26 Sep RFP – FEE ACCOUNTANT SERVICES — #2003592
STANDING ROCK HOUSING AUTHORITY
REQUEST FOR PROPOSAL (RFP)
The Standing Rock Housing Authority (SRHA) located on the Standing Rock Sioux Indian Reservation in North and South Dakota; is seeking proposals from Native American and Non-Native Americanowned firms interested in “FEE ACCOUNT AND CONSULTING SERVICES” to provide their services for the housing authority. The SRHA is a Tribally Designated Housing Entity (TDHE) that receives funding from the U.S. Department of Housing and Urban Development (HUD) to provide housing to low-income families within our designated service area on the reservation.
The work to be performed under the contract, as described in this RFP, is subject to the Native American Housing and Self-Determination Act. This RFP is not restricted to Indian-owned firms; however, preference will be given to Indian-owned enterprises. To be considered responsive, all proposals must contain a statement describing how the firm will provide Indian Preference (IP) in subcontracts, training, and employment.
FEE ACCOUNTANT SERVICES
RFP ID: #2003592
The Standing Rock Housing Authority (SRHA) located on the Standing Rock Sioux Indian Reservation in North and South Dakota; is seeking proposals from Native American and Non-Native American owned firms interested in “FEE ACCOUNT AND CONSULTING SERVICES” to provide their services for the housing authority. The SRHA is a Tribally Designated Housing Entity (TDHE) that receives funding from the U.S. Department of Housing and Urban Development (HUD) to provide housing to low-income families within our designated service area on the reservation.
The work to be performed under the contract, as described in this RFP, is subject to the Native American Housing and Self-Determination Act. This RFP is not restricted to Indian-owned firms; however, preference will be given to Indian-owned enterprises. To be considered responsive, all proposals must contain a statement describing how the firm will provide Indian Preference (IP) in subcontracts, training, and employment.
Firms responding to the RFP must submit the following information in their proposals:
1. Letter Narrative introducing the firm, summarizing relevant experience and the services to be provided.
2. A personal resume which lists the qualifications, experience, and credentials of the staff who will have primary responsibility for providing services to the SRHA. Special emphasis should be provided on experience working with Native American Programs, specifically:
a. Indian Housing related accounting for program and non-program income calculations.
b. Tenant accounts receivable.
c. Low Income Housing Tax Credit (LIHTC) compliance accounting.
d. Other experience in HUD grants and other federal grant compliance, coding, and reporting.
3. A listing of three (3) clients currently or formerly under contract to serve as references.
4. A description of the firm’s experience with Fund accounting related computer software and systems.
5. A description of the services that the firm offers in response to the SCOPE OF SERVICES section below.
6. An hourly rate times the total hours of time expected to work on the items outlined in the Scope of Services. Provide a total annual cost, monthly cost, and a not to exceed fee which should include travel costs for quarterly visits to SRHA.
7. An hourly rate for any ad-hoc or additional handling, as needed.
SCOPE OF SERVICES
The Fee Accountant should be familiar with Fund Accounting Software, preferably Abila MIP, as well as HDS. Fee Accountants should also have a working knowledge of Low-Income Housing Tax Credits (LIHTC). The Scope of Services to be provided by the Fee Accountant shall include:
1. Review the previous year’s audit to ensure that audit adjustments have been applied to all accounts in order to produce a proper roll-forward.
2. Review general ledgers (G/L) and trial balances from beginning of audit period through current to recommend adjustments and entries necessary for HUD and GAAP compliance.
3. Review reports to/ from HUD ONAP & other oversight agencies and determine applicability of the records to year end closing.
4. Assist in closing the prior fiscal year, including but not limited to, year-end entries and accruals, audit schedules, account/ transactions support, and financial statement input.
5. Provide support through the acceptance of unaudited financial statements and recommend changes to be consistent with HUD and GAAP protocols, as necessary.
6. Provide support, if needed, during the audit period.
7. Assist finance staff on accounting activities as needed to prepare for audit.
8. Advise Executive Director and Board of Commissioners on Quarterly- and Year-End Financial Statements.
9. Preparation for audit and oversight of Tax Credit project(s).
10. Preparation for audit and oversight of IHBG, ICDBG, and other award funded project(s).
11. Assist SRHA staff with departmental budgeting processes.
12. Recommend/ provide regulatory computer updates, as necessary.
13. Development of custom/ digital financial statements and dashboard reporting, as needed.
14. See Schedule A for a sample listing of detailed services expected, but not limited to, under the contract.
GENERAL CONDITIONS
SRHA reserves the following rights in association with the RFP process and upon contract award.
