmed by written addenda DISCLAIMER The information contained in this RFP is supplied solely as a guideline for Proponents and is not guaranteed or warranted by Haven Society to be accurate, nor is it necessarily comprehensive or exhaustive. Each Proponent is responsible to review and understand the terms and conditions of this RFP, and the Scope of Services being requested. Haven Society will not be responsible for any loss, damage or expense incurred by a Proponent as a result of any inaccuracy or incompleteness in this RFP, or as a result of any misunderstanding or misinterpretation of the terms of this RFP on the part of any Proponent EVALUATION AND SELECTION CRITERIA Proposals will be evaluated by Haven Society according to the following criteria. The intent of haven Society is to engage with the Proponent who has the highest overall ranking offering the best value to Haven Society. Mandatory Criteria Proposal Form completed and signed by a person authorized to bind the Proponent to statements made in the submission. Proponents must meet the qualifications requirements of the RFP Sealed package containing one signed Proposal Form. Proposal must be received at the closing location by the specified Closing date and time Point-Rated Criteria Capability of Proponent and Audit Team Proponent s experience in the audit of similar non-profit societies with an emphasis on experience in the audit of non-profit societies Qualifications and availability of proposed audit team and other firm resources to carry out the work and meet deadlines Proposed audit team s degree of familiarity with the Charities Act guidelines and legislative requirements Quality assurance, quality control, and peer review programs within the firm Availability of other specialized services that may be necessary in the course of the society s operations 35 Ability to demonstrate understanding of the nature of the services provided by Haven Society. Demonstrated ability to understand multiple programs with a variety of Revenue streams including government, foundation, fundraising, and donation sources of revenue. Knowledge of information systems used by Haven Society
8 Haven Society Page 8 Proposed audit strategy Audit plan including scope, number of person-hours anticipated to perform the services for the three years Work program to include review, testing and recommendations for improvements to internal controls Demonstration of full understanding of audit objectives and overall scope of work to be performed Approach used to gain an understanding of Haven Society s structure and operations Description of substantive and compliance testing, internal control evaluation Price The proposed fees will be firm, for the three year term, quoted in Canadian funds exclusive of taxes which is to include: Professional fees of audit and support staff based on person hours for each of the three years Estimated disbursements and administrative fees exclusive of taxes Value added services bundled with the audit service fees Extra billing practices SIGNED PROPOSALS The person(s) authorized to sign on behalf of the Proponent and to bind the Proponent to statements made in response to this RFP must sign the Proposal Form. Unsigned proposals will not be considered for evaluation and will be disqualified. C. ENGAGEMENT CONDITIONS 1.0 AWARDING 2.0 TERM Notice in writing to the successful Proponent of the approval of its Proposal will occur on March 19, 2013, and the subsequent appointment will occur at the April 15 th, 2013 Boardl Meeting. To follow with an engagement letter satisfactory to the parties and setting out the requirements based on this RFP and the Proposal and signed by both parties after the appointment shall constitute the making of the Contract for Services. The awarding of a contract will not permit the successful Proponent to advertise the relationship with Haven Society without Haven Society s prior authorization. It is expected that the successful firm will be auditors of Haven Society for a period of five years, subject to the performance of the audit firm. An annual engagement letter outlining the terms of the audit should be submitted for the review and approval of both parties prior to the beginning of each years audit work. 3.0 INSURANCE The Auditor shall maintain professional liability insurance with respect to professional liability as required and specifically named for the Services, including errors and omissions, with a limit of not less than $1,000, per occurrence with respect to the Services alone. The Auditor shall, from time to time at the request of Haven Society, provide to Haven Society proof satisfactory, that such policies of insurance required by these insurance conditions are in force, unamended and not cancelled, and that any premiums due therefore have been paid in full.
9 Haven Society Page 9 D. SCOPE OF SERVICES AND GENERAL INFORMATION 1.0 SERVICES The Services required include performing an annual audit in accordance with generally accepted auditing standards and the provisions of the Charities Act which includes advice on internal controls and related procedures. The Auditor will be required to produce Financial Statements and Notes based on the Trial Balance, as prepared by Haven Society staff for Haven Society, and are addressed to the members of the Board. The Auditor shall be required to attend a meeting with the Finance Committee of the Board to present and explain as necessary the Financial Statements and Notes. The Auditor will also present the Audited Financial Statements at Haven Society Annual General Meeting. In addition the Auditor is required to provide a management letter addressed to the Executive Director of Haven Society every year outlining the results of the audit with any noted significant discrepancies or suggestions for improvement. The Auditor will report audit findings to the Executive Director and/or the Bookkeeper during the course of the audit engagement. Communication will be held with the Board, which may include attendance at meetings with respect to the audit planning, audit outcomes and financial statement interpretation, as requested by Haven Society or as required by CAS guidelines. All works required by the auditors in preparing the Auditor s reports will be to CAS. Draft Auditors Financial Statements and report(s) and draft Management Letter are to be issued no later than the 15 th of June each year with the final Financial Statements and reports provided by June 30 th. The Auditor will ensure all new reporting requirements and auditing standards are communicated to HAVEN SOCIETY, in writing, with specifics on what is required of HAVEN SOCIETY to ensure that financial statements and notes prepared by management prior to the audit are in compliance with current reporting requirements and auditing standards. The Auditor will respond to and discuss with Haven Society staff accounting, auditing, tax and other issues arising throughout the year. It is expected that such inquiries would be included in the fee schedule provided and would not incur additional billing or that Haven Society staff would be advised of any additional charges prior to such services being provided. The following audit schedule will be required for each year of the agreement, except as agreed to by HAVEN SOCIETY: Pre audit meeting with staff April Audit plan and schedule May Financial information completed by HAVEN SOCIETY staff last week of April Year End Audit Fourth week of April to second week of June Draft Financial Statements and draft Management Letter June 15 th Final Financial Statements, Management Report and Auditor s Report June 30 th Haven Society staff will be responsible for year-end close, a trial balance and supporting documentation on a timely basis. The Auditor staff will be responsible for the preparation and processing of all confirmations.
