RFP for Internal Auditor
Revised: 3/24/20110/9/2018
Page 1 of 9
REQUEST FOR PROPOSAL FOR INTERNAL AUDIT SERVICES
Administrative Information
Purpose
The purpose of this RFP is to obtain the services of 1-2qualified persons or firmswith expertise in financial and programmatic contract administration, compliance audits and operational procedures. The successful Respondents will be utilized under an annual contract to perform, at a minimum, the audits and analyses described in the Scope of Work. Additions to the Scope of Work may be negotiated during the contract year. Firms with specific experience and expertise with private nonprofit organizations with state and federal funding are particularly encouraged to apply.
- Successful Respondents will provide audits of the Agency files, policies, procedures and records for compliance with government contracts and regulations, and consistency with Agency policies and procedures.
- Successful Respondents will perform time studies and/or evaluations of operational and financial procedures to identify any opportunities for improving efficiency and accuracy.
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Description of El Paso CAP-Project BRAVO, Inc.
EL PASO COMMUNITY ACTION PROGRAM, PROJECT BRAVO is a non-profit organization which serves El Paso County, Texas. EL PASO COMMUNITY ACTION PROGRAM, PROJECT BRAVO is a private, non-profit corporation and has been determined to be exempt from Federal income tax under Section 501 (c) (3) of the Internal Revenue Code. It is governed by a 15–member volunteer Board of Directors. Administrative offices and records are located at 4838 Montana Avenue, El Paso, Texas 79903.
In 2009, EL PASO COMMUNITY ACTION PROGRAM, PROJECT BRAVO operated a $14 million dollar budget. There are approximately 78 employees and temporary workers with an annual payroll of approximately 1.8 million dollars. All EL PASO COMMUNITY ACTION PROGRAM, PROJECT BRAVO employees are paid on a biweekly basis.
The following list provides information on some of the grants that were administered by EL PASO COMMUNITY ACTION PROGRAM, PROJECT BRAVO:
AwardFunding SourceBudget
CSBGTDHCA$1,480,728.00
CEAPTDHCA$ 5,080,860.00
DOETDHCA$ 750,876.00
LIHEAPTDHCA$ 950,642.00
EPETDHCA$ 363,000.00
HUD CounselingHUD$ 53,696.00
CapacityBuildingRHED$ 149,212.00
Housing CounselingTACDC/TDHCA$ 31,817.00
CSBG ARRATDHCA$ 2,290,345.00
DOE ARRATDHCA$ 3,636,064.00
As the local Community Action Agency, Project BRAVO is a designated subrecipient for CSBG funds and currently is also the only Weatheriztion Services provider under the CEAP and LIHEAP funding. It and the City of El Paso are the subrecipients of ARRA funds for Weatherization. The Texas Open Meetings Act stipulates that CSBG subrecipient organizations must comply with the Texas Open Meeting Act.
Notification of Award
It is expected that a decision selecting the successful person(s) or firm(s) will be made within three weeks of the closing date for the receipt of qualifications. Upon conclusion of final negotiations with the successful legal firm or firms, all Offerors submitting qualifications in response to this Request for Qualifications will be informed, in writing, of the name of the qualifying firm or firms.
THE RESPONSE
Each Respondent should submit a detailed response to this RFP which shall include sufficient information to enable Project BRAVO to fully evaluate the capabilities of the Respondent and is approach to providing the specified services. Responses should generally be limited to five (5) pages, including any supplemental printed material referenced within the Proposal. The Response should include and demonstrate the following.
A statement of interest for the project, including a narrative describing the firm’s unique qualifications. This should include a brief summary of Respondent’s approach to the work associated with the requested services, to include an understanding of the scope of services required and unique or innovative approaches to be utilized in performing these services.
- Proposal Information
- Instructions on Proposal Submission
- Closing submission Date
Proposals must be submitted no later than 2:00 p.m. on __May 3, 2010_____
- Inquiries
Inquiries concerning this RFP should be directed to Ms. Armida Saavedra, Executive Secretary. She can be reached at 915-562-4100 ext. 114.
- Conditions of Proposal
All costs incurred in the preparation of a proposal responding to this RFP will be the responsibility of the Offeror and will not be reimbursed by EL PASO COMMUNITY ACTION PROGRAM, PROJECT BRAVO.
