1050 South Foster Drive, Baton Rouge, LA P.O. Box 2950, Baton Rouge, LA Phone (225) Fax (225)

Transcription

1 1050 South Foster Drive, Baton Rouge, LA P.O. Box 2950, Baton Rouge, LA Phone (225) Fax (225) Request for Proposal (RFP) RFP Number: 25-14, Professional Auditing Services Proposals Will Be Publicly Opened: June 12, INSTRUCTIONS FOR VENDORS SUBMITTING A PROPOSAL 1.1 The East Baton Rouge Parish School Board will open all timely submitted sealed proposals at its office located at 1050 South Foster Drive, Board Meeting Room, Baton Rouge, Louisiana, on Friday, June 12, 2015, at 2:00 p.m., Central Standard Time, in response to this RFP. All proposals will be publicly opened and the company s name making the proposal will be read aloud. 1.2 To ensure consideration of your proposal, all proposal packages and addenda should be returned in an envelope or package clearly marked with the proposal title, proposal opening date and the proposal number. Companies making a proposal are requested to use the orange label provided with the proposal package. DO NOT FAX OR YOUR PROPOSAL. 1.3 All proposal prices must be typed or written in ink. Any corrections, erasures, or other forms of alteration to prices must be initialed by authorized personnel of the company making the proposal. 1.4 The proposal is to be manually signed in ink. 1.5 Proposals submitted are subject to provisions of the laws of the State of Louisiana including, but not limited to, La. R.S. 38:2212.1; the Standard Terms and Conditions, Special Terms and Conditions and the Specifications listed in this solicitation which form the RFP. 1.6 By signing below and each proposal form, your company certifies compliance with all instructions for proposal, the standard terms and conditions, special terms and conditions, if any, and specifications and further certifies that this proposal is made without collusion or fraud. 1.7 By signing below, your company certifies that all suspension and/or debarment criteria as described in 3.14 have been satisfied. Signature of Authorized Company Representative: (Must be signed and dated) Name of Vendor: (Typed or printed) Name (Typed or Printed) Mailing Address Payment Terms: Telephone No: Address: Fax No: Page 1 of 15

2 2. STANDARD TERMS AND CONDITIONS 2.1 RFP form. All written proposals, unless otherwise provided for, must be submitted on, and in accordance with, the RFP package and RFP forms provided, properly signed. RFP submitted in the following manner will not be accepted: A. RFP instructions and RFP forms contain no signature indicating intent to be bound; B. RFP filled out in pencil; C. RFP not submitted on School Board s standard RFP package and RFP form. D. Telegraphic or facsimile proposals. 2.2 Receipt of Proposals. Entire RFP must be received at the address specified in this Invitation prior to RFP opening time, 2:00 p.m., Central Standard Time, in order to be considered. Any RFP received after proposal opening time will be returned unopened. 2.3 Standards of Quality. Any product or services proposal shall conform to all applicable federal and state laws and regulations and the specifications contained in the solicitation. Unless otherwise specified in the solicitation, any manufacturer s name, trademark, brand name or catalog number used in the specifications is for the purpose of describing the standard of quality, performance, and characteristics desired and is not intended to limit or restrict competition. Vendors making a proposal must specify the brand and model number of the product offered in their proposal. Proposals not specifying brand and model number shall be considered as offering the exact products specified in the solicitation. Objections to the specifications or RFP conditions must be filed in writing and received by the Purchasing Department at least five (5) days prior to the date of the RFP opening. 2.4 Descriptive Information. Vendors making a proposal that offer an equivalent brand or model should submit, with the RFP information, such illustrations, descriptive literature, technical data, etc. sufficient for the School Board s Purchasing Department to evaluate quality, suitability, and compliance with the specifications in the Invitation. Failure to submit descriptive information may cause RFP to be rejected. Any change made to manufacturer s public specifications submitted for a product shall be verifiable by the manufacturer. If item(s) offered do not fully comply with specifications (including brand and/or product number), vendors making a proposal must state in what respect item(s) deviate. Failure to note exceptions on the RFP form will not relieve the successful vendor(s) from supplying the actual products requested. 2.5 RFP Opening. Vendors making a proposal may attend the RFP opening, but no information or opinions concerning the ultimate contract award will be given at the RFP opening or during the evaluation process. RFPs may be examined within 48 hours after the RFP opening. Information pertaining to completed files may be secured by visiting the Purchasing Department of the school system during normal working hours. Vendors submitting a response to the solicitation, whether successful or unsuccessful, will be provided a copy of the tabulated results. 2.6 Withdrawal of RFPs. A vendor making a proposal may only withdraw its RFP within forty-eight (48) hours after the RFP opening, excluding Saturdays, Sundays and legal holidays, for good cause as provided in La. R.S. 38:2214 C for patently obvious, unintentional, and substantial mechanical, clerical, or mathematical errors, or errors of unintentional omission of a substantial quantity of work, labor, material or services made directly in the compilation of the RFP. 2.7 Awards. The East Baton Rouge Parish School Board reserves the right to award items separately, grouped or on an all-or-none basis and to reject any or all RFPs and waive any informalities. The purchase order and/or contract mailed or delivered to the successful vendor is the official authorization to deliver the services, materials, supplies or equipment. Page 2 of 15

