Housing Authority of Fulton County, Georgia Auditing Services Date of Proposal Announcement / Request Web Post Date

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1 Solicitation Type & Number Proposal- RFP Solicitation Title Housing Authority of Fulton County, Georgia Auditing Services Date of Proposal Announcement / Request Web Post Date July 13, 2018 Deadline for Questions August 24, 2018 Proposal Due Date Time August 31, 2018 at 12:00 noon Eastern Daylight Time Monday through Thursday 8:00 AM 6:00 PM Eastern HAFC Operating Days/Hours Daylight Time (except for Holidays) Friday 8:00 A.M. 12:00 noon Eastern Daylight Time DIRECT INQUIRES TO: Point of Contact Address Telephone Number Fax Number Edward Mauk, Finance (404) (404) The Housing Authority of Fulton County, Georgia (HAFC) is currently requesting proposals from qualified certified public accountants for auditing services. Proposals shall be prepared in accordance with the attached instructions and will be evaluated by the HAFC as specified in the Evaluation of Proposals portion of the Request for Proposal. Please Edward Mauk if you have any questions. Respondents are responsible for reading this solicitation and all exhibits, in its entirety, as updates and revisions have been added. Questions are to be submitted in writing via to Answers to all questions will be posted to Respondents are responsible for monitoring for communications related to this Request for Qualifications. By submitting a response to this solicitation, the Respondent acknowledges that they have read the entire document and is responding with full knowledge of all terms, conditions and requirements as set forth. Page 1 of 20

2 TABLE OF CONTENTS I. GENERAL INFORMATION...3 A. INTRODUCTION.3 B. PURPOSE....3 C. AUDIT STANDARDS..3 D. ADDITIONAL GENERAL INFORMATION.4 II. III. IV. SCOPE OF SERVICES 4 FORMAT OF PROPOSALS 6 CONTRACTUAL DEVELOPMENT/TERMS AND CONDITIONS...7 V. EVALUATION CRITERIA 9 VI. VII. PROCUREMENT AND AWARD PROCESS 9 PROPOSAL SELECTION SCHEDULE..11 ATTACHMENTS Page 2 of 20

3 REQUEST FOR PROPOSALS AUDITING SERVICES I. GENERAL INFORMATION A. Introduction The Housing Authority of Fulton County, Georgia (HAFC) is a public body corporate and politic that provides affordable housing to over 2,500 low-income people in unincorporated Fulton County. HAFC owns and operates nearly 231 conventional public housing units subsidized by the U.S. Department of Housing and Urban Development (HUD). The Housing Authority of Fulton County, Georgia (HAFC) was created in 1972 by Fulton County legislation to help fill the need for decent, safe, sanitary and affordable housing in unincorporated Fulton County. By administering and developing housing opportunities for citizens of low to moderate incomes, the Authority has been able to provide housing stock and essential self-sufficiency skills crucial to assisting residents in moving up and out of public housing. A nine-member board of commissioners appointed by the Fulton County Board of Commissioners governs the Authority. The HAFC Board is charged with setting policy and providing guidance to the Authority. In keeping with its strong belief in resident participation and empowerment, two members of the Board are residents of the Authority. B. Purpose HAFC is inviting proposals from qualified independent public accounting firms to perform an audit of the Authority s various programs as identified under Section II Scope of Services of this request beginning with the fiscal year ending September 30, The contract period of performance is for an oneyear base, beginning with the contract award with four - one singleyear options to extend the contract to the completion of the September 30, 2022 audit report. The engagement may be renewed, on a yearbyyear basis unilaterally, at the fee in the original proposal. Such renewal engagement shall be confirmed in writing. C. Audit Standards The audit report and financial statements as well as working papers will be subject to review and approval by HUD. The auditor must retain the working papers for a minimum of five years. The audit shall be made in accordance with Generally Accepted Auditing Standards in the United States and Government Auditing Standards issued by the Comptroller General Office of the United States, 2007 Revision. The audit and financial statements shall meet the requirements of federal single audit regulations as prescribed by OMB Circular A133, Audits of State, Local Governments and NonProfit Organizations, Basic Financial Statements, Government Account Standard Board (GASB) Model 34, Page 3 of 20