- Instructions to Prospective Contractors
Your proposal should be addressed as follows:
Name: Jane Tomchik
Title: Interim Executive Director
EL PASO CAP--EL PASO COMMUNITY ACTION PROGRAM, PROJECT BRAVO,
INC.
4838 Montana Avenue
El Paso, Texas 79903
It is important that the Offeror’s proposal be submitted in a sealed envelope clearly marked in the lower left-hand corner with the following information:
Request for Proposal
2:00 p.m. on May 3, 2010
SEALED PROPOSAL
For Auditor Services
- Failure to do so may result in premature disclosure of your proposal.
- It is the responsibility of the Offeror to insure that the proposal is received by EL PASO COMMUNITY ACTION PROGRAM, PROJECT BRAVO by the date and the time specified above.
Late proposals will not be considered.
- Price
- The Offeror’s proposed price should be submitted separately and should include information indicating how the price was determined. For example, the Offeror should indicate the estimated number of hours by staff level, hourly rates, and total cost by staff level. Any out-of–pocket expenses should also be indicated. The pricing information should be in a separate sealed envelope.
- Efforts will be made by EL PASO COMMUNITY ACTION PROGRAM, PROJECT BRAVO to utilize HUB Certified businesses. An Offeror qualifies as a HUB Certified business if it can provide proof that it qualifies as and is registered with the Texas State Comptroller’s Office.
- Firm Experience
The Offeror, in its proposal, shall, at a minimum, include the following:
- The Offeror should describe its prior consulting experience including the names, addresses, contact persons, and telephone numbers of clients/client organizations. Experience should include the following categories:
- Prior experience auditing, monitoring and/or administeringnonprofit programs financed by the through HHS, DOE, HUD or other federal entities.
- Prior experience with OMB Circular A-122, A110 and A-133 compliance.
- Organization, Size, and Structure
The Offeror should describe its organization, size, and structure. Indicate if appropriate, if the firm is a small or minority-owned business. Offeror should include any awards or recognitions received by the persons or firm.
- Staff Qualifications
The Offeror should describe the qualifications of staff to be assigned to the audit. Descriptions should include:
- Team makeup.
- Overall supervision to be exercised.
- Prior experience of the individual team members. Only include resumes of staff to be assigned to the project. Education, position in firm, years and types of experience, continuing professional education, state(s) in which any licensures are held.
- Strategies and Approaches to Scope of Work
The Offeror should describe the process for performing the audits and evaluations including:
a. Financial policies and procedures audit
b. Operational/Program policies and procedures audit
c. Human Resources employee files audit
d. Procurement policies and procedures audit
e. Efficiency evaluations
5. Full Disclosure
The Offeror should disclose any personal or professional relationships, if any, the Offeror has or has had with any current member of the Board of Directors of EL PASO COMMUNITY ACTION PROGRAM, PROJECT BRAVO, The current Interim Executive Director of EL PASO COMMUNITY ACTION PROGRAM, PROJECT BRAVO, or the current Chief Financial Officer of EL PASO COMMUNITY ACTION PROGRAM, PROJECT BRAVO.
C. Certifications
The Offeror must sign and include as an attachment to its proposal the Certifications enclosed with this RFP.
II. Proposal Evaluation
A. Submission of Proposal
All proposals shall include two copies of the Offeror’s technical qualifications, two copies of the pricing information (in a separately sealed envelope), and two copies of the signed Certifications. These documents will become part of thecontract.
B. Non-responsive Proposals
Proposals may be judged non-responsive and removed from further consideration if any of the following occur:
- The proposal is not received timely in accordance with the terms of this RFP.
- The proposal does not follow the specified format.
- The proposal does not include the Certifications.
C. Evaluation
Evaluation of each proposal will be based on the following criteria:
Factors PointRange
- Soundness and appropriateness of the strategies described to perform the scope of work………………………… 10%
- Prior experience auditing, monitoring and/or administeringnonprofit programs financed by the through HHS, DOE, HUD or other federal entities. ……………………….… 10%
- Prior experience with OMB Circular A-122, A110 and A-133 compliance. ……………. 10%
d.Organization, size, and structure of Offeror’s firm.
i.Adequate size of the firm or associates……5%
ii.Historically Underutilized Business (HUB)……5%
e.Qualifications of staff to be assigned to the project. This will be determined from resumes submitted. Education; position in firm; years, and types of experience; continuing professional education; and any applicable licensure.
i.Project team makeup………………………….10%
ii.Overall supervision to be exercised…………5%
iii.Prior experience of Project team………………10%
f.Offeror understands of work to be performed
i.Presentation of work to be performed………….10%
ii.Realistic time estimates for each deliverable…5%
g.Price………………………………………………….20%
Maximum Points…………………………….100%
- Review Process
EL PASO COMMUNITY ACTION PROGRAM, PROJECT BRAVO may, at its discretion, request presentations by, or meetings with any or all Offerors, to clarify or negotiate modifications to the Offerors’ proposals.
