HomeMy WebLinkAboutResolutions - 1983.02.24 - 11535Date: February 24, 1983 Miscellaneous Resolution: 83040
BY : PUBLIC SERVICES COMMITTEE - James E. Lanni, Chairperson
IN RE: Solicitation for Certified Public Accounting Services
to Perform Independent Monitoring Services, Audit Services, and
the Recruitment of Documentation for Audit Resolution
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Mr. Chairperson, Ladies and Gentlemen:
WHEREAS the Oakland County Board of Commissioners by Miscellaneous Resolutions
No. 6546 and 8883 applied for and was granted the designation as Prime Sponsor by the
U. S. Department of Tabor to administer the provisions of the Comprehensive Employment
and Training Act of 1973 and the Comprehensive Employment and Training Act Amendments .
of 1978; and
INEIBEAS 41 CFR 29-70.207-3 currently requires prime sponsors to conduct an
independent audit of its subrecipients at least once every two years on a sampling
basis; and through coordination of the Office of Inspector General, statistical
sampling by entity has been established; and
WHEREAS our audit selection and the total dollars to be audited for Audit
Years 1981 and 1982 have been approved by the Office of Inspector General; and
WHEREAS the audit selection and the total dollars to be audited for Fiscal
Year 1983 is currently being prepared in 'accordance with CETA closeout requirements;
and
WHEREAS the audit requirements for Fiscal Years 1981, 1982, and 1983 must be
received by the Grant Officer no later than December 31, 1983 as stipulated by the
U. S. Department of Labor Field Memorandum No. 30-83 dated December 16, 1982; and
WHEREAS 20 CFR 676-75-2 currently requires prime sponsors to establish an
Independent Monitoring Unit to ensure that sufficient, auditable and otherwise
adequate records are maintained in accordance with all administrative requirements
under the Act; and
WHEREAS the Independent Monitoring Unit is required by Federal Regulations
to periodically monitor and review, through on-site visits and program data, all
program activities and services supported with funds under the Act to ensure the
terms of any subagreements entered into under the prime sponsor's grant; and
WHEREAS the Office of Inspector General/Department of Labor will be review-
ing subgrantee audits in their next FY-1982 -Prime Sponsor Audit.which•requires the
recruitment of additional documentation and/or in-kind costs for audit resolution,
RE BE IT RESOLVED that the Oakland County Board of Commissioners REPO NOW THE
approve the Solicitation of Bids (Attachment A) for the procurement of Certified
Public Accounting services to perform Independent Monitoring Services for FY-1983 7
Audit Services for FY-1981, and the Recruitment of Documentation and/or In-kind
Costs for Audit Resolution.
BE IT FURTHER RESOLVED that Oakland County Board of Commissioners approve
the Solicitation of Bids for the procurement of Certified Public Accounting services
to perform Audit Services for Fiscal Years 1982 and 1983;
Mr. Chairperson, on behalf of the Public Services Committee, I move the
adoption of the foregoing resolution.
PUBLIC SERVICES COMMITTEE
REQUEST FOR PROPOSAL
SUBJECT: 1. Independent Monitoring Services
2. Audit Services
3. Recruitment of Documentation and/or
In-kind Costs for Audit Resolution
Gentlemen:
You are invited to submit a proposal for furnishing CPA services in accordance with
the specifications and instructions to the prospective contractors in the enclosed
Solicitation for Professional Services (Section III). All proposals shall be sub-
mitted by returning to the office indicated on Page 6: two (2) copies of Section
II, four (4) copies of Section III, and one (1) Copy of Section IV, Appendix A
with the blank spaces filled in. All technical proposals must contain the following:
Information as to the Offeror's background and experience auditing
programs financed by the Federal Government, State, County and Local
Government activities, nonprofit organizations, and commercial
entities.
2. Information as to the Offeror's background and experience performing
professional services in the areas of Independent Monitoring, Auditing
and the Recruitment of Documentation and/or In-kind Costs.
3. Information as to the size and organizational structure of the
Offeror's film
Resumes indicating qualifications of the staff members to be assigned
to these audits indicating at a minimum their position in the firm,
total years and types of experience and description of the audit team(s)
makeup and the contemplated overall supervision of the audits specified
in the Attachment A to the schedule.
5. A statement of the Offeror's understanding of the work to be performed,
including time estimates to perform each part of the three part work
statement.
6. A. Price per audit unit of ahdited Prime Sponsor costs. An audit
unit is defined as one thousand dollars ($1,000.00) or portion
thereof, of Prime Sponsor costs audited.
B. Price per monitor unit of monitored Prime Sponsor costs. Monitor
unit is defined as one thousand dollars ($1,000.00) or portion
thereof, of Prime Sponsor costs monitored. Also include cost of
training seminar and professional services.
C. Price per questioned cost unit. Questioned cost unit is defined
as one thousand dollars (81,000.00) or portion thereof, of Prime
Sponsor costs questioned.
Without this information it will be *possible to properly evaluate your proposal.
Each work statement will be evaluated individually for a possible total of 100
points. Then the scores for each of the three work statements will be added
together for a possible grand total of 300 points. Bids on all three work state-
ments of the R.F.P. package must be proposed by each contending CPA firm in order
for the proposal to be accepted. Any bid proposal that does not include proposals
for all three work statements will be disqualified.
1.
• Evaluation of each Independent Monitoring work .statement will be based on the
following criteria: .
A. PRIOR -EXPERIENCE-AUDITING:
1. Auditing programs financed by the Federal Government
a) Federal programs other than CETA
b) CETA
2. Monitoring programs financed by the Federal Government
a) Federal programs other than CETA
b) ZETA
3. Auditing State, County or local government activities
4. Monitoring, State, County or local government activities
B. ORGANIZATION SIZE AND STRUCTURE OF FIRM:
I. Size in relation to monitoring
2. Locality of firm management
C. QUALIFICATIONS OF STAFF 10 BE:ASSIGNED:
1. Composition of monitoring team
2. Overall monitoring supervision
D. 0 OCR'S UNDERSTANDING OF WORK TO BEPERFO MO:
E. PRICE PER MONITORING UNIT:
Maximum Points
Point Range
O - 5
O - 10
0- 5
O - 10
O - 5
0 - 10
O - 3
O - 2
O - 10
0- 5
0 - 10
O - 25
100
Each proposal will be independently evaluated on factors A through D
. by two or more qualified individuals. Their raw scores will be averaged
to obtain a composite raw score. This composite raw score will then be
converted to a true score by use of the following formula:
Composite raw score of this proposal X 75 = Technical Score Highest composite raw score of all proposals
Each proposal will be evalimted by the Contracting Officer by use of the
following formula:
Lowest Price of all prosa]s X 25 = Price Score Price of proposal being evaluated
The technical score and the price score will be added together to determine
total score for each proposal.
O - 5
0 - 10
O - 10
0 - 10
0 - 5
O -10
O - 5
E. PRICE PER AUDIT UNIT: 0 - 25
Evaluation of each Audit work stat nn ili be based on the following criteria:
Point Range A. PRIOR MPEUFNCE AUDITING:
1. Auditing programs financed by the Federal Government
. a) Federal Prograas other than CETA
b) CETA
2. Auditing State, County or Local governaEnt activities
3. Auditing nonprofit organizations
4. Auditing commercial entities
B. ORGANIZATION SIZE AND STRUCTURE OF FIRM:
1. Size in relation to audits 0 - 3
2. Locality of firmalanagmnt 0 - 2
C. QUALIFICATIONS OF STAFF 'ID BE ASSIGNED:
1. COmposition of audit team
2. Overall audit supervision
D. OFFEROR'S UNDERSTANDING OF V:Mi 'FO BE PEUOMED: 0 - :15
10.AXIMIll POINTS
Each proposal will be independently evaluated on factors A through D by two or more
qualified individuals. Their raw scores will be averaged to Obtain a composite raw
score. This composite raw score will then be converted in a true score by use of
the following formula:
Composite raw score of this proposal
Highest composite raw score of all proposals X 75 = Technical Score
Each proposal will be evaluated by the Contracting Officer by use of the following
formula:
Lowest price of all proposals
Technical score and the price score will be added together to determine total score
for each proposal.
