FINANCIAL AUDIT SERVICES _part2 pdf

11 1.20 DEVIATIONS AND EXCEPTIONS Bidders are cautioned to avoid deviations or exceptions in their Proposals which may be cause for disqualification of their Proposals. If Bidder intends to deviate from or take exception(s) to any part of the RFP, including the Terms and Conditions, any such deviations and exceptions shall be clearly identified in Bidder‘s Proposal. Deviations and exceptions shall be noted in the format set forth in ATTACHMENT D. 1.21 PROPOSAL SUBMISSION REQUIREMENTS The Offer is divided into two parts: (1) the Technical Proposal, and (2) the Cost Proposal. Parts (1) and (2) should be submitted on or before June 29, 2011 at 5:00pm CST. Each element of the Offer must be submitted in a sealed envelope or container, with the Cost Proposal under separate cover in a separate, sealed envelope or container. If multiple envelopes or containers for each part of the Offer are used, the envelopes or containers must be numbered in the following fashion: 1 of 4, 2 of 4, etc. Submit a signed original; six (6) copies and a disk or flash drive containing a PDF of the proposal in a sealed envelope or container. (Pricing must be sealed separately from the Technical Proposal.) Bidders must submit one electronic version of the Proposal, in PDF format on a jump drive or disk. Proposals should be organized and presented in the order and by the Section numbers assigned in the RFP. Pagination of a Proposal response should be consecutive, and individual Sections, including the Technical Proposal and Cost Proposal, should be separate as described herein. To be considered in the Proposal evaluation process, the electronic copy of the Proposal must be emailed by due date to Northstar‘s Procurement Manager, with the following information identifying the email: Bidder's name and address Northstar’s Request for Proposal Name and #_________________ This is trial version www.adultpdf.com 12 REQUIREMENTS In order to be considered for the Northstar award, the Bidder must be able to meet several minimum requirements. Briefly describe how you will meet or exceed each of the following service requirements. 2.1 PROPOSAL SUBMISSION REQUIREMENTS Bidder must submit a complete and detailed description of its corporate information as required by this Section. This is a continuing disclosure requirement. Any such information or matter that arises or changes after submission of a Proposal, and with respect to the Subcontractor after Subcontract execution, must be disclosed within 15 days in a written statement to Northstar . Bidder is required to demonstrate corporate experience, technical capability to perform the Services, and financial means to support the Subcontract. Additional information is invited; however, any presentation beyond that sufficient to present a complete and effective Proposal is not desired. Bidder must respond to all requirements in this Section. Proposal Structure Responses to this Request for Proposals must be submitted in two separate clearly marked sections by the due date and at the address indicated in Section 1.5:  Technical Proposal: the Bidder‘s written response to the specific information requested by Northstar indicated in the sections related to the Technical Proposal described below.  Cost Proposal: the Bidder‘s written response providing the specific cost to deliver the Scope of Services for the term indicated based on the information provided in this RFP. BIDDER MUST PRESENT ITS COST PROPOSAL IN A SEALED ENVELOPE SEPARATE FROM ITS TECHNICAL PROPOSALTHE COST PROPOSAL SHALL BE IN THE FORMAT SET FORTH IN SCHEDULE II “COST PROPOSAL.” FAILURE TO DO SO MAY RESULT IN DISQUALIFICATION OF THE BIDDER’S PROPOSAL. It is mandatory that, while both the Technical Proposal and Cost Proposal must be submitted at the same time in accordance with the deadline and at the address indicated, the Bidder responses for these two sections must be submitted separately for the RFP Evaluation Committee to treat all proposals received in accordance to its evaluation guidelines (see Proposal Evaluation section) The following documents and responses will be included in the Technical Proposal and tabbed as such in the order given below: (1) TECHNICAL PROPOSAL CONTENTS  Transmittal Letter (not to exceed one (1) single-sided, letter-sized (8.5” x 11”) page. An individual authorized to legally bind the Bidder must sign the transmittal letter. The person who signs the transmittal letter will be considered the contact person for all matters pertaining to the Offer unless the Bidder This is trial version www.adultpdf.com 13 designates another person in writing and attesting that all information submitted with the proposal is true and correct. The letter shall include legal company name, corporate