3 2.8 Prices. Unless otherwise specified by the East Baton Rouge Parish School Board in the Invitation, RFP prices must be complete, including transportation prepaid by vendor making the offer to destination and firm for acceptance for a minimum of 45 days. If accepted, prices must be firm for the contractual period. RFPs other than Platform Delivery F.O.B. destination may be rejected. Prices are to be proposed on unit of measure requested, per roll, per reel, per carton, per gallon, etc., as specified in the Invitation. 2.9 Deliveries. RFPs may be rejected if the delivery time indicated is longer than that specified in the Invitation. Platform Delivery FOB Destination means the successful vendor shall deliver and unload purchased items to the dock of the designated point of receipt. All cartage, drayage, packaging, handling, palletizing, etc. shall be included in the proposal price. Include a copy of the invoice as a packaging list with each shipment Taxes. Vendor is responsible for including all applicable taxes in the proposal price. The East Baton Rouge Parish School Board is exempt from all state and local sales and use taxes New Products. Unless specifically called for in the Invitation, all products for purchase must be new, never previously used, and the current model and/or packaging. No remanufactured, demonstrated, used or irregular product will be considered for purchase unless otherwise specified in the solicitation. The manufacturer s standard warranty will apply unless otherwise specified in the Invitation Contract Renewals. Upon agreement of the East Baton Rouge Parish School Board and the contractor, a term contract may be extended at the same prices, terms and conditions. In such cases, the total contract cannot exceed three (3) months Contract Cancellation. The East Baton Rouge Parish School Board has the right to cancel any contract, in accordance with its purchasing rules and regulations, for cause, including but not limited to, the following: (1) Failure to deliver within the time specified in the contract; (2) Failure of the product or service to meet specifications, conform to sample quality or to be delivered in good condition; (3) Misrepresentation by the contractor; (4) Fraud, collusion, conspiracy or other unlawful means of obtaining any contract with the East Baton Rouge Parish School Board; (5) Conflict of contract provisions with constitutional or statutory provisions of state or federal law; (6) Any other breach of contract Default of Contractor. Failure to deliver within the time specified in the RFP will constitute a default and may cause cancellation of the contract. Where the East Baton Rouge Parish School Board has determined that the contractor to be in default, the School Board reserves the right to purchase any and all products or services covered by the contract on the open market and to charge the contractor with the cost in excess of the contract price. Until such assessed charges have been paid, no subsequent RFP and/or bid from the defaulting contractor will be considered Order of Priority. In the event there is a conflict between the Instructions for Vendors submitting a RFP or Standard Terms and Conditions or Special Terms and Conditions, the Special Term and Conditions shall govern Applicable Law. All contracts shall be construed in accordance with and governed by the laws of the State of Louisiana. Page 3 of 15

