REQUEST FOR PROPOSALS #2011-01 Fiscal …

1 REQUEST FOR PROPOSALS . #2011-01. Fiscal Monitoring Services California Broadband Cooperative, Inc. is soliciting PROPOSALS to provide Fiscal and performance monitoring of all vendors and subrecipients that use federal and state grant funds, including American Recovery and Reinvestment Act (ARRA) funds. The objective of the monitoring is to assess the degree that each such subrecipient or vendor complies with applicable laws, regulations, policies and administrative requirements of the funding source. The goal is to ensure the lawful use of public funds and the integrity of the Digital 395 High Speed Internet Access stimulus project. Procedures for selection of an individual/firm will be in accordance with the RFP package and the Cooperative's procurement requirements. Interested parties are invited to secure a REQUEST for Proposal package from Robert Volker at An RFP package may also be downloaded at For consideration, all interested parties must submit the response by 5:00 Pacific Daylight Time on Friday, October 14, 2011.

2 Responses received after the deadline will not be considered. California Broadband Cooperative reserves the right to accept or reject any or all responses. California Broadband Cooperative, Inc. Fiscal and Performance Monitoring Services REQUEST for PROPOSALS RFP # 2011-01. Due: Friday, October 14, 2011. California Broadband Cooperative, Inc. RFP 2011-01 Page 1. REQUEST FOR PROPOSALS (RFP). ISSUE DATE: September 30, 2011. RFP # 2011-01. TITLE: Fiscal Monitoring Services ISSUED BY: California Broadband Cooperative, Inc. 1101 Nimitz Avenue Vallejo, CA 94592. 707-551-8200. DUE DATE: Sealed responses must be received by CBC at the above address on or before: 5:00 pm Pacific Daylight Time on Friday, October 14, 2011. Late responses will be considered non-responsive and returned unopened. Inquiries concerning response submission requirements, terms and conditions or other administrative concerns should be directed to: NAME: Robert Volker E-MAIL: In compliance with this REQUEST for PROPOSALS , the undersigned certifies that the information contained in the response is true and correct to the best of the undersigned's knowledge and belief upon reasonable inquiry.

3 The undersigned offers and agrees to furnish the professional services in accordance with the attached response or as mutually agreed upon by subsequent negotiations. FIRM NAME: _____. FIRM ADDRESS: _____. DATE: _____. BY (PRINT NAME): _____. SIGNATURE: _____. CERTIFICATION PAGE - RETURN THIS PAGE WITH RESPONSE SUBMISSION. California Broadband Cooperative, Inc. RFP 2011-01 Page 2. PROJECT DESCRIPTION. California Broadband Cooperative, Inc. (CBC) is seeking qualified bidders to conduct monitoring for compliance of all vendors and subrecipients of the Digital 395 High Speed Internet Access Project (Project) that use or receive federal or state grant funds. This scope of work will include monitoring performance of such vendors and the subrecipient in areas of finance, construction and technical specifications. The Project currently has a single subrecipient, Praxis Associates, Inc., and is expected to employ multiple vendors over its duration. `The Project is funded primarily by a grant from the National Telecommunications and Information Administration's (NTIA) Broadband Technologies Opportunities Program (BTOP).

4 Award # NT10 BIX5570098. The Project fact sheet for the Digital395 project is located at: The executive summary of the ARRA Grant Application #5569 may be useful in comprehending the scope of the Project and is located at: ELIGIBLE BIDDERS. For profit and not-for-profit organizations, as well as individuals and partnerships are eligible to submit a proposal under this RFP. SCOPE OF WORK. The primary focus of the work is to examine the financial, technical and construction management records of CBC's service providers (meaning, the Project's subrecipient and, as appropriate, vendors) to evaluate the following questions: a. Are funds being expended appropriately, as measured against the service providers'. ARRA-funded contract and approved budget? b. Are policies and procedures in place, and being followed, to assure both proper internal controls and oversight of the funds, such that the risk of audit findings by a government agency are minimized or eliminated?

5 C. Are policies and procedures in place, and being followed, to ensure that the project meets the technical and construction management standards required by the Grant? d. Are project management policies and procedures in place, and being followed, to assure that Digital395 project can be completed within the timeframe and budget requirements of the Grant? California Broadband Cooperative, Inc. RFP 2011-01 Page 3. On behalf of CBC, the selected bidder will perform specific tasks related to Fiscal monitoring for the Digital 395 High Speed Internet Access Project, including: Audit by means of periodic testing vendor and subrecipient invoices for payment;. Audit and monitor subrecipient compliance with applicable procurement regulations and best practices;. Audit and monitor subrecipient and vendor record-keeping systems and project timekeeping systems from compliance with applicable regulations;. Review periodic grant compliance filings prepared by the subrecipient on behalf of CBC.

