REQUEST FOR PROPOSALS FOR PROFESIONAL SERVICES
TO PROVIDE PROFESSIONAL ACCOUNTING SERVICES
FOR THE STATE OF DELAWARE
I. Overview
- The State of Delaware seeks professional accounting services related to the preparation of
the State's Comprehensive Annual Financial Report (CAFR) for the fiscal year ending June 30, 2005.
The state agency responsible for the preparation of the CAFR is the Department of Finance Division
of Accounting. This request for proposals ("RFP) is issued pursuant to 29 Del. C. §6902(1), 6981
and 6982.
The proposed schedule of events subject to the RFP is outlined below:
- Public Notices
Date: April 18 & April 25, 2005
Deadline for Receipt of Proposals Date: 3:00 p.m. EDT on May 2, 2005
Notification of Award Date: May 9, 2005
The proposal must conform to the requirements of the Proposal Procedures and the Required Information Sections of this Request for Proposals (the "RFP"). The State specifically reserves the right to waive any informalities or irregularities in the proposal format. Each proposal must be accompanied by a cover letter which briefly summarizes the proposing firm's interest in providing the required professional services. The cover letter must also clearly state and justify any exceptions to the requirements of the RFP which the applicant may have taken in presenting the proposals. The State reserves the right to deny any and all exceptions taken to the RFP requirements.
- Public Notices
Date: April 18 & April 25, 2005
II. Scope of Service
- The State of Delaware is required to prepare and issue a Comprehensive Annual Financial Report in compliance with
Governmental Accounting Standards Board (GASB) mandates and Governmental Finance Officers Association (GFOA) requirements
for the fiscal year ending June 30, 2005. The State is requesting proposals from firms interested in providing a
combination of services related to the preparation of this report. The mission of the Division of Accounting is to
provide expert financial and technical accounting services for the State of Delaware, delivering central support to
state organizations as well as consistent and reliable financial information to the public.
Required Services:
Compile, prepare, analyze and format financial data for completion of the State's CAFR. The selected vendor must:
- Demonstrate expertise in the preparation and compilation of governmental financial statements. The vendor is required to provide sufficient evidence of possessing or having access to skilled personnel and adequate resources required in order to provide the services requested.
- Understand the pronouncements of the GASB in order to provide expertise and advice.
- Assist in the compilation, editing, and production of the CAFR, and its various components including but not limited to:
- Fixed Assets
- Construction Work In Progress
- The Statistical Section
- Analyze and process data from various reports, statements, and other applicable information
- Provide recommendations for improvement to the current process
III. Proposal Procedure
- A. Proposals
- To be considered, all proposals must be submitted in writing and respond to the items outlined in this RFP using the requested
format. The State reserves the right to reject any non-conforming proposals. Each proposal must be submitted with three (3) copies
in a sealed envelope conspicuously labeled "sealed proposal - State of Delaware - Professional Accounting Services". The envelope
should also contain the name, address and telephone number of the proposing firm or individual. If delivered by mail, the proposal
shall be enclosed in an "inner" envelope labeled as indicated above.
All proposals must be delivered either in person or by mail to:
- Attention: Valerie Watson, Deputy Director
Division of Accounting
Thomas Collins Building, Suite 3
540 S DuPont Highway
Dover, Delaware 19901
- Attention: Valerie Watson, Deputy Director
- To be considered, all proposals must be submitted in writing and respond to the items outlined in this RFP using the requested
format. The State reserves the right to reject any non-conforming proposals. Each proposal must be submitted with three (3) copies
in a sealed envelope conspicuously labeled "sealed proposal - State of Delaware - Professional Accounting Services". The envelope
should also contain the name, address and telephone number of the proposing firm or individual. If delivered by mail, the proposal
shall be enclosed in an "inner" envelope labeled as indicated above.
- B. Modifications
- Any changes, amendments or modifications to a proposal must be made in writing, submitted in the same manner as the original response and conspicuously labeled as a change, amendment or modification to a previously submitted proposal. Changes, amendments or modifications to proposals shall not be accepted or considered after the hour and date specified as the deadline for submission of proposals.
IV. Required Information
- The following information shall be provided in each proposal in the order listed below. Failure to respond to any request
for information may result in rejection of the proposal in the sole discretion of the State:
- A. Minimum Requirements
- Identifying Information:
- Identify the full legal name, address and type of legal entity (e.g., corporation, partnership, limited liability corporation, limited partnership, trust, joint venture, sole proprietorship) with whom the contract will be entered into and all trade names/assumed names which are used by that entity.
- Federal Employer Identification Number
- Name and telephone number of the representative of the bidder who is authorized to discuss and/or approve his/her company's proposal.