4 2.17 Equal Opportunity. By submitting and signing the RFP, vendors submitting a RFP agree that they will not discriminate in the rendering of services to and/or employment of individuals because of race, religion, sex, age, national origin, handicap or disability. Vendors submitting a RFP shall keep informed of and comply with all Federal, State and local laws, ordinances and regulations which affect his employees or prospective employees Indemnity. Contractor agrees, upon receipt of written notice of a claim or action, to defend the claim or action or to take other appropriate measures to indemnify, and hold harmless, the East Baton Rouge Parish School Board, and its members, its officers, its agents and its employees from and against all claims and actions for bodily injury, death or property damages caused by the fault of a contractor, its officers, its agents, or its employees. Contractor is obligated to indemnify only to the extent of the fault of the contractor, its officers, its agents, or its employees. However, contractor shall have no obligation as set forth above with respect to any claim or action from bodily injury, death or property damages arising out of the fault of the East Baton Rouge Parish School Board, its members, its officers, its agents or its employees. 3. SPECIAL TERMS AND CONDITIONS (Equipment, materials or supplies) 3.1 Invoices. Invoices will be submitted by the contractor to the Purchasing Department EAST BATON ROUGE PARISH SCHOOL SYSTEM, P.O. BOX 2950, BATON ROUGE, LOUISIANA, The invoice shall refer to the delivery ticket number, delivery date, purchase/release order number, quantity, unit price, and deliver point. A separate invoice for each order delivered and accepted shall be submitted by the contractor in duplicate, directly to the Purchasing Department. Invoices shall show the amount of any cash discount and shall be submitted on the contractor s own invoice form. 3.2 Payment. Payment will be made on the basis of the unit price as listed in the contract. Such price and payment will constitute full compensation of furnishing and delivering the contract commodities. Unless otherwise specified, payment will be made within thirty (30) days after receipt of invoice, delivery, and authorized inspection and acceptance, whichever occurs last. 3.3 Discounts. Discounts offered for prompt payment will be accepted and taken into consideration in determining the low proposal. However, discounts of less than thirty (30) days shall not be considered in making an award. Beginning date of discount shall be determined by the date of invoice, delivery of merchandise, or acceptance whichever occurs last. 3.4 Preference. In accordance with La. R.S. 38:2251 a preference claim may be made for materials, supplies, equipment or products manufactured, processed, produced or assembled in Louisiana. A preference is provided involving milk and dairy products in La. R.S. 38: A preference involving steel is provided for in La. R.S. 38: Printing Invitations may provide for a preference in La. R.S. 38:2255. To claim a preference, the vendor submitting a RFP must fully comply with the requirements and conditions of law and complete the preference statement as part of the RFP. Preferences shall not apply to service contracts. 3.5 Contractual Period. The East Baton Rouge Parish School Board intends to award all items for an initial period, not to exceed three (3) months. Delays in awarding, beyond the anticipated starting date, may result in a change in the contract period. If such situation occurs, an award may be made for less than three (3) months. 3.6 Quantities. For an open-ended requirements contract, quantities shown are based on the previous contract usage or estimates. When usage is not available, a quantity of one (1) indicates a lack of history on the item. The successful vendor must supply, at proposal prices, actual requirements as ordered whether the total of such requirements is more or less than the quantity shown. Page 4 of 15

5 3.7 Non-Exclusivity Clause. This agreement is non-exclusive and shall not in any way preclude the East Baton Rouge Parish School Board from entering into similar agreements and/or arrangements with other vendors or from acquiring similar, equal or like goods and/or services from other entities or sources including state contracts. 3.8 Determination of RFP. A contract will be awarded to the vendor who has provided a responsive and responsible proposal at the most favorable price as determined by the signed RFP form. 3.9 Cancellation. The East Baton Rouge Parish School Board reserves the right to cancel any contract within thirty (30) days written notice Price Reductions. Whenever there is a reduction in price which is lower than the contract price offered to similarly situated customers contracting for the same period and under similar terms and conditions, the reduction must be presented to the Purchasing Department Deliveries. Contractors will maintain an adequate supply of items to meet the specified delivery dates Preference. Do you claim a preference? Yes _ No Specify Line Number(s) Specify location within Louisiana, where product is manufactured, produced, grown, or assembled: Failure to specify above information may cause elimination of preference. Preferences shall not apply to service contracts Successful vendor(s) will provide updated/corrected item information in order to assist EBRPSS with keeping accurate, up-to-date files. Included, but is not limited to, are descriptions, manufacturer(s), manufacturer s catalog number, availability, etc. This will ensure the latest and most accurate information is available and used for future quotes, bids and RFPs For those RFPs issued by EBRPSS representing items to be purchased using Federal funding, accepting and signing this RFP form certifies that the company submitting a proposal and the names of officers, directors and any and all employees of the company do not appear on the EPLS. EPLS is the electronic version of the Lists of Parties Excluded from Federal Procurement and Nonprocurement Programs (Lists), which identifies those parties excluded throughout the U.S. Government (unless otherwise noted) from receiving Federal contracts or certain subcontracts and from certain types of Federal financial and non-financial assistance and benefits. Companies may view the current list at Page 5 of 15

