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RFP - IPA Services for FY 2022

Request for Proposal - RFP 22-6: Independent Professional Audit Services for Fiscal Year Ending December 31, 2022

Village Communities of Texarkana, Texas
Executive Summary Notice
REQUEST FOR PROPOSAL (RFP)
Solicitation No: 22-6

  1. The Village Communities of Texarkana, Texas (VCTT) is now doing business as Village Communities of Texarkana, Texas (VCTT) and acquiring, through the Contracts & Purchasing Department, the services of a qualified source to provide Independent Professional Audit (IPA) Services for VCTT. The services will be for the Fiscal Year Ending December 31, 2022.
  2. Offers in response to this solicitation will be evaluated using VCTT's technical proposal evaluation process. Offers must be submitted in accordance with the instructions provided in the RFP. Failure to furnish a complete offer at the time and date due shall result in elimination from award consideration.
  3. Formal communication, such as requests for clarification and/or information concerning this solicitation, shall be submitted in writing to the Procurement Officer. All requests should be received in the Contracting Office by no later than 2:00 pm Monday, January 9, 2023, via email to Tarisha Duson.
  4. The VCTT reserves the right to reject any or all offers.
  5. Please be advised that an award without discussion may be used if the quality of the initial proposals received is such that no purpose would be served by conducting negotiations.
    Thank you for your interest in this project. We look forward to receiving your proposal.

Antonio D. Williams
Contracting Officer

Please contact Tarisha Duson for a copy of the Form to submit with your Proposal.

Issue Date: Tuesday, November 2, 2022

Title: RFP 22-6: Independent Professional Audit (IPA) Services for Fiscal Year Ending December 31, 2022

Period of Contract: February 1, 2023 - January 28, 2024

Due Date: Tuesday, January 17, 2023
2:00 PM, CST

Delivery Address: Village Communities of Texarkana, Texas
1611 N. Robison Rd.
Texarkana, Texas 75501
Attention: Ms. Tarisha Duson

NOTE: Changes to this RFP may be issued in the form of addenda at any time prior to the due date and time for submitting proposals. All persons who request a copy of this RFP will be given a copy of all addenda promptly after all addenda are issued.

Information Furnished by Requester

  1. Submission of Proposals
    1. Requester of Proposals and Recipient Organization
      Village Communities of Texarkana, Texas
      1611 N. Robison Rd.
      Texarkana, Texas 75501
    2. Procurement Officer
      Ms. Tarisha Duson
      Director of Administrative Services/Procurement Officer
      Village Communities of Texarkana, Texas
      1611 N. Robison Rd.
      Texarkana, Texas 75501
      903.838.8548 ext. 106

      Contracting Officer Technical Representative
      Antonio D. Williams
      Chief Executive Officer
      Village Communities of Texarkana, Texas
      1611 N. Robison Rd.
      Texarkana, Texas 75501
      903.838.8548 ext. 102

    3. Closing Date and Delivery Address

      A signed original and three (3) copies of the proposal are to be delivered to the Procurement Officer at the following address on or before 2:00 P.M. on Tuesday, January 17, 2023.

      Village Communities of Texarkana, Texas
      1611 N. Robison Rd.
      Texarkana, Texas 75501
      Attention: Ms. Tarisha Duson

      Late proposals will not be considered.

      Comments on specification or other provisions in this Request for Proposals may be submitted in writing by fax, mail, and e-mail to the Procurement Officer at 1611 N. Robison Rd., Texarkana, TX 75501, 903-832-2899 (fax) before 2:00 PM on Monday, January 9, 2023. Addendums and/or clarifications will be e-mailed or faxed to all prospective offerors by the close of business on Wednesday, January 11, 2023.

  2. Nature of Services Required
    1. Purpose of Request
      The purpose of this request is to obtain the services of a qualified source to provide Independent Professional Audit (IPA) Services for the Fiscal Year Ending December 31, 2022, for the Village Communities of Texarkana, Texas (VCTT) starting Monday, February 1, 2023.

    2. Term of Contract

      One Year (February 1, 2023 - January 31, 2024), with the option to renew annually for up to 4 years.