address, telephone, fax number and e-mail address. Proposer understands of the work to be done, the commitment to perform the work within the time period, and a statement why the firm believes itself to be best qualified to perform the engagement. The proposal is a firm and irrevocable offer and shall remain valid for a period of not less than 120 days from the date of submittal. Any request for confidential treatment of information must be included in the transmittal letter in addition to the specific statutory basis supporting the request, an explanation of why disclosure of the information is not in the best interest of the public, and the specific basis under Section 7 of the Illinois Freedom of Information Act (5 ILCS 140/7) for the exemption from disclosure of such information. The transmittal letter must also contain the name, address and telephone number of the individual authorized to respond to Northstar regarding the confidential nature of the information.  Table of Contents The Bidder must include a table of contents in its Offer. Offers must be page numbered sequentially from front to back.  Executive Summary The Bidder must prepare an Executive Summary and overview of the services it is offering including all of the following information:  Type of business entity (i.e., corporation, partnership, limited liability company, limited liability partnership, sole proprietorship). If a corporation, include place of incorporation.  Number of years Bidder has been providing the types of services specified in this RFP.  Briefly state Bidder‘s quality and reliability goals.  Please advise if Bidder is currently doing business with the State of Illinois or if the Bidder is in the process of bidding on any work with the State.  Describe any unique features of Bidder‘s business.  What is Bidder‘s total number of employees?  Provide Bidder‘s net revenues for the last three (3) years.  Provide five (5) references; we ask for two up above and contact information for a company which is similar in size and presence to Northstar.  Whether any of the following have occurred in Bidder‘s experience during the last five (5) years and, if so, provide details as to each: (i) a contract was terminated before completion; (ii) Bidder was assessed liquidated damages or other sanctions on a contract; (iii) Bidder has been involved as a defendant in any material civil or criminal litigation. This is trial version www.adultpdf.com 14  Statements that demonstrate that the Bidder understands the services as specified in the Technical Proposal section of the RFP.  Minority, Female and Disabled Business Enterprises (MFDBE); CMS Business Enterprise Program (BEP) Summary and Utilization Plan; Subcontracting State whether Bidder is a certified MFDBE and, if so, submit documentation of Bidder‘s BEP registration status in the State of Illinois.  Please provide the history of your MFDBE/BEP program and the current breadth of your BEP product offering.  Do you have a Tier 1 supplier diversity program? Please explain how this program works.  Have you received any recognition for your program?  What criteria do you use to evaluate your MFDBE/BEP suppliers? Please describe any certification processes you might have.  Discuss your company‘s MFDBE initiatives in terms of supporting MFDBE/BEP suppliers. Bidder shall also use best efforts to subcontract a portion of the Services in accordance with Section 1.16 hereof to one or more BEP Firms and shall complete the BEP Utilization Plan set forth in ATTACHMENT C. A list of firms certified as BEPs with the State of Illinois can be found at: www.sell2.illinois.gov . Bidder must also provide the following information for each entity and person with whom Bidder proposes to enter into a lower tier subcontract to perform any part of the Subcontract Services resulting from this RFP. All such information must be kept updated and, as applicable, supplemented, if Bidder proposes to add subcontractors during any resulting Subcontract:  Name, address, contact name and telephone number  Description of the services to be provided  Experience of the proposed subcontractor in performing the services to be provided  References for each subcontractor. Include name, address and contact name and telephone number. Northstar may contact references to determine the quality of work performed and satisfaction with personnel assigned.  Whether entity is certified as an M/F/DBE with BEP and, if so, submit documentation of entity‘s BEP registration status in the State of Illinois.  Each lower tier subcontractor shall be subject to Northstar approval in accordance with the ‗Subcontracting‘ provisions of the Terms and Conditions, and each approved lower tier subcontractor shall be obligated to comply with all applicable provisions of this RFP and the Subcontract.  