4 Management Discussion and Analysis for State and Local Governments and the U.S. Department of Housing and Urban Development s Public and Indian Housing Compliance Supplement. The financial statements are to be prepared by the auditor in accordance with Generally Accepted Accounting Principles (GAAP), and Housing and Urban Development s timetable for submissions. This includes assistance with and verification of electronic submission of the Financial Data Schedule (FDS) via the Internet as required by the Real Estate Assessment Center (REAC). D. Additional General Information a. Regulations pertaining to federally assisted programs are promulgated by the U.S. Department of Housing and Urban Development (HUD). b. The Authority s fiscal year is from October 1 to September 30. The last audit was performed for the fiscal year ended September 30, Prior years audit reports are available at the administrative offices of the authority. c. Payment to the Independent Auditor: the audit acknowledgment of receipt and Final Acceptance of Audited Financials by HUD is required prior to final payment of the audit fee by the HAFC. This fee may be broken up into mutually agreed upon progress payments. d. Twelve (12) bound copies and one (1) unbound copy of the audit report will be required. In addition the Auditor shall be responsible for submission of the audit report to HUD and to the U.S. Clearinghouse. e. The HAFC will be prepared to have the audit commence on or about January 9, Fieldwork may, by mutual agreement, begin prior to the commencement date of the audit. A draft report, including all findings and recommendations should be reviewed with the Executive Director, Board representative and Director of Finance during the exit conference. The audit report must be submitted within 120 calendar days after commencement of the audit. f. HAFC is required to submit financial statements prepared in accordance with Governmental GAAP. Financial statements must also conform to the Financial Reporting Model as defined in GASB Statement 34, Issued June The Management Discussion & Analysis (MD&A) and other additional required Supplemental Information (RSI) will be important components to the audit report. HUD issued guidance pertaining to the referenced reporting model in December 2001 under PHA GAAP Flyer Volume 2 Issue. II. Scope of Services A financial statement and compliance audit of the HAFC for fiscal year ended September 30, 2018, performed in accordance with the Section Audit Standard above. Page 4 of 20

5 Programs to be audited: 1. HAFC operates 109 units of Low Income Public Housing at two (2) different sites. 2. HAFC provides operating subsidy to three (3) mixed finance sites with 122 ACC units. 3. HAFC administered the following grants during the fiscal year: a. Capital Fund Program b. Replacement Housing Funds 3. HAFC operates a Housing Choice Voucher (formerly Section 8) Program consisting of approximately 2200 vouchers; (847) HAFC Vouchers and the remainder portable vouchers. 4. HAFC s Enterprise Fund supports a few small programs and is funded by proceeds from the Authority s issuing of tax-exempt housing bonds. 5. Compliance Requirements / Reports to be Issued Following the completion of each audited fiscal year, the auditor shall issue a set of reports necessary to comply with the Authority's reporting requirements to the U.S. Department of Housing & Urban Development, including the following reports: 1. One (1) independent auditor s report on the general purpose financial statements of the Housing Authority of Fulton County, Georgia in conformity with generally accepted accounting principles. 2. Independent auditor s report on compliance and on internal control over financial reporting based on an audit of financial statements performed in accordance with government auditing standards. 3. Independent auditor s report on compliance with requirements applicable to each major program and on internal control over compliance in accordance with OMB Circular A Schedule of Finding and Questioned Costs. 5. Management Letter with Recommendations for Improvements in Authority Operations. The auditor shall communicate in a letter to management any reportable conditions found during the audit. A reportable condition shall be defined as a significant deficiency in the design or operation of the internal control structure, which could adversely affect the Page 5 of 20

