REQUEST FOR PROPOSAL Audit and Tax Services ISSUED April 24, 2015 RFP No. 15-1474 Tampa Bay Workforce Alliance, Inc. is accepting proposals from qualified CPA firms to provide audit and tax services. Parties interested in submitting a proposal shall review this entire document. Request for Proposal (RFP) should be submitted by 5:00 p.m. EDT on May 21, 2015 to: CareerSource Tampa Bay Attention: Edward Peachey, President/CEO 5100 W. Kennedy Blvd., Suite 300 Tampa, FL 33609 The official opening will be held at the CareerSource Tampa Bay conference room at 5100 W. Kennedy Blvd., Suite 300, Tampa, FL 33609 on May 21, 2015, at 5:00 p.m. EDT. Submitted RFPs will be recorded. Any RFP or portion thereof, received after the submittal deadline will not be considered. Questions may be submitted by email to RFP@careersourcetampabay.com until 5:00 p.m. EDT, May 7, 2015. Please reference RFP No.15-1474 in the subject line. Answers will be posted on the CareerSource Tampa Bay website at http://careersourcetampabay.com/rfps_&_bids by 12:00 p.m. EDT, May 11, 2015, 2015. Action Date Issue RFP April 24, 2015 Question and Answer period April 24, 2015 May 7, 2015 5:00 pm EDT Proposal Due Date May 21, 2015, 5:00 pm EDT Official Opening May 21, 2015, 5:00 pm EDT Evaluation and Selection Begins May 22, 2015 Award date* May 29, 2015 * Tentative date subject to the identification of a qualified respondent.
REQUEST FOR PROPOSAL Audit and Tax Services Tampa Bay Workforce Alliance, Inc. ISSUED April 24, 2015 RFP No. 15-1474 Table of Contents I. GENERAL INFORMATION... 3 II. NATURE OF SERVICES REQUIRED... 6 III. PROPOSAL REQUIREMENTS... 8 IV. PROPOSAL EVALUATION... 13 Tampa Bay Workforce Alliance, Inc. RFP No. 15-1474 Audit and Tax services Page 2
I. GENERAL INFORMATION A. Purpose This Request for Proposal (RFP) is to contract for Tampa Bay Workforce Alliance, Inc. s financial and compliance audit as well as the preparation of the IRS Form 990 for the year ending June 30, 2015. B. Who May Respond Only licensed Certified Public Accountants may respond to this proposal. C. Proposal Due Date Proposals must be submitted no later than 5:00 p.m. EDT on May 21, 2015. D. Cost of Proposal All cost incurred in the preparation of a proposal responding to this RFP will be the responsibility of the Proposer and will not be reimbursed by the Organization. E. Rights reserved by the Organization During the competitive process, the Organization shall exercise in its sole and absolute discretion, and shall be at no fault, cost or liability whatsoever, the right to: a. Supplement, amend or otherwise modify or cancel any provisions set forth in his solicitation at any time. b. To accept or reject any or all responses, to re-advertise this RFQ, to postpone or cancel this process and to change or modify the project schedule at any time. c. Disqualify any respondent that submits an incomplete or inadequate response or is not responsive to the requirements of this RFQ. d. Waive any defect, technicality or irregularity in any response received. Tampa Bay Workforce Alliance, Inc. RFP No. 15-1474 Audit and Tax services Page 3
e. Require additional information and/or oral presentation from one or more respondents to supplement or to clarify the RFP submitted. f. Determine whether the respondent s written or oral representations are true, accurate and complete or whether the respondent has adequately responded and has the necessary experience, including seeking and evaluating independent information on any respondent. g. Consider any information submitted that is not requested by the Organization in a proposal response as supplemental information and not subject to evaluation by the selection committee or President/CEO. h. Unless otherwise specifically proposed by the respondent, the Organization reserves the right to hold such pricing as effective for the entire intended contract term. i. End contract negotiations if acceptable progress, as determined by the President/CEO, is not being made within a reasonable time frame. j. Change specifications and modify contracts as necessary to (a) facilitate compliance with the legislation, regulations and policy directives, and (b) to manage funding. F. Questions and Answers All questions concerning this RFP should be emailed by 5 P.M. May 7, 2015 to rfp@careersourcetampabay.com. Written response will be posted to http://careersourcetampabay.com/rfps_&bids by 12:00 p.m. EDT, May 11, 2015. G. Description of Organization and Records to be Audited Tampa Bay WorkForce Alliance, Inc. (or the Organization) has been determined to be exempt from Federal income tax under 501(c)(3) of the Internal Revenue Code. The Organization s Governing Board was appointed and designated by the Hillsborough County Board of County Commissioners to act as the Hillsborough County Workforce Development Board under provisions of the Workforce Innovation Act of 2000. Tampa Bay WorkForce Alliance, Inc. has requested and received certification as the Region 15 Workforce Development Board by Workforce Florida, Inc., the State of Florida Workforce Development Board. This public- private Tampa Bay Workforce Alliance, Inc. RFP No. 15-1474 Audit and Tax services Page 4