6 Monitor subrecipient's cash drawdowns so that they comply to the same standards as required by the recipient;. Review subrecipient's policies and procedures for compliance with the Department of Commerce Standard Terms and Conditions;. Review subrecipient's compliance with its auditor's report and ensure that any corrective actions in such report are being taken in a timely manner;. Periodically test and review subrecipient's management of suppliers and construction contractors to ensure project schedules and technical specifications are being met;. Provide bi-monthly status reports to CBC's Board of Directors. There shall be immediate notification if fraud is found. Instances of fraud, waste, illegal acts, or indications of such, including all questioned costs, must be covered by separate written report. The resulting contract, if any, with the successful bidder, will include, without limitation, the following reservation of rights in favor of CBC to: Conduct quality reviews of the work performed.

7 Require the contractor to submit revised reports, at no additional cost, when findings or recommendations are unclear;. Take prompt and appropriate action to remedy deficient contractor performance;. Make alternative arrangements or follow-ups if state or federal auditors find records to be non-auditable. RESPONSE INFORMATION. Once submitted, the responses and any supplementary documents become the property of CBC. Proposal components 1) Organization and Staff Capabilities a. Description of provider's capacity and qualifications to accomplish the tasks and objectives set forth in this RFP;. b. Description of experience and capability of staff assigned to the project;. c. Three (3) business references with current contact information, including telephone numbers and email addresses. 2) Understanding the Engagement a. Descriptions of similar, successful engagements in other areas;. California Broadband Cooperative, Inc. RFP 2011-01 Page 4. b. Statements illustrating understanding of appropriate Office of Management and Budget Circulars and federal/state laws, regulations and policies associated with the operations being monitored.

8 C. A proposed work plan targeted to the scope of work;. d. A basic timeline supporting activities to be accomplished in the proposed work plan, including target dates for site visits;. e. Staff resources available for this engagement. 3) Budget a. A budget worksheet identifying Personnel, Travel and Other Reimbursable Costs;. b. A budget narrative that explains and supports the detail contained in the budget worksheet;. c. Other budget details as appropriate. SELECTION CRITERIA. All bidders are advised that each proposal will be evaluated based on responsiveness to this RFP. PROPOSALS will be reviewed for completeness, clarity and adherence to stated requirements. PROPOSALS will be rated based on the selection criteria and in rank order from highest to lowest. Selections will normally be made in rank order; however, to ensure availability for services, CBC reserves the right to select lower-ranked PROPOSALS when warranted. Such selection of PROPOSALS shall be made at the sole discretion of CBC.

9 CBC reserves the right, in its sole discretion, to reject all submissions, reissue a subsequent RFP, terminate, restructure or amend this procurement process at any time. CBC may contact any firm after receiving its submittal to seek clarification of any portion thereof. CBC reserves the right to REQUEST additional information from any firm if CBC deems such information necessary to further evaluate the firm's qualifications. In the event CBC elects to negotiate a contract with a selected firm, CBC reserves the right to negotiate such terms and conditions of the contract, including, but not limited to scope, role, price, and staffing which may be in the best interests of CBC. CBC reserves the right to terminate the negotiations without obligation and not execute a contract for the services. Evaluation Factors The following evaluation factors with potential point values will be used for the evaluation of each individual module. 1) Organizational and Staff Capabilities 40 points a.

10 Organizational Capacity b. Key Staff c. Experience 2) Understanding of the Engagement 40 points a. Knowledge of the BTOP program b. Knowledge of compliance monitoring c. Availability and ability to meet delivery schedule 3) Cost 20 points California Broadband Cooperative, Inc. RFP 2011-01 Page 5. a. Reasonable, necessary and appropriate 4) Presentation (optional) 20 points Total Points 100 125 points HOW TO SUBMIT PROPOSALS . In order for PROPOSALS to be examined and evaluated, CBC requires two (2) copies of the response. Responses must be received no later than 5:00 pm Pacific Daylight Time on Friday, October 14, 2011. PROPOSALS should be submitted according to the instructions listed on the cover page of this RFP. SCHEDULE. Time is of the essence for this project. Proposed schedule: November 15, 2011 Execution of Consultant Contract, First Working Day July 31, 2013 Final Day of Grant Award- Oversight Project Complete Actual dates may change based on grant award document requirements.