6 organization s ability to record, process, summarize, and report financial data consistent with the assertions of management in the financial statements. The report on compliance shall include all material instances of noncompliance. All nonmaterial instances of noncompliance shall be reported in a separate management letter, which shall be referred to in the report on compliance. The auditor shall comply with all Real Estate Assessment Center (REAC) requirements as they relate to the submission of the Financial Data Schedule (FDS). This will include, but not limited to, the timely resubmission of the audited FDS in accordance with the Single Audit Act, 9-month requirement. The auditor shall complete the audit, the appropriate reports and submit all electronic data to REAC within 9 months of the end of the audited year, no later than September 15th. The auditor is required, as a part of the scope of service, to accommodate any changes in the requirements that are promulgated by the U.S. Department of Housing and Urban Development and / or by any changes in auditing standards that may subsequently be issued. III. Format of Proposals A. Proposals must be for the entire scope of the requirements stated in Section II. The proposal should be in one bound document, with 3 bound (or stapled) copies included. B. The proposal must contain specific information in the following format: a. Letter of Interest (Cover Letter) b. Title page including the firm s name, address, phone and fax numbers, contact person, date of the proposal, Federal I.D. number of the firm, and firm license number with the State Board of Accountancy. c. Table of Contents d. Description of your firm as to size and organization. e. Prior HAFC auditing experience within the last two years. f. Qualifications of staff members to be assigned to the audit, their position in the firm, the types and amount of audit experience each staff member possesses in the activities to which the proposal relates. g. The deadline to submit proposals is August 31, 2018 at 12:00 noon Eastern Daylight Time. ALL PROPOSALS SHOULD BE CLEARLY MARKED WITH RFP# (AUDIT SERVICES). Responses may be hand-delivered, sent by certified or registered mail, return receipt requested or overnight mail to the following address and must be received by HAFC by the stated deadline: Page 6 of 20

7 Breanna Smith, Executive Assistant/Office Manager Housing Authority of Fulton County, Georgia 4273 Wendell Drive Atlanta, GA CLEARLY MARKED: RFP# (AUDIT SERVICES) ****Proposals received after the deadline will not be accepted and will be returned unopened. Proposals sent by fax machine or via will not be accepted. The Housing Authority of Fulton County, Georgia reserves the right to reject any or all bids. Faxed or bid submittals will not be accepted. The Housing Authority of Fulton County, Georgia is an equal opportunity employer and contracting agency. C. A list of work-papers required to be prepared by HAFC staff prior to the beginning of the audit. D. Methodology Provide a brief narrative describing your firm s understanding of the scope of work to be completed. The narrative should include a plan on how the audit requirements under Section II of this RFP will be accomplished within the specified time frame. Include time estimates for performing the scope of the audit identified in Section II. Also, briefly discuss the audit approach regarding consideration of laws and regulations. E. Fee Proposal- Include complete fee, including out-of-pocket and other expenses for the complete scope of work under Section II (Attachment A) F. A signed Non-Collusive Affidavit (Attachment B) G. A signed Debarment Certification (Attachment C) I. A signed Certification and Representations of Offerors for Non-Construction Contract (form HUD-5369-C) (Attachment D) IV. Contractual Development/Terms and Conditions A. If a proposal is accepted, the HAFC intends to enter into a contractual agreement with a selected bidder. Contract discussion and negotiation will follow the award selection. Bidders must be amenable to inclusion, in a contract, of any information provided whether herein or in a response to this RFP, or developed subsequently during the selection process. B. The successful bidder shall furnish proof of insurance to the HAFC including the type and amount for coverage specified below before beginning work: Workers Compensation as required by law Errors and Omission Coverage Page 7 of 20