partnership supports and promotes economic growth through workforce development. Tampa Bay WorkForce Alliance, Inc. is one (Region 15) of twenty-four regional workforce boards in Florida. The Board of Tampa Bay WorkForce Alliance, Inc. is comprised of representatives of businesses in Hillsborough County, local educational entities, labor organizations, community-based organizations, economic development agencies, one-stop partners, and other individuals deemed appropriate. All Board members are appointed by the Hillsborough County Board of County Commissioners and membership composition requirements are reviewed and certified by the Governor of the State of Florida once every two years. Criteria for composition of the Board are set forth in Section 117, Chapter 2, Subtitle B, Title I of the Federal Workforce Investment Act of 1998 and the State of Florida s Workforce Innovation Act of 2000. The Board of Tampa Bay WorkForce Alliance, Inc. serves as the Administrative and Fiscal Agent for the region. The Organization has an automated set of books and utilizes Sage Fund Accounting Software. Payroll is outsourced to a third party payroll processor, ADP. If requested, the Organization will make available for review, a copy of the previous audit for the year ending June 30, 2014. H. Notification of Award The Organization s Audit Committee expects to select a CPA firm on or about May 29, 2015, subject to ratification by the Organization s Board of Directors. Upon conclusion of final negotiations with the successful CPA firm, all Proposers submitting proposals in response to this RFP will be informed, in writing, of the name of the successful CPA firm. I. Options It is anticipated that similar services will be contracted annually on the same terms for three (3) additional fiscal years ending June 30, 2018. The Organization may also request additional services, on an agreed upon procedures basis, so long as providing those services does not interfere with the firm s and the Government Auditing Standards (GAGAS) independence requirements. Tampa Bay Workforce Alliance, Inc. RFP No. 15-1474 Audit and Tax services Page 5
II. NATURE OF SERVICES REQUIRED A. Scope of the Services to be provided: The purpose of this RFP is to contract with a qualified CPA firm to provide audit and tax services in accordance with the provisions contained in this RFP. B. Scope of Work to be performed: 1. The selected CPA firm shall conduct an annual audit in accordance with auditing standards generally accepted in the United States of America; the standards for financials audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; the Single Audit Act Amendments of 1996; and the provisions of Office of Management and Budget (OMB) Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations. 2. Upon conclusion of the annual audit, the selected CPA firm shall hold an exit conference with representatives of the Organization. 3. The selected CPA firm shall prepare and issue the following reports: a. Independent Auditor s Report b. Independent Auditor s Report on Internal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards c. Independent Auditor s Report on Compliance for Each Major Federal Program and on Internal Control Over Compliance Required by OMB Circular A-133 d. All other reports required of the independent auditor examining the financial statements in accordance with the standards listed above 4. The selected CPA firm shall prepare and issue the required communications to those charged with the governance of the Organization. 5. The selected CPA firm shall prepare the auditor sections of the electronic Data Collection From SF-SAC and perform the steps to certify the Form SF- SAC and single audit reporting package. 6. The selected CPA firm shall prepare and file the federal Form 990. 7. The selected CPA firm shall present the results of the annual audit to the Organization s Audit Committee 8. The selected CPA firm shall provide advisory guidance to the Organization s staff of changes in accounting and/or auditing standards that will result in new or revised financial reporting and/or disclosure requirements. Tampa Bay Workforce Alliance, Inc. RFP No. 15-1474 Audit and Tax services Page 6
C. Special Considerations: As a regional workforce board that is a recipient of Federal funds that are administered by the Department of Economic Opportunity (DEO), the Organization s auditors are required to perform the following procedures: 1. Test the Organization s reconciliation of its financial records to the One Stop Management Information System (OSMIS) maintained by DEO. The notes to the audit report must include supplementary information describing the reconciliation done by The Organization. 2. Test compliance with Federal cash management requirements and report any material problems. However, DEO has established state level guidance for cash management that also should be tested. The auditor should review the key guidelines contained in the OSMIS Manual produced by DEO concerning cash management, especially the criteria for Allowable Cash On Hand, and conduct the appropriate tests of compliance. 3. Examine the status of compliance with state and federal laws governing structure, functions, and mission of the Organization and report any material noncompliance. 4. Prepare and submit a Management Letter for those findings and observations not included in the audit report, as opposed to providing only a verbal briefing. The Management Letter should be addressed to the Board. D. Working Paper Retention and Access to Working Papers All working papers are reports must be maintained for a minimum of five years. The auditor will be required to make working papers available, upon request the Organization s authorized representatives. In addition, the CPA firm shall respond to the reasonable inquiries of successor auditors and allow successor audits to review working papers related the matters of continuing accounting significance. Tampa Bay Workforce Alliance, Inc. RFP No. 15-1474 Audit and Tax services Page 7