10 Haven Society Page QUALIFICATIONS The successful Proponent will: a) Hold a valid accounting designation and assign staff who hold a valid accounting designation and have previous experience in performing a municipal audit engagement b) Have experience in non-profit society audits and demonstrate comprehensive knowledge of Charities Act financial reporting requirements and guidelines c) Have well developed, professional auditing techniques and processes and a sound system of control and review of audit performed d) Complete Relevant Returns; ie. HST/GST, Charity Return e) Will provide the Haven Society Bookkeeper with detailed year-end adjustments which will include allocations and/or will work with the Haven Society Bookkeeper to do the yearend adjusting entries. 3.0 BACKGROUND INFORMATION The following information will be provided, electronically, by request to assist in the preparation of Proposals: a) Haven Society was incorporated in 1978 under the provisions of the Societies Act, a statute of the Province of B.C. and is a registered charity under Canada Revenue Agency b) Haven Society works from a feminist perspective to provide a supportive environment primarily to women and children who have been affected by abuse. We support diversity, change, choice and growth through counselling, advocacy, emergency shelter, community development and education. Haven Society s main purpose is to provide shelter and services for women and children living with the impact of physical or sexual abuse or violence. Services include a transition house for women seeking shelter from an abusive situation; crisis counselling; women s support group; counselling, information and support for women; community-based victim services; children s counselling and groups; pre-employment services for women facing barriers to independence related to past abuse or trauma; prevention activities; and community development activities designed to promote safety, develop capacities, provide community voice, and connect community members with local government and organizations. Haven Society also provides information, support and public education to community organizations and agencies about violence against women and children; and works collaboratively on mutual community goals. c) Reviewed financial statements of Haven Society for the prior three years d) Policies and Procedures e) Annual Reports (last 3 years) f) Haven Society Annual budgets (last 3 years) 4.0 COST OF SERVICES Proposals should include: A covering letter stating the Proponent s understanding of the services to be provided, signed by a person authorized to bind the Proponent.
11 Haven Society Page 11 A brief profile of the Proponent s firm indicating the scope of its practice and range of activities performed as well as identifying contact persons and identifying the number of staff located locally. An estimate of the total hours of work required to complete the audit,,and a proposed schedule of billing dates. Other identified additional costs or disbursements, and how these will be charged. An all inclusive maximum cost for the requested work, laid out for each of the three years, , for audit services. A pricing structure for extra services. A table outlining a breakdown of costs for each of the three years. In addition, Haven Society welcomes Proponent s comments on: Innovative ways to reduce audit fees and streamline the audit process. An approach to fee negotiation for additional or unplanned audit work. Strategies to familiarize the audit team with the operations of Haven Society Strategies to maintain continuity of the audit team and provide an appropriate level of partner / senior management involvement in the audit, while minimizing audit team staff costs. 5.0 ADDITIONAL INFORMATION a) Working papers and all financial information will be prepared by Haven Society staff. b) Reporting forms will be prepared by the Proponent and filed by Haven Society staff. c) As a Registered Charity, Haven Society submits a Charity Return to the Canada Revenue Agency. 6.0 COMPUTER & STATISTICS a) Financial Software: b) Operating System: Accpac Windows XP Statistics related to specific financial activities are: 1) Payroll active employee records with a typical biweekly payroll of approximately $25, payments. Payroll direct deposit files for staff transferred biweekly. 2) Income Provincial, regional, municipal government funding, grants, donations totalling approximately $1,595, ) Accounts In 2012 processed invoices totalled approximately $ 600, Payable 5) General Ledger Approximately 800 active ledger accounts
12 Haven Society Page DISCLAIMER The information contained in this RFP is supplied solely as a guideline for Proponents and is not guaranteed or warranted by Haven Society to be accurate, nor is it necessarily comprehensive or exhaustive. Each Proponent is responsible to review and understand the terms and conditions of this RFP, and the Scope of Services being requested. Haven Society will not be responsible for any loss, damage or expense incurred by a Proponent as a result of the inaccuracy or incompleteness in this RFP, or as a result of any misunderstanding or misinterpretation of the terms of this RFP on the part of the Proponent.
13 Haven Society Page 13 E. PROPOSAL FORM REQUEST FOR PROPOSAL PROFESSIONAL AUDIT SERVICES CLOSING DATE AND TIME: 3:00 PM PACIFIC TIME ON FRIDAY, MARCH 1 ST, 2013 One copy of this form must be signed and submitted with the proposal. Name of Firm: Address: Contact Name: Phone: Fax: SUMMARY OF PROPOSED FEES (DETAILS TO BE INCLUDED IN PROPOSAL) (ALL TAXES EXCLUDED) Year Ending Mar Year Ending Mar Year Ending Mar Haven Society $ $ $ Total $ $ $ The undersigned confirms that their submission is in response to the Request for Proposal for Audit Services and the Proponent acknowledges receipt of Addenda # through Addenda #. The Proponent confirms that their firm is independent of Haven Society and that there is no conflict of interest related to the services requested in this Request for Proposal. Authorized Signature Date Name and Title