SHORE REGIONAL BOARD OF EDUCATION REQUEST FOR PROSOSALS FOR AUDITING SERVICES Contract Term June 2017 through May 2018 SUBMISSION DEADLINE 1:00 P.M. February 8, 2017 ADDRESS ALL PROPOSALS TO: Business Administrator/Board Secretary Shore Regional Board of Education 132 Monmouth Park Highway West Long Branch, NJ 07764
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SHORE REGIONAL BOARD OF EDUCATION REQUEST FOR … · Ms. Corey J. Lowell, SFO Business Administrator/Board Secretary Shore Regional Board of Education 132 Monmouth Park Highway West
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SchoolDistrictShoreRegionalBoardofEducation132MonmouthParkHighwayWestLongBranch,NJ07764ContactPersonMs.CoreyJ.Lowell,SFOBusinessAdministrator/BoardSecretaryShoreRegionalBoardofEducation132MonmouthParkHighwayWestLongBranch,NJ07764732-222-9300ext.2080PurposeoftheRequestTheShoreRegionalBoardofEducation(“Board”)requestsproposalsforindependentauditorsforthe2017-2018schoolyear.TheAuditorsmustbecertifiedpublicaccountantslicensedinNewJerseywhoholdanun-canceledregistration licenseas apublic school accountant forNew Jersey. TheAuditor shall audit theBoard’s financialrecords for theyearending June30,2017,prepare theCAFR,andshallprovideother suchauditing servicesasmaybe requiredby theBoard for thedurationof thecontract term(e.g.,ASSA,DRTRS). Interested firmsshalldemonstrateknowledgeandexperienceinthelawsgoverningBoardsofEducationintheStateofNewJerseyandinprovidingadviceincompliancewithanyandallrulesandregulationsapplicabletoNewJerseySchoolDistricts.Proposalsarebeingsolicitedthroughafairandopenprocess.UnderTitle18A:18A-5(a)(1),professionalservicesarenotrequiredtobebidoradvertisedandtheBoardisnotrequiredtoawardonthebasisoflowestpriceandwillawardbasedoncriteriaasoutlinedinthisrequest.Therequestisbeingmadetoensurethedistrictreceivesthehighestqualityservicesatafairandcompetitiveprice.PeriodofContractJune2017throughMay2018ProposalSubmissionAllproposalsaretobeplacedinsealedenvelopesmarked“ProposalforAnnualAuditServices”.AllProposalsmustbereceivedbytheBoardofEducation,OfficeoftheBusinessAdministrator,nolaterthan1:00P.M.February8,2017. AllquestionsconcerningtheRFPshouldbeprovided inwritingandsubmittedtoCoreyLowell,BusinessAdministrator/BoardSecretary,132MonmouthParkHighway,WestLongBranch,NJ07764.AnybidderwhomailstheirRFPacceptsresponsibilityforanydelayindelivery.Adulyauthorizedofficialofthefirmmustsigntheproposal.