= Price of proposal being evaluated x 25 Price Score
Composite raw score of this proposal
X 75 Technical Score
Evaluation of each Recruitment of Documentation work statement will be based
on the following criteria:
Point Range A. PRIOR EXPERIENCE:
I. Auditing programs financed by the Federal Government
a) Federal programs other than CETA
b) CETA
0 - 5
o - 15
2. Auditing State, County or Local government activities; 0 - 5
nonprofit organizations and commercial entities.
3. Recruiting documentation and/or in-kind cost for prime
sponsor audit resolution. - 15
B. ORGANIZATION SIZE AND STRUCTURE OF FIRiVf
I. Size in relation to audits
2. Locality of firm management
C. QUALIFICATIONS OF STAFF TO BE ASSIGNE
1. Composition of audit team
0 - 2
0 - 10
0 - 5
a OFFERORS UNDERSTANDING OF WORK TO BE PERFORMED: 0 - 15
0 -25
Maximum Points
Each proposal will be independently evaluated on factors A through D by two or more
walified individuals. Their raw scores will be averaged to obtain a composite raw
score. This Cc3nT0 -6-Site raw score will then be converted to a true score by use of the
following formula:
2. Overall audit supervision
E. PRICE PER QUESTIONED COST:
100
. Highest composite raw score of all proposals
Each proposal will be evaluated by the Contracting Officer by use of the following
for
Lowest price of all proposals
X 25 = Price Score
`\ Price of proposal being evaluated
The technical score and the price score will be added together to determine total
score for each proposal.
Your proposal must be received no later than 5:00 p.m.
inthe office of:
Oakland County
Employment 8c Training Administration
Attention: Mr. Brian Pouget
377 S. Telegraph Road
Pontiac, MI 48053
Your attention is invited to the "Inte Proposal" provisions set forth in the
enclosed Section III.
Any questions, technical or otherwise, concerning this Request for Proposal
should be address to the undersigned at the address shown in the above paragraph.
Telephone inquires may be made by calling (313) 858-0166. This letter is not
to be construed as a contract or commitment of any kind.
Sincerely,
Brian Pouget
Contract Officer
BP/RH/pn
Enclosure
OAKLAND COUNTY
Public Services Department
Employment and Training Division
Fiscal Year 1983
Solicitation #
SOLICITATION FOR PROFESSIONAL SERVICES TO PERFORM
1. Independent Monitoring Services
2. Audit Services
3. Recruitment of Documentation and/or In-kind Costs
FOR THE
COUNTY OF OAKLAND C.E.T.A PROGRAM
Issued:
An Equal Employnent Opportunity Employer
_Flag ..c1
1 - 4
TABLE OF CONTENTS
SECTION I General Solicitation Conditions
SECTION II General Solicitation Application 5 - 6
SECTION III Solicitation for Professional
Services Specifications
7 - 18
SECTION IV Appendices
Appendix A - Certifications 19 21
Appendix B - Offeror's 22
Conference Map
Appendix C - Evaluation Form 23 - 25
Appendix D - Grievance Procedure 26 - 28
ION
FsE„
DESCRIPTION
I GENERAL SOLICITATION CONDITIONS AND PROVISIONS
PAGE NO.
1
DEFINITIONS
As used herein.
(a) The term "Solicitation" means Invitation For Bids (IFB) where the procurement is
advertised, and Request For Proposal (R.FP) where the procurement is negotiated.
(b) The term "Offer" means bid where the procurement is advertised, and proposal
where the procurement is negotiated.
1. PREPARATION OF OFFERS
(a) Offerors are expected to examine the RFP and all instructions. Failure to do so
will be at the offeror's risk.
(b) Offers for services other than those specified will not be considered unless
authorized by the solicitation.
(c) Time, if stated as a number of days, will include Saturdays, Sundays and holidays.
(d) The offeror must prepare the proposal so that it conforms to the format used in
this RFP. This will provide the raters with a uniform reference guide which will assist in
rating each proposal as completely and accurately as possible. Failure to follow the format
used in the RFP will result in a proposal being disqualified for consideration.
(e) Offerors shall prepare all proposals in quadruplicate, typewritten and single-spaced
on 8Y2 x 11 paper. Pages must be typed on one side only. Each page must be numbered
consecutively (i.e. 1 of 50, 2 of 50, etc.). Offerors must organize their respective proposals
in accordance with the sample diagram below:
Cover Application
Letter (Section II)
Proposed Narrative
(Section III)
, Multiple proposals respondent to a single R.FP (i.e. Classroom Training) should be collated
behind a single application with each proposal narrative clearly identified.
2. EXPLANATION TO OFFERORS
Any explanation desired by an offeror regarding the meaning or interpretation of the
solicitation must be requested in writing and with sufficient time allowed for a reply to
reach offerors before the submission of their offers. Oral explanations or instructions given
before the award of the contract will not be binding and are unauthorized. Any information
given to a prospective offeror concerning a solicitation will be furnished to all prospective
offerors as an amendment to the solicitation if such information is necessary to offerors in
submitting offers on the solicitation or if the lack of such information would be prejudicial
to uninformed offerors.
3. SUBMISSION OF OFFERS
Offers and modifications thereof shall be enclosed in sealed envelopes and addressed
to the office specified in the solicitation. The offeror shall show the hour and date specified
and the name of the offeror on the face of the envelope.
PAGE NO.
2
SECTION DESCRIPTION
Ir GENERAL SOLICITATION CONDITIONS AND PROVISIONS
4, FAILURE TO SI !WAIT OFFER
If no offer is to be submitted, do not return the solicitation unless otherwise specified.
A letter or postcard should be sent to the issuing office advising whether future solicitations
for the type of services covered by this solicitation are desired. Failure of the applicant to
offer, or to notify the issuing office that future solicitations are desired, may result in
removal of the name of such applicant from the mailing list for the type of services covered
by the solicitation.
5. LATE PROPOSALS MODIFICATION OF PROPOSALS AND WITHDRAWAL OF
PROPOSALS
(a) Any proposal received at the office designated in the solicitation after the exact
time specified for receipt will not be considered unless it is received before award is made,
and:
(1) It was sent by registered or certified mail not later than the fifth calendar
day prior to the date specified for receipt of offers; or
(2) It was sent by mail (or telegram if authorized) and it is determined by the
Prime Sponsor that the late receipt was due solely to mishandling by the Prime
Sponsor after receipt at the Prime Sponsor installation; or
(3) It is the only proposal received.
(b) Any modification of a proposal, except a modification resulting from the
Contracting Officer's request for "best and final" offer, is subject to the same conditions as
in (a) (1) and (a) (2) of this provision.
(c) A modification resulting from the Contracting Officer's request for "best and
final" offer received after the time and date specified in the request will not be considered
unless received before the award and the late receipt is due solely to mishandling by the
Prime Sponsor after receipt at the Prime Sponsor installation,
(d) The only acceptable evidence to establish the date of mailing of a proposal, late
proposal, or modification of proposal sent by the offeror either by registered or certified
mail is the U.S. Postal Service postmark on the wrapper or on the original receipt from the
U.S. Postal Service. If neither postmark shows a legible date, the proposal or modification
shall be deemed to have been mailed late. (The term "postmark" means a printed, stamped,
or otherwise placed impression that is readily identifiable without further action as having
been supplied and affixed on the date of mailing by employees of the U.S. Postal Service).
(e) The only acceptable evidence to establish the time of receipt at the Prime
Sponsor installation is the tirnedate stamp of such installation on the proposal wrapper or
other documentary evidence of receipt maintained by the installation.
(I) Notwithstanding (a), (b), and (c) of this provision, a late modification of an
otherwise successful proposal which makes its terms more favorable to the Prime Sponsor
will be considered when it is received and may be accepted at any time.
SECTION H. - DESCRIPTION PAGE NO.
_
I GENERAL SOLICITATION CONDITIONS AND PROVISIONS 3
(g) Proposals may be withdrawn by written or telegraphic notice received at any
time prior to award. Proposals may be withdrawn in person by an offeror or his authorized
representative, provided his identity is made known and he signs a receipt for the proposal
prior to award.
