TAOS COUNTY HOUSING AUTHORITY Specifications & Contract Documents Fee Accountant Services for Taos County Housing Authority Request for Quotations Quotations Received Date Date: Monday, May 14, 2012 Time: 3:00PM Location: Taos County Finance Department Bid Room Request for Quotations - 0 - Taos County Housing Authority
Fee Accountant Services for Taos County Housing Authority Request for Quotations Table of Contents SECTION I. Notice Request for Quotations II. General Conditions and Other Terms III. Specifications Request for Quotations - 1 - Taos County Housing Authority
Request for Quotations SECTION I: NOTICE RELEASE DATE Request for Quotations - 2 - Taos County Housing Authority
NOTIFICATION OF REQUEST FOR QUOTATIONS Notice is hereby given that the Taos County Housing Authority of New Mexico calls for sealed quotations for: Fee Accountant Services for Taos County Housing Authority Interested parties may request a copy of the Request for Quotations from the Purchasing Officer at: Taos County Purchasing Office Phone 575-737-6323 105 Albright Street, Suite I, Bid Room Fax 575-737-6326 Taos, NM 87571 E-mail sherri.rice@taoscounty.org OR by download from the Taos County website, www.taoscounty.org The quotations must be mailed or delivered to the above address by 3:00 p.m. Monday, May 14, 2012. Timely submission by mail means that the quotations must actually be delivered to Taos County by 3:00 p.m., Monday, May 14, 2012. Quotations received after 3:00 p.m. will be considered unresponsive. Quotations will be received by the Purchasing Officer at the Taos County Finance Department Bid Room on the above date and time. Taos County Housing Authority reserves the right to reject any or all quotations, and waive all formalities. Sherri L. Rice, Purchasing Officer, Taos County April 20, 2012 Publish Thursday, May 3, 2012 Taos News Thursday, May 3, 2012 Albq. Journal/The Santa Fe New Mexican Website for Southwest NAHRO, www.swnahro P.O. # 25581 Albq. Journal P.O. # 25582 Taos News P.O. # 26241 The New Mexican Request for Quotations - 3 - Taos County Housing Authority
Request for Quotations SECTION II: General Conditions And Other Terms Request for Quotations - 4 - Taos County Housing Authority
SECTION III GENERAL CONDITIONS AND OTHER TERMS 1. Request for Quotations Form/s: ALL ORIGINAL PAGES INCLUDED IN THIS REQUEST FOR QUOTATIONS MUST BE COMPLETED AND RETURNED AS PART OF THE SUBMISSION. Quoters who submit more than one quotation are instructed to complete a separate form for each quotation submitted. The forms must be signed, and the package sealed, with the project name clearly written on the outside of the envelope or package Fee Accountant Services for Taos County Housing Authority. 2. Quotation Binding for 90 days: Unless otherwise specified, all quotes submitted shall be binding for ninety (90) calendar days following quotations received date, unless the quoter, upon request of the Purchasing Officer, agrees to an extension. 3. Taxes: Taos County is exempt from Gross Receipts Tax (GRT) for the purchase of tangible personal property. Prices shown on the quote proposal shall be exclusive of GRT. Applicable GRTs for items other than tangible personal property shall be shown as a separate amount on each billing made under the contract. A properly issued Type 9 Non-Taxable Transaction Certificate may be obtained from the County that will document the exemption from the GRT. 4. Clarifications: If there is any clarification, problem, ambiguity, or question regarding this quote, the quoter shall contact the Purchasing Officer or his designee in writing prior to the quotation received date. Clarifications and addendums will be prepared by the Purchasing Officer or his designee and disseminated to all potential quoters. Except as specifically authorized by the Purchasing Officer, questions answered by any other person or county official shall be considered non-applicable to the legal review of this quote. 5. Preferences: A five percent (5%) preference will be given to all businesses that have been issued a Resident Business Certification or a Resident Contractor Certificate by the State of New Mexico, Taxation and Revenue Department. This Certificate Number must be included on the Proposal Form and a copy of the certification must be attached. If you have a question regarding the Resident Business Certification, or wish to apply for it, please contact the State Taxation and Revenue Department at (505) 827-0951. This certification became effective on January 1, 2012, under Senate Bill 1, dated October 2011. This certification allows the evaluation of a quote at five percent less than the amount submitted. 6. Please note that this Resident Certification Number is NOT the firm s State CRS Number. 7. Irregularities and Formalities: The Taos County Housing Authority reserves the right to waive immaterial irregularities and formalities. 8. Contract: Following the award of this quotation, the Taos County Housing Authority and the winning quoter shall negotiate a Contract with terms and conditions acceptable to Taos County Housing Authority in its sole discretion. Taos County Housing Authority shall be free to reject any quote if a contract with terms and conditions acceptable to Taos County Housing Authority is not agreed to. Request for Quotations - 5 - Taos County Housing Authority