ContractFormThe successful submitter shall be required to execute the board’s form contract, which includes theindemnification,insurance,terminationandlicensingprovisions.ItisalsoagreedandunderstoodthattheacceptanceofthefinalpaymentbytheContractorshallbeconsideredareleaseinfullofallclaimsagainsttheboardarisingoutof,orbyreasonof,theworkdoneandmaterialsfurnishedunderthisContract.AuditApproachDescribeyourfirm’sauditapproachincluding,butnotlimitedto:
TypeofAuditAn examination of the financial statements in accordance with generally accepted auditing standards aspromulgated by the American Institute of Certified Public Accountants; to include, determining whether theDistrict’s financial recordsandproceduresare inaccordancewithapplicableState LawsandRegulationsof theDepartmentofEducation,DivisionofFinanceandwiththeFinancialandCompliancerequirementsasrequiredbytheFederalGovernmentregardingtheSingleAuditAct.ShoreRegionalBoardofEducation2016-2017SchoolYearBudget1.TotalGeneralFundBudget $16,132,8032.RevenuesFromState&FederalSources $321,698
5. A listing of all Boards of Education in the State of New Jersey for whom your firm provides auditingservices. PleasespecifywhethertheserviceswereprovidedforBoardsofEducationdesignatedasSDA(formerAbbott)DistrictsbytheNewJerseyDepartmentofEducation.Pleaseprovidethree(3)referencesincludingthename,title,andcontactpersontobecontacted;
6. Provide an overview of your firm including, but not limited to, years experience in providing auditing
services to New Jersey Board of Education, number of partners, number of CPAs, location of firm,philosophyandauditapproach;
12. Astatement that the firmwill complywith theGeneralTermsandConditions requiredby theBoardofEducationandenterintotheBoard’sProfessionalServicesAgreementforAuditingServices;
2. Upon execution of any Agreement, original or reproduced Reports, Logs, Samples, Data, Notes,
Calculations, Estimates, Summaries, Records, Statements, Test Methodology and all other documentsprepared by theAuditor or its Auditors for the Project, including those in electronicmedia form, hardcopy,orotherwise(collectively“Documents”),shallbeBoard’sproperty.BoardmayusetheDocumentswithoutAuditor’spermissionandAuditorshalldefend,indemnifyandholdharmlessBoardfromanyandall claimsarising fromBoard’suseof theDocuments. Auditor shallnotuse theAccountingDocumentswithoutBoard’spriorwrittenpermissionunlessAuditor’suseoftheAccountingDocumentsisrelatedtoAuditor’sservicesrenderedunderanyAgreementandtheProject.AtanytimeduringthecompletionoftheProject,Auditorshall furnishBoardwithsuchreproductionsof theAccountingDocumentsasBoardmayrequire.
A. Broad form, comprehensive, or commercial General Liability Insurance, including contractualliabilitycoverage,againstclaimsforpersonal injury,deathorpropertydamagewithcoverage intheamountofnot lessthanOneMillionDollarsandZeroCents($1,000,000.00)withrespecttopropertydamage,togetherwithexcess/umbrellacoverageequaltoOneMillionDollarsandZeroCents ($1,000,000.00). Shore Regional Board of Education is to be named as an additionalinsured.
B. WorkersCompensationInsuranceasrequiredbythestatute.Employer’sLiability–FiveHundred
C. AutomobileInsuranceonallvehicleusedinperformanceofthisAgreementinanamountnotlessthanOneMillionDollarsandZeroCents($1,000,000.00)forinjuries,includingaccidentaldeathtoanyonepersonandpropertydamage insurance inanamountnot less thanOneMillionDollarsand Zero Cents ($1,000,000.00) per occurrence. Shore Regional Board of Education is to benamedasanadditionalinsured.
D. ProfessionalLiabilityInsurancecoveragesintheamountofnotlessthanOneMillionDollarsand
i. Appropriateevidencethatthecontractorisoperatingunderanexistingfederallyapprovedorsanctionedaffirmativeactionprogram;or
ii. AcertificateofemployeeinformationreportapprovalissuedinaccordancewithN.J.A.C.17:27-4;or
iii. Anemployeeinformationreport(FormAA302)providedbytheDivisionanddistributedtothepublicagencytobecompletedbythecontractor,inaccordancewithN.J.A.C.17:27-4.
Please note: A completed and signed Affirmative Action Questionnaire is required with submission of bid.However,theBoardwillacceptinlieuoftheQuestionnaire,AffirmativeActionEvidencestapledtotheAffirmativeActionQuestionnaireform.“Ifawardedacontractyourcompany/firmwillberequiredtocomplywiththerequirementsofN.J.S.A.10:5-31et.seq.andN.J.A.C.17:27et.seq.
5. AmericanswithDisabilitiesActRequirementsThe contractor must comply with all provisions of the Americans with Disabilities Act (ADA), P.L 101-336, inaccordancewith42U.S.C.S12101etseq.
