REQUEST FOR PROPOSALS

Transcription

1 REQUEST FOR PROPOSALS Accounting Services For the National Association of State Human Services Finance Officers Issued By: The Executive Board of the National Association of State Human Services Finance Officers October 3, 2016 HSFO REQUEST FOR PROPOSALS (RFP): Accounting Services for HSFo SECTION I. GENERAL PURPOSE & VENDOR INFORMATION 1.1 Purpose Page 1

2 The National Association of State Human Services Finance Officers (HSFo) is releasing this Request for Proposals (RFP) for the purpose of identifying a vendor to provide accounting services and account management for HSFo. HSFo is seeking vendors who are qualified and experienced in the provision of accounting services and account management for non-profit organizations. 1.2 Issuing Organization This RFP is released by and the subsequent contract will be with HSFo. The contract will be approved by the Executive Board and signed by the President of HSFo. The Treasurer of HSFo will administer the contract and is responsible for contract supervision. The contract expected to result from this RFP process will be an agreement between HSFo and the selected vendor. 1.3 Background HSFo is a nonprofit organization of state human services finance officers responsible for the fiscal administration of state/federal human services programs and grants. The mission statement of the organization is as follows: To promote effective and efficient administration of human services thru active participation by fiscal officers in policy and procedural planning To provide fiscal officers with an opportunity for group discussions of fiscal and related matters thru annual meetings To review, compare and evaluate systems of fiscal operations currently in effect among the various states To review, discuss and evaluate new and proposed changes in fiscal methods and procedures applicable to human services administration To provide a medium for exchange of information among finance officers of the several states To provide the opportunity for professional training in subject matter unique to the financial administration of state human services agencies 1.4 Overview of the Project Due to the desire for standardization for accounting practices in all accounts, the desire for stability in the accounts from year to year, and the demands of an expanded training curriculum and payment processing which includes credit cards and internet applications, it is necessary to hire an accounting service to assist the Treasurer in the management of HSFo funds. 1.5 Objectives of the Project HSFo wishes to contract with a vendor for an initial period of three years, to be assessed annually, after the close of each fiscal year. The basic parameters for the project will be: Page 2

3 Basic accounting services The maintenance of standard accounting reporting and structures for all HSFo accounts Tax preparation Annual purchase or renewal of organization s insurance policies The Treasurer shall have access (online inquiry and signature authority) to all accounts and the President or Treasurer shall authorize all checks. 1.6 Anticipated Procurement Timetable It is anticipated that the procurement will be completed by November 1, 2016 so that the contractor can be in place for the beginning of the HSFo program and fiscal year, which begins December 1, Date Event/Activity October 3, 2016 October 10, 2016 October 15, 2016 October 25, 2016 October 31, 2016 HSFo releases the RFP Vendors may submit inquires for RFP clarification Vendor Q & A Period Closes, 10 a.m. (EST) (for inquiries for RFP Clarification) - No further inquiries for RFP clarification will be accepted HSFo provides Final Vendor Q & A Document via HSFo Website - Deadline for Vendors to Submit Proposals to HSFo (1:00 p.m. EST) - This is the proposal opening date, beginning the process of proposal review HSFo Issues Contract Award Notification Letter - Vendors that submitted proposals in response to this RFP will be sent letters stating whether their proposal was accepted for award of the contract December 1, 2016 November 30, 2019 Contract Implemented Contract Termination HSFo reserves the right to revise this schedule in the best interest of the organization after providing reasonable notice. Page 3

4 1.7 Question & Answer Period: RFP Clarification Opportunity Potential vendors may ask clarifying questions regarding this RFP by ing Jim Fredyma at by 10 a.m. (EST) October 10, Questions and Answers will be posted to the public portion of the HSFo website by 8 a.m. (EST) October 15, The website address for HSFo is The potential vendor must include the name of a representative, the company name and the business phone number. It is the responsibility of all potential vendors to check this website on a regular basis for responses to the questions, as well as for any amendments or other pertinent information regarding this RFP. HSFo will only answer those questions submitted in writing within the established time period for the Vendor Question & Answer process and which pertain to issues of RFP clarity. 1.8 Contract Time Frame HSFo is seeking to contract with a vendor to perform accounting services and account management from December 1, 2016 through November 30, SECTION II SCOPE OF WORK & SPECIFICATIONS OF DELIVERABLES 2.1 Vendor Qualifications Vendor proposals must demonstrate to what degree the vendor and/or its staff meets the following qualifications and capabilities requirements: In order to be considered for the contract expected to result from this RFP, HSFo requires that interested vendors must meet, at a minimum, all the following qualification requirements: HSFo will consider proposals from vendors with: 1. A minimum of five years of experience in the field of Accounting 2. A Bachelor degree in, Accounting, Business, Economics, or related field of study. 3. Three references from past or current clients or associates. 4. Fidelity Bond Insurance/bonding certification of at least $100,000 Any vendor not meeting the above requirements will not be considered for the contract. Due to varying disclosure rules by states the contract will not be awarded to individuals who are state, county or local government employees during the time the contract is in place. Page 4