6 4. SPECIFIC INSTRUCTIONS (items marked by x s apply) 4.1 Award: Items are awarded individually Items are awarded by group X All items awarded as all or none A diskette is included in this package and must be completed and returned with the hard copy. The diskette and the hard copy must contain identical information. In the event that there is a conflict between the two, the hard copy shall govern. If this package is ed to you, a diskette must be returned with the hard copy X The contract period is a period not to exceed three (3) months. (See 2.12) X This is for a one time purchase Other: 4.2 Delivery Requirements: Deliver in hours after contact Deliver in days after receipt of purchase order Deliver in weeks after receipt of purchase order Service response time in hours after contact Turn around time for service or repair Assembly required Installation / set in place required Debris and packing material are to be removed from site Other: 4.3 Other Instructions: Vendor submitting a proposal must be in the business covered herein, either wholesale or retail Vendor submitting a proposal must be a factory authorized agent for the manufacturer of the equipment quoted Vendor submitting a proposal shall employ a local staff of full time service technicians Vendor submitting a proposal must have a local stocking warehouse for will call pickups Other: 4.4 Deliver To: East Baton Rouge Parish School System Purchasing Department 4.5 EBRPSS Point of Contact: Gary Reese 4.6 POC Address: greese@ebrschools.org Page 6 of 15

7 EAST BATON ROUGE PARISH SCHOOL SYSTEM REQUEST FOR PROPOSAL PROFESSIONAL SERVICES FOR A PERFORMANCE AUDIT 1. INTENT The East Baton Rouge Parish School System is requesting proposals ( RFPs ) from qualified firms of certified public accountants (the firm ) to conduct performance audits for various departments, programs, and sites. These audits are to be performed in accordance with Government Auditing Standards, issued by the Comptroller General of the United States, which defines a performance audit to be an audit that provides findings or conclusions based on an evaluation of sufficient, appropriate evidence against criteria. Additionally, a performance audit is defined as an independent examination of the efficiency and effectiveness of government undertakings, programs or organizations, with due regard to economy, and the aim of leading to improvements. All terms, conditions, requirements, and procedures included in this RFP must be met for a response to be acceptable. If a candidate fails to meet any material term, condition, or requirement of procedure, its response may be deemed unresponsive and be disqualified. 2. BACKGROUND A. General East Baton Rouge Parish School System is soliciting the services of qualified certified public accounting firms to conduct performance audits for various departments, programs, and sites. These audits are to be performed in accordance with the provisions contained in this request for proposal. B. Scope of Work to Be Performed East Baton Rouge Parish School System desires the auditor to evaluate the performance of various departments, programs, and sites in conformity with governmental auditing standards for performance audits. The services to be provided include: An evaluation as to whether the department, program, and/or site is performing effectively and efficiently. A report with findings, recommendations, and conclusions. C. Auditing Standards to Be Followed To meet the requirements of this RFP, the audit shall be performed in accordance with governmental auditing standards for performance audits. D. Special Considerations Any concerns of compliance with laws and regulations shall be furnished to the General Counsel. The selected firm shall be available to assist with improving performance issues if any should arise during the course of the year at no additional cost to East Baton Rouge Parish School System. E. Description of East Baton Rouge Parish School System The auditor s principal contact with East Baton Rouge Parish School System will be School Board President, or a designated representative, who will coordinate the assistance to be provided by East Baton Rouge Parish School System to the auditor. Background Information See the East Baton Rouge Parish School Website. Page 7 of 15