E. Time Requirements Except for the IRS Form 990, the scope of services required in Section II.B of this RFP shall be completed no later than February 27, 2016. The IRS Form 990 may be filed by the Organization s second extended due date, May 15 th, if needed. III. PROPOSAL REQUIREMENTS A. GENERAL J. Submission of Proposals The following is required for the proposal to be considered: a. Provide one original and five hard copies of the proposal as well as an electronic version of the proposal on CD or flash drive by the Proposal due date. b. Proposals are required to include the following material in order for a proposing form to be considered: i. Title Page: Title page showing the RFP s subject; the firm s name; the name, address and telephone number of the contact person; and the date of the proposal. ii. Table of Contents iii. Transmittal Letter: A signed letter of transmittal briefly stating the proposer s understanding of the work to be done, the commitment to perform the engagement, and a statement that the proposal is a firm and irrevocable offer for 90 days. iv. Technical Proposal: The technical proposal shall follow the order set forth in Section III.B. of this RFP. v. Cost Proposal: The cost proposal shall include the information as requested in Section III.C of this RFP. Tampa Bay Workforce Alliance, Inc. RFP No. 15-1474 Audit and Tax services Page 8
Failure to address any of the requirements listed above is grounds for rejection of the proposal. c. The proposal shall be addressed and delivered to: CareerSource Tampa Bay Attention: Edward Peachey, President/CEO 5100 W. Kennedy Blvd., Suite 300 Tampa, FL 33609 d. The proposal shall be submitted in a sealed envelope and clearly marked in the lower left hand corner with the following information: Request for Proposal Sealed Proposal For Tampa Bay Workforce Alliance, Inc. Audit and Tax Services RFP No. 15-1474 Failure to do so may result in the premature disposal of your proposal and be grounds for disqualification. It is the responsibility of the Proposer to insure the proposal is received by the Organization by the proposal due Late proposals will not be considered. B. Technical Proposal 1. General Requirements The purpose of the technical proposal is to demonstrate the qualifications, competence, and capacity of the CPA firm. As such, the substance of the proposal will carry more weight than their form or manner of presentation. The technical proposal shall demonstrate the qualifications of the CPA firm and/or the particular staff assigned to this engagement. It should also specify an audit approach that will meet the RFP requirements. Tampa Bay Workforce Alliance, Inc. RFP No. 15-1474 Audit and Tax services Page 9
The technical proposal shall address all the points outlined in the RFP. The proposal should be prepared simply and economically providing a straightforward, concise description of the proposer s capabilities to satisfy the requirements of the RFP. 2. Independence The firm should provide an affirmative statement that it is independent of Tampa Bay Workforce Alliance, Inc. 3. Conflict of Interest Address possible conflicts of interest with other clients affected by actions performed by the CPA firm on behalf of the Organization. The Audit Committee recognizes that proposers may have contracts to perform financial statement and compliance audits for local governments and other recipients of the Organization s revenues. Include a complete list of such clients for the past three years with the type of audit performed and the total number of years performing such audits for each client. The Audit Committee reserves the right to consider the nature and extent of such work in evaluating the proposal. 4. CPA Firm Contact Information Provide the following information on the firm: a. Address and telephone number of office nearest to Tampa, Florida b. Name of firm's representative designated as the contact. c. Name of the project manager, if different from the individual designated as the contact. 5. Peer Review Report Provide a copy of the firm s most recent peer review report. Provide a statement and/or explanation of disciplinary actions taken by the Florida State Board of Accountancy within the last three years, if any. Tampa Bay Workforce Alliance, Inc. RFP No. 15-1474 Audit and Tax services Page 10