Plan to Address the Services Required from the Bidder::  Discussion of Bidder Qualifications This is trial version www.adultpdf.com 15 Technical Proposal (not to exceed ten (10) single-sided, letter-sized pages) to include: a) Understanding of the scope of services and Northstar‘s needs b) Approach to the Assignment The Auditor should fully and in detail describe, by task, the methodology that it intends to utilize to accomplish the scope of services described in this RFP. In this approach, the Auditor should demonstrate the degree to which it will show a commitment to work cooperatively with Northstar. • Proposed segmentation of the engagement by outlining sequentially the activities that would be undertaken in completing the tasks and specifying the level of staff that would perform them. • Sample size and the extent to which statistical sampling is to be used in the engagement. • Type and extent of analytical procedures to be used in the engagement. • Approach to be taken to gain and document an understanding of the internal control structure. • Approach to be taken in determining laws and regulations that will be subject to audit test work. • Approach to be taken in drawing audit samples for purposes of tests of compliance. • Identify methods that Proposer will use to ensure quality control as well as budget and schedule control for the project. • Identify any special issues or problems that are likely to be encountered with the services identified herein and how the Proposer would address them. c) A brief description of the firm‘s profile, include the year founded, the form of organization, the types of services offered, size and location of offices, the number of employee, along with a statement of the firm‘s qualification for performing the subject audit services. d) Describe firm past experience and performance on comparable government engagements and highlight the participation in such work by the key personnel proposed for assignment to this project. List five most significant clients served in the last three years that are similar to the engagement described in the scope of service, with detail description of type(s) of services performed, years of engagement, clients‘ key person contact information (name/address/telephone number) who is most knowledgeable about the work performed, clients‘ operating budget, size of clients‘ organization, number of clients‘ employee. This is trial version www.adultpdf.com 16 e) Credentials of the Audit Team – Provide a one (1) page, single-sided resume for all individuals who will oversee and perform the work (resumes do not count towards the six (6) page limit). Resumes should describe professional qualifications, and relevant experience including dates of assignments. State the names of the partner assigned to this engagement and, also, the partner assigned the responsibility for the quality of the financial reports and working papers. Identify the person whom will serve as Audit Manager. All members of the audit team must be employees of the accounting firm unless otherwise authorized by Northstar. Include a statement that key personnel will be available to the extent proposed for the duration of the project acknowledging that no person designated as ―key‖ to the project shall be removed or replaced without the prior written concurrence of Northstar. f) One page, single-sided organizational chart showing key personnel names, position and reporting relationships. g) One page, single-sided proposed schedule for completion of assignment, where applicable. Ability to adhere to Northstar project schedule, where given. h) State whether your firm is a minority or women-owned business enterprise. In addition, specify how your firm would intend to use minority or women-owned business enterprises for the scope of services set forth in this RFP. i) Set forth any additional information that may assist Northstar in evaluating your firm‘s qualifications, including peer reviews within the last three years and any disciplinary action received within the past three years. Also describe any regulatory action taken by any oversight body against the proposing audit organization or local office. j) Clearly state any exceptions with the scope of services or Northstar‘s standard contract terms as provided within this RFP. Note: Anything in excess of the page limitations specified above, will not be read or considered. If the Proposal submitted is not in accordance with the specific provisions defined above, it may be considered incomplete and rejected. (2) COST PROPOSAL CONTENTS The Cost Proposal shall contain the information and be in the format set forth in Schedule I ―Cost Proposal‖ attached to this RFP. By submitting a Proposal, Bidder grants