8 Liability Insurance C. The successful bidder shall indemnify and hold harmless from any liability whatsoever; including wrongful death, based or asserted upon any act or omission of the bidder, its employees, subcontractors and agents relating to or in any way connected with the accomplishment of the work or performance of service under this agreement. As part of the forgoing indemnity the successful bidder agrees to protect and defend at its own expense, including attorney fees, the HAFC, its officers, agents, and employees in any legal action based upon any alleged acts or omission. D. The successful bidder and its agents, servants and employees shall act at all times in an independent capacity during the term of the agreement and in the performance of the services to be rendered there under, and shall not act as, and shall not be, and shall not in any manner be considered to be agents, officers or employees of the HAFC. E. The successful bidder shall not discriminate in its recruiting, hiring, promotion, demotion or termination practices on the basis of race, religious creed, color, national origin, ancestry, sexual orientation, physical handicap, medical condition, marital status or sex in the performance of the contract, and, to the extent they shall be found to be applicable thereto, shall comply with the provisions of the California Fair Employment Practices Act and the Federal Civil Rights Act of F. At the option of the HAFC, finalists may be selected for a best and final round of negations; however, vendors are encouraged to present their best offers with their initial submission. G. HAFC reserves the right to accept or reject any and all proposals. The HAFC will make an award of contract in any manner in which the HAFC, acting in the sole and exclusive exercise of its discretion, deems to be in the HAFC s best interest. The award of the contract will not necessarily be made to the firm offering the lowest price. H. Neither the agreement, nor any part thereof, shall be assigned by the successful bidder without the prior written consent of HAFC. I. The HAFC is contemplating the award of the professional service contract through this solicitation process. Page 8 of 20

9 V. Evaluation Criteria HAFC will evaluate and will score each proposal that is submitted as a complete response. Responses may receive a maximum score of one hundred (100) points subdivided as follows: Criteria Points Specific Experience with similar projects 10 Experience with Housing Authorities/References 20 Capacity Number of years in business, number of people in firm 10 Proposed Fee 30 Comprehensiveness/responsiveness of proposal 10 Methodology demonstrating a clear understanding of the scope of services required 20 TOTAL POINTS 100 VI. PROCUREMENT AND AWARD PROCESS Pursuant to 24 C.F.R. Section (d)(3), the professional security desired by the Authority is being procured through this process. The following instructions are intended to aid Offerors in the preparation of their Proposals: A. Questions Each firm shall submit in writing to request additional information as follows: 1. Describe any items, information, reports or the like, if any, that the Proposer will require from the Authority in order to comply with the scope of Services. *** DEADLINES FOR QUESTIONS IS August 24, 2018 Please all questions in writing to **Questions and answers will be posted on HAFC website. B. Amendments to Solicitation Any and all amendments to this Solicitation shall be posted on the HAFC website: Page 9 of 20

10 Notwithstanding any information that may be contained in the Solicitation and amendments thereto, Offerors are responsible for obtaining all information required thus enabling them to submit Responses. C. Submission of Proposals and/or Amendments to Proposals; Deadlines Responses may be hand-delivered, sent by certified or registered mail, return receipt requested or overnight mail to the following address: Breanna Smith, Executive Assistant/Office Manager Housing Authority of Fulton County, Georgia 4273 Wendell Drive Atlanta, GA CLEARLY MARKED: RFP# (AUDIT SERVICES) ****Proposals received after the deadline will not be accepted and will be returned unopened. Proposals sent by fax machine or via will not be accepted. Proposals must be received at the above address no later than August 31, 2018 at 12:00 noon Eastern Daylight Time, at 4273 Wendell Drive, Atlanta, GA regardless of the selected delivery mechanism. Each Response will be date-time stamped immediately upon its receipt at the Authority to document its timeliness. Any Proposal received after the specified deadline shall be automatically rejected and will be returned unopened except as identified in the Instructions to Offerors attached hereto. Any amendments to a response must be received before the specified response due date and time established for the delivery of the original Proposal except as identified in the Instructions to Offerors attached hereto. D. Evaluation and Award Process Authority staff will review each Proposal to determine if it was complete and if it was responsive to this Request for Proposals. The Authority may allow an Offeror to correct minor deficiencies in its Proposal that do not materially affect the Proposal. All Proposals determined to be complete and responsive will be provided to an Evaluation Committee. The Evaluation Committee will evaluate the Proposals utilizing the criteria established in Section V of this Request for Proposals. The Authority reserves the right to interview Offerors in the competitive range, request additional information from selected Offerors and/or negotiate terms and conditions with selected Offerors. The Authority reserves the right to enter negotiations with oral interviews. The Authority will perform a responsibility determination of the highest ranked Offeror, which may Page 10 of 20

