RFP# EDA 12-03
April 6, 2012
REQUEST FOR PROPOSAL
AUDIT SERVICES
ECONOMIC DEVELOPMENT AUTHORITY OF HENRICO COUNTY, VIRGINIA
Your firm is invited to submit a proposal to provide audit services for the Economic Development Authority of Henrico County, Virginia. Submittals consisting of the original proposal and five (5) additional copies marked "A Proposal for Audit Services" will be received no later than 2:30 p.m., May 4, 2012 by:
IN PERSON OR SPECIAL COURIERU.S. POSTAL SERVICE
County of HenricoCounty of Henrico
Department of General ServicesDepartment of General Services
Purchasing Office ORP O Box 90775
1590 E. Parham RoadHenrico, Virginia23273-0775
Henrico, Virginia23228
This RFP and any addenda are available on the County of Henrico website at: The Bids and Proposals link is listed under the Henrico Business Section on the home page. To download the RFP, click the link and save the document to your hard drive. To receive a printed copy of this document contact For technical assistance downloading this document contact
Time is of the essence and any proposal received after 2:30 p.m., May 4, 2012, whether by mail or otherwise, will be returned unopened. The time of receipt shall be determined by the time clock stamp in the Purchasing Office, Department of General Services. Proposals shall be placed in a sealed, opaque envelope, marked in the lower left-hand corner with the RFP number, title, and date and hour proposals are scheduled to be received. Offerors are responsible for insuring that their proposal is stamped by Purchasing Office personnel by the deadline indicated.
Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the
contrary, all responsible firms are encouraged to submit proposals. The Economic Development Authority of
Henrico County, Virginia reserves the right to accept or reject any or all proposals submitted.
The awarding authority for this contract is the Economic Development Authority of Henrico County, Virginia.
Questions concerning this Request for Proposal should be directed to Cecelia H. Stowe via email
@ no later than April 16, 2012.
Very truly yours,
Christopher L. Winstead, P.E.
Director of General Services
Cecelia H. Stowe, CPPO, C.P.M.
Purchasing Manager
(804) 501-5685
1590 E. PARHAM ROAD/P O BOX 90775/HENRICO VA 23273-0775
(804) 501-5660 FAX (804) 501-5693
REQUEST FOR PROPOSAL
AUDIT SERVICES
ECONOMIC DEVELOPMENT AUTHORITY OF HENRICO COUNTY, VIRGINIA
I.PURPOSE
The purpose of this Request for Proposal (“RFP”) is to solicit proposals from qualified Offerors to provide Audit Services for the Economic Development Authority of Henrico County, Virginia (hereafter referred to as the “EDA” or the “Authority”) so that the EDA will comply with the audit requirements of Virginia Code §§ 15.2-4904(F) and 30-140, and the Specifications for Audits of Authorities, Boards and Commissions promulgated by the Auditor of Public Accounts. It is the intent of the EDA to enter into a contract with an independent auditor selected pursuant to this RFP.
II.INTRODUCTION
The Authority; a political subdivision of the Commonwealth of Virginia, was created by ordinance of the Board of Supervisors of Henrico County, Virginia (the “Board of Supervisors”) pursuant to the provisions of the Industrial Development and Revenue Bond Act, Chapter 49 of Title 15.2 of the Code of Virginia of 1950, as amended (the “Act”). Ten directors appointed by the Board of Supervisors govern the Authority. The Authority is authorized, among other things, to acquire, own, lease, and dispose of properties and to make loans to the end that the Authority may promote industry and develop trade by inducing manufacturing, industrial, governmental, nonprofit, and commercial enterprises and institutions of higher learning to locate in or remain in Virginia. The Act empowers the Authority to issue bonds for the purpose of carrying out any of its powers.
The “Authority” is HenricoCounty’s economic development organization. The Authority has six fulltime employees. The Authority’s budget for fiscal year 2012-2013 is $12,474,686.
The Authority’s fiscal year is from July 1 to June 30.
III.SCOPE OF SERVICES
The Successful Offeror shall furnish all labor, materials, equipment, and supervision necessary to provide the following services:
A.Financial Statements
The Successful Offeror shall audit all funds and account groups of the EDA in accordance with generally accepted auditing standards; the standards for financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States; when appropriate, the provisions of the Simple Audit Act Amendments of 1996 and the United States Offer of Management and Budget (OMB) Circular A-133, Audits of States, Local Governments and Non-Profit Organizations; and the Specifications for Audits of Authorities, Boards, and Commissions. The audit will result in the rendering of the Successful Offeror’s opinion on the financial statements prepared by or on behalf of the EDA.
The Successful Offeror's opinion shall be unqualified unless the Successful Offeror has furnished the EDA, on a timely basis, the reasons for qualifying the opinion, disclaiming an opinion, or rendering an adverse opinion.