    3. Scope of Services
      1. Financial Audit - The Independent Auditor will perform a comprehensive audit of Village Communities of Texarkana, Texas (VCTT), VCTT's entities and affiliates, and VCTT's programs (listed below) for the fiscal year ending December 31, 2022. The Financial Audit and audit report should be completed and submitted to VCTT before September 30, 2023

        • Housing Choice Voucher Program Including Rental Assistance Demonstration (RAD) Project Based Vouchers(PBVs) and regular PBVs.
        • Mainstream Program
        • Family Self-Sufficiency Program
        • Texarkana Public Facility Corporation
        • Market Rate Properties
        • Village Communities Development Corporation
        • Texas Home Collaborative
        • Prime Impact Solutions
        • Premier Texarkana Development and Management Facility Corporation
      2. The auditor shall submit the annual audit data and schedules to the Real Estate Assessment Center electronically before September 30, 2023, to VCTT. The auditor will also be required to present the audit report and or any audit findings to VCTT's Board of Commissioners.

      3. The audit must be done in accordance with Office of Management and Budget Circular A 133 and the A-133 Compliance Supplement, GASB 34, and subsequent GASB's applicable to those programs administered by the Authority. Other authoritative HUD sources include HUD handbooks such as HUD Handbook 2003,04 REV 1, Consolidated Audit Guide for Audits of HUD Programs, HUD Handbook 7476.1, REV 1, Audits of Public Housing Agencies (PHAs) and Indian Housing Agencies (IHAs) by Independent Auditors (IAs) and PIH Notice 95 31, 96 32, and 97 31, Public and Indian Housing (PIH) Compliance Supplement for Annual Audit of Public Housing Agencies and Indian Housing Authorities by Independent Auditors. Other applicable Federal laws, regulations, and authoritative sources include the Single Audit Act of 1984 and the Single Audit Act Amendments of 1996, Government Auditing Standards (the "Yellow Book") promulgated by the Comptroller General of the United States General Accounting Office, and the General Accounting Office publication Assessing Compliance With Applicable Laws and Regulations. The American Institute of Certified Public Accountants issued the audit and accounting guide entitled Audits of State and Local Governmental Units. The Financial Accounting Foundation determines Generally Accepted Auditing Standards as published by the American Institute of Certified Public Accountants in their Statements on Auditing Standards.
    4. Deliverables
      The successful applicant shall be responsible for delivering a Report on the Audit of Financial Statements and Supplemental Information for the fiscal year 2022 before September 30, 2023. 

      1. Contractual Arrangement
        VCTT shall prepare a comprehensive written IPA services contract after selection and negotiation with the Contractor. The contract shall include the provisions required by HUD and/or Texas law or regulations. In addition to the terms and conditions outlined in the body of this Request for Proposals.

      2. Right to Reject Proposals
        VCTT reserves the right to reject any and all proposals submitted and to request additional information from all offerors.

      3. Equal Opportunity Employment
        The requirements of Title VIII of the Civil Rights Act of 1968 and Title VI of the Civil Rights Act of 1964 relating to prohibitions against discrimination in housing and the benefits of federally funded programs because of race, color, religion, sex, or national origin must be met by the Offeror.

        The Offeror must adhere to federal regulations prohibiting discrimination on the basis of age under the Age Discrimination Act of 1975 and prohibit discrimination against handicapped individuals under Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1989.

        The requirements of Executive Order 11246, relating to equal employment opportunity in connection with federally funded programs, must be met by the Offeror.

        The Offeror must also meet the requirements of Section 3 of the Housing and Urban Development Act of 1968, relating to the training and employment of individuals, and contracting for business opportunities in metropolitan areas in which federally funded pro- grams are being operated.

        The Offeror must meet the requirements of Executive Orders 11625, 12432, and 12138 relating to the use of minority and women's business enterprises in connection with federally funded programs.

      4. Policy on Small Businesses and Businesses Owned by Women and Minorities

        It is the policy of VCTT to contribute to the establishment, preservation, and strengthening of small businesses and businesses owned by women and minorities and to encourage their participation in HUD activities. VCTT encourages contractors to provide for the participation of small businesses and businesses owned by women and minorities through partnerships, joint ventures, subcontracts, or other contractual opportunities. Submission of a report of past efforts to utilize the goods and services of such businesses is required. Proposers must also state any plans to utilize such businesses and the manner in which they may be utilized.

