REQUEST FOR PROPOSALS FOR FEE ACCOUNTING SERVICES 13-001 ALL PROPOSALS MUST BE ADDRESSED AND SUBMITTED TO: HOMESTEAD HOUSING AUTHORITY OSCAR HENTSCHEL EXECUTIVE DIRECTOR 29355 SOUTH FEDERAL HWY. HOMESTEAD, FL, 33033 PROPOSALS MUST BE RECEIVED ON OR PRIOR TO 4:00 P.M., Friday December 14, 2012.
Homestead Housing Authority Request for Proposals Fee Accounting Services The Homestead Housing Authority (HHA) is soliciting this Request for Proposals (RFP) from Accounting Firms for Fee Accounting Services for its Section 8 Housing Choice Voucher/FSS program, Capital Fund, USDA RD Farmworkers Housing, Low Income Housing, Financial Statements and Annual Audit support services. BACKGROUND HHA is a public body corporate and politic established pursuant to Florida State Statutes and administers Federal housing programs for low income families. HHA receives funding primarily from the United States Department of Housing and Urban Development (HUD) and United States Department of Agriculture Rural Development (USDA RD) and is entitled to apply for funding to acquire, construct, modernize, maintain, and operate housing developments. HHA's mission is to provide decent, safe and sanitary housing for low-income persons in its area of operation. HHA administers 1,618 Section 8 Housing Choice Vouchers; has 270 units for Farmworker Low Income Housing and 250 units USDA RD Farmworker Housing program. HHA manages a current HCV budget of $17,000,000.00 and Low Income Housing budget in the amount of $1,200,000.00 and USDA RD budget of $1,650,000.00 under third party management contract. HHA is governed by a seven member Board of Commissioners. The Board of Commissioners hires the Executive Director to oversee the day-to-day administration of HHA. The Accounting Office is staffed with one Accounting Supervisor and 2 Accounting Clerks that perform HHA s general accounting services. HHA uses the Lindsey Software System for its Section 8, and Low Income Housing needs. The USDA RD operation is under third party management contract, and their financial information has to be included with HHA s reports.
GENERAL REQUIREMENTS Firms responding to this RFP must submit the following information in their proposals: 1. The qualification and experience of the firm with special emphasis on the HUD-subsidized housing market and USDA RD properties. 2. Names and credentials of the people in the firm who will be assigned to HHA and the percentage of time to be spent by each. 3. A listing of Housing Authorities currently under contract with the firm. 4. Evidence of Professional Liability coverage at not less than $1,000,000 aggregate. 5. A description of the services that the firm offers in response to the SCOPE OF SERVICES Section outlined below. 6. A description of the experience of the firm with Public Housingrelated computer software and computer systems. 7. A fee estimate for a total cost for two-year period and an hourly rate for any additional services beyond the scope of the contract which HHA may subsequently request as an additional work item. SCOPE OF SERVICES The Scope of Services to be provided by the Fee Accountant will include: 1. Maintains general ledgers consistent with HUD and USDA RD protocols. 2. Post to the general ledger in a timely and accurate manner. 3. Review and advice on HHA s internal control system in its accounting functions. 4. The timely preparation, in coordination with the Executive Director, of the annual operating budgets, budget revisions and financial statements to conform to HUD and USDA RD submittal deadlines. 5. Oversight to ensure that all accounting-related deadlines are met. 6. Provide timely and accurate monthly reporting to the Executive Director and Board of Commissioners on the financial status of the Authority. 7. Train Accounting Office staff and other HHA staff on accounting requirements.
8. Advise the Executive Director and the Board of the financial implications of management proposals and participate in HHA planning efforts. 9. Report to the Board of Commissioners any and all fiscal items unusual in nature, requiring the attention of the Authority, as needed. 10. Assist with the preparation of the annual submissions to the Real Estate Assessment Center (REAC), which include the Management Assessment Subsystem (MASS) submission and the Financial Assessment Subsystem (FASS) in form as required and as amended. 11. Preparation of closing statements and documents for all programs prior to the regulatory deadline after the authority s December 31 fiscal year-end. 12. On an ongoing basis and in conjunction with the closing of the books, conduct a pre-audit of accounting and internal control systems to determine exposure to comments and findings by external auditors. 13. Work with external auditors on the annual audit. PROPOSAL SUBMISSION AND AWARD Proposers must submit five (5) original copies of each Proposal in accordance with the requirements of this RFP. HHA will receive, stamp and process at HHA s office located at 29355 South Federal Hwy. Homestead, FL 33033 Proposals will be accepted until 4:00 p.m., Friday December 14, 2012. In the interest of fairness to all competing proposers, HHA will treat as ineligible for consideration any proposal that is received after the deadline. A facsimile copy (FAX) of a proposal is not acceptable. Only proposals meeting all requirements and including all documentation as described above will be given consideration. HHA will base contract award upon the following selection criteria: 1. Knowledge of HUD and USDA RD regulations, requirements and accounting practices as well as applicable Federal, State and Local laws. (35 points)
2. Experience with Public Housing Authorities of similar size and program composition as HHA. (20 points) 3. Knowledge and experience on Lindsey public housing software. (15 points) 4. Availability of the principal fee accountant(s) for on-site consultation including attendance of regular Board Meetings when needed. (10 points) 5. Fee Structure (20 points) Proposal submission and questions should be directed to: Homestead Housing Authority 29355 South Federal Hwy. Homestead, FL 33033 (305) 247-0639 Attention: Oscar Hentschel, Executive Director GENERAL The Board of Commissioners reserves the right to reject any and all proposals received in response to this RFP; upon its determination that such cancellation or rejection is in the best interest of the HHA. Proposals and material contained therein shall become the property of HHA upon submittal. Regardless of outcome, firms shall not hold HHA responsible for any expense in the preparation of their RFP or in negotiating towards a contract. HHA will 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 respondent who has previously failed to perform any contract properly.