B.Supplemental Schedules and Statistical Schedules
The Successful Offeror shall apply procedures and report on the supplementary schedules included in the Annual Financial Report, including the analysis of funding progress for pension plans and the schedule of federal financial assistance (if any).
C.Internal Controls
In connection with the audit of the financial statements, the Successful Offeror shall consider, test, and report on internal controls in accordance with Generally Accepted Auditing Standards (GAAS), Government Auditing Standards, OMB Circular A-133, Audits of States, Local Governments and Non-Profit Organizations, and the Specifications for Authorities, Boards, and Commissions.
D.Compliance Auditing
In connection with the audit of the financial statements, the Successful Offeror shall perform tests and report on compliance in accordance with Government Auditing Standards (where applicable), OMB Circular A-133, Audits of States, Local Governments and Non-Profit Organizations, and the Specifications for Authorities, Boards, and Commissions.
E.The examinations noted above shall be sufficient to render opinions:
1.On the financial statements (including combined, combining, individual fund and account group statements) of the EDA, as required for the EDA's Annual Financial Report;
2.On any and all reports required by state law and, if appropriate, Federal Audit Standards applicable to Virginia industrial development authorities; and
3.On all reports required by the Auditor of Public Accounts of the Commonwealth of Virginia.
F.The reports of the Successful Offeror will be published in and with the EDA's Annual Financial Report. The Successful Offeror will be provided the opportunity (without additional cost to the EDA) to review prior to publication all documents that include an audit opinion.
G.The Successful Offeror will develop management letter comments and recommendations during the course of its examination, and the reports shall be made to the members of the Authority. The Successful Offeror shall submit draft copies of the reports and management letter comments to the EDA’s Treasurer for his or her review and comment.
H.The Successful Offeror shall deliver to the EDA 15 bound copies of all reports. One additional copy shall be unbound and will be used by the EDA as a “camera ready copy.”
I.The Successful Offeror should indicate what additional services it would be willing to provide to the EDA, outside of the normal scope of the audit engagement, without any additional fees being incurred.
- The selected Successful Offeror shall schedule meetings as needed between the Successful Offeror and the EDA's staff and Finance Committee before the preliminary work and at the end of the audit. The purpose of these meetings is to keep the EDA fully informed on the scope and progress of the audit. In addition, the Successful Offeror shall make an immediate, written report of all changes in key auditor personnel assigned to the EDA's audit and any irregularities and illegal acts, or indications of illegal acts, of which it may become aware.
- Submission of Reports to Auditor of Public Accounts and Publication
The Successful Offeror shall be responsible for submitting a copy of the EDA’s Annual Financial Report to the Auditor of Public Accounts on or before September 30 of each year during which the Successful Offeror has a contract to provide Audit Services to the EDA. In connection with that submission, the Successful Offeror shall provide to the EDA for its review a draft of the Annual Financial Report on or before the second Thursday in September of each year. The Successful Offeror shall be required to comply with any publication mandates including those set forth in §30-140 of the Code of Virginia.
IV.EDA RESPONSIBILITIES
The EDA will designate an individual to act as the EDA’s representative with respect to the work to be performed under this contract. Such individual shall have the authority to transmit instructions, receive information, and interpret and define the EDA’s policies and decisions with respect to the contract.
EDA will provide various bank reconciliations, confirmation, and lead schedules of accounting data needed by the Auditor, provided sufficient advance notice and preparation time are given.
V.ANTICIPATED SCHEDULE
Request for Proposal DistributedApril 6, 2012
Receipt of Written Proposals for Audit ServicesMay 4, 2012, 2:30 p.m.
Oral Presentations from Firms SelectedMay 2012
Negotiation of ContractMay 2012
Award of Contract by EDAJune 2012
VI.GENERAL CONTRACT TERMS AND CONDITIONS
A.Annual Appropriations
It is understood and agreed that the contract resulting from this procurement (“Contract”) shall be subject to annual appropriations by the EDA. Should the EDA fail to appropriate funds for this Contract, the Contract shall be terminated when existing funds are exhausted. The successful offeror (“Successful Offeror” or “contractor”) shall not be entitled to seek redress from the EDA or County of Henrico, Virginia should the EDA fail to make annual appropriations for theContract.
B.Award of the Contract
1.The EDA reserves the right to reject any or all proposals and to waive any informalities.
2.The Successful Offeror shall, within 15 calendar days after Contract documents are presented for signature, execute and deliver to the Purchasing Office the Contract documents and any other forms or bonds required by the RFP.
- The Contract resulting from this RFPis not assignable.
