REQUEST FOR PROPOSALS Financial Operatins Assessment Denver Urban Renewal Authrity Prpsals due August 23, 2017 Respnses must be prepared accrding t this Request fr Prpsals and delivered by electrnic mail nly t: Rbbin Eldredge Denver Urban Renewal Authrity reldredge@renewdenver.rg
1. Backgrund and Overview The Denver Urban Renewal Authrity (Authrity) was created by rdinance f the City and Cunty f Denver (City) in 1958 under Clrad Urban Renewal Law which was enacted by the State Legislature in that same year. The Authrity is a redevelpment agency, perfrming the traditinal duties f an urban renewal authrity eliminating blight where it currently exists and helping fster the sund grwth and develpment f the City. The Authrity als has respnsibility fr implementing several City husing rehabilitatin prgrams designed t imprve the quality f existing single-family hmes wned by lw t mderate incme residents and, thrugh its cmpnent unit Denver Neighbrhd Revitalizatin, Inc. (DNRI), fr implementatin f the Neighbrhd Stabilizatin Prgram as cntracted with the City. In its redevelpment capacity, the Authrity uses an imprtant financing tl called tax increment financing (TIF) t fill the gap between the cst f a redevelpment prject and the level f private financing it can supprt in situatins where blight exists. State law enables urban renewal authrities t use incremental prperty and sales taxes generated by a redevelpment prject t prvide prject financing. Redevelpment activities which benefit frm tax increment are either financed thrugh the issuance f tax increment revenue bnds, ntes r with develper reimbursement bligatins. The Authrity is gverned by a Bard f Cmmissiners that directs plicy. The Executive Directr is appinted by the Bard and directs the Authrity staff and its peratins. The Authrity is in the prcess f reviewing many key peratins and functins t ensure ptimal cst-efficiency, perating effectiveness, and service levels and quality. The review f key peratins includes, amng thers, the financial peratins f the Authrity. The Finance Department plays a key strategic rle in ensuring financial perfrmance, accuntability, and transparency thrughut the agency. 2. RFP Purpse and Overview The Authrity is seeking a review f its finance peratins t determine if it is perating at peak efficiency and effectiveness in meeting its users varius management needs, including: supprting the agency s decisin-making prcess, meeting all financial reprting requirements, and prviding enterprise-wide financial perfrmance reprting and mnitring. The Authrity seeks a highly experienced firm specializing in perfrming evaluatins f lcal gvernment financial peratins. The cnsulting firm must be highly knwledgeable abut gvernment financial management, accunting, and reprting principles, standards and the actual applicatin f these standards in actual practice. This firm must als have substantial experience in assessing lcal gvernment accunting systems and financial reprting practices. Additinally, the Authrity is seeking assurance that its Peachtree applicatin is being utilized efficiently and effectively. The Authrity is requesting prpsals fr a financial peratins assessment that will prvide the Authrity s management team with an evaluatin f and recmmendatins fr an imprved, cmprehensive, fully-integrated slutin that addresses crdinatin with internal departmental prgrams, accunting, payrll, time management and reprting systems, as well as external financial banking systems. (1)
3. Scpe f Services This Request fr Prpsals (RFP) is t prcure a highly qualified cnsulting firm t assess the Authrity s financial functin fr efficiency, effectiveness, and use f best practices. The assessment will cver the Finance functin s ability t efficiently prcess transactins, prvide analytic and financial planning capability, assure apprpriate cntrl and cmpliance, and prvide useful, timely and accurate financial reprting fr versight and decisin making. The primary bjective fr this review is t ensure that the Finance Department is using the mst upt-date gvernmental best practices in accunting, budgeting, and financial reprting prcesses t execute its functin and ptimize its perfrmance. Additinally, the assessment will include an evaluatin f the Authrity s utilizatin f its current Peachtree accunting system t determine if the system is being used in an ptimal manner. The Peachtree assessment is expected t help the Authrity determine what the next implementatin steps may be necessary t imprve the efficiency f its financial prcesses, as well as the system s ability t prvide the strngest supprt fr effective financial management cntrl and decisin making. Please nte, the Authrity is nt ppsed t mving away frm its Peachtree system if it is determined t be unsuitable fr its needs. It is expected that the assessment reprt wuld yield recmmendatins regarding systems and the resulting recmmendatins wuld be the basis fr a secnd phase fr identificatin and prcurement f necessary sftware and transitin services. The scpe f the rganizatinal assessment f the finance functins, including accunting, budgeting, and related prcesses is intended t meet the abve gals and supprt the fllwing business bjectives and utcmes: 1. Financial Management Decisin Supprt/Analysis supprts: Strategic planning Cst analysis, budget analysis Interpretatin f results Perfrmance measures/tls Reprting that is: Timely and accurate An effective management tl that prvides financial and peratinal accuntability Special reprts can be generated directly frm Peachtree Efficient in prviding infrmatin that supprts management decisins Financial and Budgetary Cntrl that prvide: (2)
