REQUEST FOR PROPOSALS FOR FEE ACCOUNTING SERVICES ALL PROPOSALS MUST BE ADDRESSED AND SUBMITTED TO:

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1 REQUEST FOR PROPOSALS FOR FEE ACCOUNTING SERVICES ALL PROPOSALS MUST BE ADDRESSED AND SUBMITTED TO: ROBERT DICKE, EXECUTIVE DIRECTOR 2001 W. BROADWAY, SUITE 1 MONONA, WI PROPOSALS MUST BE RECEIVED ON OR PRIOR TO 3:00 P.M. NOVEMBER 30,

2 REQUEST FOR PROPOSALS FOR FEE ACCOUTING SERVICES The Dane County Housing Authority is accepting proposals for fee accounting services for a three (3) year period beginning January 1, 2013 and ending December 31, 2015 with two one-year option periods to renew. One Original and three copies of the proposals should be delivered to the Dane County Housing Authority, 2001 W. Broadway, Suite 1, Monona, WI Attn: Rob Dicke, Executive Director and clearly marked Proposal for Fee Accounting Services. RFP packages can be obtained at the Dane County Housing Authority or via to 2

3 RFP FOR FEE ACCOUNTING SERVICES The Dane County Housing Authority (DCHA) requests proposals from qualified applicants to provide computerized fee accounting services for its portfolio of assisted housing and related programs including but not limited to: 86 units of privately managed Public Housing, 1210 Housing Choice Vouchers, Home Ownership Program, Rural Rental Assistance, CDBG Rental Housing, Local Fund and its Development Corporation. DCHA has 10 staff members including one Accounting Assistant. The Dane County Housing Authority uses Emphasys Software for its operations and accounting. Scope of Work The successful proposer will have hands-on Emphasys Elite Software experience and provide services to the Housing Authority in accordance with the monthly and annual accounting cycles: 1. Process all documents required for budget and operating subsidy preparation, including subsidy calculation, budget forms, utility estimates, and PHAS financial internet submissions. Preparation of the PHA operating budget shall include at least one revision. 2. Assist with all HUD compliance and correspondence including conference calls 3. Perform all operations necessary to maintain the general ledgers and subsidiary ledgers for DCHA using the Elite Software System, including the following services: A. Monitor of Net Assets to ensure consistent with maximizing subsidy and HAP funding, B. Monitor cash to assist with maximizing cash flow, C. Review bank statements and staff prepared bank reconciliations on a monthly basis, D. Prepare journal vouchers on a monthly basis, E. Maintain the general ledgers on a monthly basis, including the approval of staff journal entries and source transactions as well as the preparation of requisite journal entries, F. Review check coding, G. Prepare all year-end financial statements and annual closing entries, H. Maintain investment and insurance registers as necessary 3

4 I. Maintain property ledger/capitalized equipment and depreciation schedules, J. Maintain capital funds subsidiary ledgers as required by HUD and subsidiary ledgers for any development funds or grant monies awarded. K. Prepare monthly financial statements, L. Review monthly private management reports and related transactions, M. Monitor the Capital Fund Program, assist with reprogramming of funds, the meeting obligation and expenditure deadlines and preparation/support of draw packages, N. Provide procurement guidance as needed. O. Assist with developing, maintaining and implementing compliant financial policies and procedures, P. Provide Housing Choice Voucher Management System monthly reporting. Q. Review bi-weekly payroll transactions, monitor tax deposits and IRS reporting, R. Assist with annual independent audit preparation, MD&A and audit onsite, S. Assist with development activity and providing financial analysis and what-if scenarios as needed. 4. Complete the close out for the fiscal year, to include preparation of all forms required by HUD. Prepare timely annual unaudited Financial Data Schedule (FDS) submission to the Real Estate Assessment Center (REAC). 5. Perform on-site visits as needed in order to provide clarification on pertinent financial matters relative to questions posed by members of the Board of Commissioners, the auditor, the Executive Director and/or staff. The successful proposer will also be available as needed to answer questions via telephone or on an as-needed basis; 6. Report to the Board of Commissioners any and all items unusual in nature, requiring their attention. 7. Other related financial, management and compliance assistance as needed. The fee accounting services must be in accordance with Generally Accepted Accounting Principals (GAAP) and reporting provisions of applicable HUD and REAC guidelines and the Single Audit Act. Scoring Criteria 4