6. PRE-AWARD SURVEY
The Prime Sponsor reserves the right to make on-site visits to the offeror's place of
business for examination of program capabilities for offerors who have never before
contracted or who have not contracted within the last twelve (12) months to operate
programs or provide services through the CF.TA system. This examination may include, but
not be limited to, inspection of facilities, review of accounting system, oral interviews of
past recipients of offeror's service, and review of EEO Policy/Affirmative Action Plan,
7. SELECTION PROCESS
(a) The contract will be awarded to that responsible offeror whose offer conforming
to the solicitation will be most advantageous to the Prime Sponsor, price arid other factors
considered.
(b) The Prime Sponsor reserves the right to accept other than the lowest offer and
to reject any or all offers.
(c) The Prime Sponsor may accept any item or group of items of any offer unless the
offeror qualifies his offer by specific limitations. Unless otherwise provided in the schedule,
offers may be submitted for any quantities less than those specified, and the Prime Sponsor
reserves the right to make an award on any item for a quantity less than the quantity
offered at the unit prices offered unless the offeror specified otherwise in his offer.
(d) The offeror shall be deemed as having been awarded when formal notice of
award has been duly served by the Prime Sponsor upon the offeror by mail or otherwise. The
offeror whose offer has been accepted will be required to execute an agreement to perform
the services contemplated in the offer. In the case of the offeror's refusal or failure to do
so within ten (10) days after the award, the offeror will be considered to have abandoned his
rights and interests in the award.
(e) All statements made in the proposal are to be considered final, and, if the
proposal is accepted, may be used as the basis of an agreement.
(f) The Prime Sponsor may award a contract based on initial offers received,
without discussion of such offers,
8. ORDER OF PRECEDENCE
In the event of an inconsistency between provisions of this solicitation, the
inconsistency shall be resolved by giving precedence in the following order:
(a) The Program activity Request-For-Proposal Specifications,
(b) General Solicitation Conditions and Provisions,
(c) Other provisions of 41 CFR 29.70 whether incorporated by reference or
otherwise in accordance with this solicitation.
SECTION I DESCRIPTION. I PAGE NO.
GENERAL SOLICITATION CONDITIONS AND PROVISIONS I 4
9. APPEAL PROCESS
Offerors have seven (7) calendar days from the date of issuance of the "Notice of
Review Action" to notify in writing the Prime Sponsor's issuing office of their intent to
! petition the Acquisition Appeal Board.
Such written notification shall specify, at a minimum, the reason for such request,
inclusive of the specific areas of concern,
The Prime Sponsor's issuing office, upon receipt of such notice, shall notify the
Acquisition Appeal Board of said petition(s) for the purpose of generating and issuing a
written response to the respective offeror(s) within seven (7) calendar days.
In the event said offeror is unsatisfied with the Acquisition Appeal Board's response,
said offeror may submit a written notice within seven (7) calendar days from the date of
issuance of said response to the Prime Sponsor's issuing office requesting an informal review
with the Acquisition Appeal Board,
The Prime Sponsor's issuing office shall notify said offeror regarding the time and
place of such informal review.
If the offeror is unsatisfied as a result of the informal review with the Acquisition
Appeal Board, said offeror may exercise the right to appeal as specified in the relevant
Oakland County Employment and Training Division Grievance Procedure.
hS_E_C_TION DESCRIPTION PAGE NO.
GENERAL SOLICITATION APPLICATION 5
APPLICATION PROCEDURES
These procedures will be followed by each applicant responding to this solicitation.
1. PURPOSE
An applicant will submit an application in duplicate to the office listed at Item
No. 8 on the "General Solicitation Application" not later than 5:00 p.m.
2. FACSIMILE OF FORM
See Page 6.
3. INSTRUCTIONS FOR COMPLETING "GENERAL SOLICITATION APPLICATION"
Item numbers 1 through 9 correspond to the item numbers listed below.
Item 1. LEGAL APPLICANT: Enter the legal name of the applicant, the primary
organizational unit which will undertake the subagreement supported activity, the
complete address of the applicant, the name and telephone number of the person who
can provide further information, and the applicant's employer identification number as
assigned by the Internal Revenue Service.
Item 2. TYPE OF ACTION: Circle "a", "b", and "c".
Item 3, PRIME SPONSOR APPLICATION IDENTIFIER (leave blank).
Item 4. TYPE OF ASSISTANCE: Circle "b" unless otherwise specified.
Item 5. TYPE OF APPLICATION: Circle "a" unless otherwise specified.
Item 6. TYPE OF APPLICANT SUBRECIPIENT: Circle appropriate letter. Verify
the legal status of the organization by attaching to this application a copy of the
articles of incorporation, charter, enabling legislation, or other documents that
indicate the authority of the offeror to enter into a contractual relationship.
Item 7. SOLICITATION RESPONSE: Indicate solicitation number(s) of proposal(s)
accompanying this application.
Item 8. AGENCY TO RECEIVE REQUEST: Application is submitted to this office.
Item 9. REMARKS ADDED: Circle "a" and attach additional remarks if desired.
THE APPLICANT CERTIFIES THAT: The application must be signed by a
representative of the offeror who is authorized to contractually bind the offeror to the
terms and conditions of this proposal. Documentation of this authorization must be
attached to this application.
SECTION I DEscrKiprioN
GENERAL SOLICITATION APPLICATION 6
a. Typed Name: c. Signature
b. Title; d. Date:
3, PRIME SPONSOR APPLICATION IDENTIFIER:
I. LEGAL APPLICANT
Applicant Name .•
Organization Unit
Street/P.O. Box
City
State
Contact Person (Name
& Telephone No.)
2. TYPE OF ACTION:
Notification of Intent
PreApplication
Application
Report of Prime Sponsor Action
Number
Date
4. TYPE OF ASSISTANCE
Cost Reimbursement Contract
Fixed Price Contract
Letter Contract
Subgrant
5. TYPE OF APPLICATION:
New
Renewal
Revision
Continuation
Augmentation
County
Zip Code
Federal Employer
I.D. Number
6. TYPE OF APPLICANT SUBRECIPIENT:
Unit of Local Government
Unit of State Government
Public Educational Institution
Private for Profit Training Institution
Private Non-Profit Institution
Community Based Organization
Community Development Corporation
Other, Specify
7. SOLICITATION RESPONSE:
No.
No.
No.
No.
8. AGENCY TO RECEIVE REQUEST:
Oakland County
Public Services Department
Employment and Training Division
Attention: Mr. Brian Pouget
Contract Officer
377 S. Telegraph Rd.
Pontiac, Michigan /48053
a.
b.
C .
d.
f.
h.
a.
b.
C.
d.
a.
b.
a.
b.
C,
d.
a.
b.
C .
d.
e.
e.
g.
a,
b.
C.
d.
e.
f.
g. h.
9. REMARKS ADDED: a, Yes
b. No
THE APPLICANT CERTIFIES THAT: To the best of my knowledge and belief, data in this
notification of intentipreapplicationiapplication are true and correct, the document has been duly
authorized by the governing body of the applicant and the applicant will comply with any attached
assurances if the assistance is approved.
SECTION DESCMPTTON PACE NO
SOLICITATION FOR PROFESSIONAL SERVICES
PROFESSIONAL SERVICES CONTRACT - I, PERFORMANCE OF INDEPENDENT MONITORING SERVICES
FOR THE OAKLAND COUNTY CETA PROGRAM
2. AUDIT SERVICES
3. RECRUTIMENT OF DCCINENTATION AND/OR 1N-KIND
COSTS FOR AUDIT RESOLUTION
Introduction
The Oakland County Board of Commissioners has been designated as Prime Sponsor by the
United States Department of Labor, and the Board has assigned responsibility for
administering the County's CErA Program to the Public Services Department, Employment
and Training Division. As a result, the Public Services Committee has been designated
to authorize, by Board resolution, the various grants administered by various sub-
recipients throughout Oakland County. They are responsible for monitoring those grant
dollars, and are responsible for implementing corrective action as a result of mon-
itoring. They are also responsible for auditing those grant dollars, and resolving
those costs questioned as a result of audit.