9. Federal Funding: If federal funds are used in connection with this contract, then contractor shall comply in all aspects with the following: (1) the American Recovery and Reinvestment Act (ARRA), (2) the Davis Bacon Act (DBA) and (3) the Davis Bacon and Related Acts (DBRA). Taos County Housing Authority shall advise contractor if federal funds are involved, but it shall be the contractor s sole responsibility to insure compliance with ARRA, DBA and/or DBRA. 10. Appropriations: Awarding a contract is contingent upon there being sufficient appropriations available. Taos County Housing Authority shall be the sole and final determiner of whether sufficient appropriations exist. 11. Illegal Acts: Pursuant to NMSA 1978, 13-1-191 (1984), it shall be unlawful for any Contractor to engage in bribery, offering gratuities with the intent to solicit business, or offering or accepting kickbacks of any kind. All other similar act/s of bribes, gratuities and/or kickbacks are likewise hereby prohibited. 12. Contractor Campaign Contribution Disclosure Form: State law requires all prospective contractors to file this form. Please submit as part of the original quotation documents. Request for Quotations - 6 - Taos County Housing Authority
Request for Quotations SECTION III: Specifications Request for Quotations - 7 - Taos County Housing Authority
SECTION IV - SPECIFIC CONDITIONS 1. Evaluation Criteria: Taos County Housing Authority shall evaluate each quote to determine which is most advantageous to the Housing Authority. 2. General Specifications: Taos County Housing Authority is soliciting this Request for Quotation from Accounting Firms to provide Fee Accounting Services for its Public Housing, Capital Fund, and Housing Choice Voucher, and 2009 ROSS FSS Grant programs. Accounting services must be performed in accordance with the Governmentally Accepted Accounting Principles (GAAP) and reporting provisions of applicable HUD and REAC guidelines for Low Income Housing Programs. Taos County Housing Authority owns 168 housing units, administers 432 Section 8, Housing Choice Vouchers with a Section 8 Family Self-Sufficiency Coordinator, Capital Fund Program (4) and 2009 ROSS FSS Grant. 3. General Requirements: Firms responding to this Request for Quotations must submit the following information in their Quotation Package. 1. The qualification and experience of the firm with special emphasis on the HUDsubsidized housing market. 2. Names and credentials of the people in the firm who will be assigned to Taos County Housing Authority and the percentage of time to be spent by each. 3. A listing of Housing Authorities currently under contract with the firm. 4. Evidence of Professional Liability coverage at not less than $1,000,000 aggregate. 5. A description of the services that the firm offers in response to the Scope of Services section outlined below. 6. A description of the experience of the firm with Public Housing related computer software and computer systems. 7. A fee estimate for a total cost for two-year period, with the option of a third year, and an hourly rate for any additional services beyond the scope of the contract which Taos County Housing Authority may subsequently request as an additional work item. 4. Scope of Services The Scope of Services to be provided by the Fee Accountant will include: 1. Maintain general ledgers and subsidiary ledgers consistent with HUD protocol. 2. Post to the general ledger in a timely and accurate manner. 3. Reconciliation of all bank statements monthly. 4. Review and advise Taos County s Housing Authority s internal controls needed to provide checks and balances in its accounting functions. 5. The timely preparation and presentation, in coordination with the Executive Director, of the annual operating budgets, budget revisions and financial statements to conform to HUD submittal Deadlines and Taos County (DFA if needed). 6. Oversight to ensure that all accounting-related deadlines are met. 7. Provide timely and accurate monthly reporting to the Taos County Housing Authority Board of Commissioners on the financial status of the Authority. Request for Quotations - 8 - Taos County Housing Authority