However, EL PASO COMMUNITY ACTION PROGRAM, PROJECT BRAVO reserves the right to make an award without further discussion of the proposals submitted. Therefore, proposals should be submitted initially on the most favorable terms, from both technical and price standpoints, which the Offeror can propose.
EL PASO COMMUNITY ACTION PROGRAM, PROJECT BRAVO contemplates award of the contract to the responsible Offeror with the highest total points.
D.Right to Reject
EL PASO COMMUNITY ACTION PROGRAM, PROJECT BRAVO reserves the right to reject any and all proposals received in response to this RFP. A contract for the accepted proposal will be based upon the factors described in this RFP.
V.Contractual Information
A.Payment
Payment will be made when EL PASO COMMUNITY ACTION PROGRAM, PROJECT BRAVO has determined that each deliverable has been satisfactorily completed. Should EL PASO COMMUNITY ACTION PROGRAM, PROJECT BRAVO reject a report, EL PASO COMMUNITY ACTION PROGRAM, PROJECT BRAVO’s Executive Director will notify the Offeror in writing of such rejection giving the reason(s). The right to reject a report shall extend throughout the term of this contract and for ninety (90) days after the Offeror submits the final invoice for payment.
Upon delivery of the 10 copies of the final report to EL PASO COMMUNITY ACTION PROGRAM, PROJECT BRAVO and their acceptance and approval, the Offeror may submit a bill for the balance due on the contract for the project.
B.Confidentiality
The Offeror agrees to keep the information related to all contracts in strict confidence. Other than the reports submitted to EL PASO COMMUNITY ACTION PROGRAM, PROJECT BRAVO, the Offeror agrees not to publish, reproduce or otherwise divulge such information in whole or in part, in any manner or form or authorize or permit others to do so, taking such reasonable measures as are necessary to restrict access to the information, while in the Offeror’s possession, to these employees on the Offeror’s staff who must have the information on a “need-to-know” basis. The Offeror agrees to immediately notify, in writing, EL PASO COMMUNITY ACTION PROGRAM, PROJECT BRAVO’s authorized representative in the event the Offeror determines or has reason to suspect a breach of this requirement.
C.Non-Discrimination and Equal Opportunity
No person shall on the ground of race, color, religion, sex, national origin, age, or disability be excluded from participation in, be denied the benefits of, be subjected to discrimination under, or be denied employment in the administration of or in connection with any program or activity funded in whole or in part with funds made available under this contract.
CERTIFICATIONS
On behalf of the Offeror:
- The individual signing certifies that he/she is authorized to contract on behalf of the Offeror.
- The individual signing certifies that the Offeror is not involved in any agreement to pay money or other consideration for the execution of this agreement, other than to an employee of the Offeror.
- The individual signing certifies that the prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition.
- The individual signing certifies that the prices quoted in this proposal have not been knowingly disclosed by the Offeror from submitting a proposal.
- The individual signing certifies that there has been no attempt by the Offeror to discourage any potential Offeror from submitting a proposal.
F.The individual signing certifies that
Dated this______day of______, 2010.
______
Offeror’s Firm Name
______
Signature of Offeror’s Representative
______
Printed Name and Title of Individual Signing
PROCUREMENT SCHEDULE
ACTIVITY / DATE- Approve Bid Packet and Request Approval for Procurement from TDHCA
- Advertise Bid (Submit to Newspaper on Tuesday,April 6, 2010)
- Bid Packets Available for Pick-Up
- Deadline for Submission of Questions
- Deadline for submission of Bids (2:00 pm)
- Opening of Bids and review for Responsiveness (2:15 pm)
- Orientation of Bid Scoring Team
- Scoring of Bids
- Submission of Scoring Results to Executive Director
- Submission of Scoring Results and Recommendations to Board of Directors for approval.
- Notification to Bidders and awardeeof Final Results (and process
- Deadline for submission of Disputes.
- Notification to Bidders of Results of Dispute Process
- Signing of Contract