Staff:
- Provide a current organizational chart by job title and indicate the number of full-time employees.
- Please provide brief resumes of the individuals in your firm who would be assigned to provide the required services to the State of Delaware.
- Identify the lead person who will be responsible for coordinating the required services as well as any third party contractors. Provide job descriptions for each position that would be involved in the performance of any contract resulting from this RFP and indicate responsibilities and qualifications of such personnel. Indicate how much time each person will dedicate to the project described in this RFP.
Profile:
- Provide a listing of your government clients over the last three (3) calendar years (client name, address, phone number, and contact person).
- For each client identified, provide a description of the scope of work for each project, and the duration of the project.
- Where would this project rank relative to the scope of work and project duration among client projects for the last three years?
- Please give a brief description of your organization, as you would describe it to prospective clients.
Project cost:
- Estimate the cost for each of the project requirements and the total project cost.
- Describe the basis for the cost estimate (cost must be provided on both a time and materials and fixed cost basis)
- Describe the proposed billing and payment structure.
- A. Minimum Requirements
- B. Project Requirements
- Demonstration of experience and expertise in the preparation and compilation of governmental financial statements
- Provide clear evidence of the following required skill sets:
- Analysis of financial documents
- Written and oral communication skills
- Processing of data from various financial reports, statements and other applicable information
- The use of process improvement tools
- Managing deadlines
- Provide evidence of the understanding of GASB pronouncements
- Demonstration of experience and expertise in the preparation of a governmental annual financial report compilation
V. Evaluation Process
- All proposals submitted in response to the RFP shall be reviewed by the Proposal Review Committee (the "Committee").
A. Proposal Review Committee
- The Committee shall be composed of staff of the Division of Accounting. The Committee shall determine the firms that meet the minimum requirements pursuant to selection criteria of the RFP and procedures established in 29 Del. C. §6981, and §6982. The Committee shall interview at least two of the qualified firms. The Committee may negotiate with one or more firms during the same period and may, at its discretion, terminate negotiations with any or all firms. The Committee shall make a recommendation regarding the award to the Director of the Division of Accounting, who shall have final authority, subject to the provisions of this RFP, 29 Del. C. § 6982 and the best interest of the State of Delaware to award a contract to the successful firm.
B. Proposal Selection Criteria
- The Committee shall assign up to the maximum number of points set forth below for each Evaluation Item (corresponding to the items
in Section IV-Required Information) to each of the proposing firms. All assignments of points shall be at the sole discretion of
the Proposal Review Committee.
The proposals all contain the essential information by which the award decision shall be made. The information required to be submitted in response to this RFP has been determined by Division of Accounting and the Committee to be essential for use by the Committee in the bid evaluation and award process. Therefore, all instructions contained in this RFP shall be met in order to qualify as a responsive and responsible contractor and participate in the Committee's consideration for award. Proposals which do not meet or comply with the instructions of this RFP shall be considered non-conforming and deemed non-responsive and subject to disqualification at the sole discretion of the Committee.
The Committee reserves the right to:
- Select for contract or for negotiations a proposal other than that with lowest costs.
- Reject any and all proposals received in response to this RFP or to make no award or issue a new RFP.
- Waive or modify any information, irregularity, or inconsistency in proposals received.
- Request modification to proposals from any or all contractors during the review and negotiation.
- Negotiate any aspect of the proposal with any firm and negotiate with more than one firm at the same time.
- Purchase all of the services or less than all of the services sought in the proposal.
- All proposals shall be evaluated using the same criteria and scoring process. The following criteria shall be used by the Committee
to evaluate proposals:
Evaluation Item Maximum Points
Minimum Requirements:
1) Identifying Information 3
2) Profile 5
3) Staff 6
4) Project cost 15
5) Project Requirements:
- Demonstration of expertise in the compilation of
governmental financial statement 20
Provide clear evidence of required skill sets: 17- Analysis of financial documents
- Written and oral communication skills
- Processing of data from various financial reports, statements and other applicable information
- The use of process improvement tools
- Managing deadlines
pronouncements 14
Demonstration of experience in the preparation and
Expertise of a governmental annual financial
report compilation 20
- TOTAL POINTS 100 Points
- The firm awarded the contract, if any, under this RFP (the "Agreement") shall be subject to the following contractual provisions:
A. Term
- The term of the Agreement between the successful firm and the State shall be from May 16, 2005 through November 30, 2005. The Agreement may be terminated by either party upon thirty (30) days written notice. In the event the successful firm breaches (through performance or non-performance) any obligation as specified under the Agreement, the State shall retain the right to terminate the Agreement after providing no less than thirty (30) days written notice to the firm of the alleged breach during which the firm may cure or attempt to cure same or the basis for declaring a breach. Should the firm fail to cure the alleged breach within this time period, the State may then terminate the Agreement and the firm shall be entitled to compensation only for that work which has been approved and completed prior to the effective date of breach less any damages suffered by the State as a result of the breach. It is further agreed by and between the parties hereto that the Agreement may be extended beyond the above original term for up to three additional and successive one year extensions based upon mutual written consent of the parties. In no event shall the Agreement be extended for more than three (3) years beyond its original term as set forth above.