Part I- General Information for the Offeror
I-1 Purpose
The purpose of this solicitation is to obtain the services of public
accounting firms with previous CETA Prime Sponsor experience whose
principal officers are independent certified public accountants or
independent licensed public accountants, certified or licensed by a
regulatory authority of a state or other political subdivision of
the United States, hereinafter referred to as the "Offeror"
to perform Independent Monitoring, Audit Services and
Recruitment of Documentation to Resolve Questioned Costs of those
organizations hereinafter referred to as "Subrecipients" who
have obtained a Comprehensive Employment and
Training Act (CETA) contract or subgrant from the Oakland County
Employment and Training Division, hereinafter referred to as the
"Prime Sponsor." The Comprehensive Employment and Training Act, first
enacted in 1973, authorizes a combination of programs which are
designed to provide specific employment and training services needed
to prepare and place eligible individuals in unsubsidized employment.
CETA Programs cover testing, counselling, Skill training in the classroom
or on the job, and basic education. They cover supportive aid such as
child care and arrangements for transportation to job and training sites,
They also include job restructuring, job development and work experience.
The Oakland County Prime Sponsor is soliciting responsible Offerors
with previous CETA experience to complete the statement of
work detailed in the Prime Sponsor's Comprehensive Employment and
Training Plan as it pertains to Independent Monitoring, Audit, and
the Recruitment of Documentation and/or In-kind Cost for Resolution Of
audit findings. In implementing these services, the offeror is required
to use the related CETA legislation imposed at the time of program
application. Part III-Work Statement, describes in greater detail the
III '7
DESCRLITION
SOLICITATION FOR PMFESSIONAL SERVICES
SEflJ
specific objectives and tasks sought by the Prime Sponsor.
I-2 Issuing Office
This RFP is issued for the County of Oakland by the Public Services
Department, EMployment and Training Division. The IssuingOffice is
the sole point of contact in the county for this REP.
1-3 Problem Statement
The Prime Sponsor is in need of qualified personnel to perform Independent
1,Wnitoring, Audit S:ervices and to collect adequate financial documentation
and/or in-kind costs to verify and/or resolve audit findings in accordance
witb a preseribed schedule to be Provided'hy the Prime Sponsor.
1-4 Type of Contract
It is proposed that, if a contract is entered into as a result of this RFP, it will be
a Fixed Price Contract. The fixed price proposal should be based on costs per
thousand. Negotiations may be undertaken with those contractors whose
proposals as to price and other factors show them to be qualified, responsible and
capable of performing the work. The contract that may be entered into will be
that most advantageous to the Prime Sponsor, price and other factors
considered. The Prime Sponsor reserves the right to consider proposals or
modifications thereof received at any time before award is made, if such action
is in the interest of the Prime Sponsor.
1-5 Rejection of Proposals
The Prime Sponsor reserves the right to reject any and all proposals received as
a result of this RFP, or to negotiate separately with any source whatsoever in
any manner necessary to serve the best interests of the Prime Sponsor.
1-6 Incurring Costs
The Prime Sponsor is not liable for any cost incurred by Off erors prior to
issuance of a contract.
1-7 Bidders' Conference
A formal bidders' conference will be held on a date and at the place specified in
the cover letter. The purpose of this conference is to discuss with the
prospective contractors the work to be performed and to allow them to ask
questions arising from their review of this RFP. In view of the limited facilities
available for the conference, it is requested that representation be limited to
two (2) persons per Of feror. The bidders' conference is for information only.
Answers furnished will not be official until verified in writing by the Issuing
Office. Answers that change or substantially clarify the RFP will be affirmed in
writing; copies will be provided to all attendees.
1-8 Response Date
To be considered, proposals must arrive at the Issuing Office on or before the
date specified in the cover letter. Offerors mailing proposals should allow
normal mail delivery time to ensure timely receipt of their proposals.
V.
SECTION 1 DESCRTTPON
SOLICITATION FOR PROFESSIONAL SERVICES III
PAGE No.,,
9
Part I (continued)
1-9 Proposals
To be considered, Offerors must submit a complete response to this RFP,
using the format provided in Part II. Each proposal must be submitted in four (4)
copies to the Issuing Office. No other distribution of proposals will be made by
the Of ferors Proposals must be signed by an official authorized to bind the
Offeror to its provisions. For this RFP the proposals must remain valid for at
least sixty (60) days.
1.-la Acceptance of Proposal Content
The contents of the proposal of the successful bidder may become contractual
obligations, if a contract ensues. Failure of the successful bidder to accept
these obligations may result in cancellation of the award.
I-11 Economy of Preparation
Proposals should be prepared simply and economically, providing a straight
forward, concise description of the Offeror's ability to meet the requirements
of the RFP. Fancy bindings, colored displays, promotional material, etc., are not
desired. Emphasis should be on completeness and clarity of content.
1-12 Oral Presentation
Of ferors who submit a proposal may be required to make an oral presentation
of their proposal to the Prime Sponsor. These presentations provide an
opportunity for the Offeror to clarify his proposal to ensure thorough mutual
understanding. The Issuing Office will schedule these presentations.
1-13 Prime Contractor Responsibilities
The selected Contractor will be required to assume responsibility for all services
offered in his proposal whether or not he produces them. Further, the Prime
Sponsor will consider the selected contractor to be the sole point of contact with
regard to contractual matters, including payment of any and all charges resulting
from the contract.
1-14 News Release
News releases pertaining to this RFP or the service study or project to which it
relates will not be made without prior Prime Sponsor approval, and then only in
coordination with the Issuing Office.
1-15 Independent Price Determination
By submission of a proposal, the offeror certifies, and in the case of a joint
proposal each party thereto certifies as to its own organization, that in
connection with this proposal:
a.
Part I (continued)
DESCRIPTION PAGE NO.
SOLICITATION FOR PROFESSIONAL SERVICES 10
1-15 Independent Price Determination (continued)
(1) The prices in the proposal have been arrived at independently,
without consultation, communication, or agreement, for the purposes
of restricting competition, as to any matter relating to such prices
with any other offeror or with any competitor; and
(2) Unless otherwise required by law, the prices which have been quoted
in the proposal have not been knowingly disclosed by the offeror and
will not knowingly be disclosed by the offeror prior to award directly
or indirectly to any other offeror or to any competitor; and
(3) No attempt has been made or will be made by the offeror to induce
any other person or firm to submit or not to submit a proposal for the
purpose of restricting competition.
b. Each person signing the proposal certifies that:
He is the person in the offeror's organization responsible within that
organization for the decision as to the prices being offered in the
proposal and that he has not participated, and will not participate, in
any action to a. (1), (2) and (3) above; or
(2) He is not the person in the offeror's organization responsible within
that organization for the decision as to the prices being offered in
the proposal, but that he has been authorized in writing to act as
agent for the persons responsible for such decision in certifying that
such person has not participated, and will .not participate, in any
action contrary to a. (1), (2) and (3) above.
C. A proposal will not be considered for award if the sense of the statement
.required in the Cost and Price Analysis portion of the proposal has been
altered so as to delete or modify a. (I), a. (3) or b. above. If a. (2) has been
modified or deleted, the proposal will not be considered for award unless
the offeror furnished with the proposal a signed statement which sets forth
in detail the circumstances of the disclosure and the Issuing Office
determines that such disclosure was not made for the purpose of restricting
competition.
1-16 Payment
The•Offeror shall submit ft scparate• invoice each month for the Monitoring
Reports., Audit Reports and Audit Resolve Reports submitted, Such invoices
shall clearly delineate the applicable subrecipient reviewed or attempted
to be reviewed. Payment of invoices slibmitted will be made
monthly upon receipt of Offeror's billing statement.
The Prime Sponsor's payment of the invoices shall not be construed as
evidence of the Prime Sponsor's acceptance of the Monitoring Reports, Audit
Reports and Audit Resolve Reports. Should the Prime Sponsor reject a
report, the Prime Sponsor's authorized representative will notify the
Offeror in writing of such rejection giving the reason(s) therefore.
(I)
SOLICITATION FOR. PROFESSIONAL SERVICES 11
, • - Part I (continued)
1-17 Progress Reporting for Each Work Statement : 1. Independent Monitoring
2. Audit
3: Recruitment of Documentation
andior In—kind Costs
The Offeror shall furnish a monthly progress report to the vrime Sponsors
authorized representative in the following format, within 10 calendar days after
the end of the applicable month.