8. Train Taos County Housing Authority staff on accounting requirements as needed or requested. 9. Advise the Executive Director and the Board of the financial implications of management proposals and participate in Taos County Housing Authority planning; and any changes in financial reporting/hud rules and regulations or changes with the State Auditor s Office requirements affecting the Agency. 10. Report to the Board of Commissioners any and all fiscal items unusual in nature, requiring the attention of the Authority, as needed. 11. Assist with the preparation of the annual Public Housing Management Assessment Program (PHAS) submissions to the Real Estate Assessment Center (REAC), and the Financial Assessment Subsystem (FASS) in form as required or as amended and answer any financial questions about this unaudited data or audited data. 12. Preparation of all Housing Authority Budgets. 13. Form HUD 52667 Allowances for Tenant Furnished Utilities and Other Services. The PHA s utility allowance schedule information is reported on this form. 14. Form HUD 52267- Computation of payments in lieu of Taxes-semiannually. 15. Form HUD 52595 Balance Sheet for Section 8 and Public Housing. 16. Form HUD 52596 Statement of Income and Expense and changes in accumulated surplus or deficit from operations-semiannually. 17. Maintain insurance register, 18. 52681-B Housing Choice Voucher Program Data Collection-monthly (Electronically- VMS reporting). 19. Submission of Form HUD 52722-Operating Fund Calculation of Utilities Expense Level for PHA-owned rental housing and form HUD 52723-Calculation of Operating Subsidy. Information electronically submitted as required by the U.S. Department of Housing and Urban Development. 20. Prepare all information for Year End Reports for all programs. 21. The Accounting Firm shall furnish to the Authority the following records, documents and reports: A copy of the income and expense ledgers or a trial balance of the ledgers showing the amounts budgeted and the actual amounts for the fiscal year to date as of the end of each month. 22. Submit all financial information to Taos County/Department of Finance Administration as requested/required. 23. All financial reports prescribed for transmittal to HUD as required. 24. A reconciliation of the balances of tenant accounts, whenever the summary of transactions with tenants does not agree with the Accounting Firm s control record. 25. Assist in the monitoring of the baseline and budget authority for the Section 8 Program monthly. 26. Other data as the Housing Authority may reasonably require from time to time. 27. Be available to answer any financial questions that arise with Auditor/U.S. Department of Housing and Urban Development/REAC-PH. 28. Prepare CFP Budgets, revisions and finals, if requested. 29. Assist/Prepare ROSS Financials as needed. 30. All Accounting work required to be completed to bring the Authority up to date as of the contract date. 31. Payroll functions. 32. Assist in responding to Financial Audit Findings and be available to answer any questions from the Auditor. Request for Quotations - 9 - Taos County Housing Authority
33. Assist Housing Authority in contracting with CPA s to perform Audit annually and submit all required information to State Auditor s Office. QUOTATIONS SUBMISSION AND AWARD Quoters must submit three (3) original copies of each quote package in accordance with the requirements of this Request for Quotations. Quotation submission and questions should be directed to: Sherri L. Rice Taos County Purchasing Officer 105 Albright Street, Suite I Taos, NM 87519 Phone: 575-737-6323 Fax: 575-737-6326 GENERAL The Authority reserves the right to cancel this Request for Quotations, or to reject, in whole or in part, any and all quotations received in response to this RFQ, upon its determination that such cancellation or rejection is in the best interest of the TCHA. The Authority further reserves the right to waive any minor informality, or the failure of any respondent to comply therewith, if it is in the public interest to do so. Quotations and material contained therein shall become the property of TCHA upon submittal. Regardless of outcome, the Authority will pay no compensation to any respondent for any costs related to the preparation or submittal of their quotation or in negotiating towards a contract. TCHA will reject the Quotation of any firm who is debarred by the U.S. Department of Housing and Urban Development (HUD) from providing services to PHAs, and reserves the right to reject the quotation of any respondent who has previously failed to perform any contract properly for the Authority. Schedule of Events: Release date for Request for Quotations May 3, 2012 Quotations Due Date May 14, 2012 Evaluation of quotes and negotiation of contract May 15-18, 2012 Recommendation by Housing Authority Executive Director May 22, 2012 Request for Quotations - 10 - Taos County Housing Authority