B. Non-appropriation
- In the event that the General Assembly fails to appropriate the specific funds necessary to continue the Agreement, in whole or in part, the Agreement shall be terminated, as to any obligation of the State requiring the expenditure of money for which no specific appropriation is available, upon the earlier of the end of the last fiscal year for which no appropriation is available, or the exhaustion of funds.
C. Notice
- Any notice to the State required under this Agreement shall be sent by registered mail to:
- Attention: Valerie Watson, Deputy Director
Division of Accounting
Thomas Collins Building, Suite 3
540 S DuPont Highway
Dover, Delaware 19901
- Attention: Valerie Watson, Deputy Director
D. Formal contract and purchase order
- The successful firm shall promptly execute the Agreement incorporating the terms of this RFP, as well as other terms negotiated and agreed upon by the parties, within twenty (20) days after the award of the contract. No successful proposing firm is to begin any service prior to receipt of a State of Delaware purchase order signed by two authorized representatives of the agency requesting service, properly processed through the State of Delaware Accounting Office. The purchase order shall serve as the authorization to proceed in accordance with the bid specifications and the special instructions, if any, once a copy of the authorized purchase order is received by the successful firm.
E. Indemnification
- By submitting a proposal, the proposing firm agrees that in the event it is awarded a contract, it will indemnify and otherwise hold harmless the State of Delaware, its agents and employees from any and all liability, suits, actions, or claims, together with all costs, expenses for attorney's fees, arising out of the firm's, its agents and employees' performance or non-performance of work or services in connection with the contract, regardless of whether such suits, actions, claims or liabilities are based upon acts or failures to act attributable, in whole or in part, to the State, its employees or agents.
F. Compliance With Laws
- In performance of this contract, the firm is required to comply with all applicable federal, state and local laws, ordinances, codes and regulations. The cost of permits and other relevant costs required in the performance of the contract shall be borne by the successful firm. The firm shall be properly licensed and authorized to transact business in the State of Delaware as provided in Delaware Code Title 30, Section 2301.
G. Insurance
- The successful firm shall maintain professional liability insurance in the amount of $1 million each occurrance/$3 million aggregate.
H. Non-discrimination
- In performing the services subject to this RFP, the firm agrees that it will not discriminate against any employee or applicant for employment because of race, creed, religion, color, gender or national origin. The successful firm shall comply with all federal and state laws, regulations and policies pertaining to the prevention of discriminatory employment practice. Failure to perform under this provision constitutes a material breach of contract.
I. Covenant Against Contingent Fees
- The successful firm warrants that no person or selling agency has been employed or retained to solicit or secure this contract upon an agreement of understanding for a commission or percentage, brokerage or contingent fee excepting bona-fide employees bona-fide established commercial or selling agencies maintained by the bidder for the purpose of securing business. For breach or violation of this warranty the State shall have the right to annul the contract without liability or at its discretion to deduct from the contract price or otherwise recover the full amount of such commission, percentage, brokerage or contingent fee.
J. Contract Documents
- The RFP, the Purchase Order and the executed Agreement between the State and the successful firm shall constitute the entire contract between the State and the firm. In the event there is any discrepancy between any of these contract documents, the following order of documents governs: the Agreement, RFP, and Purchase Order No other documents shall be considered, unless the Agreement is subsequently amended in writing as agreed upon by both parties.
K. Applicable Law
- The Laws of the State of Delaware shall apply without regard to the principles of conflicts of laws thereof, except where Federal Law has precedence. The successful firm consents to jurisdiction and venue in the courts of the State of Delaware.
L. Severability Clause
- If any portion of this Agreement is held to be void, invalid or otherwise unenforceable, in whole or in part, the remaining portions of this Agreement shall remain in full force and effect.
M. Scope of Agreement
- If the scope of any provision of this Contract is too broad in any respect whatsoever to permit enforcement to its full extent, then such provision shall be enforced to the maximum extent permitted by law, and the parties hereto consent and agree that such scope may be judicially modified accordingly and that the whole of such provisions of the contract shall not thereby fail, but the scope of such provisions shall be curtailed only to the extent necessary to conform to the law.
