Division of Finance and Business Operations /
Procurement & Strategic Sourcing
5700 Cass Avenue, suite 4200
Detroit, Michigan 48202
(313) 577-3734
FAX (313) 577-3747

February 22, 2016

Minutes of the Pre-bid Conference

RFP Independent Auditing Services 2016 dated February 11, 2016

The pre-bid conference for the Independent Auditing Services 2016 was held on February 22, 2016 at 9:00 a.m. Kimberly Tomaszewski reviewed the administrative requirements of the pre-bid package, especially concerning details such as bid due dates and who vendors may contact during the live bid process. Carolyn Hafner of the Internal Audit, discussed the expectations and scope of work.

The pre-bid conference attendees sign in sheet and meeting minutes are available for downloading from the University Purchasing Web Site at http://www.forms.procurement.wayne.edu/Adv_bid/Adv_bid.html

Numerous simple questions and answers were addressed at the pre-bid meeting. Some of the topics were as follows:

1.  At the University’s discretion, Vendor Presentations may be scheduled for March 17th and 18th.

2.  Proposals are limited to 75 pages in an 11 size font; however, while that does include any cost schedules being submitted, it does not include exhibits/appendices, tabs, and indexes. Schedules A-D must be submitted using WSU’s formats, but Exhibits 1-3 are created by the VENDORS and can be in the VENDOR’S format.

3.  Exhibit 1 should include any proposed deviations from the scope, as outlined in the RFP, and may include a copy of the VENDOR’S standard contract.

4.  VENDOR oral presentations are generally 90 minutes (60 minutes for presentation and 30 minutes for questions and answers).

5.  Should the University request References, please note, they may request up to five references, and not three as indicated in the RFP.

6.  WDET is to be included in the Wayne State University proposal.

7.  The log-on and password for the financials are as follows:

Logon: Audit_2016

Password: Warriors1

8.  The Deadline for project related questions is February 29, 2016, 12:00 noon.

9.  Bids are due March 7, 2016 by 4:00 pm, to be time date stamped in Procurement & Strategic Sourcing located in the Academic/ Administration Bldg., 5700 Cass Avenue, 4th Floor – Suite 4200, Detroit, MI 48202.

10.  We will require an original plus one copy (2 total) of your proposal. In addition, an electronic version is required, which should be submitted to our secure mailbox at on March 7, 2016 by 4:00 pm

11.  Any responses, materials, correspondence, or documents provided to the University are subject to the State of Michigan Freedom of Information Act and may be released to third parties in compliance with that Act, regardless of notations in the VENDOR's Proposal to the contrary.

12.  Parking on WSU campus lots and structures are $7.00/access. Vendor must build parking into their lump sum bid. There is no parking allowed on the malls.

13.  Smoke and Tobacco Free Policies: On August 19, 2015, Wayne State joined hundreds of colleges and universities across the country that have adopted smoke- and tobacco-free policies for indoor and outdoor spaces. Contractors are responsible to ensure that all employees and all subcontractors’ employees are in compliance anytime they are on WSU’s main, medical, or extension center campuses. The complete policy can be found at http://wayne.edu/smoke-free/policy/

14.  It is advised that and firm financial data submitted with the proposal will be subject to the Freedom of Information Act (FOIA).

The following questions were raised during the mandatory pre-bid meeting. The questions and the responses are as follows:

  1. Will WDET be involved in the broadband spectrum auction?

Response: WDET does not plan to participate

  1. What is the year end for the UPG retirement plans? Will the retirement plan financials for UPG be made available?

Response: The UPG retirement plans have a calendar year end (i.e., December 31st)

Links to the Retirement Plans are as follows:

·  UPG 401(a) Retirement Plan 2013

·  UPG 401(a) Retirement Plan 2014

·  UPG 403(b) Retirement Plan 2013

·  UPG 403(b) Retirement Plan 2014

  1. Is UPG on a calendar year or does their fiscal year end on September 30th?

Response: UPG’s year end is September 30th (please refer to the RFP page 3, section I.B.)

  1. Regarding UPG revenues, what is the percentage of revenue from fees for service versus other capitated revenue?

Response: Revenues are primarily derived from fees from services. There is some capitation.

  1. Are there any bundled payments for UPG?

Response: Nothing of substance or significance

  1. Does UPG participate in any Accountable Care Organizations?

Response: Nothing of substance or significance

  1. What is the fee percentage paid to FMRE from UPG revenues (percentage of professional fees)?

Response: it has historically been approximately 8.7%, but it varies by year, by department, and by circumstances.

  1. What is the timetable during the year for the audit services?

Response: The timetables are listed in Appendix 10

  1. What is the status of the 2015 audited financial statements? Were there any significant issues identified in the 2015 financial statements?

Response: For WSU, the audit is complete and finalizing the financial reports is in process. There were no findings related to the financial statements, however, significant deficiencies were identified in the Federal Awards audit related to financial aid compliance.

  1. What synergies currently exist or do you see creating in bidding out all four entities at the same time?

Response: While each organization is a separate legal entity with different missions, we are all related and work to support our comparable missions of education and research. Given that some of our activities could have an impact on each other and on the University as a whole, it is our goal to create a stronger collaboration between the organizations that would result in improved services, operations, and communications. To that end, we believe that our external auditors could play a role in assisting us with accomplishing those goals.

All questions concerning this project must be emailed to: Kimberly Tomaszewski, Procurement & Strategic Sourcing at 313-577-3757 Email: (copy to Kenneth Doherty, Email: ) by 12:00 p.m., February 29, 2016.

Do not contact the Internal Audit, or other University Units, directly as this may result in disqualification of your proposal.

Thank you

Kimberly Tomaszewski,

Senior Buyer, Purchasing

313-577-3757

CC: Carolyn Hafner, Kenneth Doherty, Attendees list

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