Contract No Firm's Name
Progress Report as of (end of month)
1. Total reports to be submitted
2. Reports submitted to date
3. Balance due to be submitted
4. Reports in process
1-18 Prime Sponsor's Authorized Representative
The Prime Sponsor's authorized representative, Rebecca Holowicki, is
empowered to accept and approve or reject the services furnished by the Offeror
in compliance with this schedule, but is not authorized to change any of the
terms or conditions of this contract,
1-19 Termination Date
This contract shall expire
1-20 Restrictions Against Disclosure
The Offeror agrees to keep the information related to all contracts and
subgrants in strict confidence, Other than the reports submitted to the Prime
Sponsor, the Offeror agrees not to publish, reproduce or otherwise divulge such
information in whole or in part, in any manner or form or authorize or permit
others to do so, taking such reasonable measures as are necessary to restrict
access to the information, while in his possession, to those employees on his staff
and the subrecipient's staff who must have the information on a
"need-to-know" basis, and he agrees to immediately notify, in writing, the Prime
Sponsor's Authorized Representative in the event he determines or has reason to
suspect a breach of this requirement
1-21 Extraneous Activities
It is understood that the Offeror's personnel will not be required to engage in any
criminal investigative activities and, to the degree that the Offeror's personnel
are required to give advice, testimony or engage in any other activity not within
the strict purview of rendering, confirming or justifying a M onitor Report, Audit Report
or Audit Resolve, arrangements shall be made beyond the scope of this contract
to reimburse the Offeror for the professional time consumed and other related
costs.
DLSCELPfIC
SOLICITATION FOR PROFESSIONAL SERVICES 12
Part II - Work Statement
The successful contractor shall be required to complete the following areas:
INDEPENDENT MONITORING SERVICES
A. The contractor will monitor and review, through on-site visits, financial
and programmatic requirements based on contractual agreements between
Oakland County Prime Sponsor and various subcontractors located throughout
Oakland County. Contractor will be required to examine financial transactions
and reports, including an evaluation of compliance with applicable lams
and regulations in order to determine if subcontractors are implementing
the established responsibilities of their contracts.
The Contractor will use the 1982 Oakland County Employment & Training
"Independent Monitoring Guide" (will be revised to reflect any FY-1983
programmatic and financial requirements) - Attachment B - in performing
the monitoring review of each subrecipient listed in Attachment A. The
Independent Monitoring Guide format is prepared in a yes/no
format. All adverse conditions will require explanations and recommen-
dations of corrective actions.
The Contractor will be required to perform the following tasks:
Monitor and review (report form)
Follow-up (to ensure that corrective action has been
implemented)
In documenting responses to the questions posed by the Independent
Monitoring Guide, the contractor will:
1. Note the names and titles of individuals interviewed.
2. Photocopy key documents and include them in workpapers, cross-
referenced to the monitoring guide.
3. Perform documented monitoring tests to the extent necessary
in thecircumstances to provide a reasonable basis for a partic-
ular response. Workpaper(s) will be cross-referenced to the
monitoring guide.
4. For all "not applicable" responses, a brief explanation will be
provided on the face of the monitoring guide next to the particular
questions as to why it does not apply.
5. For all exceptions (i.e., "no" responses) an entry'will be required
to the workpaper, "Analysis of Monitoring Exceptions." This work-
paper will also be used to note any other deficiencies or exceptions
disclosed during the monitoring that may not be specifically
addressed by the monitoring guide such as system weaknesses in a
manual or automated data processing system.
After completion of the field work, an exit conference will be held with
the suhreciplent. At such time, a copy of the Analysis of Monitoring
Exceptions will be given to the subrecipient so that it may immediately
institute corrective action.
SECTION I DESCRIPTION I PAGE NO.
III SOLICITATION FOR PROFESSIONAL SERVICES 13
Part II - Work Statement (Continued)
In addition, a copy of the Analysis will be given to the Prime Sponsor so
that it may comrunicate with the subrecipient regarding corrective actions
Subrecipient responses to corrective actions noted will be due within 30
days. Based upon these responses, follow-ups will be performed and docu-
mented on the Analysis. Final reports will be prepared from the outstand-
ing items on the Analysis.
B. The contractor will conduct a financial training seminar for Prime Sponsor
subrecipients to discuss those areas that have resulted in questioned costs
in past audit reports. Copies of Regulations and FMC circulars should be
distributed. The purpose of the seminar is to educate subrecipients to
the proper procedure for documenting costs requested for reimbursement in
order that questioned costs can be eliminated in future audits.
C. The contractor will provide professional services to the Prime Sponsor,in
but not limited to the following areas;
Subrecipient Indirect Cost Rate Approvals
Lease Agreem•nts
Subrecipient Cost Allocation Plans
CETA Closeout
Subrecipient Line Item Budgets
Subrecipient Facility & Equipment Costs
The contractor will provide technical services to the Prime Sponsor by
receiving documentation supplied by subreeipients in the areas itemized
above to ensure that proper procedures were used in calculating the costs
to be requested for reimbursment. The Prime Sponsor will consult the con-
tractor for professional assistance in directing subrecipionts as to the
proper format for maintaining adequate documentation for purposes of audit.
AUDITING SERVICES
The contractor will perform audit services involving subreciplents located
throughout Oakland County. Contractor will be reauired to audit entities which
equal $ 930,553.98. All audits must be prepared in 4ccordan.ce with the,
Office of Inspector General/Department of Labor auditing standards.
The Prime Sponsor shall provide a schedule of these sUbrocipients,(Attachment A).
RECRUITMENT OF DOCUMENTATION AND/OR 1N-KIND COSTS
The contractor will assist in recruiting adequate documentation and/or in-kind
costs for audit resolution involving subreoipients located throughout Oakland.
County. Contractor must recruit docurrentation'and itor-in7kind cbsts,for subrecip-
lents which represent audits and equal $ 1,072,222,76 in questioned costs
The documentation and/or in-kind costs recruited shall include, but not be
limited to, financial sources, time and attendance sheets, statements of
earnings, Participant Registration. and Information Records (PRIRs), contracts,
contract modifications, bank statements, reimbursement requests (invoices),
12ECTION DESCRIPTION
SOLICITATION FOR PROFESSIONAL SERVICES
nArp
14
Part II - Work Statement (Continued)
purchase orders, requisition orders, vouchers, and/or any evidence verifying
monies questioned. The documentation recruited must be prepared according
to the Office of Inspector General/Department of Labor auditing standards for
the purpose of their review and acceptance.
The documentation recruited should be prepared in a special report format for
each agency involved. Each special report should contain an opinion letter
certifying the documentation recruited. The special report should contain
the total reasoning for each audit finding questioned and a detailed. explana-
tion of the documentation recruited. Individual files for each finding should
also be prepared for review by the Department of Tabor/Office of Inspector
General. Each individual finding file must contain the following documentation:
1. Subrecipient Audit Finding
A. Name of Subrecipient
B. Audit Period
C. Amount Questioned per Finding
D. Prime Sponsor Audit Code
2. Audit Workpapers
3. Related Regulations (FMC, ACT, OMB) Cited
4. Related Correspondence
5. Documentation Recruited
A. CPA Workpapers
B. In-house Workpapers/Documentation (if applicable)
6. In-kind Costs Recruited.
7. Balance of Costs Recommended for Disallowance (Accounts Receivable)
The Prime Sponsor shall provide a schedule of these sUbrecipients and the
related questioned costs (Attachment A).
Part III - Project Control & Reports
A. The contractor will carry out this project under the direction and control
of the Manager of the Employment & Training Division or his designee.
B. Although there will be continuous liaison with the contractor team, the
Prime Sponsor's project- director or his designee will meet weekly, as a
minimum, with the contractor's project manager for the purpose of reviewing
progress and providing necessary guidance to the contractor in solving
problems which arise.
Part III- Project Control & Reports (Continued)
;.-.)R PROFESSION. SOLICITATION MR PROFESSIONAL SERVICES
C. The contractor will submit brief written b1-weekly summaries of progress
which outline the work accomplished during the reporting period, work to
be accomplished during the subsequent reporting period, problems, real or
anticipated, which should be brought to the attention of the Prime Sponsor's
project director or his designee, and notification from previously agreed
upon work plans.
D. Within five(5) working days of the award of the contract, the contractor
will submit to the Prime Sponsor's project director or his designee for
approval a work plan which includes the following:
1. The contractor's project organizational. structure.
2. Contractor's planning table with names and titles of personnel
assigned to the project.
