Belmont Housing Authority 51 Flowers Court Belmont, NC Request for Proposals Outside Accounting/Financial Services

Transcription

1 Belmont Housing Authority 51 Flowers Court Belmont, NC Request for Proposals Outside Accounting/Financial Services April 7, 2011 The Belmont Housing Authority (BHA) is soliciting proposals from qualified firms to provide Fee Accounting Services as outlined below. Responding firms may bid on Basic Payroll Services, Basic Accounting Services and/or Advanced and HUD Accounting Services or all three. The most qualified and cost-effective firm(s) will be selected from each category based on qualifications and price. Price will not be the only factor considered in the final selection. An award will be made to one or more firms(). Proposals will be ranked according to the guidelines in section 4. Evaluation Criteria and in accordance with Federal and HUD guidelines. BHA will receive proposals via to until close of business (5:00 PM EST) on April 29, The date and time of receipt will be determined by the date and time receipt on the receiving computer. Questions or comments can be directed to Gary Foster, Executive Director at The Belmont Housing Authority reserves the right to reject any and all proposals and to accept the lowest and best proposal and to waive minor irregularities. Gary Foster Executive Director Belmont Housing Authority

2 1. Background The Belmont Housing Authority (BHA) owns and manages fifty (50) public housing units in one development and a mid-rise senior complex of thirty-two (32) subsidized housing units in Belmont, North Carolina. BHA is governed by a five (5) member Board of Commissioners. Day-to-day operations are handled by a staff of three: a Contract Executive Director, a full time Public Housing Manager and a full time Maintenance Manager. Flowers Court Apartments, a public housing development is funded through operating subsidies and capital funds from the U.S. Department of Housing and Urban Development. Myrtle Terrace, the senior housing multi-family project is funded through Section 8 voucher subsidy and was constructed with funding from the U.S Department of Agriculture s Rural Development Agency. BHA is seeking firm(s) to provide accounting and financial services as listed in the Scope of Work below. 2. Accounting System/Software BHA is committed to the fullest extent possible to the automation of as many administrative and property management functions as possible. Assisting in accounting efforts is the Lindsey Software system, a PHA-specific accounting and management software package. Below is a summary of each module in use. General Ledger Used with a preset HUD Chart of Accounts to keep track of all the financial transactions of the authority. The General Ledger is integrated with all accounting modules in Lindsey Software. It is automatically updated when transactions are made in the other modules. Accounts Receivable The Accounts Receivable module is used for posting charges and processing cash receipts. Accounts Receivable automatically posts recurring monthly charges. Statements can be printed with any balance due. Lockbox The Lockbox module generates a statement to the tenant with information encoded in a scanline. The housing authority mails those to the tenant and the tenant in return mails them to the bank with payment. BHA downloads the information for input into AR. Accounts Payable Integrating with Tenant & Applicant Processing, Purchase Orders, Fixed Assets and the General Ledger, Accounts Payable, the AP module is used for invoice entry and check printing. estub estub is used for direct deposit vendor payments automatically s a copy of the check stub to every vendor. estubtm is 100% automated. Bank Account Manager (BAM!) Bringing together all aspects of account management and bank reconciliation BAM! consolidates banking activities into one, easy-to-use application. Currently all deposits are entered through BAM!. Work Order The Work Order module tracks tenant and owner work orders and is fully integrated with all other applicable modules.