Northstar the right to obtain any information from any lawful source regarding (i) the past history, practices, conduct This is trial version www.adultpdf.com 17 and ability of Bidder to perform the services and otherwise to fulfill the requirements under this RFP, and (ii) the past history, practices, conduct and ability of any director, officer or key employee of Bidder. By submitting a Proposal, Bidder generally releases from liability and waives all claims against any party providing information about Bidder at the request of Northstar. Such information may be taken into consideration in evaluating Proposals. By submitting a Proposal, Bidder further acknowledges and agrees that, (i) it shall cooperate in any due diligence or other inquiry conducted by Northstar , a Northstar customer or any appropriate governmental agency on behalf of a Northstar customer or in connection with a procurement, with respect to the Bidder and its directors, officers, employees and stockholders; and that (ii) if it is the Successful Bidder, any Subcontract entered into with Northstar shall be subject to the satisfactory results, as determined by Northstar , of a background investigation of Bidder and its key employees (including, without limitation, all employees assigned to perform services for Northstar ). NOTE: The Successful Bidder shall be required to submit background information regarding each of its employees to be assigned to the work, and further regarding each proposed lower tier subcontractor‘s employees to be assigned to the work, both on forms to be provided by Northstar. This is trial version www.adultpdf.com 18 PROPOSAL EVALUATION AND SUBCONTRACT AWARD 3.1 EVALUATION CRITERIA Northstar will evaluate and score Proposals based on each Bidder‘s Proposal in response to the items specified in the RFP as being required and included in Bidder‘s Price Proposal. Technical Proposals will be evaluated and scored in the following areas: Categories Bidder Background and Experience Ability to Perform Scope of Services Bidder Acceptance of, or Deviations from, the Terms and Conditions Prior Quality of Work BEP Certification(s)/BEP Utilization Plans Price Top scoring bidders may be requested to make a presentation, including, without limitation, product demonstrations and case studies. The presentations will be evaluated and scored as part of the final selection process. 3.2 EVALUATION PROCESS Northstar, through its evaluation committee, will evaluate all Proposals submitted in accordance with the terms of the RFP for fulfillment of the requirements and specifications of this RFP. Proposal evaluations will be based on the information submitted in the Proposals, any clarifications made thereto at the evaluation committee‘s request, any on-site visits, references, plus any requested oral presentations or service demonstrations. A uniform process as outlined in this Section will be used to evaluate all Proposals. Each Proposal will be evaluated first on whether mandatory requirements are met. Any Proposal that does not meet the mandatory requirements may be rejected from further consideration. Northstar reserves the right to independently request and obtain additional information concerning any business or personnel resource associated with or named in a Bidder‘s response to this RFP and to consider such information in evaluating Bidder's Proposal. During the evaluation process, Northstar will determine if there is any real or "perceived" conflict of interest or potential security risk in awarding a Bidder a Subcontract. In the event the evaluation committee has concerns, Northstar may request an independent review of any real or "perceived" conflict of interest or security risk issue before the committee recommends a Subcontract Award. This is trial version www.adultpdf.com 19 3.3 PROPOSAL CLARIFICATION PROCESS Northstar may request clarifications from a Bidder for the purpose of clarifying ambiguities or questioning information presented in its Proposal. Clarifications may occur throughout the Proposal evaluation process. 3.4 BEST AND FINAL OFFERS (BAFOs) Following completion of the evaluation process, Northstar may request BAFOs from the two or more highest rated Bidders. Northstar reserves the right to make an award based on original Proposals, without requesting BAFOs. Therefore, Proposals should be submitted with the most favorable terms and pricing Bidders can offer. 3.5 AWARD DECISION Northstar‘s evaluation committee will determine the Successful Bidder(s). Northstar may negotiate with the Bidder(s) identified as the Successful Bidder(s). Subcontract Award(s) will be made to the Successful Bidder(s) whose Proposal(s), in Northstar‘s sole discretion, best demonstrates the highest likelihood of success with the lowest potential risk in performing the required services. Northstar decision on the award of any Subcontract(s) in this procurement shall be final. 