QUOTATION FORM To: Taos County Purchasing Officer 105 Albright Street, Suite I, Bid Room Taos, NM 87571 Date: Having read the quotation conditions and examined the specifications, I/we hereby submit a quote accordingly. *Amounts shall be in both words and numbers, and includes all miscellaneous costs. In the event of a discrepancy, the amount in words shall govern. NMGRT taxes shall be listed separately. $ We understand that we must return the completed quote proposal document to be considered a responsive quoter. N.M. Registered Public Works Contractor Number: (If applicable) State Taxation and Revenue Dept: Resident Business Certification Number: (If applicable) NON DISCRIMINATION POLICY: This Company does not discriminate on the basis of color, national origin, sex, religion, age and disabled status in employment or the provision of services. SUBMIT TED BY: Signature of Agent Printed Name & Title of Agent Organization Name Mailing Address City, State, Zip Code Telephone # Fax #(optional) Federal Tax I.D. # NM CRS # (if located in state) Request for Quotations - 11 - Taos County Housing Authority
CAMPAIGN CONTRIBUTION DISCLOSURE FORM Pursuant to Chapter 81, Laws of 2006, any prospective contractor seeking to enter into a contract with any state agency or local public body must file this form with that state agency or local public body. The prospective contractor must disclose whether they, a family member or a representative of the prospective contractor has made a campaign contribution to an applicable public official of the state or a local public body during the two years prior to the date on which the contractor submits a proposal or, in the case of a sole source or small purchase contract, the two years prior to the date the contractor signs the contract, if the aggregate total of contributions given by the prospective contractor, a family member or a representative of the prospective contractor to the public official exceeds two hundred and fifty dollars ($250) over the two year period. THIS FORM MUST BE FILED BY ANY PROSPECTIVE CONTRACTOR WHETHER OR NOT THEY, THEIR FAMILY MEMBER, OR THEIR REPRESENTATIVE HAS MADE ANY CONTRIBUTIONS SUBJECT TO DISCLOSURE. The following definitions apply: Applicable public official means a person elected to an office or a person appointed to complete a term of an elected office, who has the authority to award or influence the award of the contract for which the prospective contractor is submitting a competitive sealed proposal or who has the authority to negotiate a sole source or small purchase contract that may be awarded without submission of a sealed competitive proposal. Campaign Contribution means a gift, subscription, loan, advance or deposit of money or other thing of value, including the estimated value of an in-kind contribution, that is made to or received by an applicable public official or any person authorized to raise, collect or expend contributions on that official s behalf for the purpose of electing the official to either statewide or local office. Campaign Contribution includes the payment of a debt incurred in an election campaign, but does not include the value of services provided without compensation or unreimbursed travel or other personal expenses of individuals who volunteer a portion or all of their time on behalf of a candidate or political committee, nor does it include the administrative or solicitation expenses of a political committee that are paid by an organization that sponsors the committee. Contract means any agreement for the procurement of items of tangible personal property, services, professional services, or construction. Family member means spouse, father, mother, child, father-in-law, mother-in-law, daughter-in-law or son-in-law. Pendency of the procurement process means the time period commencing with the public notice of the request for proposals and ending with the award of the contract or the cancellation of the request for proposals. Person means any corporation, partnership, individual, joint venture, association or any other private legal entity. Prospective contractor means a person who is subject to the competitive sealed proposal process set forth in the Procurement Code or is not required to submit a competitive sealed proposal because that person qualifies for a sole source or a small purchase contract. Request for Quotations - 12 - Taos County Housing Authority
Representative of a prospective contractor means an officer or director of a corporation, a member or manager of a limited liability corporation, a partner of a partnership or a trustee of a trust of the prospective contractor. DISCLOSURE OF CONTRIBUTIONS: Contribution Made By: Relation to Prospective Contractor: Name of Applicable Public Official: Date Contribution(s) Made: Amount(s) of Contribution(s) Nature of Contribution(s) Purpose of Contribution(s) (The above fields are unlimited in size) Signature Date Title (position) --OR NO CONTRIBUTIONS IN THE AGGREGATE TOTAL OVER TWO HUNDRED FIFTY DOLLARS ($250) WERE MADE to an applicable public official by me, a family member or representative. Signature Date Title (Position) Request for Quotations - 13 - Taos County Housing Authority