8 F. Assistance to be provided to the Auditor and Report Preparation East Baton Rouge Parish School System staff will be available during the audit to assist the firm by providing information, documentation and explanations. Staff shall also be available to reproduce documents and pull documents. G. Work Area Office space will be provided. The respondent will be required to supply his/her own equipment and supplies. The auditor will be provided with a telephone line, internet access, and photocopying facilities. 3. SCOPE OF SERVICES The selected firm shall: A. Be responsible for the report preparation, editing, reproduction costs and printing. B. Provide status reports as to the progress of completing the final report on or about July 1, Should the firm s scheduling not allow delivery of the report by July 1, 2015, the firm is to advise in writing the earliest date that the District could expect delivery of the performance audit report. C. Present the results of the performance audit to the School Board as well as address any other questions that the School System may have during the audit. D. Be available to assist with improving performance issues if any should arise during the course of the year at no additional cost to East Baton Rouge Parish School System TERM OF CONTRACT East Baton Rouge Parish School System anticipates a one month contract with the selected firm beginning June 1, 2015 with up to two additional renewal months possible under an East Baton Rouge Parish School System-held renewal option. East Baton Rouge Parish School System will contractually reserve the right to cancel the contract at any time. 5. CONTRACT REQUIREMENTS East Baton Rouge Parish School System will require a contract with the selected firm. East Baton Rouge Parish School System will require the following for this contract: Proper insurance: This will include general liability, automobile liability, workers compensation, excess liability and professional liability and will name East Baton Rouge Parish School System as an additional insured. The amounts of insurance will be set by East Baton Rouge Parish School System s General Counsel. A Performance Audit Report with a focus on effectiveness and efficiency, evaluating quantitative and qualitative attributes completed by the firm. This report shall include, but is not limited to: 1. Transportation: This component of the study will entail a review of current transportation costs and related contracts that serve to support general and special education students as well as parochial school students. Recommendations regarding more efficient bidding, routing, and capturing of Medicaid- eligible services will result. 2. Re-organization the Location of Programs: A plausibility study will be conducted to determine if students with special needs can be supported in a manner that: (a) reduces their distance from their neighborhood schools; (b) promotes greater interaction with typical peers; and (c) optimizes EBRPSS programmatic, personnel, and fiscal resources. 3. A Review of Special Education Providers: This component focuses on the efficiency and effectiveness of the speech and language therapy, physical therapy, occupational therapy, Page 8 of 15

9 psychological, and para-professional services. It ensures that this very expensive component of the delivery system is being utilized properly. Establish an inventory of the personnel required to meet students individualized education programs (IEPs) and new program needs. 4. A Review of Self-Contained and Alternative Programs: In an area that parallels the previous three, a focus on specialized programs reveals critical information regarding Least Restrictive Environment, utilization of personnel, transition planning, identification issues (e.g., autism, emotional disabilities), compliance for state performance plan (SPP) parameters, alternative education (i.e., credit recovery, and transportation costs. 5. A Review of the Organizational Design and Operation of Special Education: This area addresses the administrative structure of the Special Education (Exceptional Children) Department in order to determine if the number, workloads, job descriptions, and responsibilities of departmental personnel, as currently constituted, ensure optimal educational outcomes in view of fiscal resources that are devoted to these positions. In addition, contracts of non-district personnel (e.g., therapy contractors) will be reviewed to ensure the District is receiving optimal services for their corresponding costs. 6. A review of cost avoidance approaches by formulating personnel costs with private/public partnerships to improve outcomes, while reducing cost. 7. An Assessment of the Utilization of Federal, Local and State Special Education Funds: Conduct a five-year retrospective review of the District s recoupment and utilization of local and state special education funds with a particular emphasis and analysis on the relationship of these funds to an investment in personnel, program development, and community outreach activates. 8. An Analysis of Medicaid: In order to supplement significant revenue enhancement to its program as reflected in previous components, the District s recoupment of (federal) Medicaid monies will be compared to districts of similar profiles within the State of Louisiana. 9. An Assessment of Parental Engagement: Review the type, extent, and effectiveness of parent involvement in special education and English language learner processes. 10. Programmatic Oversight at the School Level: The degree to which the requirement for schools to provide special education and related services to students in the least restrictive environment is promoted by school-based leadership will be explored. In addition, the effectiveness of early intervening - response to intervention (RTI) processes will be explored given the inherent connection of an effective system and minimizing students identified for special education. 11. Partnership with foundations and non-governmental organizations (NGOs) to address the needs of identified populations such as children on the spectrum, children with behavioral concerns, and children in transition from school to work. 12. Facility review to include closing schools, collaboration with charter schools and development of programs to be competitive with charter alternatives. Facilities would be reconsidered for magnet schools, programs for the gifted, programs for children with disabilities etc. 13. Professional Development: The types, costs, content-validity, and uniformity of professional development (PD) offerings across EBRPSS in the past three years will be analyzed. Ultimately, PD should be provided to all administrators and staff to establish a district-wide unified philosophy and vision, and enable staff to provide consistent assessment, instruction and programming for struggling students, i.e., those with and without IEPs. Page 9 of 15