5 In addition, HSFo desires the following preferential qualifications from the vendors: 1. Experience with accounting services for a non-profit organization 2. Master s Degree in Business Administration or Active Certified Public Accountant certification 3. Knowledge of and experience with the National Association of State Human Services Finance Officers Additionally, interested vendors are to provide information on the background of its firm/company; including any subcontractors; and any prior experience relevant to this RFP. 2.2 Scope of Work The following information is a summary of duties and responsibilities of the selected vendor. In order to receive consideration for contract award, all aspects of the requirements described in this section must be addressed in the vendor s technical proposal. Accounting Services shall include: 1. Bookkeeping 2. Multiple account management 3. Establish all needed HSFO bank accounts. Accounts must be established at a federally approved institution where funds are protected under federal programs. Additionally, the contractor will ensure the President and Treasurer have on-line access and signature authority for all HSFO bank accounts established under this contract. 4. Preparation of the annual IRS 990 statement, as well as any and all other IRS statements required in relations to the functions of HSFo. A complete list and description of IRS reporting requirements should be included in the prospective vendor s proposals in response to the RFP. 5. Prepare and submit required IRS Form1099s and provided copies to IRS and all contractors/speakers who meet required payment levels. 6. Reconciliation of accounts 7. Preparation of statements of revenue and expenditures and statement of assets, liabilities and equity for two planning meetings and annual business meeting each year. a. First planning meeting held in December b. Second planning meeting held in April or May c. Conference held July, August or September 8. Audit support for organization s internal auditor and any external audit addressing work performed during the contract period. 9. Maintenance of standard account reporting and structures for all HSFo accounts Page 5

6 10. Review of chart of accounts and recommendation for any changes 11. Coordination with credit card account 12. The contractor will obtain a Post Office box at a site agreed upon with the HSFo President. The box will be located at a United States Postal Service facility to ensure that mail forwarding will be available should HSFo choose to move mail to another location. 13. The contractor shall be given on-line inquiry access to all HSFo bank accounts and shall no less than monthly review those accounts to ensure all activity has been properly recorded. This shall be documented as part of the monthly bank account reconciliation, 14. The contractor shall provide accounting support to the annual conference committee as needed by the Arrangements Chair. Additional services shall include working with Executive Board to insure the following activities occur in a timely manner: 1. Renewal of the organizations liability insurance policies 2. Submission of the organization s annual report 3. Submission of the organization s annual Continuing Professional Education (CPE) application to the National Association of State Board of Accountancy The current Accounting Services contractor, who is retiring at the end of the current contract period on November 30, 2016, estimates the annual workload to be 180 hours. Higher workload hours occur in April and December at the time of the semi-annual planning meetings, July and August at the time of the annual conference, and January for end-of-year reporting and federal income tax-related filings. SECTION III PROPOSAL COSTS 3.1 Contractual Requirements 1. Any contract resulting from the issuance of this RFP is subject to the terms and conditions as provided in the final contract. 2. All aspects of the contract apply equally to work performed by any and all subcontractors. 3.2 Travel Reimbursement All local travel, incidental supplies, hardware, software, and other expenses shall be included in the tri-annual bid or final single bid and included as part of the cost of the deliverables. The successful accounting services contractor is required to attend the two planning meetings and the annual business meeting. The cost to attend the annual business meeting and the planning meetings (including travel, per diem and hotel) along with the Page 6

7 registration fee (which would be the guest registration amount) will be separately reimbursed to the accounting services contractor upon authorization and approval by the President and Treasurer outside of the contract amount. 3.3 Confidentiality This contract shall require that the accounting services contractor maintain the confidentiality of information and records which state and federal laws, rules, and regulations require to be kept confidential. SECTION IV PROPOSAL FORMAT & SUBMISSION 4.1 Proposal Submission The proposal must be prepared and submitted in accordance with instructions found in this section. Submit in two separate files, an electronic signed copy of the Technical Proposal and an electronic signed copy of the Cost Proposal to Mr. James Fredyma at the following address no later than 1 p.m. (EST) on October 25, 2016: fredymaj@comcast.net 4.2 Format for Submission of the Proposal The vendor s Technical Proposal must contain the components identified in Section 2.2 of this RFP, as well as the Taxpayer Identification Number (W-9) Form. The vendor s Cost Proposal must be submitted in a separate file. The cost proposal must present a firm, fixed price for the work identified in the Technical Proposal. One price for all three years, to be paid in 36 monthly installments or some other arrangement to be negotiated and specified in the final contract. SECTION V CRITERIA FOR PROPOSAL EVALUATION AND SELECTION 5.1 Scoring of Proposals HSFo will evaluate the proposal based on the following requirements: 1. 50% based on cost proposal 2. 30% based on experience with accounting services 3. 10% based on education 4. 5% based on HSFo experience 5. 5% based on Proposal content Each Technical Proposal will be reviewed and scored prior to the opening of the Cost Proposal. Page 7

8 The Technical Proposal will be based on the following criteria for items 2 through 5: The following point values will be utilized for rating each requirement: 0 Points: Does Not Meet Specific Requirement 3 Points: Vendor proposal fulfills RFP on all material respects 5 Points: Vendor proposal fulfills RFP in all material aspects and offers additional level of quality in excess of expectations. For the Technical Proposal final scoring, item 2 will be multiplied by a factor of 6, and item 3 the score will be multiplied by a factor of 2. The Cost Proposal will be based on the following criteria: 1 Point: Highest Bid 2 Points: Above Average of all Bids 3 Points: Average of all Bids 4 Points: Below average of All Bids 5 Points; Lowest Bid Total points for the cost proposal will then be multiplied by a factor of 10. Final Score Technical and Cost Proposal Scores will be added together. HSFo will use the total point score as a guide for selection. The vendor with the highest total points will be contacted first for consideration of the award, and completion of a signed contract. However, HSFo reserves the right to make a final award to any bidder. HSFo also reserves the right to reject any and all offers solicited by this RFP. Thank you for your interest. Page 8