3. The project breakdown showing subprojects, activities and tasks,
and resources required and allocated to each.
4. A time-phased plan in proper sequence for completing the project.
III J SOLICITATION FOR PROFESSIONAL SERVICES
NE.0 1.10N DESCRIPTION NO
Part IV- Information Required from Offeror
Proposal must be submitted in the format outlined below:
w -1 "Certifications"
Please complete and attach the Certifications forms. (See Appendix A)
NOTE: Please include the forms requested in Section I and II above at
the front of your proposal.
State the full name and address of your organization and, if applicable,
the branch office or other subordinate element that will perform or
assist in performing the work hereunder. Indicate whether you operate
as an individual, partnership or corporation; if as a corporation, include
the state in which you are incorporated. If appropriate, state whether
you are licensed to operate in the State of Michigan.
-nr-2 Statement of the Problem
State in succinct terms your understanding of the problem presented by
this RFP.
Management Summary
Include a narrative description of the proposed effort and of the product
that will be delivered.
IV-4
- IV-5
Work Plan
Describe in narrative form your technical plan for accomplishing the
work. Indicate the number of persons and hours you have allocated for
each task. Include a time related plan, showing each event, task and
decision point in your work plan.
Prior Experience
Offerors must have CM Prime Sponsor experience in the area of
performing CETA Independent Monitoring Services, CETA Audit Services,
and Recruiting Documentation and/or In-lcind costs for Audit Reso-
lution, Proposals submitted should include, in this section,
descriptions of qualifying experience to include project descrip-
tions, costs, and starting and completion dates of projects
successfully completed; also, the name, address and telephone
number of the responsible official of the client organization who
may be contacted.
DFSCRIPTION
SOLICITATION FOR PROFESSIONAL SERVICES t ''I F CT1ON
----I-71—I --
IV -6 Manpower
The consulting firm must be able to staff a project team which possesses
talent and expertise in the fields of evaluation design, research,
accounting, management systems, and social service delivery systems.
Include the number of executive and professional personnel by skill and
qualification that will be employed in the work. Show where these
personnel will be physically located during the time they are engaged in
work. Indicate which of these individuals you consider key to the
successful completion of the project. Identify key individuals by name
and title. Resumes of qualifications are required for proposed project
personnel.
iv.-7 Authorized Negotiators
Include the names and phone numbers of personnel of your organization
authorized to negotiate the proposed contract with the Prime Sponsor.
IV -8 Cost and Price Analysis
The information requested in this section is required to support the
reasonableness of your quotation and is for internal Prime Sponsor use
only. The data will be held in confidence and will not be revealed to or
discussed with competitors. This portion of the proposal must he bound
and sealed separately from the remainder of the proposal. Use the
format below:
I. Personnel Costs and Resources - Itemize so as to show the
following for each category of personnel with a different rate per
hour:
a. Category; e.g., project manager, senior accountant, etc.
b. Estimated hours
e. Rate per hour
d. Total cost for each category and for all personnel needs.
2. Cost of Supplies and Materials
a. Itemize
3. Other Direct Costs
a. Itemize
4. General and Administrative Burden or Overhead
a. Indicate percentage and total.
SECTION DESCRIPTION PACE NO.
Hi 18 SOLICITATION FOR PROFESSIONAL SERVICES
Part IV(continued)
Cost and Price Analysis (continued)
5. Transportation Costs
a. Show travel costs and per diem separately.
6. Total Price Bid for Proiect
a. Price proposal should be based on costs per thousand.
7. Independent Price Determination
a. Include a statement substantially as follows:
"This cost and price analysis is submitted in full compliance
with the provisions of the paragraph titled "Independent Price
Determination" in Part I of the RFP to which this proposal is
a response."
Additional Information and Comments
Include any other information that was believed to be pertinent, but not
specifically asked for elsewhere.
SECTION
IV I APPENDIX A
CERTIFICATIONS
The following Certifications are incorporated into Contract No.
SUPPLIER CERTIFIED: (Check appropriate blocks and sign in the space provided below.)
A. That he is [], is not I-3 a small business concern. Generally, a small business
concern is a concern that (I) is independently owned and operated, is not
dominant in the field of operation in which it is bidding; and, with its affiliates,
employs not more than 500 employees, or (2) is certified as a small business
concern by the Small Business Administration, ("Concern" means any business
entity organized for profit with a place of business located in the United States,
its possessions and Puerto Rico, including, but not limited to an individual,
partnership, corporation, joint venture, association, or cooperative.)
B. That he is r -11 is not1-3- a regular dealer in the services called for in this
Request for Proposal.
C. (I) That he has r —I, has not Li, employed or retained any company or person
(other than a full-time bonati(le employee working solely for the supplier) to
solicit or secure this contract, and (2) that he haslI, has not F-1, paid or
agreed to pay to any company or person (other than a full-time bonafide
employee working solely for the supplier) any fee, commission, percentage or
brokerage fee, contingent upon or resulting from the award of this contract, and
agrees to furnish information relating to (I) and (2) above as requested by the
Contracting Officer.
D. That, to the best of his knowledge and belief, cost and pricing data submitted to
the Contracting Officer or his representative in support of the referenced
procurement are El, are not 1 -1, accurate, complete and current as of the date
of execution of this certificate,
E. Certificate of independent price determination
(I) That, in connection with this procurement, he and the offeror he represents
(and in the case of a joint proposal, each party thereto) to the best of his
knowledge and belief:
the prices in this proposal have been arrived at independently,
without consultation, communication, or agreement, for the purpose
of restricting competition, as to any matter relating to such prices
with any other offeror or with any competitor;
(b) unless otherwise required by law, the prices which have been quoted
in this proposal have not been knowingly disclosed by the offeror and
will not knowingly be disclosed by the offeror prior to award, directly
or indirectly to any other offeror or to any competitor; and
(c) no attempt has been made or will be made by the offeror to induce
any other person or firm to submit or not to submit a proposal for the
purpose of restricting competition.
DESCRIPTION
(a)
DES CR! PT ION
APPENDIX A
(2) That each person signing this proposal represents with regard to collusive
pricing, that:
(a) he is the person in the of I eror's organization responsible within that
organization for the decision as to the prices being offered herein and
that he has not participated, and will not participate, in any action
contrary to (I) (a) through (I) (c) above; or
(b) he is not the person in the offeror's organization responsible within
that organization for the decision as to the prices being offered
herein, but that he has been authorized in writing to act as agent for
the persons responsible for such decision in certifying that such
persons have not participated, and will not participate in any action
contrary to (1) (a) through (1) (c) above, and as their agent does
hereby so certify; and
(c) he has not participated, and will not participate, in any action
contrary to (I) (a) through (I) (c) above.
(3) A proposal will not be considered for award where (I) (a), (I) (c), or (2) above
has been deleted or modified. Where (I) (b) above has been deleted or modified,
the proposal will not be considered for award unless the offeror furnished with
the proposal a signed statement which sets forth in detail the circumstances of
the disclosure and the Prime Sponsor, or his designee, determines that such
disclosure was not made for the purpose of restricting competition.
F. That in compliance with the terms and conditions of this Request for Proposal
including the attached Schedule, and such other contract provisions and
specifications as are attached or incorporated by reference in the Schedule, the
undersigned offers and agrees, if this proposal be accepted within
calendar days (GO calendar days unless a different period be inserted by the
offeror) after the last date for receipt of proposals as indicated in this Request
for Proposal, to furnish any or all of the reports delivered at the designated
points and within the time specified in the Schedule of the Request for
Proposals.
G. Type of Business (Check appropriate box)
Individual
Incorporated in the State of
(Complete if corporation)
r-1 Partnership L1 Corporation
I-I. Parent company and employer identification number
That, in the event the total amount of the quotation exceeds $10,000,00, he has
filled out subparagraphs (I), (2), and (3) below accurately, to the best of his
knowledge and belief; (NOTE, Subparagraphs (1), (2), and (3) need not be
completed if quotation is for less than $10,000.00).
1 PAGE NO.
21
_
IV
DESC.:RIPTION
APPENDIX A
(1) Is the bidder owned or controlled by a parent company as described
below?