3 Purchase Orders The Purchase Orders module is used for purchasing and receiving It is integrated with the General Ledger and Inventory modules. 3. AP Process Invoices are received and entered in Lindsey AP by Property Manager (PM) PM scans invoices to network PM prints AP Invoice Listing (APIL) in pdf and sends to Executive Director for approval and electronic routing for approval using the Docusign website/ service Docusign automatically routes the APIL to the following: PM, FA, one board member and finally back to the Executive Director Once received the Executive Director forwards the APIL via to the PM PM pays via ACH or printed check though Lindsey 4. AR Process (rent received and payments to zero renters All rental payments are processed through the Wells Fargo Wholesale Lockbox Service PM downloads information and enters payments into the Lindsey system through BAM! PM is responsible for collection of all rent and any late notices, eviction processing, etc. 5. Deposits PM enters all deposits in BAM! Including HUD payments, insurance refunds, refund overpayments, TAR, all other miscellaneous 6. Scope of Work Payroll Services Payroll processing; Deposits of all federal, state and local tax requirements; Deposits of all federal and state unemployment taxes; Preparation and filing of the quarterly 941 tax return; Preparation and filing of state unemployment and withholding returns; Preparation and filing of the annual W-2 s and 1099 s; Direct deposit of employees pay checks and up to 3 accounts; Gather and report timely information about newly hired or rehired employees via electronic media as required by the Personal Responsibility and Work Opportunity Reconciliation Act of 1996; Provide an online processing platform for BHA to input all payroll data, preview the totals prior to processing, and view the total funds needed to support the payroll; and Archive up to four years of payroll history to date range any specific employee payroll or company payroll information and access to all federal and state reports. Basic Accounting Services (Fee Accountant) Monthly Tasks o Review accounts payable o Review accounts receivable o Review HUD deposits o Review other deposits o Reconcile bank accounts with Lindsey Software Bank Account Manager (BAM) Prepare monthly and year-end financial reports Attend board meeting if requested (may be done via teleconferencing) Provide HUD Financial Data Sheet (FDS) support for the year-end submittal Preparation of audit information for the Contract Accountant Independent Auditor and attend meetings as required; and Coordinate payroll processing with third-party payroll processing service if used for monthly payroll submittals and year-end W-2's (hourly basis)

4 Advanced / HUD Accounting Services (Contract Accountant) Monthly general ledger (GL) review and adjusting entries Report to BHA management and Fee Accountant of the GL review and adjusting entries Review monthly financial reports Review financial documents at year-end Prepare the HUD FDS Electronically submit the FDS to HUD at year-end Assist with the Independent Audit as required (on-site presence required) Prepare the Management s Discussion and Analysis (MDA) for staff review 3. Proposal Submission Payroll Services Responding firms must demonstrate the following knowledge and qualifications: Familiarization of standard payroll processing requirements; Knowledge and ability to provide direct deposit of all payroll and client accessible online systems to review and retrieve this information; Knowledge of federal, state and local taxes and submittal requirements thereof; Knowledge of NC unemployment laws and withholdings and submittal requirements thereof; Knowledge of annual W-2s and 1099s and submittal requirements thereof; Knowledge of Federal and State Labor law compliance Knowledge of workers compensation laws, payments and reporting Knowledge of state unemployment insurance Basic Accounting Services Responding firms must demonstrate the following knowledge and qualifications: Experience with industry and HUD accounting principles and requirements including general ledger maintenance; General understanding of HUD regulations as they pertain to accounting and financial reporting; Experience with the Lindsey Software system will be required to provide independent accounting services listed in the cover letter; Familiarization of standard payroll services to include payroll processing requirements and submittal of federal, state and local taxes, NC unemployment laws and preparation of annual W-2s and 1099s (these services will be provided by a payroll processing firm but BHA may rely on the expertise of the successful respondent from time to time);

5 Advanced / HUD Accounting Services Responding firms must demonstrate the following knowledge and qualifications: Experience with HUD accounting principles and requirements including general ledger maintenance; General understanding of HUD regulations as they pertain to accounting and financial reporting; Understanding and experience with HUD online systems, especially REAC, WASS, LOCCS and FDS; Knowledge of the HUD FDS and demonstrated use of the system; Experience with the Lindsey Software system will be required to provide independent accounting services listed in the cover letter; Experience with standard payroll services to include payroll processing; submittal of federal, state and local taxes; and NC unemployment laws and preparation of annual W-2s and 1099s; and Experience and understanding of USDA Rural Development regulations. 4. Evaluation Criteria Submittals will be evaluated based on the evaluation criteria below. Responding firms may submit proposals(s) for one or more of the services requested. BHA will review all proposals and select one or more firms to provide services that is considered to be in the best interest of the agency. Payroll Services Familiarization of standard payroll processing requirements; 15 Knowledge and ability to provide direct deposit of all payroll and client accessible online systems to review and retrieve this information; 5 Knowledge of federal, state and local taxes and submittal requirements thereof; 15 Knowledge of NC unemployment laws and withholdings and submittal requirements thereof; 15 Knowledge of annual W-2s and 1099s and submittal requirements thereof; 10 Knowledge of Federal and State Labor law compliance 15 Knowledge of workers compensation laws, payments and reporting 15 Knowledge of state unemployment insurance 10 Price (see Pricing Sheet) Total (maximum of 100 points) 100