10 The firm shall at all times indemnify and hold harmless East Baton Rouge Parish School System and its officers, agents and employees. The existence of insurance shall in no way limit the scope of this indemnification. All proposals in response to this RFP are to be the sole property of East Baton Rouge Parish School System. Firms are encouraged not to include in their proposals any information that is Proprietary. All materials associated with this procurement process are subject to the terms of state laws defining freedom of information and privacy and all rules, regulations and interpretations resulting from those laws. Any products developed under a contract awarded as a result of the RFP are to be the sole property of East Baton Rouge Parish School System. Timing and sequence of events resulting from this RFP will ultimately be determined by East Baton Rouge Parish School System. The firm agrees that the proposal will remain valid for a period of thirty (30) days after the closing date for the submission and may be extended beyond that time by mutual agreement. East Baton Rouge Parish School System may amend the terms or cancel this RFP any time prior to the execution of a contract for these services if East Baton Rouge Parish School System deems it to be necessary, appropriate or otherwise in the best interest of East Baton Rouge Parish School System. Failure to acknowledge receipt of amendments, in accordance with the instructions contained in the amendments, may result in a firm s proposal not being considered. At its option, East Baton Rouge Parish School System may provide all firms with a limited opportunity to remedy any technical deficiencies identified by East Baton Rouge Parish School System in their initial review of proposals. The proposer must certify that the personnel identified in its response to this RFP will be the persons actually assigned to the project. Any additions, deletions or changes in personnel from the proposal during the course of the project must be approved by East Baton Rouge Parish School System, with the exception of personnel who have terminated employment. Replacements for personnel who have terminated employment are subject to approval by East Baton Rouge Parish School System. At its discretion, East Baton Rouge Parish School System may require the removal and replacement of any of the firm s personnel, who do not perform adequately, regardless of whether they were previously approved by East Baton Rouge Parish School System. That all subcontractors hired by the firm must have prior approval of East Baton Rouge Parish School System. The firm will accept and follow direction from East Baton Rouge Parish School System s School Board President and/ General Counsel. Any costs and expenses incurred by Firms in preparing or submitting proposals are the sole responsibility of the firm. A firm must be prepared to present evidence of experience, ability, service facilities, and financial standing necessary to satisfactorily meet the requirements set forth or implied in the proposal. No additions or changes to the original proposal will be allowed after submittal, except as may be allowed by East Baton Rouge Parish School System, at its option. While changes are not permitted, clarification of proposals may be required by East Baton Rouge Parish School System at the firm s sole cost and expense. The firm to be awarded the contract may be required to give presentation to the extent necessary to satisfy East Baton Rouge Parish School System s requirements or needs. In some cases, Firms may have to give presentations or further explanation to any RFP selection committee established by East Baton Rouge Parish School System. Page 10 of 15

11 The firm represents and warrants that the proposal is not made in connection with any other firm and is in all respects fair and without collusion or fraud. The firm further represents and warrants that it did not participate in any part of the RFP development process, had no knowledge of the specific contents of the RFP prior to its issuance, and that no agent, representative or employee of East Baton Rouge Parish School System participated directly in the firm s proposal preparation. All responses to the RFP must conform to instruction. Failure to include any required signatures, provide the required number of copies, to meet deadlines, answer all questions, follow the requested format, or failure to comply with any other requirements of this RFP may be considered appropriate cause for rejection of the response. The contract document will represent the entire agreement between the firm and East Baton Rouge Parish School System and will supersede all prior negotiations, representations or agreements, alleged or made, between the parties. East Baton Rouge Parish School System shall assume no liability for payment for services under the terms of the contract until the successful firm is notified that the contract has been accepted and approved by East Baton Rouge Parish School System. The contract may be amended only by means of a written instrument signed by the Firm and signed by the School Board President. 6. PROPOSALS All proposers must be willing to adhere to the following conditions and must positively state this in the proposal. A. Submission and Deadline All proposals must be received by 2:00 p.m. on Friday, June 12, One (1) original proposal, four (4) copies, and one (1) electronic copy of the complete proposals shall be submitted to: Gary Reese Administrative Director for Auxiliary Services East Baton Rouge Parish School System 1050 South Foster Drive Baton Rouge, Louisiana All proposals shall be opened publicly and recorded as received. Candidates may be present at the opening; however, there will be no public reading of proposals. Proposals received later than the time and date specified will not be considered. Questions - No oral interpretations shall be made to any consultant as to the meaning of any of the specification documents or to be effective to modify any provisions of the specification documents. Every request for interpretation of this RFP shall be made in writing, addressed and forwarded to Gary Reese, Administrative Director for Auxiliary Services, 1050 South Foster Drive, Baton Rouge, LA To receive consideration, such questions shall be received in writing by East Baton Rouge Parish School System s Administrative Director for Auxiliary Services by 12:00 p.m. on June 5, Questions shall be of sufficient detail to enable staff and/or the evaluation committee to determine the appropriate response. A contact name, address, and phone number should be provided along with the questions (s). The Administrative Director for Auxiliary Services will arrange as addenda, which shall become part of the specifications, all questions received as above provided and the decision regarding each. By 4:00 p.m. on June 8, 2015, a copy of these addenda will be sent by to each of those who have taken out specification documents. Non-receipts of said addenda shall not excuse compliance with said addenda. It is the responsibility of each respondent to determine whether any addenda have been issued and, if so, whether he/she received a copy of each. The respondent can verify the most recent addenda by making a written request or checking Bid Express. Page 11 of 15