6. Firm Qualifications and Experience Provide a statement of your firm's background and experience in providing auditing services to governmental and non-profit organizations. Describe the technical capabilities of the firm, and, in particular, the firm's exposure to working with workforce development regulations, if any. Provide a minimum of 3 and a maximum of 10 references of other similar completed audits that were performed within the last 5 years, including contact name, title, telephone number, and nature of services performed for the references listed. 7. Partner, Supervisory, and Staff Qualifications and Experience a. List all key personnel assigned by level and name. i. Provide a description of their background, along with a summary of their experience in auditing non-profit and governmental agencies, auditing in general and any specialized expertise they may have. ii. Provide a statement of the education and training program provided to, or required of, the staff identified for participation in the engagement, particularly with reference to governmental accounting and auditing, governmental practices and procedures, and workforce development regulations. b. The Proposer shall also indicate how the quality of staff will be assured. c. Engagement partners, managers and other supervisory staff may be changed if those personnel leave the firm are promoted or assigned to another office. These personnel may also be changed for other reasons with the expressed written permission of the Tampa Bay Workforce Alliance, Inc. s President/CEO. 8. Subcontractors List any subcontractors that will be used, the work to be performed by them, and total number of hours or percentage of time they will spend on the project. Tampa Bay Workforce Alliance, Inc. RFP No. 15-1474 Audit and Tax services Page 11
9. Audit approach The proposal should set forth a work plan, including an explanation of the audit methodology to be followed, to perform the scope of services required in Section II of this RFP. In developing the work plan, reference should be made to such sources of information. Proposer is required to provide the following information on their audit approach: a. Proposed segmentation of the engagement. b. Level of staff and number of hours to be assigned to each proposed segment of the engagement c. Type and extent of sampling techniques to be used in the engagement 10. Report Format The proposal shall include sample formats for required reports. 11. Audit Schedule The Proposer shall provide a schedule/timing of milestones required to complete the scope of services required in section II.B of this RFP by the completion date stated in section II of this RFP. C. Cost Proposal Name and Address - The Cost Proposal must list the name and complete address of the bidder in the upper, left-hand corner. The Cost Proposal must use the following format: Financial and Compliance Audits Fiscal Year Ended: June 30, 2015 June 30, 2016 June 30, 2017 June 30, 2018 Total Cost of Audit Services $ xx,xxx xx,xxx xx,xxx xx.xxx $ xx,xxx Tampa Bay Workforce Alliance, Inc. RFP No. 15-1474 Audit and Tax services Page 12
In addition, a list of the fully burdened hourly rates and the total number of hours estimated for each level of professional staff to be used to perform the audits and external monitoring reviews must be provided in the proposal. IV. PROPOSAL EVALUATION The Audit Committee will evaluate and rank all proposals. The Audit Committee will select the contractor. The Organization s Board must approve the contract to carry out the work described in this RFP. Proposals will be evaluated on the following criteria: Evaluation Factor Point Range 1. Recent Audit Experience. 0-25 (a) Recent experience auditing Work Force Development programs operated by Employment & Training and/or Workforce Development agencies. (b) Prior experience auditing programs financed by the Federal Government. (c) Prior experience auditing nonprofit organizations. (d) Providing references of other similar completed audits including contact name, title, and telephone number and email address for the references listed. 2. Organization, size, and of firm. (a) Adequate size of the firm (Considering size in relation to audits to be performed) 0-3 (b) Small, Minority and/or Women-owned business utilization. 0-2 Tampa Bay Workforce Alliance, Inc. RFP No. 15-1474 Audit and Tax services Page 13
3. Qualifications of staff. 0-25 (a) Audit team makeup, education, position in firm, years and types of experience, continuing professional education, and Governmental audit qualifications will be considered. (b) Quality control procedures, results of peer review and overall supervision to be exercise. (c) Prior experience of the individual audit team members, their experience in auditing non-profit and governmental agencies, auditing in general and any specialized expertise they may have. 4. Understanding of work to be performed. 0-10 (a) Adequate audit coverage, projected milestones or benchmarks for completing the audit within the total time allowed. (b) Realistic time estimates of each audit phase and task. 5. Cost. 0-35 Total Maximum Points 100 The Audit Committee reserves the right to reject any and all proposals submitted and/or request additional information. During the selection process, the Audit Committee may wish to interview bidders. The interviews will be for clarification only. The submittal of new material will not be permitted at that time. If two or more proposals receive the same number of points, the Audit Committee will accept the lower cost offer. Tampa Bay Workforce Alliance, Inc. RFP No. 15-1474 Audit and Tax services Page 14