5 Proposers should demonstrate qualifications for work to be performed. In evaluating the proposals the Housing Authority of the City of Dane County will use the following criteria and points system: a. Professional qualifications of the firm/company and evidence of the ability to perform the work, as indicated by staff profiles (30 points) b. Availability of the principle fee accountant for on-site consultation including attendance of Board meetings if required. (10 points) c. Experience with Public Housing Authorities needs and relevant HUD, and REAC requirements (30 points) d. Cost for monthly fee accounting service (20 points) e. Knowledge and experience using Emphasys Elite Software (10 points) f. Section 3 Preference - Optional (5 points) In the proposal, the firm should supply the following information: Demonstrated Understanding of the Services to be provided and Technical Approach Qualifications/Experience of the firm and individual(s) performing the services Demonstrated Experience/Professional References Fee Schedule HUD Form 5369-C Section 3 Preference (optional) Upon award the successful proposer will be required to provide: Evidence of professional liability insurance carried by the firm Evidence of Workman Compensation Insurance DCHA S Reservation of Rights The DCHA reserves the right to reject any or all proposals, to waive any informality in the RFP process, or to terminate the RFP process at any time, if deemed by the DCHA to be in its best interests. The DCHA reserves the right not to award a contract pursuant to this RFP. 5

6 The DCHA reserves the right to terminate a contract awarded pursuant to this RFP, at any time for its convenience upon 30 days written notice to the successful proposer(s). The DCHA reserves the right to determine the days, hours and locations that the successful proposer(s) shall provide the services called for in this RFP. The DCHA reserves the right to retain all proposals submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving proposals without the written consent of the DCHA Contracting Officer (CO). The DCHA reserves the right to negotiate the fees proposed by the proposer entity. The DCHA reserves the right to reject and not consider any proposal that does not meet the requirements of this RFP, including but not necessarily limited to incomplete proposals and/or proposals offering alternate or non-requested services. The DCHA shall have no obligation to compensate any proposer for any costs incurred in responding to this RFP. The DCHA shall reserve the right to at any time during the RFP or contract process to prohibit any further participation by a proposer or reject any proposal submitted that does not conform to any of the requirements detailed herein. The DCHA reserves the right to reject the Proposal of any firm who is debarred by the U.S. Department of Housing and Urban Development (HUD) from providing services to PHAs, and reserves the right to reject the proposal of any firm who has previously failed to perform contracts properly. Procurement Schedule (Note: There will not be a pre-proposal conference) Release/Advertisement of RFP Friday September 28, 2012 Responses due by Friday November 30, 2012 Proposals review completed by December 7, 2012 If required, oral presentation will be held either in-person or by conference call December 10-12, 2012 and final negotiations completed no later than December 14, Vote to award contract to recommended proposer - Board Meeting December 18, Contract start date January 1, 2013 Proposer s Responsibilities Contact With the DCHA It is the responsibility of the proposer to address all communication and correspondence pertaining to this RFP process to the Contracting Officer (CO), Robert Dicke only. Proposers must not make inquiry or communicate with any other DCHA staff member or official (including members of the Board of Commissioners) pertaining to this RFP. Failure to abide by this requirement may 6

7 be cause for the DCHA to not consider a proposal submittal received from any proposer who may has not abided by this directive. Addendums All questions and requests for information must be addressed in writing to the CO. The CO will respond to all such inquiries in writing by addendum to all prospective proposers (i.e. firms or individuals that have obtained the RFP Documents). During the RFP solicitation process, the CO will NOT conduct any ex parte (a substantive conversation substantive meaning, when decisions pertaining to the RFP are made between the DCHA and a prospective proposer when other prospective proposers are not present) conversations that may give one prospective proposer an advantage over other prospective proposers. This does not mean that prospective proposers may not call the CO it simply means that, other than making replies to direct the prospective proposer where his/her answer has already been issued within the solicitation documents, the CO may not respond to the prospective proposer s inquiries but will direct him/her to submit such inquiry in writing so that the CO may more fairly respond to all prospective proposers in writing by addendum. Section 3 Business (Optional Item): If you are claiming a Section 3 preference please indicate same in your proposal and provide the Section 3 priority that you are claiming. Priority I - Business concerns that are 51 percent or more owned by residents of the housing development or developments for which the Section 3-covered assistance is expended. Priority II - Business concerns whose workforce includes 30 percent of residents of the housing development for which the Section 3-covered assistance is expended, or within three (3) years of the date of first employment with the business concern, were residents of the Section 3-covered housing development. Priority III - Business concerns that are 51 percent or more owned by residents of any other housing development or developments. Priority IV - Business concerns whose workforce include 30 percent of residents of any other public housing development or developments, or within three (3) years of the date of first employment with the business concern, were Section 3 residents of any other public housing development. Priority V - Business concerns participating in HUD Youth-build programs being 7

8 carried out in the metropolitan area in which the Section 3-covered assistance is expended. Priority VI - Business concerns that are 51 percent or more owned by Section 3 residents in the metropolitan area, or whose permanent, full-time workforce includes no less than 30 percent of Section 3 residents in the metropolitan area, or within three (3) years of the date of employment with the business concern, were Section 3 residents in the metropolitan area. Priority VII - Business concerns that subcontract in excess of 25 percent of the total amount of subcontracts to Section 3 business concerns. 8

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