NOTICE REQUEST FOR PROPOSALS FOR Under a Fair and Open Process in Accordance with N.J.S.A. 19:44A-20.4, et seq. PROPOSALS MUST BE SUBMITTED BY 10:00 A.M. on MAY 19, 2017 to: MR. ROY E. ROGERS EXECUTIVE DIRECTOR MORRISTOWN HOUSING AUTHORITY 31 EARLY STREET MORRISTOWN, NEW JERSEY
TABLE OF CONTENTS PAGE # PROPOSAL FOR ACCOUNTING SERVICES 3 THRESHOLD QUALIFICATIONS 3 PROPOSAL SUBMISSION 3 PROPOSAL REQUIREMENTS 4 PROPOSAL REVIEW 4 AGREEMENT OF ACCOUNTING SERVICES 5-8 COMPETITIVE PROPOSAL EVALUATION SYSTEM 9 RFP for Fee Accounting Services 2
REQUEST FOR PROPOSALS FOR The MORRISTOWN HOUSING AUTHORITY (MHA) will accept proposals for Accounting Services for the period of July 1, 2017 to June 30, 2018. It is the Housing Authority s desire to retain and employ a duly qualified accounting firm to act as the Authority s Accountant in all financial matters which may arise in connection with the business and management of its various housing programs. All accounting services must be provided in accordance with the existing rules, orders, directives and regulations promulgated by the United States Department of Housing and Urban Development and New Jersey State Law, provided that such compliance is in the best interest of the Authority and are required by law. The scope of accounting services being requested will relate to all of the Authority s programs (including, but not limited to, Public Housing, Section 8 Vouchers, Capital Grant Fund, and any other Grant Program Funds for any Federal or State Program). THRESHOLD QUALIFICATIONS: 1. Must be a Certified Public Accountant (C.P.A.) licensed in the State of New Jersey or a Licensed Public Accountant. 2. Must have experience representing Housing Authorities and knowledge of HUD funded programs and related federal regulations. 3. Must not be on any Federal or State disbarred list. 4. The Accountant must be prepared to spend on average 20 hours per month to complete the services covered under this RFP. 5. The Authority reserves the right to determine if specific tasks are outside of the scope of services and require a negotiated amount before the Accountant undertakes the task. PROPOSAL SUBMISSION: All qualified candidates interested in submitting a proposal for Fee Accountant Services must submit two completed and executed copies of the AGREEMENT FOR FEE ACCOUNTING SERVICES, as well as a detailed resume, cover letter, or both, demonstrating the candidate meets both the threshold requirements of this RFP and the degree to which the candidate meets the qualify/merit factors in the attached evaluation system and shall include a lump-sum retainer which shall state a fixed price for the listed services. Please note: The MHA has estimated twenty 20 hours per month or 240 hours per year for all tasks within the scope of services. All proposals should be sealed and mailed or hand-delivered on or before May 19, 2017 at 10:00 a.m. Office hours are: Monday through Friday 9:00 am to 4:30 pm. Envelopes should be addressed as follows: Mr. Roy E. Rogers, Executive Director Morristown Housing Authority 31 Early Street, Morristown NJ 07960 Marked - PROPOSAL FOR RFP for Fee Accounting Services 3
PROPOSAL REQUIREMENTS: 1. Proposals shall be submitted on the company letterhead and signed by the owner or an Executive officer of the firm. Interested firms should have at least five (5) years experience. 2. The contract will be for a period of twelve (12) months. 3. Description of the company, qualifications of all personnel who will be dealing with the contracts, the firm s experience in the area of Public Housing Accountancy and three (3) references should be included. 4. Each company submitting a proposal shall execute an affidavit to the effect that he or she has not colluded with any other person, firm or corporation in regard to any proposal submitted. Such affidavit shall be attached to the proposal. 5. Each bidder is required to submit two (2) signed originals and one (1) copy of their proposal at the time and date specified. Failure to include any of the above information or a proposal received after the appointed time will result in the rejection of a proposal. 6. The MHA reserves the right to waive any informality and to reject any and all proposals. No proposal may be withdrawn after the due date. Proposals may be withdrawn prior to the due date either in person or by mail. 7. A schedule of hourly rates must be provided for all categories of staff that will be assigned to perform the above services if a contract is awarded; and other charges, if any, must be specified. Finally, all proposals must also include the following documents: 1) Executed copy of HUD-5369-C (Certifications and Representations of Offerors); 2) New Jersey Business Registration Certificate; 3) Certification regarding Non-Debarment, Suspension, Ineligibility and Voluntary Exclusion; and 4) Affirmative Action Compliance Notice; 5) Accountant s Professional Liability Policy Declarations Page, demonstrating full coverage in effect. RFP for Fee Accounting Services 4
PROPOSAL REVIEW All proposals will be reviewed in accordance with the Competitive Proposal process outlined in the HUD Procurement Handbook 7460.8 Rev-1 and HUD Notice PIH-90-47 as well as the Authority s professional services evaluation criteria. The Authority retains the right to reject any and all proposals or award a contract for performance of the above-cited services to the proposer whose proposal is more advantageous to the Authority, taking into consideration the evaluation factors as set forth in the proposal package COMPETITIVE PROPOSAL EVALUATION FORM PROFESSIONAL SERVICES (FEE ACCOUNTANT) Name/Address of Respondent 1) Demonstrate experience and competence in GAAP Accounting. (0-10 points) 2) Familiarity with HUD rules and regulations applicable PHA Accounting and New Jersey Laws and Regulations in general. (0-20 points) 3) Capability and capacity to accomplish quality work within the Average number of hours monthly and contract period. 4) References from current or former clients, particularly Housing Authorities (0-30 points) (0-10 points) 5) Price (0-30 points) TOTAL POINT SCORE: (0-100 points) RFP for Fee Accounting Services 5
Narrative description of point values: 1. No experience - 0 points 1-5 years - 5 points 5-10 years - 10 points Over 10 years - 10 points 2. Familiarity with state and HUD rules and regulations: No familiarity with rules governing public housing 0 points 1-2 Public Housing Authorities serviced satisfactorily 5 points 3-5 Public Housing Authorities serviced satisfactorily 10 points Over 5 Public Housing Authorities serviced satisfactorily 20 points 3. Representation that firm has capacity to accomplish quality work: 0 30 points 4. References from three clients: Poor references - 0 points Satisfactory references - 10 points Outstanding references - 10 points 5. Proposed cost for services relative to ability to perform all Specified retainer tasks with respect to the average monthly hours: 0 30 points RFP for Fee Accounting Services 6