Yes t---1 No ni
(For the purpose of this bid, a parent company is defined as one which
either owns or controls the activities and basic business policies of the
bidder. To own another company means the parent company must own at
least a majority (more than 50%) of the voting rights in the company. To
control another company, such ownership is not required; if another
company is able to formulate, determine, or veto business policy decision
of the bidder, such other company is considered the parent company of the
bidder. This control inay be exercised through the use of dominant
minority voting rights, use of proxy voting, contractual arrangements, or
otherwise.)
(2) if the answer to (1) above is "Yes", bidder shall insert in the space below
the name and main office address of the parent company.
Name
Address
(3) Bidder shall insert in the applicable space below, if he has no parent
company, his own employer's identification number No,) (Federal
Social Security Number used on employer's quarterly Federal Tax Return,
U. S. Treasury Department Form 941), or, if he has a parent company, the
E.I. No. of his parent company.
Bidders E. I. No.
Parent Company's E. I. No.
Supplier's Signature
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OAKLAND COUNTY SERVICE CENTER
DESMIPTION
APPENDIX C
RC D. OF
0 - 5
0 - 10
0 - 10
0 - 10
0 - 5
0 -
0 - 2
0 - 10
O - 5
O - 15
O - 25
100
XTYTT SETTICES
EVALUATION FOIN ., A. k a
FIlti
A. PRIORDa4-13.-mgc.7F, AUDITING:
1. Auditing p.wgrams financed by the Federal Government
a) Federal Programs other than CETA
b) CETA
2, Auditing State, County or Local government activities
3. Auditing nonprofit organizations
4. Auditing commercial entities
B. ORGANIZATION SIZE AND STRUCTURE OF FIRM:
1. Size in relation to audits
2. Locality of firm management
C. QUALIFICATIONS OF STAFF TO BE ASSIGNED:
1. Composition of audit team
2. Overall audit supervision
' S UNDERSr.FANDING OF WORK rPO BE pramytm)
E, PRICE PER AUDIT UNIT
MAXIMUM POINTS
Each proposal will be independently evaluated on factors A through D by two or more
qualified individuals. Their raw scores will be averaged to Obtain a composite raw
score. This composite raw score will then be converted in a true score by use of
the following formula:
Composite raw score of this proposal
Highest composite raw score of all proposals X 75 = Technical Score
Each proposal will be evaluated by the Contracting Officer by use of the following
formula:
Lowest price of all proposals
Price of proposal being evaluated X 25 = PI-ice Score
Technical score and the price score will be added together to determine total score
for each proposal.
P1GL NO
24 APPENDIX C IV
FIRM SCORE
MOTION DESCMPTION
INDEPENDENT MONITORING 'SERVICES
EVAIZATION
A. Prior experience:
1. Auditing programs I inanced by the Federal Government
a) Federal progrann other than CM
b) CETA
2, Monitoring programs financed by the Federal Government
a) Federal programs other than CETA
b) CETA
3. Auditing State, County or local government activities
4. Monitoring, State, County or local government activities
B. Organization size and structure of firm
1. Size in relation to monitoring
2. Locality of firm management
C. Qualifications of staff to be assigned
1. Composition of monitoring team
2. Overall monitoring supervision
D. Offeror's understanding of work to be performed
E. Price per monitoring unit
O - 5
O - 10
O - 5
O - 10
O - 5
0 - 10
O - 3
0- 2
O - 10
O - 5
O - 10
0 - 25
Maximum Points 100
Each proposal will be independently evaluated on factors A through D
by two or more qualified individuals. Their raw scores will be averaged
to obtain a comasite raw score. This composite raw score will then be
converted to a true score by use of the following formula:
Composite raw score of this proposal
Highest composite raw score of all proposals X 75-.--- Technical Score
Each proposal will be evaluated by the Contracting Officer by use of the
following formula:
Lowest Price of all proposals - X 25 Price Score Price of proposal being evaluated
The technical score and the price score will be added together to determine
total score for each proposal.
SECTION
IV
.DLSCU1 FL. olv,
APPENDIX C
RECRUMIDT OF DOCMIENTATION SLIM, IN-KIND COST
EVALUATION MI3M
SCOlig FIFC.1
A. PRIOR EXPERIENCE:
Auditing programs financed by the Federal Government
a) Federal programs other than CETA
CETA
2. Auditing State, County or Local government activities;
nonprofit organizations and commercial entities.
1.
- 5
0 - 15
0 - 5
3. Recruiting documentation and/or in-kind cost for prime
sponsor audit resolution. 0 - 15
B. ORGANIZATION SIZE AND STRUCTURE OF FIRM
1. Size in relation to audits
2. Locality of firm management
C. QUALIFICATIONS OF STAFF TO BE ASSIGNED
I. Composition of audit team
2. Overall audit supervision
D. OFFEROR'S UNDERSTANDING OF WORK TO BE PERFORMED
E. PRICE PER QUESTIONED COST
Maximum Points
0 - 3
- 2
0 - 10
0 - 5
0 - 15
0 - 25
100
Each proposal will be independently evaluated on factors A through D by two or more
qualified individuals. Their raw scores will be averaged to obtain a composite raw
score. This composite raw score will then be converted to a true score by use of the
following formula:
Composite raw score of this proposal.
X 75 Technical Score
Highest composite raw score of all proposals
Each proposal will be evaluated by the Contracting Officer by use of the following
formula:
Lowest price of all proposals
X 25 Price Score
Price of proposal being evaluated
The technical score and the price score will be added together to determine total
score for each proposal.
SECTION DESCRIPTION PAGE NO. r--- _
-----
IV APPENDIX 0 26
Effective February 19, 1981
OAKLAND COUNTY
COMPREHENSIVE EMPLOYMENT AND TRAINING ACT
GRIEVANCE PROCEDURE
Employment and Training Division
777 S. 'Telegraph Road
Pontiac, Michigan 48053
Telephone: 858-1078
This Grievance Procedure is established for participants, subcontractors, subgrantees, and
other parties enrolled in or contracted for any program funded through the Comprehensive
Employment and Training Act of 1973. Complaints may be brought by any individual or
organization including, but not limited to, any participant, subcontractor, subgrantee, public
service employee, applicant or any other individual who feels that a provision of the Act
and/or the rules and regulations promulgated pursuant thereto have been violated. The
following procedure will be used to resolve the dispute.
Step I
Step 2
Step 3a
Grievance is to be reduced to writing and presented to the agency/governmental
unit administering the program in which the grievant is participating or has
applied for employment. Grievances, with the exception of complaints alleging
fraud and criminal activities, must he made within one year of the alleged
occurrence. A meeting shall be conducted between the grievant and a
representative(s) of the agency/governmental unit within five (5) days from filing
said grievance. A written response shall be given to the grievant within five (5)
days after said meeting. No complainant, subject to the grievance procedure,
may file a complaint with the Prime Sponsor until the grievance procedures at
the local subrecipient level have been exhausted.
If the dispute is not resolved in Step 1, the grievant may submit said grievance to
the Director of the Oakland County Employment and Training Division or his
appointed designee:
Staff Assistant - Complaints Officer
Oakland County Employment bc Training Administration
777 S. Telegraph Road
Pontiac, Michigan 48053
Telephone: 858-0783
The Prime Sponsor will conduct an investigation of said grievance prior to the
scheduling of an informal review. This informal Review will be held between the
Complaints Officer, grievant, and other related parties. The Director or
Complaints Officer shall submit his/her written response to the grievant within
five (5) days following the informal review.
If the dispute is not resolved at Step 2, the grievant may within five (.5) days
following receipt of the Director's or Complaints Officer's response, submit a
request in writing, to include the reason, for a hearing to the Oakland County
Employment and Training Division Complaints Office, Complainant will be
notified of date of hearing which will be held within five (5) days of receipt of
said request.
SECTION DESCRIPTION PAGE NO.
IV APPENDIX D 27
The hearing shall be conducted in accordance with the complaint and hearing
procedures as determined by the CETA Rules and Regulations. A hearing, when
requested, shall be provided within thirty (30) days after filing a complaint.
Adjudicator shall submit his/her written decision to the grievant which shall
include a synopsis of facts, a statement of reasons for the decision, a statement
of fact, that this action completes the Prime Sponsor-Recipient Grievance
Procedure, a statement of remedies to be applied, and that the complainant now
has the right to file said grievance procedure has been exhausted. A written
decision from the Hearing Officer to the complainant(s) and any other interested
parties shall be issued within sixty (60) days of the filing of the initial complaint.