Effective financial management versight Effective budgetary cntrl f revenues and expenditures Effective cash management Effective revenue management High rates f cmpliance with Authrity and Finance Department Plicies and Prcedures Transactin prcessing methds that helps t ensure: Timeliness Accuracy Efficiency 2. Operatinal Practices and Perfrmance Business Prcesses Dcumented and regularly updated Prcesses are cmpliant with best practices designed t ensure timeliness and accuracy Nn-value added wrk minimized Use f technlgy maximized Efficiency maximized Agency financial gals supprted Technlgy Aligned with Authrity s peratinal & financial needs Cnfigured crrectly-useable, and is effectively integrated enterprise-wide Peachtree applicatins ptimized and used efficiently & effectively Advance the rle f enhanced technlgies while maximizing peratinal efficiencies Advise n alternate accunting systems if necessary Staffing Staffing levels adequate Skills match tasks and respnsibility Training regularly prvided Cmmunicatin regular Rles/respnsibilities clear Purpse and gals clear The Authrity s annual audited financial statements are available at www.renewdenver.rg. Infrmatin abut the Authrity s debt, including ffering dcuments can be accessed n the Municipal Securities Rulemaking Bard (MSRB) website www.emma.msrb.rg. The results f the assessment will be summarized in a final reprt fr presentatin t the Authrity management team, Audit and Finance Cmmittee and/r Bard f Cmmissiners. (3)
4. Basis f Evaluatin General criteria upn which prpsals will be evaluated include, but are nt limited t, the fllwing: Expressed understanding f and ability t achieve prpsal bjectives Wrk plan fr achieving prpsal bjectives, including capacity t apply and cmmit resurces t cmplete required services n a successful and timely basis Qualificatins f the firm and its persnnel Cmpleteness, thrughness and detail f respnse (i.e., discussin and cverage f all elements f wrk listed in the RFP) Cst/Value in relatin t level f service t be prvided The Authrity reserves the right t: A. Interview r request additinal infrmatin frm any firm prir t its selectin; r B. Cnsider infrmatin abut any firm frm ther surces in additin t infrmatin submitted by the firm. 5. Selectin and Implementatin Timeline A. Selectin Prcess - The selectin prcess will be verseen by a wrkgrup cmprised f select DURA persnnel and bard cmmissiners. This grup will evaluate the prpsals and make a recmmendatin t the full bard f cmmissiners wh will make the final decisin. Selectin and Implementatin Timeline RFP Issued July 31, 2017 Mandatry Meeting fr All Bidders Submissin f questins & clarificatins Prpsals must be submitted August 9, 2017 at 1pm-3pm August 16, 2017 at 12:00pm August 23, 2017 by 12:00pm Oral Interviews Week f September 4, 2017 Final Selectin & Begin Cntract Develpment Week f September 11, 2017 Cntract Apprval by Bard f Cmmissiners September 21, 2017 Cntract Begins September 25, 2017 B. A mandatry pre-prpsal meeting will be held at 1:00PM n Wednesday, August 9th, 2017, at the DURA ffices lcated at 1555 Califrnia St, Ste 200, Denver, CO 80202. Telephnic attendance is acceptable in cases where in persn attendance is nt feasible. Requests t attend telephnically must be received by Rbbin Eldredge at reldredge@renewdenver.rg n later than 12:00 p.m. n Tuesday, August 8, 2017, in rder t receive dial-in instructins. Failure t attend the mandatry pre-prpsal meeting will disqualify a firm frm submitting prpsal fr this prject. C. Technical Assistance Inquiries regarding clarificatin r additinal infrmatin must be submitted in writing via email t reldredge@renewdenver.rg n later than 12:00 p.m. n (4)
August 16, 2017. Fr clarity, questins received regarding this RFP, alng with answers, will be shared with all respnding parities via pst n the DURA website at http://www.renewdenver.rg/abut-dura/rfp-prcurements.html. Respndents are encuraged t review questins psted and answered n the website befre submitting their wn. D. Respnse Deadline The respnse deadline is n later than 12:00 p.m. n August 23, 2017. Additins r deletins must be submitted and included in the prpsal n r befre the deadline. Under n circumstances shall DURA staff r bard members deliver a prpsal fr a prpsing entity. E. Submissin f Prpsals All prpsals shall be submitted electrnically t: Rbbin Eldredge, Administrative Services Directr reldredge@renewdenver.rg An email cnfirming receipt f submissin will be sent t each respndent. Please cntact Rbbin Eldredge immediately if yu d nt receive a cnfirmatin f submissin email during the same business day. It is the respndent s respnsibility t ensure DURA has received the submissin. Cmmunicatin with any member f the Authrity s staff r bard during the respnse and evaluatin perid cncerning any matter related t this Request fr Prpsals (except as prvided herein) is grunds fr immediate disqualificatin. 