6. BusinessRegistrationCertificate(N.J.S.A.52:32-44)Pursuant to N.J.S.A. 52:32-44 as amended by P.L. 2004 – Chapter 57, all bidders shall submit with their bidpackageacopyoftheir“NewJerseyBusinessRegistrationCertificate”asissuedbytheDepartmentofTreasuryoftheStateofNewJersey.FailuretoprovidetheNewJerseyBusinessRegistrationCertificationwiththebidpackagemaybecausefortherejectionoftheentirebid.
GoodsandServicesContracts
N.J.S.A. 52:32-44 imposes the following requirements on contractors and all subcontractors that knowinglyprovidegoodsorperformservicesforacontractorfulfillingthiscontract:1)Thecontractorshallprovidewrittennoticetoitssubcontractorstosubmitproofofbusinessregistrationtothecontractor;2)priortoreceiptoffinalpayment froma contracting agency, a contractormust submit to the contracting agency an accurate list of allsubcontractorsorattestthatnonewasused;3)duringthetermofthiscontract,thecontractoranditsaffiliatesshall collect, remit, and notify all subcontractors and their affiliates that they must collect and remit to theDirectoroftheNewJerseyDivisionofTaxation,theusetaxduepursuanttotheSalesandUseTaxAct,(N.J.S.A.54:32B-1etseq.)onallsalesoftangiblepersonalpropertydeliveredintothisState.
A contractor, subcontractor or supplier who fails to provide proof of business registration or provides falsebusiness registration information shall be liable to a penalty of $25 for each day of violation, not to exceed$50,000foreachbusinessregistrationnotproperlyprovidedormaintainedunderacontractwithacontractingagency.Informationonthelawanditsrequirementsisavailablebycalling(609)292-9292.
Tobecompletedandsignedbelow. ReturnWithResponse
AFFIRMATIVEACTIONQUESTIONNAIRE ResponseDate:February8,2017Thisformistobecompletedandreturnedwiththebid.However,theBoardwillacceptinlieuofthisQuestionnaire,AffirmativeActionEvidencestapledtothispage.1. OurcompanyhasafederalAffirmativeActionPlanapproval. ______YES ______NOIfyes,aPhotostatcopyofsaidapprovalshallbesubmittedtotheBoardofEducationwithinseven(7)workingdaysofthenoticeofintenttoawardthecontractorthesigningofthecontract.2. OurcompanyhasaNewJerseyStateCertificateofApproval. ______YES ______NOIfyes,acopyoftheNewJerseyStateCertificateshallbesubmittedtotheBoardofEducationwithinseven(7)workingdaysofthenoticeofintenttoawardthecontractorthesigningofthecontract.3. IfyouansweredNOtobothquestionsabove,anaffirmativeaction EmployeeInformationReport(AA-302)willbemailedtoyou.CompletetheformandforwardittotheAffirmativeActionOffice,DepartmentofTreasury,CN209,Trenton,NJ08625.AcopyshallbesubmittedtotheBoardofEducationwithinseven(7)days ofthenoticeoftheintenttoawardthecontractorthesigningofthecontract.Icertifythattheaboveinformationiscorrecttothebestofmyknowledge.NameofCompany/Firm NameofAuthorizedAgent Title SIGNATURE Date
Tobecompletedandsignedbelow.ReturnWithResponse
NON-COLLUSIONAFFIDAVIT
RFPAuditingServices
STATEOFNEWJERSEY ResponseDate:February8,2017COUNTYOF()I,____________________________________oftheCityof____________________________intheCountyof__________________________andtheStateof_________________________offullage,beingdulyswornaccordingtolawonmyoathdeposeandsaythat:Iam___________________________________________________________________________of PositioninCompanythe firmof________________________________________________________________andthebiddermakingtheProposalfortheabovenamescontract,andthatIexecutedthesaidProposalwithfullauthoritysotodo;thatIhavenot,directlyor indirectly,entered intoanyagreement,participated inanycollusion,discussedanyorallpartsofthisproposalwithanypotentialbidders,orotherwisetakenanyaction inrestraintoffree,competitivebidding inconnectionwiththeabovenamedbid,andthatallstatementscontained insaidProposaland inthisaffidavitaretrueandcorrect,andmadewithfullknowledgethattheBoardofEducationoftheBoroughofWestLongBranchreliesuponthetruthofthestatementscontainedinsaidProposalandinthestatementscontainedinthisaffidavitinawardingthecontractforsaidbid.I furtherwarrant that nopersonor selling agencyhasbeenemployedor retained to solicit or secure suchcontractuponanagreementorunderstandingforacommission,percentage,brokerageorcontingentfee,exceptbonafideemployeesofbonafideestablishedcommercialorsellingagenciesmaintainedby
