FEE ACCOUNTING SERVICES - Pasco County Housing

1 Pasco County Housing AUTHORITY REQUEST FOR PROPOSALS Publish Date: June 19, 2015 Subject: RFP for Fee ACCOUNTING SERVICES for Pasco County Housing Authority FEE ACCOUNTING SERVICES The Pasco County Housing Authority (PCHA), Dade City, Florida is soliciting this Request for Proposals (RFP) from ACCOUNTING Firms to provide Fee ACCOUNTING SERVICES to assist staff for its Public Housing , Capital Fund, Single Family Affordable Housing , USDA Rural Development Programs, Section 8 Existing Voucher Program and Section 8 Project Based programs. Knowledge and experience in the area of HUD and USDA Rural Development programs and regulations will be considered most important. The SERVICES rendered will include meeting with the Executive Director and Executive Staff members to review the financial statements prior to submitting to the Board for approval, attendance of Housing Authority Board of Commissioners meeting as required, advising the BOC s and the Executive Director in the above described areas, and rendering all required SERVICES .

2 ACCOUNTING SERVICES must be performed in accordance with the Generally Accepted ACCOUNTING Principles (GAAP) as prescribed by the Government ACCOUNTING Standards Board (GASB) and the Financial ACCOUNTING Standards Board (FASB) where FASB takes precedence over GASB and reporting provisions of applicable HUD and REAC guidelines for Low Income Housing Programs. !BACKGROUND !PCHA is a public body, corporate and politic established pursuant to Florida State Statutes and administers Federal Housing programs for low income families. PCHA receives funding primarily from the United States Department of Housing and Urban Development (HUD), USDA Rural Development Programs and is entitled to apply for funding to acquire, construct, modernize, maintain, and operate Housing developments. The agency also manages a 1,412 Housing Choice Voucher Program, 60 unit Tenant Based Rental Assistance Program (TBRA), Family Self-Sufficiency Program (FSS), 19 units of Housing Opportunities with Persons with Aids (HOPWA), 75 vouchers of Veteran s Assistance Housing Program (VASH), 7 Shelter Plus Care units and the 133 units Section 8 New Construction Program.

3 The agency also oversees 205 units of Family and Elderly Only Public Housing and 198 units of USDA. The agency has a 40 unit private market Affordable Housing Portfolio and will be acquiring additional properties in coordination with the Pasco County Community Development Department. The PCHA has an operating budget in excess of 15 Million Dollars annually. !PCHA is governed by a five member Board of Commissioners. The Board of Commissioners hires the Executive Director to oversee the day-to-day administration of PCHA. The daily ACCOUNTING is handled by the staff Finance Manager and a Bookkeeper staff person, with oversight by the Executive Director. A copy of the most current monthly Financial Statements, both Consolidated and Comprehensive, may be obtained through the office of Executive Director via an email request at the referenced email address stated herein. !TYPE OF CONTRACT PCHA intends to award a fixed price contract resulting from this solicitation. The term of this contract shall be two (2) years with an option for three (3) additional one-year renewals of terms.

4 The Fee ACCOUNTING Firm (individual) will be hired, reports directly and contract terminated by the Board of Commissioners. !GENERAL REQUIREMENTS !Firms responding to this RFP must submit the following information in their proposals: 1. The qualifications and experience of the firm with special emphasis on the HUD- subsidized Housing market. 2. Names and credentials of the people in the firm who will be assigned to PCHA and the percentage of time to be spent by each. 3. A listing of Housing Authorities/or similar accounts 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 the firm offers in response to the SCOPE OF SERVICES Section outlined below. 6. A description of the experience of the firm with LINDSEY Public Housing and/or related computer software and computer systems. 7. A fixed fee for a total cost for year one and year two period, with the option of a three one year extensions, and an hourly rate for any additional SERVICES beyond the scope of the contract which PCHA may subsequently request as an additional work item.

5 8. Provide special report to the BOC as necessary. 9. Will coordinate work with the PCHA ACCOUNTING staff. SCOPE OF SERVICES !The PCHA is soliciting the engagement of the outside ACCOUNTING firm to perform ACCOUNTING , monthly review of in house staff work, and to provide monthly, quarterly and annual financial SERVICES 1. Process all documents required for budget and operating subsidy preparation in required timeline including subsidy calculations, required federal and state tax reporting, budget forms, utility estimates, all required HUD and USDA Rural Development forms, PHAS internet submissions and the Capital Fund Program. Preparation of the Housing Authority Budget shall include at least one revision. 2. Perform and assist when necessary to maintain the general ledgers and subsidiary ledgers for the Housing Authority, including the following SERVICES : a. Reconcile bank statements on a monthly basis. b. Prepare journal vouchers on a monthly basis. c.