4.Upon making an award, or giving notice of intent to award, the EDA or the Purchasing Office on behalf of the EDA will place appropriate notice on the public bulletin board located at the following locations:
Purchasing OfficeEastern Government Center
North Run Office Complex3820 Nine Mile Road
1590 East Parham RoadHenrico VA 23223
Henrico VA 23228
Henrico Government Center
4301 E. Parham Road
Henrico VA 23228
Notice of award or intent to award may also appear on the Purchasing Office website:
C.Collusion
By submitting a proposal in response to this Request for Proposal, the Offeror represents that in the preparation and submission of this proposal, said Offeror did not, either directly or indirectly, enter into any combination or arrangement with any person, Offeror or corporation or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman Act (15 U.S.C. § 1 et seq.) or Section 59.1-9.1 through 59.1-9.17 or Sections 59.1-68.6 through 59.1-68.8 of the Code of Virginia.
D.Compensation
The Successful Offeror shall submit a complete itemized invoice on each delivery or service that is performed under the Contract. Payment shall be rendered to the Successful Offeror for satisfactory compliance with the Contract within 45 days after receipt of a proper invoice.
E.Controlling Law and Venue
TheContract will be made, entered into, and shall be performed in the County of Henrico, Virginia, and shall be governed by the applicable laws of the Commonwealth of Virginia without regard to its conflicts of law principles. Any dispute arising out of the Contract, its interpretations, or its performance shall be litigated only in the Henrico County General District Court or the Circuit Court of the County of Henrico, Virginia.
F.Default
1.If the Successful Offeror is wholly responsible for a failure to perform the Contract (including, but not limited to, failure to make delivery of goods, failure to complete implementation and installation, and/or if the goods and/or services fail in any way to perform as specified herein), the EDA may consider the Successful Offeror to be in default. In the event of default, the EDA will provide the Successful Offeror with written notice of default, and the Successful Offeror shall provide a plan to correct said default within10 calendar days of the EDA’s notice of default.
2.If the Successful Offeror fails to cure said default within 10 days, the EDA, among other actions, may complete the Contract work through a third party, and the Successful Offeror shall be responsible for any amount in excess of the Contract price incurred by the EDA in completing the work to a capability equal to that specified in the Contract.
G.Discussion of Exceptions to the RFP
This RFP, including but not limited to its venue, termination, and payment schedule provisions, shall be incorporated by reference into the Contract documents as if its provisions were stated verbatim therein. Therefore, Offerors shall explicitly identify any exception to any provisions of the RFP in a separate “Exceptions to RFP” section of the proposal so that such exceptions may be resolved before execution of the Contract. In case of any conflict between the RFP and any other Contract documents, the RFP shall control unless the Contract documents explicitly provide otherwise.
H. Drug-Free Workplace to be Maintained by the Contractor (Va. Code § 2.2-4312)
1.During the performance of this Contract, the contractor agrees to (i) provide a drug-free workplace for the contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
2.For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor in accordance with the Virginia Public Procurement Act, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.
I.Employment Discrimination by Contractor Prohibited
1.During the performance of this Contract, the contractor agrees as follows (Va. Code § 2.2-4311):
(a)The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.
(b)The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.
(c) Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.
2. The contractor will include the provisions of the foregoing subparagraphs (a), (b), and (c) in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
J.Employment of Unauthorized Aliens Prohibited
As required by Va. Code § 2.2-4311.1, the contractor does not, and shall not during the performance of this agreement, in the Commonwealth of Virginia knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.
K.Indemnification
The Successful Offeror agrees to indemnify, defend and hold harmless the EDA and it’s officers, agents, volunteers and employees and the County of Henrico and it’s elected officials, agents, volunteers and employees from any claims, damages, suits, actions, liabilities and costs of any kind or nature, including attorneys’ fees, arising from or caused by the provision of any goods and/or services, the failure to provide any goods and/or services and/or the use of any services and/or goods furnished (or made available) by the Successful Offeror, provided that such liability is not attributable to the EDA’s or County’s sole negligence.
L.Insurance Requirements
The Successful Offeror shall maintain insurance to protect itself and the EDA from claims under the Workers' Compensation Act, and from any other claim for damages for personal injury, including death, and for damages to property which may arise from the provision of goods and/or services under theContract, whether such goods and/or servicesare provided by the Successful Offeror or by any subcontractor or anyone directly employed by either of them. Such insurance shall conform to the Insurance Specifications. (Attachment A)
M.No Discrimination against Faith-Based Organizations
The EDA does not discriminate against faith-based organizations as that term is defined in Va. Code § 2.2-4343.1.
N.Offeror's Performance
1.The Successful Offeror agrees and covenants that its agents and employees shall comply with all County, State and Federal laws, rules and regulations applicable to the business to be conducted under the Contract.
2.The Successful Offeror shall ensure that its employees shall observe and exercise all necessary caution and discretion so as to avoid injury to person or damage to property of any and all kinds.
3.The Successful Offeror shall cooperate with EDA officials in performing the Contract work so that interference with normal operations will be held to a minimum.