Subscribedandswornto:__________________________________________________________(SIGNATUREOFCONTRACTOR/VENDOR)beforemethis_______dayof_______________________, . Month Year _______________________________________PrintNameofNotaryPublic______________________________________________NOTARYPUBLICSIGNATUREMycommissionexpires_______________________________________,________.-Seal– Month Day Year
o Corporation-- o LimitedPartnership--o Partnership-- o LimitedLiabilityCorp.--o SoleProprietorship-- o LimitedLiabilityPartnership--o SubChapterSCorp.-- o Other-
__________________________
Nocorporation“orpartnership”shallbeawardedanycontractnorshallanyagreementbeenteredintofortheperformanceofanyworkorthefurnishingofanymaterialorsupplies,thecostofwhichistobepaidwithoroutofanypublicfunds,bytheStateor any county,municipality or school district, or any subsidiaryor agencyof the State, or by an authority, boardorcommissionwhichexercisesgovernmentalfunctions,unlesspriortothereceiptofthebidoraccompanyingthebidofsaidcorporationor saidpartnership, there is submitteda statement setting forth thenamesand all individualpartners in thepartnershipwhoowna10%orgreaterinteresttherein,asthecasemaybe.”Ifoneormoresuchstockholder“orpartner”isitselfacorporation“orpartnership”,thestockholderholding10%ormoreofthatcorporation“orpartnership”theindividualpartnersowning10%orgreaterinterestinthatpartnership,asthecasemaybe,shallalsobelisted.Thedisclosureshallbe,continued until names and addresses of every non-corporate stockholder, and individual partner, exceeding the 10%ownershipcriteriaestablishedinthisact,hasbeenlisted.
IT ISMANDATORYTHATTHISFORMBECOMPLETEDANDSUBMITTEDWITHBID. In theeventthat therearenopersonswhoowntenpercentormoreofthestockorownershipofthebidder,thensuchfactshouldbecertifiedbelowaspartofthisdisclosure. NameofCompany_______________________________________________
Direct/IndirectInterests I declare and certify that no member of the Shore Regional Board of Education, nor any officer oremployeeorpersonwhosesalary ispayable inwholeor inpartbysaidBoardofEducationor their immediatefamilymembersaredirectlyor indirectly interestedinthisbidor inthesupplies,materials,equipment,workorservicestowhich itrelates,or inanyportionofprofitsthereof. IfasituationsoexistswhereaBoardmember,employee,officeroftheboardhasan interest inthebid,etc., thenpleaseattacha letterofexplanationtothisdocument,dulysignedbythepresidentofthefirmorcompany.Gifts;Gratuities;Compensation I declare and certify that no person from my firm, business, corporation, association or partnershipofferedorpaidanyfee,commissionorcompensation,orofferedanygift,gratuityorotherthingofvaluetoanyschoolofficial,boardmemberoremployeeoftheShoreRegionalBoardofEducation.(formcontinuedonnextpage)èèè
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Tobecompletedandsignedbelow.ReturnWithResponseContractor/VendorQuestionnaire/Certification–(Continued)VendorContributions: IcertifythatIamnotanofficialoremployeeoftheShoreRegionalBoardofEducation. I further certify that I understand that it is a crime in the second degree in New Jersey toknowinglymake amaterial representation that is false in connectionwith the negotiation, award orperformanceofagovernmentcontract.