6 Basic Accounting Services Experience with industry and HUD accounting principles and requirements including general ledger maintenance; General understanding of HUD regulations as they pertain to accounting and financial reporting; Experience with the Lindsey Software system will be required to provide independent accounting services listed in the cover letter; Familiarization of standard payroll services to include payroll processing requirements and submittal of federal, state and local taxes, NC unemployment laws and preparation of annual W-2s and 1099s (these services will be provided by a payroll processing firm but BHA may rely on the expertise of the successful respondent from time to time) Price (see Pricing Sheet) Total (maximum of 100 points) 100 Advanced / HUD Accounting Services Experience with HUD accounting principles and requirements including general ledger maintenance; General understanding of HUD regulations as they pertain to accounting and financial reporting; Understanding and experience with HUD online systems, especially REAC, WASS, LOCCS and FDS; Knowledge of the HUD FDS and demonstrated use of the system; 30 Experience with the Lindsey Software system will be required to provide independent accounting services listed in the cover letter; Experience with standard payroll services to include payroll processing; submittal of federal, state and local taxes; and NC unemployment laws and preparation of annual W-2s and 1099s; and 15 5 Experience and understanding of USDA Rural Development regulations. 20 Price (see Pricing Sheet) Total (maximum of 150 points) Pricing Sheets

7 Payroll Processing Task Annual Total Payroll processing Deposits of all federal, state and local tax requirements Deposits of all federal and state unemployment taxes Preparation and filing of quarterly 941 tax return Preparation and filing of state unemployment and withholding returns Preparation and filing of the annual W-2 s and 1099 s Direct deposit of employees pay checks and up to 3 accounts Total Annual Fee Other tasks not listing (hourly rate)

8 Basic Accounting Services Hourly rate Task 1. Monthly Tasks o Review accounts payable o Review accounts receivable o Review HUD deposits o Review other deposits o Reconcile bank accounts with Lindsey Software Bank Account Manager (BAM) o Prepare monthly and year-end financial reports o Coordinate payroll processing with third-party payroll processing service if used for monthly payroll submittals and year-end W-2's (hourly basis) 2. Provide HUD Financial Data Sheet (FDS) support for the year-end submittal 3. Preparation of audit package for the Contract Accountant and Independent Auditor and attend meetings as required. 4. Collect data and prepare Operating Fund Calculation. Annual Total 5. Prepare annual draft budget. If awarded both Basic and Advanced contracts list deduct for overlapping services such item #1 and #3. Total Annual Fee Adjusted Total Annual Fee Attend board meeting if requested (may be done via teleconferencing) (assume two hours) (Travel will not to be required as a rule) Recommendations on any other services that you consider necessary or optional Task Necessary/ Optional Annual Total If travel is required provide firms travel costs Per Diem calculation. Mileage Motel Air Fare/Rental

9 Advanced / HUD Accounting Services (Contract Accountant) Hourly rate 1. o o o Task Monthly general ledger (GL) review and adjusting entries Review monthly financial reports Report to BHA management and Fee Accountant of the GL review and adjusting entries Annual Total 2. o Review financial documents at year-end o Prepare the HUD FDS o Electronically submit the FDS to HUD at year-end 3. Assist the Independent Audit as required (on-site presence required 2.5 days) o Fee o Travel 4. Prepare the Management s Discussion and Analysis (MDA) for staff review 5. Review final audit and advise BHA as necessary If awarded both Basic and Advanced contracts list deduct for overlapping services such item #1. Total Annual Fee Adjusted Total Annual Fee Recommendations on any other services that you consider necessary or optional Task Necessary/ Optional Annual Total If travel is required provide firms travel costs Per Diem calculation. Mileage Motel Air Fare/Rental

10 6. Timetable Advertised: April 6 Questions due April 22 Submittals due April 29 Firm selected May 6 BHA board approval May 9 Firm notified May 10 Contracts signed May Request for Proposal Format: Each respondent is requested to submit via one (1) copy of its proposal in Adobe Acrobat format to: Gary Foster BHA Executive Director w.g.foster@ghanc.org BHA will receive proposals via to w.g.foster@ghanc.org until close of business (5:00 PM EST) on April 29, 2011 The date and time of receipt will be determined by the date and time receipt on the receiving computer. Questions or comments can be directed to Gary Foster, Executive Director at w.g.foster@ghanc.org. The Belmont Housing Authority reserves the right to reject any and all proposals and to accept the lowest and best proposal to waive minor irregularities.