6 Maintain the general ledgers on a monthly basis, including development of all entries. d. Provide a detailed transaction register (receipts/disbursements) on a monthly basis. e. Review all accounts payable, accounts receivable and payroll coding to ensure proper allocations of funds. f. Prepare all debt service entries. g. Prepare all monthly and year-end financial statements and annual closing entries. h. Maintain investment and insurance registers. j. Maintain capital funds subsidiary ledgers as required and subsidiary ledgers for any development funds or grant monies awarded. k. Preparation of year end filings including W-2 s and 1099 s. 3. Complete the close out for the fiscal year, to include preparation of all forms required by HUD and USDA Rural Development, and transmission of the Financial Data Schedule (FDS) to REAC. 4. Schedule on-site visit(s) as required to provide clarification on pertinent financial matters relative to questions posed by the BOC s, the Auditor, The Executive Director and/or other Authority staff.

7 The selected Fee Accountant will be required to appraise the financial data, evaluate business performance, and ensure that sufficient funds are available to finance business operations, short term initiative, as well as long term projects. The successful firm will also be available as need to answer questions regarding the financial records of the PHA. 5. Review and advise on the Housing Authority s internal control system in its ACCOUNTING functions. 6. Provide detailed financial analysis to assist the Section 8 Existing Voucher Program for maximum HAP utilization. Prepare and submit any/all reports required for VMS. 7. Assist the Finance Manager in providing timely and accurate monthly reports to the Executive Director for Board of Commissioners financial reporting on status of the Authority. 8. Report to the Executive Director any and all fiscal items unusual in nature, requiring the attention of the Authority, as needed. 9. Assist and submit to REAC the annual Public Housing Management Assessment Program (PHAS) and FDS submissions to the Real Estate Assessment Center (REAC), including the Management Assessment Subsystem (MASS) submission and the Financial Assessment Subsystem (FASS) in form as required and as amended.

8 10. Provide special reports to the BOC as necessary. !PROPOSAL SUBMISSION AND AWARD !Proposers must submit four (4) original copies of each proposal in accordance with the requirements of this RFP. Proposal due date: July 14, 2015 at 3:00 Proposal submission shall be clearly marked on the mailing envelope exterior; 2015 Fee ACCOUNTING Proposal - Delivery address: ! Pasco County Housing Authority 36739 State Road 52 Suite 108 Dade City, FL. 33525 Attn: Nancy L. Wesoff, Executive Director !NO ELECTRONIC MEDIA SUBMISSIONS WILL BE ACCEPTED. !Any questions related to the RFP must be submitted no later than July 2, 2015 cob and should be emailed to Nancy L. Wesoff, Executive Director, In the interest of fairness to all competing proposers, PCHA will treat as ineligible for consideration any proposal that is received after the deadline. Only proposals meeting all requirements and including all documentation as described above will be given consideration. PCHA will base contract award upon the following selection criteria: of HUD/USDA ACCOUNTING regulations/requirements, GAAP ACCOUNTING practices as well as applicable Federal, State and Local laws.

9 (30 points) !2. Experience with Public Housing Authorities of similar size and program composition as PCHA. (Section 3 preference-optional 5 pts.) (30 points) !3. Knowledge and experience with public Housing software or similar Comp & Consolidated reporting format. (10 points) 4. Demonstrated record of availability of the principal fee accountant(s) for either on-site or direct remote consultation. (15 points) !5. Fee Structure. (20 points) ! TOTAL 105 points !!GENERAL !The Authority reserves the right to cancel this RFP, or to reject, in whole or in part, any and all proposals received in response to this RFP, upon its determination that such cancellation or rejection is in the best interest of the PCHA. 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. Proposals and material contained therein shall become the property of PCHA upon submittal.

10 Regardless of outcome, the Authority will pay no compensation to any respondent for any costs related to the preparation or submittal of their proposal or in negotiating towards a contract. PCHA will reject the Proposal of any firm who is debarred by the Department of Housing and Urban Development (HUD) from providing SERVICES to PHAs, and reserves the right to reject the proposal of any respondent who has previously failed to perform any contract properly for the Authority.