3.6 NOTIFICATION OF AWARD Northstar will notify the Successful Bidder(s) of the intended Subcontract Award. Following signing of the Subcontract to create a binding agreement between the parties, Northstar will issue a Purchase Order describing the services purchased and payment terms. 3.7 SUCCESSFUL EXECUTION OF A SUBCONTRACT If a Subcontract between Northstar and the Successful Bidder cannot be executed by both parties within five (5) days after the notice of intent to award the Subcontract, Northstar reserves the right to reject Successful Bidder‘s Proposal and proceed to award the Services to another Bidder. This is trial version www.adultpdf.com 20 TERMS AND CONDITIONS This Part sets forth the Terms and Conditions that will become part of any Subcontract entered into as a result of this procurement. Northstar reserves the right to incorporate additional provisions in any Subcontract in the best interest of Northstar. The Terms and Conditions are set forth with alphabetical headings for ease of reference. To the extent that there is any conflict between the terms and conditions set forth in this Section 4 and the terms and conditions of the Subcontract, the terms and conditions of the Subcontract shall control. 4.1 AMENDMENT Any Subcontract resulting from this RFP may be amended only by a written agreement signed by both parties. 4.2 CHANGES AND MODIFICATIONS Northstar may at any time, by written notification to Subcontractor, make changes within the general scope of the Subcontract services required by the Subcontract. If any such changes cause an increase or decrease in Subcontractor‘s costs of the work or in the time required for performance thereof, an equitable adjustment may be made in the previously agreed Subcontract pricing or period of performance, or both, and the Subcontract shall be amended accordingly. Any additional work exceeding the agreed base price for Subcontract services shall require Northstar written pre-authorization. 4.3 CLARIFICATION OF NORTHSTAR’S INTENT It is Subcontractor‘s responsibility to address and resolve all questions with Northstar‘s designated staff members, and achieve a clear understanding of all Subcontract requirements throughout the Subcontract term. Northstar will use reasonable efforts to provide timely responses to questions of policy or procedure as they may affect Subcontractor‗s performance. 4.4 COMPLIANCE WITH APPLICABLE LAWS Subcontractor, including Subcontractor‘s employees and representatives, shall at all times comply with and observe all applicable laws, ordinances, statutes, codes (including the National and applicable State Electrical Codes), rules, regulations, orders or decrees, including without limitation, those involving non-discrimination on the basis of race, color, religion, national origin, age, sex and disability. 4.5 DISPUTES All disputes arising under or relating to this Subcontract must be resolved in accordance with this Section. A ―Dispute‖ means a material disagreement between Northstar and Subcontractor as to the required performance under the Subcontract, including a dispute as to Northstar‘s liability for or amount due upon any claim by Subcontractor arising under or relating to the Subcontract. The parties shall endeavor in good faith to resolve all Disputes by mutual agreement. Subcontractor shall notify Northstar of any Dispute, specifying in reasonable detail the issue(s) This is trial version www.adultpdf.com [...]... Subcontract services, noting the Purchase Order number and detailing the services rendered Invoices shall be submitted by mail to Northstar, Attention: Benjamin DePalo Accounts Payable, 3202 Robbins Road, Springfield, Illinois, 62711 Subcontractor shall be responsible to audit all invoices prior to submittal to Northstar for payment Payments will be made only upon the satisfactory completion of services. .. Subcontract, Subcontractor shall promptly pay Northstar a fee equivalent to thirty percent (30%) of the annual compensation package offered to such person by Subcontractor This is trial version www.adultpdf.com 21 . responsibility for the quality of the financial reports and working papers. Identify the person whom will serve as Audit Manager. All members of the audit team must be employees of the accounting. Bidder is required to demonstrate corporate experience, technical capability to perform the Services, and financial means to support the Subcontract. Additional information is invited; however,. or criminal litigation. This is trial version www.adultpdf.com 14  Statements that demonstrate that the Bidder understands the services as specified in the Technical Proposal section