      5. Personnel

        In submitting their proposals, Offeror(s) are representing that the personnel described in their proposals shall be available to perform the services described, barring illness, accident, or other unforeseeable events of a similar nature, in which case the Offeror must be able to provide a qualified replacement. Furthermore, all personnel shall be considered to be, at all times, the sole employees of the Offeror under its sole direction and not employees or agents of the Issuer.

III. INFORMATION TO BE FURNISHED BY THE OFFEROR

Proposals should be organized in the following manner:

  1. Title Page

    Show the RFP subject, the name of the offeror, the address, the telephone number, the name of the contact person, and the date.

  2. Table of Contents

    Include a clear identification of the material by section and by page number.

  3. Proposal Letter from Offeror
    1. Work to be done

      Briefly confirm the offeror's understanding of the work to be done and that offeror has the experience to perform the Scope of Services requested.

    2. Authorized Representatives

      State the names of the person(s) who will be authorized to make representations for the offeror, their titles, addresses, and telephone numbers.

    3. Primary Contact and Assigned Personnel

      Give the name of the offeror and firm, the address and phone number, and the name and title of the one individual who would be responsible for this engagement. In addition, the offeror is to provide the names of all principals who will be involved with this proposal along with a copy all appropriate licenses to operate within the State of Texas.

    4. Range of Professional Activities

      Describe the range of IPA activities performed and/or services provided by the offeror.

    5. References

      Provide a minimum of five (5) references where the offeror has performed similar services. Include the name, address, and telephone number of a contact person for each reference, as well as a brief description of the services, performed.

    6. RFP Cover Page

      The cover page of this RFP must be completed and submitted with the proposal.

    7. Certification

      Submit a statement that the offeror is not currently nor has previously been debarred, suspended, or otherwise prohibited from practicing IPA services by any federal, state, or local government or agency.

    8. Cost Proposal

      The offeror shall submit a fee schedule for services.

    9. Attachments: Required Certifications, Assurances as listed:
      • Attachment A - Instructions to Offerors Non-Construction. HUD Form 5369-B
      • Attachment B - Certifications and Representations of OFFERORS - Non-Construction Contract. HUD Form 5369-C
      • Attachment C - Certification for a Drug-Free Workplace. HUD Form 50070
      • Attachment D - Certification of Payments to Influence Federal Transactions. HUD Form 50071
      • Attachment E - Non-Collusive Affidavit
      • Insurance - Provision of General Liability insurance in the amount of $1,000,000

IV. ADDITIONAL INFORMATION TO OFFERORS

  1. OFFERORS may submit only one submission for this RFP. It is the responsibility of the OFFEROR to submit that the qualification the OFFEROR feels best meets the requirements of the RFP.

  2. The OFFEROR must meet all of the mandatory specifications and requirements set forth in this RFP. By incorporating said specifications into the OFFEROR'S qualifications, subject to acceptance by the VCTT of any amendments hereto as submitted by the OFFEROR, the OFFEROR is agreeing to comply with said specifications. Failure to document sufficiently capability will result in rejection of the OFFEROR'S qualifications.

  3. Any questions regarding this RFP must be submitted in writing and should refer to the specific paragraph in question. No questions will be accepted by VCTT after Monday, January 9, 2023. All replies to questions will be in writing to all parties regardless of inquiry.

  4. Any OFFEROR may, at the sole discretion of the VCTT, be required to make an oral presentation at the OFFEROR'S expense of its Submission of Qualifications to the VCTT after the qualification's opening. Such presentations provide an opportunity for the OFFEROR to clarify any part of its submission and to ensure thorough mutual understanding. The VCTT will schedule the time and location of such a presentation.

  5. Any qualifications received after the scheduled opening date and time will be immediately disqualified, rejected, and returned unopened to the sending party without any consideration.