Choice of Law: the contract for these services shall be governed and construed in accordance with, and pursuant to the laws of the Standing Rock Sioux Tribe (SRST).
Non-Binding: SRHA retains the right to reject all submittals. Selection is also dependent on the negotiation of a mutually acceptable contract between the candidate and SRHA.
Compensation: SRHA has no obligation to compensate any offeror(s) for any costs incurred in responding to this RFP. The proposal should provide a cost for all work associated with the provision of these services. The final cost of services may be negotiated prior to awarding the contract.
Expense Reimbursement: All contract-related travel expenses shall be reimbursed at the current Federal rates.
Indian Preference: Pursuant to Section 7(b) of the Indian Self-Determination and Education Assistance Act (25 USC 450e(b)] as required by 24 CFR 1000.48; Indian preference will be exercised in the selection of proposals. Firms seeking Indian Preference must submit proof of Indian ownership with their proposal.
TERO Certification: It is the winning firm’s responsibility to comply with the StandingRock Sioux Tribal Employment Rights Ordinance (TERO) requirements prior to commencing work for SRHA; and is responsible for all taxes and/or fees pursuant to the TERO.
Unauthorized Sub-Contracting Prohibited: The successful offeror(s)/contractor(s) shall not assign any right, nor delegate any duty for the work proposed pursuant to this RFP (including, but not limited to, selling or transferring the contract) without the prior written consent of SRHA. Any purported assignment of interest or delegation of duty, without the prior written consent of SRHA shall be void and may result in the cancellation of the contract with SRHA or may result in the full or partial forfeiture of funds paid on the contract, as determined by SRHA, in its sole discretion.
Project Staffing Changes: Managers, other supervisory staff, and accountants may be changed if those personnel leave the firm, are promoted, or are assigned to another area. These personnel may also be changed for other reasons. However, in either situation, the SRHA retains the right to approve or reject replacements.
FORMAT, SUBMISSION PROCESS, AND INSTRUCTIONS
SRHA intends to retain the successful offeror(s) pursuant to a “Best Value” basis, not a “Lowest Proposal” basis, i.e., SRHA will consider other factors than cost in making the award decision. All proposals submitted in response to this RFP must be formatted in accordance with the sequence and instructions provided below. Any proposal that fails to include all of these items will be considered a non-responsive proposal and will not be considered for evaluation.
Instructions: Proposals are to be submitted in a sealed envelope clearly marked “RFP – FEE ACCOUNT AND CONSULTING SERVICES” and must be received at the SRHA offices by OCTOBER 27, 2023, at 1:00PM Central Time. Any RFP received after the deadline will be considered late and will be returned. Faxed and Emailed proposals will be rejected.
The proposal must be completed in its entirety, completing all forms included in the proposal packet. If the offeror has any questions regarding the forms, contact Roberto Hernandez, (701) 854-3891 ext. 112.
Offerors may supplement their proposal with attached sheets for the purpose of adding or otherwise explaining any further conditions the offeror wishes to have considered. Such supplemental attachments will be considered by the evaluation committee on a case-by-case basis.
Once each offerer’s proposal has been evaluated and ranked, final negotiations will be scheduled for the top ranked offerer. If the final negotiation is successful, the Executive Director will make a recommendation to the Board of Commissioners to award a single contract to that offerer. The Board may require additional information or negotiations before the Board will approve an award of the contract.
Should negotiations with the selected offerer become unsuccessful, SRHA reserves the right to cease negotiations with the offerer. In the event of cessation of negotiations with the first selected offerer, SRHA reserves the right to either enter similar interviews and negotiations with the next highest ranked offerer or take other action as it deems most beneficial.
SOFTWARE EXPERIENCE
Should have experience with MIP, Microix and HDS(Win). These are key programs used by SRHA.
HUD MANDATORY CONTRACT PROVISIONS
For each form, read and initial each page indicating that you read and agree with the contents.