6. Frmat f Prpsals All respnses t this RFP must fllw substantially the utline presented belw. Respnses shuld be delivered electrnically in Adbe PDF (r equivalent) frmat. A. Team Infrmatin. Prvide a descriptin f the team yur firm will assign t execute this transactin. Specifically identify the representatives wh will have day-t-day cntact with the Authrity. Please prvide shrt bis fr the day-t-day engagement leads, including the lcatin f their primary ffice. B. Related Experience. Please describe yur team and yur firm s experience. Where pssible, please prvide this infrmatin in case study frmat, detailing yur teams and yur firm s key strengths and qualificatins and its rle in bringing the service cntract t successful cnclusin. C. References. Prvide the name, title, address, telephne number and email address f three client references the Authrity may cntact in cnnectin with yur prpsal. Briefly summarize yur experience with each client reference. (5)
D. Ptential Cnflicts f Interest. Please disclse and describe any ptential cnflicts f interest that might arise thrugh yur wrk. E. Fee Qutatin. Please prvide yur prpsed cst/fee structure. The Authrity is pen t using any apprpriate means f cmpensatin fr example: direct billing methd fr payment f services, including hurs and csts by staff level, an all-inclusive flat fee r a cmbinatin theref. If yur prpsal is fr a flat fee, please specify any services that are excluded. Please include administrative and ut-f-pcket expenses. Describe hw the prpsed cst/fee structure will be assessed and calculated if applicable. Discuss the benefit t the Authrity f such arrangements and any limitatins theren. Succinctness in presentatin is appreciated. If additinal infrmatin is necessary t interpret the requirements f this RFP, please direct yur questins in writing t Rbbin Eldredge at reldredge@renewdenver.rg. 7. Gverning Prvisins and Limitatins Vilatin f any f the fllwing prvisins may cause a prpsal t be rejected. A. The purpse f the RFP is t ensure maximum, pen, free cmpetitin in the slicitatin f and prcurement f services. This RFP is nt t be cnstrued as a purchase agreement r cntract r as a cmmitment f any kind; nr des it bligate the Authrity t award any cntract r t pay fr csts incurred prir t the executin f a frmal cntract unless the Authrity specifically authrizes such csts in writing. B. The Authrity values diversity and encurages respnses frm qualified SBE, MBE and WBE firms. It is the plicy f the Authrity t encurage and supprt equal pprtunity in the purchase f gds and services. The Authrity shall cmply with all Equal Opprtunity requirements in the prcurement f all gds and services. C. The Authrity reserves the right t accept r reject any r all prpsals received, r t cancel r reissue this RFP in part r its entirety. D. The Authrity reserves the right t award a cntract fr any services r grups f services slicited via the RFP in any quantity the Authrity determines is in its best interest. It further reserves the right t make n award as a result f this slicitatin fr any services r grup f services if in the Authrity s best interest. E. The Authrity reserves the right t crrect any errr(s) and/r make any changes t this slicitatin as deemed necessary. The Authrity will prvide ntificatins f such changes t all prpsers recrded in the Authrity ffice recrd (Distributin Lg & Receipts Recrd) as having received r requested an RFP. F. The Authrity reserves the right t negtiate the final terms f any cntract awarded as a result f this slicitatin with the prpser selected and any such terms negtiated as a result f this RFP may be renegtiated and/r amended t successfully meet the needs f the Authrity. (6)
G. The Authrity reserves the right t cntact any individual r entity listed in the prpsal that may have knwledge f the prpser s experience, perfrmance and qualificatins. H. Prpsers shall nt ffer r prvide any gratuities, favrs r anything f mnetary value t any fficer, member, emplyee r agent f the Authrity fr the purpse f having an influencing effect tward their wn prpsal r any ther prpsal submitted hereunder. In additin, n emplyee, cmmissiner, fficer, r agency f the Authrity shall participate in the selectin, award r administratin f cntract supprted by the Authrity funds if a cnflict f interest, real r apparent, wuld be invlved. I. Prpsers shall nt engage in any activity that is intended t restrict r eliminate cmpetitin. Vilatin f this prvisin may cause a prpsal t be rejected. This des nt preclude jint ventures. J. The cntents f a successful prpsal may becme a cntractual bligatin if selected fr award. Failure f the prpser t accept this bligatin may result in cancellatin f the award. N plea f errr r mistake shall be available t successful prpser as a basis fr release f prpsed services at stated price/cst. K. The Authrity reserves the right t request clarificatin r, explanatin fr, r verify any aspect f a respnse t this RFP, and t require the submissin f any price, technical, r ther revisin t the RFP that results frm negtiatins cnducted. L. The Authrity reserves the right t award t ther than the lwest cst prpser. M. The Authrity reserves the right t award withut discussin. N. The Authrity reserves the right t reject any prpsal that fails t cnfrm t the requirements f this RFP. O. The Authrity reserves the right t extend, shrten, increase r decrease any cntract awarded as a result f this RFP. (7)