  6. Each OFFEROR is to submit one (1) original and three (3) copies of their RFP response under a seal to the following address:

    C/O Ms. Tarisha Duson
    Director of Administrative Services & Procurement
    Village Communities of Texarkana, Texas
    1611 N. Robison Road
    Texarkana, Texas 75501
    The original and each copy should be bound in a three-ring notebook. Each notebook should be labeled as:

    VCTT IPA Services for Fiscal Year Ending December 31, 2022

    All RFP responses must have a completed and signed Cover Page by a representative of the OFFEROR authorized to commit to the provisions of the RFP. Unfilled or unsigned cover sheets will cause the entire RFP to be rejected as non-responsive.

  7. In accordance with Federal Regulations and the VCTT Procurement Policy, the VCTT will conduct negotiations with the highest scoring OFFEROR submitting qualifications that appear to be eligible for an award pursuant to the selection criteria as set forth in the RFP. If the VCTT does not come to an agreement with the highest-scoring OFFEROR, the VCTT will negotiate with the next highest-scoring OFFEROR(S) until an agreement can be reached. In conducting negotiations, there will be no disclosures of any information derived from qualifications by competing OFFERORS.

    A committee will rank the responses in numerical order. An award will be made to the responsive and responsible OFFEROR whose qualifications are determined by the VCTT Board of Commissioners to be the most advantageous to the VCTT, taking into consideration the evaluation process. However, VCTT reserves the right to reject any and all RFPs received.

    In all cases, the VCTT will be the sole judge as to whether an OFFEROR's qualifications have or have not satisfactorily met the requirements of the RFP, as governed by the Federal Regulations and VCTT Procurement Policy.

  8. The successful OFFEROR must comply with the laws of the State of Texas, which requires that, by the signing of this agreement, the OFFEROR agrees to subject itself to the jurisdiction and process of the courts of the State of Texas or federal courts as to all matters and disputes arising or to arise under the agreement and the performance thereof.

  9. The successful OFFEROR will note and certify that all personnel of the OFFEROR described are able to do the work and shall be considered, at all times, the sole employees of the OFFEROR under its sole direction and not employees or agents of the VCTT.

V. EVALUATION OF PROPOSALS

  1. Evaluation Criteria

    All proposals received by the deadline set forth in this RFP shall be evaluated by a review committee (the "Review Committee") consisting of members of VCTT's staff and Board. The Review Committee will separately evaluate each Proposal. The Review Committee shall examine each proposal for compliance with the requirements of this RFP. In addition, the following criteria shall be applied by the Review Committee when reviewing proposals.

    1. Demonstrated experience in auditing:
      • Public Housing Agency (PHA)
      • PHA Instrumentalities and Affiliates
      • Housing Choice Voucher Program (including RAD and non-RAD Project Based Vouchers
    2. Market Rate properties - 20 PointsThe methodologies or approach the IPA will employ to perform the services -20 Points
    3. The IPA's capability and ability to manage and complete the audit within the required timeframes. - 10 Points
    4. The IPA's understanding of statutory and/or regulatory framework governing the Housing Authority. - 10 Points
    5. The IPA's proposed estimated cost for the completion of the audit for the first year and subsequent 4 years if the contract is renewed after the first year - 15 Points
    6. At least five references stating the offeror's experience and success with the completion and submission of Financial and Operational audits of Public Housing Agencies. - 15 Points
    7. The offerors provide documentation that it is a certified MBE/WBE. - 5 Points
    8. Section 3 Compliance - 5 Points

  2.  Selection
    1. The Chairperson of the Review Committee will establish a competitive range for all submitted proposals based on the Review Committee's evaluation of each proposal and the Chairperson's independent review of the Cost Proposal. Offerors whose proposals are deemed to be unacceptable shall receive written notice of such determination.

    2. At the close of the interview(s), the Chairperson of the Review Committee will establish a common date and time for the submission of the best and final offers. Offerors are hereby informed that if they do not submit a notice of withdrawal or best and final offer, their immediate previous offer shall be construed as their best and final offer.

  3. Award of Contract
    Following the completion of the interviews and receipt of the best and final offers, a contract will be offered to the firm with the most advantageous proposal, considering cost and other factors.