ThecontractorandtheShoreRegionalBoardofEducation(hereafter"owner")doherebyagreethattheprovisionsofTitle11oftheAmericansWithDisabilitiesActof1990(the"Act")(42U.S.C.S12101etseq.),whichprohibitsdiscriminationonthebasisofdisabilitybypublicentitiesinallservices,programs,andactivitiesprovidedormadeavailablebypublicentities,andtherulesandregulationspromulgatedpursuant thereunto,aremadeapartof thiscontract. Inprovidinganyaid,benefit,orserviceonbehalfof theownerpursuanttothiscontract,thecontractoragreesthattheperformanceshallbeinstrictcompliancewiththeAct.Intheeventthatthecontractor,itsagents,servants,employees,orsubcontractorsviolateorareallegedtohaveviolatedtheActduringtheperformanceofthiscontract,thecontractorshalldefendtheownerinanyactionoradministrativeproceedingcommencedpursuanttothisAct.Thecontractorshallindemnify,protect,andsaveharmless the owner, its agents, servants, and employees from and against any and all suits, claims, losses,demands,ordamages,ofwhateverkindornaturearisingoutoforclaimedtoariseoutoftheallegedviolation.Thecontractorshall,at itsownexpense,appear,defend,andpayanyandallchargesfor legalservicesandanyandallcostsandotherexpensesarisingfromsuchactionoradministrativeproceedingorincurredinconnectiontherewith.Inanyandallcomplaintsbroughtpursuanttotheowner'sgrievanceprocedure,thecontractoragreestoabidebyanydecisionof theownerwhich is renderedpursuanttosaidgrievanceprocedure. Ifanyactionoradministrativeproceedingresultsinanawardofdamagesagainsttheowner,oriftheownerincursanyexpensetocureaviolationoftheADAwhichhasbeenbroughtpursuanttoitsgrievanceprocedure,thecontractorshallsatisfyanddischargethesameatitsownexpense.
Theownershall,assoonaspracticableafteraclaimhasbeenmadeagainstit,givewrittennoticethereoftothecontractoralongwithfullandcompleteparticularsoftheclaim,Ifanyactionoradministrativeproceedingisbroughtagainsttheowneroranyofitsagents,servants,andemployees,theownershallexpeditiouslyforwardor have forwarded to the contractor every demand, complaint, notice, summons, pleading, or other processreceivedbytheowneroritsrepresentatives.
It is expressly agreed and understood that any approval by the owner of the services provided by the
the contractor, its agents, servants, employees and subcontractors for any claimwhichmay arise out of theirperformance of this Agreement. Furthermore, the contractor expressly understands and agrees that theprovisions of this indemnification clause shall in no way limit the contractor's obligations assumed in thisAgreement,norshalltheybeconstruedtorelievethecontractorfromanyliability,norprecludetheownerfromtakinganyotheractionsavailabletoitunderanyotherprovisionsoftheAgreementorotherwiseatlaw.
PartI–VendorAffirmationThe undersigned, being authorized and knowledgeable of the circumstances, does hereby certify that thecontractor has notmade andwill notmake any reportable contributions pursuant toN.J.S.A. 19:44A-1 et seq.that,pursuanttoP.L.2004,c.19wouldbartheawardofthiscontractintheone(1)yearperiodpreceding(dateofawardscheduledforapprovalofthecontractbythegoverningbody)toanyofthefollowingnamedcandidatecommittee, joint candidates committee; or political party committee representing the elected officials of theentitiesidentifiedhereinasdefinedpursuanttoN.J.S.A.19:44A-3(p),(q)and(r).(Seelistofagenciesattachedhereto).PartII–OwnershipDisclosureCertificationoIcertifythatthelistbelowcontainsthenamesandhomeaddressesofallownersholding10%ormoreoftheissuedandoutstandingstockoftheundersigned.
WhiletheBoardmayappointtheAuditorannually,itispossiblethatre-appointmentmaybemadeonthebasisofthemulti-yearproposalinyourresponsebelow.Weare seekinghourly rates for partner,manager, and staff, dependingonwho is required toperformadditionalwork(ifanyisrequested).