12 B. Packaging The original proposal, four (4) copies, one (1) electronic copy shall be placed in one sealed envelope (or sealed box, depending on the size of the proposals), bearing the name and address of the respondent and clearly marked with the works, RFP: REQUEST FOR PROPOSAL PROFESSIONAL SERVICES FOR A PERFORMANCE AUDIT. C. Organization and Content of Proposal The RFP is intended to provide interested candidates with information concerning the conditions for submitting proposals. In response to the RFP, candidates shall adhere to the established format. By doing so, comparable objective data will be provided for East Baton Rouge Parish School System review and analysis. The Proposal shall contain the following sections, in the order and format described. Section 1: Submittal Letter Respondents shall submit a cover letter, addressed to Gary Reese, Administrative Director for Auxiliary Services, signed by an authorized principal or agent of the respondent, which provides an overview of the respondent s offer, as well as the name, title, telephone number and address of the person to whom East Baton Rouge Parish School System may direct questions concerning the proposal. The letter should also include a statement by the respondent accepting all terms and conditions contained in this RFP, signed by an officer or other individual with authority to negotiate and contractually bind the firm. Section 2: Company Overview: 1. General The purpose of the proposal is to demonstrate the qualifications, competence and capacity of the firm seeking to undertake a performance audit of East Baton Rouge Parish School System in conformity with the requirements of this request for proposal. The proposal should demonstrate the qualifications of the firm and the particular staff to be assigned to this engagement. It should also specify an audit approach that will meet the request for proposals requirements. 2. Independence The firm should provide an affirmative statement that it is independent of East Baton Rouge Parish School System as defined by generally accepted auditing standards. 3. License to Practice in the State of Louisiana An affirmative statement should be included indicating that the firm and all assigned key professional staff are properly licensed to practice in the State of Louisiana. 4. Firm Qualifications and Experience The proposal should state the size of the firm, the size of the firm s governmental audit staff, the location of the office from which the work on this engagement is to be performed, and the number and nature of the professional staff to be employed in this engagement on a full-time basis, and the number and nature of the staff to be so employed on part-time basis. At a minimum, proposers must have at least five (5) years School District experience as independent auditors for the purpose of completing performance audits. Describe the range of audit, accounting and management services activities performed by the local office. 5. Partner, Supervisory and Staff Qualifications and Experience Identify the supervisors who will work on the audit and provide a resume for each, detailing School Board experience. If any changes are made in supervisors, they shall Page 12 of 15