1. Form HUD 5369-B, Instructions to Offerers – Non-Construction.
2. Form HUD 5369-C, Certifications and Representations of Offerers – Non-Construction Contract.
3. Form HUD 5370-C, General Conditions for Non-Construction Contracts. Various (18) contract provisions.
LICENSING AND INSURANCE REQUIREMENTS
Prior to award, but not as part of the proposal submission, the successful contractor will be required to provide the following documents.
a. If applicable, proof that the key personnel that will be reviewing all work performed under the engagement is a degreed accountant with experience in Indian Housing.
b. An original certificate proving the contractor’s current industrial (worker’s compensation) insurance carrier and coverage amount.
c. An original certificate proving the contractor’s General Liability coverage.
d. An original certificate proving the contractor’s Professional Liability and/or “errors and omissions” coverage.
e. A copy of the contractor’s TERO Certification allowing the firm to provide such services within the jurisdiction.
SCHEDULE A: Sampling of Detailed Accounting and Consulting Services Expected Under Contract
The Contractor(s) may provide, but is not limited to, the following services/tasks:
l. General Ledger Entries. Perform all operations necessary to maintain the general ledgers and subsidiary ledgers for the SRHA, including the following services:
a. Reconcile bank and credit card statements on a monthly basis.
b. Prepare journal vouchers on a monthly basis, or as needed.
c. Assist in coding checks.
d. Maintain the general ledgers on a monthly basis, including development of all entries.
e. Provide a detailed transaction register (receipts/disbursements) on a monthly basis.
f. Prepare all debt service entries.
g. Maintain investment and insurance registers.
h. Maintain property ledger/capitalized equipment (i.e., Fixed Asset and Depreciation Schedules).
i. Maintain capital funds subsidiary ledgers as required by HUD and subsidiary ledgers for any development funds or grant monies awarded. (E.g. IHBG, ICDBG, US Treasury, FHLB, etc.)
j. Prepare all monthly, quarterly, semi-annual and year-end financial statements and annual closing entries, as required by HUD and other granters.
k. Design and deploy custom financial reports or digital dashboards, as needed.
2. Program vs. Non-program. Income calculation.
3. Year-End Close. Complete the close-out for the fiscal year, including:
a. Preparation of both the unaudited and audited Financial Data Schedule (FDS) to PIH-REAC for all necessary programs and business activities.
b. Prepare and submit any other required quarterly or year-end financial forms and reports as required by HUD, including Management’s Discussion and Analysis (MD&A).
c. Annual Reporting. Complete HUD Form SF425 for all programs; Annual Status Evaluation Report (ASER) tied to SRHA financial reports.
d. Operating Budgets. Prepare Operating Budgets for all Funds administered by SRHA. Preparation of the Standing Rock Housing Authority’s operating budgets shall include at least one (1) revision.
4. IRS 1099s. Prepare 1099s for IRS reporting.
5. IRS W-2s. Prepare W-2 for SRHA employees.
6. On-site Visit. Schedule a quarterly on-site multi-day visit at the request of SRHA, in order to provide clarifications on financial matters related to questions posed by the members of the Board of Commissioners, the Auditor, the Executive Director and/or other SRHA staff. The contractor will also be available as needed to answer questions that the auditor or HUD may have regarding the financial records of the SRHA.
7. Consultation and Assistance. Provide advice to the Board of Commissioners, Executive Director, or other designated SRHA staff on Standing Rock Housing Authority financial matters when requested. The work may include the following activities. (Up to 100 hours is budgeted for this task). Consultation and Assistance services must be approved by SRHA prior to services being rendered and billed.
a. Assistance, as needed, with the Standing Rock Housing Authority, year-end closing outside of Task 3.
b. Assisting the Independent Auditor that performs the Agency’s annual audit and help resolve any audit findings during the audit, if needed.
c. Training Standing Rock Housing Authority accounting staff, as needed, in HUD accounting and reporting requirements.
d. Providing other “in-scope” accounting services, as requested by the Standing Rock Housing Authority.
Note: The proposed work will be financed in whole with Federal funds and therefore, all applicable Federal statutes, and regulations will apply to such work. It is expected that the majority of accounting services will be completed at the Offeror’s work site.
All proposals must be addressed and submitted to:
Roberto Hernandez,
Procurement Officer
Standing Rock Housing Authority
PO Box 769
Fort Yate, N.D. 58538
If sent by overnight courier:
1333 92nd Street
Fort Yates, ND
58538