11 include reference and financial background checks. The Authority reserves the right to award to a single or multiple contractors. The Authority will award a contract to the highest-ranked Offeror determined to be responsive and responsible and whose offer is in the best interest of the Authority. The Authority shall not be responsible for and will not reimburse any Offeror for any cost(s) associated with preparing a proposal. A Proposal submitted by an Offeror does not constitute a contract, nor does it confer any rights on the Offeror to the award of a contract. A letter or other notice of Award or of the intent to Award shall not constitute a contract. A contract is not created until all required signatures are affixed to the contract. VII. Proposal Selection Schedule The anticipated proposal selection schedule is as follows: Activity Date Advertise RFP August 6, 2018 Deadline for Questions August 24, 2018 Proposal Due Date August 31, 2018 Estimated Award Date September 21, 2018 Anticipated Contract Date September 28, 2018 Page 11 of 20

12 ATTACHMENTS ATTACHMENT A ATTACHMENT B ATTACHMENT C ATTACHMENT D ATTACHMENT E ATTACHMENT F ATTACHMENT G Fee Proposal Non Collusive Affidavit Debarment Certification Certification and Representations of Offerors for Non-Construction Contract (form HUD-5369-C) Proposer Certification Contractor Affidavit under O.C.G.A (b)(1) HAFC Certification of Non Discrimination NOTE: The following form is attached and will be required to be executed at the time a contract is awarded and executed: Minority Business Participation Commitment Page 12 of 20

13 ATTACHMENT A PROFESSIONAL AUDITING SERVICES FEE SHEET PRICES TO BE LISTED PER THE FOLLOWING: YEAR 2018 $ TIME EXTENSION OPTION 1 YEAR 2019 $ TIME EXTENSION OPTION 2 YEAR 2020 $ TIME EXTENSION OPTION 3 YEAR 2021 $ TIME EXTENSION OPTION 4 YEAR 2022 $ TOTAL COST INCLUDING ALL EXTENSION OPTIONS: $ NAME (PRINTED): TITLE: COMPANY NAME: ADDRESS: PHONE: SIGNATURE: Page 13 of 20

14 ATTACHMENT B NON-COLLUSIVE AFFIDAVIT STATE OF COUNTY OF, being first duly sworn, deposes and says that he or she is a of (A Partner or Officer of Business, etc.) (Name of Business) who is making the foregoing proposal or bid, that such proposal or bid is genuine and not collusive or sham; that said bidder has not colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and has not in any manner, directly or indirectly, sought by agreement, collusion, communication or conference with any person, to fix the bid price of affiliate or of any other bidder, or to fix any overhead, profit or cost element of said bid price, or that of any other bidder, or to secure any advantage against or any person interested in the proposed Contract; and that all statements in said Proposal or Bid are true. Signature of Bidder If Bidder is an Individual Signature of Partner If Bidder is a Partnership Signature of Officer If Bidder is a Corporation Subscribed and sworn to before me this day of, 2018 Notary Public My Commission expires: Page 14 of 20

15 ATTACHMENT C DEBARMENT CERTIFICATION certifies that it has not been debarred, suspended or Contractor subjected to a Limited Denial of Participation (LDP) by the U.S. Government and will not, under this contract agreement, hire, contract with or otherwise do business directly, or indirectly, with contractors or individuals who have been debarred, suspended or subjected to a Limited Denial of Participation (LDP) by the U.S. Government. Contractor By: Title: Date: Page 15 of 20

