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Section E Instructions to Prosper

E-1 Instructions to Proposer

Proposal Requirements:

  • Information concerning your firm and the name of the contract partner and staff persons who will be assigned to perform the audit. You should indicate the prior audit experience of staff, including specifically their experience auditing public housing authorities and HUD grants. Please submit resumes for all staff to be assigned to this audit.
  • References pertaining to the public housing authority audit clients for which your firm has been the auditor of record and who have permitted the listing of their names as a reference. Please indicate the nature of the work performed for these clients as well as the time frame and the size of the Authority.
  • Please include in your proposal the last peer review report and a certification that your firm is licensed to perform audits in North Carolina.
  • A statement indicating the amount of assistance your firm will expect from the New Bern Housing Authority accounting staff. Please list all anticipated requirements if the Housing Authority accounting staff will be asked to prepare audit schedules.
  • A description of insurance coverage maintained by the firm. Please provide a copy of the declaration page from current policies for Worker's Compensation, General Commercial Liability and Professional Liability, Malpractice and Errors and Omissions insurance coverage.
  • Certification that your firm is in compliance with the Equal Employment Opportunity requirements
  • A breakdown of time by staff level and computation of the audit fee including expenses used in your proposal. The computation should show the amount of time required and rate used by each level of staff you expect to use on the audit.
  • Availability of a staff throughout the fiscal year and proposed charges (if any) for assistance with issues and questions that arise regarding issues that could have an impact on financial statements.

The computation should be in the following format:

LEVEL OF SERVICE
Partner:

  • List Rate Per Hour
  • Estimated Hours
  • Amount

Manager:

  • List Rate Per Hour
  • Estimated Hours
  • Amount

Senior Staff:

  • List Rate Per Hour
  • Estimated Hours
  • Amount

Intermediate Staff:

  • List Rate Per Hour
  • Estimated Hours
  • Amount

Staff Assistant:

  • List Rate Per Hour
  • Estimated Hours
  • Amount

Support Staff:

  • List Rate Per Hour
  • Estimated Hours
  • Amount

Expenses:

  • List Rate Per Hour
  • Estimated Hours
  • Amount

TOTALS FOR EACH LEVEL OF SERVICE:

  • List Rate Per Hour
  • Estimated Hours
  • Amount

You must include a firm-fixed fee for the proposal work for each fiscal year (FY). The fees submitted are inclusive of all necessary cost to provide the services, including, but not limited to: employee costs and benefits, clerical support, overhead profit, supplies, materials, licensing, insurance, travel expenses, etc.

The contract also requires that you retain the audit working papers to which NBHA or other governmental units may have access for a period of five years. These working papers will also be made available to successor auditors should your firm not be the successful bidder in future years.

No member, officer, or delegate to the NBHA or Commissioner shall be admitted to any share or part of this contact or to any benefit arising from this contract.  No members, officers, or employees of the Authority, no member of the governing body in which the Authority was activated, and no other public official of such locality or localities who exercise any functions or responsibilities with respect to the project shall, during his/her tenure or for one year thereafter, have an interest, direct or indirect, in this contract or the proceeds thereof.

E-2 Acceptance to Proposals

Proposals must be signed, sealed, and received in completed form to the NBHA Administrative Office temporarily located on the 1307 Tatum Drive, New Bern, NC 28562, New Bern, NC 28562, attention: Tiffany Askew, Executive Director no later than the proposal submission time and date. Proposal will not be accepted after 4:00 pm (EST) on Thursday, March 31, 2022. Proposals submitted after the designated date and hour will not be accepted for any reason and will be returned unopened to the proposer.

NBHA reserves the right to accept or reject any or all Proposals, issue addenda, take exception to these RFP specifications or to waive any formalities. Proposer may be excluded from further consideration for failure to fully comply with the requirements of the RFP.

E-3 Withdrawal to Proposals

Proposals may be withdrawn by written request prior to the deadline set for acceptance of proposals. Proposals may not be revoked or withdrawn after the time set for opening of proposals and shall remain open for acceptance for a period of thirty (30) days following such time.