13 have equivalent School District experience and the firm shall notify East Baton Rouge Parish School System in writing of such changes. At a minimum, supervisory members of the audit team, including the in charge field auditor must have a minimum of five (5) years of School Board audit experience. 6. Similar Engagement with Other Government Entities Provide a listing of all Louisiana School Districts, for which the firm is currently the auditor or for which the firm has serviced as auditor within the last three (3) years. East Baton Rouge Parish School System requires that the firm has completed performance audit engagements with other local School Districts. 7. Sale of the Auditing Firm An affirmative statement shall be included stating: In the event of the sale of the firm to another entity or the merger of the firm with another entity during the performance of scope of services contained in this RFP, the personnel of the firm conducting these services for East Baton Rouge Parish School System shall not change without the consent of East Baton Rouge Parish School System. Section 3: Detailed Proposal including Project Understanding: Provide a written discussion in sufficient detail to demonstrate an understanding of the project s scope and the services required. Staff Plan: Identification of all staff who will provide any portion of the services required under the contract. For each identified individual, provide background and experience and areas and level of responsibility. Please provide resumes of all key personnel. Service Delivery Plan: Describe how services required herein will be provided to East Baton Rouge Parish School System. Include paragraph by paragraph response to the specific requirements outlined in the Scope of Services. Services Expected of East Baton Rouge Parish School System: Define the nature and scope of all services expected to be provided by East Baton Rouge Parish School System. Section 4: Exceptions and Alternatives Candidates wishing to take any exceptions to any requirements in the RFP shall state and explain such exceptions. East Baton Rouge Parish School System may accept proposals which take exception to any requirements in this RFP or which offer any alternatives to a requirement herein. Any exception or alternative must be clearly delineated and cannot materially affect the substance of this Request for Proposal. Section 5: Fee Proposal Respondents are required to submit a fee proposal for all services in the Scope of Services outlined in this RFP. East Baton Rouge Parish School System reserves the right to negotiate scope, fees and payment schedules with the selected respondent. Total Cost of Auditing Services $ Total Cost of Auditing Services For the performance audit of the departments, programs, and sites as detailed by July 1, Page 13 of 15

14 D. Proposal Evaluation Proposals will be evaluated based on the following: Twenty Percent (20%): Accuracy and professionalism with which the firm responded to the specifications. Twenty Percent (20%): The background, experience and financial strength of the firm in providing similar services elsewhere, including the level of experience in working with School Districts and/or other governmental bodies of similar size, and the quality of services performed. Twenty Percent (20%): The specific background, education, qualifications, and relevant experience of the individuals designated to provide services, especially those of the dayto-day program manager, and documentation of relevant and pertinent training and accreditations of each. Fifteen Percent (15%): timetables. Commitment to East Baton Rouge Parish School System s Twenty Percent (25%): Competitiveness of proposed fee, although East Baton Rouge Parish School System is not bound to select the firm who proposes the lowest fees for services. East Baton Rouge Parish School System reserves the right to make such awards, including accepting a proposal although not the lowest proposed fee, as it deems in its sole discretion to be in the best interest. East Baton Rouge Parish School System reserves the right to negotiate fees and modifications to the scope of the project with the selected firm. Additional factors to be considered during the evaluation will be the firm s flexibility and efficiency in providing day to day services as well as the review of references from other clients as provided in the proposal. E. Selection Process East Baton Rouge Parish School System is an Equal Opportunity and Affirmative Action employer and does not discriminate in its hiring, employment, or business practices. East Baton Rouge Parish School System is committed to complying with the Americans with Disabilities Act of 1990 (ADA) and does not discriminate on the basis of disability, in admission to, access to, or operation of its programs, services, or activities. Proposals will be evaluated based upon the criteria and/or factors of evaluation listed in the RFP. East Baton Rouge Parish School System will have the proposals evaluated by Staff. East Baton Rouge Parish School System reserves the right to short list the proposals received and arrange for interviews/oral presentations as part of the selection process. East Baton Rouge Parish School System shall select the proposal that is responsible and responsive and determined to be the best suited, most advantageous, and provides the greatest overall benefit to East Baton Rouge Parish School System on the basis of the criteria and/or factors of evaluation listed. East Baton Rouge Parish School System expressly reserves the right to negotiate with the selected candidate prior to the award of any contract pursuant to this RFP. East Baton Rouge Parish School System reserves the right to reject any and all proposals and to waive any informalities or technical defects in any proposal. Non selection of any proposal will mean that another acceptable proposal was deemed to be more advantageous to East Baton Rouge Parish School System or that no proposal was accepted. Page 14 of 15

15 F. Rights Reserved To East Baton Rouge Parish School System East Baton Rouge Parish School System reserves the right to award in part, to reject any and all bids in whole or in part for misrepresentation or if the bidder is in default of any prior East Baton Rouge Parish School System contract, or if the proposal limits or modifies any of the terms and conditions and/or specifications of the RFP. East Baton Rouge Parish School System also reserves the right to waive technical defect, irregularities and omissions if, in its judgment, the best interest of East Baton Rouge Parish School System will be served. East Baton Rouge Parish School System reserves the right to correct inaccurate awards resulting from its clerical errors. Page 15 of 15