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18 Attachment E Each Proposer must read and sign this section. Failure to do so may mean the proposal is deemed non-responsive. PROPOSER CERTIFICATION 1. By submitting a proposal, proposer expressly represents it has taken no exception to any term, condition, obligation or requirement contained in this solicitation document, or any addenda to this solicitation, which is not expressly stated in its proposal. 2. This RFP is not a solicitation of competitive bids. The HAFC by this request for proposals specifically reserves the right in its sole discretion to determine which proposals best serve the public good, and to: A. Revise the solicitation, evaluation, or selection process including extending the deadline or canceling without selecting any Projects. B. Waive informalities and irregularities in the proposals received in response to this RFP. C. Disqualify without recourse or appeal any or all proposals. D. Reject any or all proposals with or without cause. E. Determine the timing, arrangement and method of any presentation throughout the process. F. Verify and investigate the qualifications and financial capacity of the Project Sponsor, and any of the information provided in the proposal. 3. Every effort has been made to provide current and correct information; however, unless citing a specific HAFC approved resolution or plan, the HAFC makes no representation or warranty with respect thereto. 4. Restrictions on communication. Every effort has been made to include herein all the information necessary to prepare and submit a responsive proposal to this RFP. However, in the event additional information is desired, please adhere to the following: A. During the course of this RFP, development teams are cautioned not to undertake any activities or actions to promote or advertise their proposals except in the course of HAFC-authorized presentations; or to make any direct or indirect (through others) contact with members of the Board, staff review committee members (if named) or HAFC staff members not identified in this RFP as a contact for specific information. B. The HAFC will not hold one-on-one meetings with any development teams during the evaluation process except as part of a scheduled interview or presentation process involving all or a short list of development teams. The HAFC may, however, ask individual development teams clarifying questions or obtain additional information about some specific point of a proposal. C. Failure to abide by these restrictions is grounds for disqualification. This RFP does not commit the HAFC to enter into an agreement. 5. Respondents to this RFP are prohibited from employing or retaining a former HAFC employee to assist in the preparation of a proposal to this RFP if the former HAFC employee has been separated from the HAFC for less than one year and was associated with the Property or related project while employed by the HAFC. Page 17 of 20

19 6. The selected development team is further prohibited from employing or retaining a former HAFC employee who has been separated from the HAFC for less than one year and was associated with this Project while employed by the HAFC. A. To work on or receive any financial gain related to the Project; or B. To work in a capacity responsible for influencing, or trying to influence the actions of the HAFC other than through public testimony. 7. Proposer agrees to make the proposal a binding offer to the HAFC for a period of one (1) calendar year from the date proposals are due. 8. Proposer agrees to bring all required reporting to the HAFC current as of the date of official selection. 9. Proposer further certifies: A. This proposal is genuine and not made in the interest of, or on behalf of, any undisclosed person, firm or corporation; proposer has not induced any person, firm or corporation to refrain from proposing; and proposer has not sought by collusion or fraud to obtain for itself any advantage over any other proposer or over the HAFC. B. It has no business or personal relationships with any other companies or persons that could be considered as a conflict of interest or potential conflict of interest, and that the key personnel and principals identified to perform work under an awarded contract do not have any undisclosed personal or business relationships with any of the HAFC employees. C. The undersigned warrants that s/he is an authorized representative of the proposer; has read, understands and agrees to be bound by all RFP instructions, specifications, contract terms and conditions contained herein (including all addenda issued for this solicitation); that the information provided in this proposal is true and accurate; and understands that providing incorrect or incomplete information may be cause for proposal rejection or contract termination. SIGNATURE BLOCK Signature of Proposer s duly authorized representative: Date: Printed Name and Title: Legal Name of Proposer/Firm: (Mandatory) Federal Tax Identification Number (FEIN or SSN): Upon receipt of each Proposal, HAFC's will date-stamp it to show the exact time and date of receipt. All Proposals received will become the property of the Housing Authority of Fulton County, Georgia and will not be returned to the proposers. Page 18 of 20

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23 Attachment G HAFC Certification of Non Discrimination The offeror/bidder agrees and warrants that in the performance of the contract, if awarded, such contractor will not discriminate or permit discrimination against any person or group of persons on the grounds of race, color, gender, religion, creed, age, familial status, national origin, veteran status, or disability. The supplier further agrees to take affirmative action to ensure that applicants with job-related qualifications are employed and that employees are treated when employed without regard to their race, color, gender, religion, creed, age, familial status, national origin, veteran status, or disability. It is understood that non-discrimination shall include all forms of harassment and specifically sexual harassment. The contractor hereby certifies the foregoing and that the contractor will adhere to and enforce all applicable federal, state and local laws pertaining to non-discrimination. Authorized Signature: Company Name: By: Date:

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