However, this period may be extended with the written consent of all parties for
good cause.
Step 3b
Step 4
This Grievance Procedure is mandated by Section 106 of the CETA Act and
Section 676.83 of the CETA Rules and Regulations. At all levels of the
Grievance Procedure, all parties concerned may appear with or without benefit
and assistance of legal counsel and/or witnesses, who may be represented by
legal counsel. Each party shall be given the opportunity to present oral and/or
written argument and shall be given the opportunity to present evidence and/or
arguments. Each party may cross-examine witnesses of the opposite party and
each party may submit rebuttal evidence. The rules of evidence shall not apply;
however, irrelevant, immaterial, or unduly repetitious evidence may be excluded.
If the grievant is not satisfied with the adjudicator's written decision, he/she
may appeal the decision to the United States Department of Labor. The grievant
must initiate his/her appeal within thirty (30) days following receipt of the
decision of the adjudicator. Said grievance must be submitted to:
Assistant Regional Administrator
for the State of Michigan
United Stated Department of Labor
Region V Employment & Training Administration
230 South Dearborn Street
Chicago, Illinois 60604
Grievant should also include the following items:
a. The full name, telephone number (if any) and the address of the
person making the complaint.
b. The full name and address of the subcontractor/subrecipient against
whom the complaint is made.
c. A clear concise statement of the facts, including pertinent dates,
constituting the alleged violation.
d. Where known, the provisions of the Act, regulations, grant or other
agreements under the Act believed to have been violated.
e. A statement disclosing whether procedings involving the subject of
the complaint have been commenced or concluded before any federal,
state or local authority, and if so, the date of such commencement or
conclusion and the name and address of the authority.
SECTION DESCRIPTION PACE NO.
IV APPENDIX D 28
f. A copy of the final decision of the subcontractorisubrecipient, if the
complaint was processed pursuant to an employer's grievance or
complaint system.
Step 5 Complaints alleging discrimination by race, color, or national origin, relative to
Title VI of the Civil Rights Act of 1964, may elect to file directly with the
Regional Administrator at the above address. The grievant also has the option of
concurrently pursuing the complaint in another form under any additional laws
that might be applicable.
NOTE: This Grievance Procedure is available in Spanish and Russian languages from the
Complaints Officer.
This is to acknowledge that the Grievance Procedure for CETA applicants and participants
has been explained to me on this date, and I fully understand what I have to do to file a
grievance if this becomes necessary, and that I further acknowledge receipt of this
grievance procedure.
Signature of Applicant/Participant Social Security Number Date
Subrecipient CETA Title Activity
DESCRIPTION SECflON
IV PROCUREMENT OUTREACH PROGRAM
INTRODUCTION T.
PAGE NO,
8
ATTACHMENT A
A. Background - The Oakland County Employment and Training Division is seeking
proposals for a fiscal year 1983 Procurement Outreach Program, which will be
funded under Title VII, Employment Generating Services funds.
B. Funding - While a funding amount of apnroXimately $50,000 is reserved for
the Procurement Outreach Program, proposed budgets may fall below or ex-
ceed this figure. Because program quality and cost efficiency are factors
in the selection process, however, offerors are advised to submit prudent
(yet workable) budgets.
C. Significance of the Proposal - Using specific selection criteria, evaluators
will review all Procurement Outreach Program proposals to determine which
offerors are acceptable (or unacceptable) for funding. To be designated
"..a.taa_12LL.j.22.°3422.2 2_a_l_pa..af_Licantmustreceivea minimum score of 70
(out of a possible 100) points; ro7osals which are awarded 69 or fewer
points will be deemed "unacceptable for funding..." The relative quality
(e.g., 90 points as opposed to 70 points) of an -acceptable proposal will
not determine whether an offeror will be recommended for funding.
D. Basis for Funding Reco777endation - The proposal which 1.) is designated
"acceptable for funding" and 2.) offers the lowest cost for implementing and
completing the Procurement Outreach Program will be recoended for funding
to the Oakland County Board of Commissioners. The County reserves the right,
however, to accept or reject any proposal. The County also reserves the
right to fund a proposal for less than its requested cost.
PROGRAM PURPOSE AND GOAL
As the Northeast-Midwest Institute asserts, "the federal government is the world t s
biggest customer, buying nearly every product and service imaginable - frequently
in large quantities." In fiscal year 1980, for example, the'government spent
$100 billion to purchase such varied items as office equipment, toiletries, bobby
pins and aircraft carriers from American companies. To encourage small business
participation in the procurement process, Congress recently amended . the Small
Business Act. Among other provisions, the 1978 amendment decrees that all pur-
chases under $10,000 will be reserved exclusively forsmall busihesses. Addition-
ally, larger bids can be totally or partially set aside for small business. Despite
these incentives, many Oakland County small businesses do not contract with the
government. While some are unaware that the government regularly purchases their
. product, others do not know whom to contact, and still others dislike the exces-
sive red tape. The need, then, for anOakland County Procurement Outreach Program
is obvious: it can a.) acquaint small businesses with the procurement process;
b:) match specific government contracts with small businesses; and c.) provide
technical assistance. Such activities will realize the program's fundamental goal:
to increase the number and dollar value of federal contracts to Oakland County,
thus creating new jobs for the unemployed and stimulating economic activity.
III. PROGRAM RESTRICTIONS AND LIMITATIONS
As they prepare proposals, offerors are advised of the following restrictions and
limitations:
A. The Oakland County Procurement Outreach Program will charge no fees for services
rendered. Any proposal which states an intention to levy Such fees will be
deemed void and unacceptable for funding.
PACE 1;0.
19
ATTACHMENT B
PROCUREMENT OUTREACH PROCRA
EVALUATION 1-01C,1
FV83 FUNDING PROPOSALS
Name of Applicant
Evaluated by
I. MINIMUM REQUIREMENT CHECK OFF LIST:
ITEM
1. Is Signature Sheet with appropriate signatures
attached.to application?
2. Is Application for CETA AssiStance completed?-
a. What is the dollar amount?
3. Is the complete proposal narrative attached?
4. Is the Line Item Budget attached?
5. a. Is the applicant a CBO?
b. Is proper documentation attached?
II. POINTS ASSIGNED SUMMEY:
YES. NO
POINTS
ASSIGNED
MAXIMUM
POINTS
A. Administrative Capability 45 .
B. Linkage with Private Sector and CETA 15
C. Performance Objectives 10
D. Program Design 20
E. Budget 10
TOTAL POINTS 100
F. CB0 Status*
*Section 676.23(c)(iv) of the May 20, 1980 Federal Register states that "the
prime sponsor shall give special consideration to CEO's of demonstrated effec-
tiveness in the delivery of employment and training services." According -!_y,
all CEO's which can demonstrate such effectiveness and document their CEO
status will be awarded 5 bonus points.
,
2. Oakland County Council of
Chambers of Commerce
3. KWD Group, Inc.
$45,255
$49,930 ("plus 15c per
page and postage for
requested specs., stan-
dards and regulations.")
SELECTION METi4ODOLOGY
A. Explanation of the Evaluation Process - The following three offerors sub-
mitted Procurement Outreach Program Proposals:
1. Oakland County Chamber of Cowierce
2. Oakland County Council of Chambers of Commerce
3. KWD Group, Inc.
Using specific selection criteria (Attachment B), which the Oakland County
Board of Coftwdssioners had reviewed and approved, five individuals evaluated
each of the proposals. The names and titles of these five evaluators
follow:
1. Thomas Combias - Staff member, Oakland County Purchasing Division
(formerly a Contracting Officer with the Defense Department)
2. Linda Clay Garvin - Supervisor, Waterford Community Placement
3. Dennis Gilbert - President, Weldor Training Center
4, Jeffrey Kaczmarek - Manager, Oakland County Economic Development
Division
5. Timothy Soave - Staff member, Oakland County Employment and Training
Division
In accordance with the Procurement Outreach Program R.F,P„ the eval-
uators recommended the proposals either acceptable or unacceptable for
funding. To be recommended acceptable for funding, a proposal must have
received a minimum score of 70 (out of a possible 100) points. Each
evaluator's scere for each proposal was then averaged, with the following
/---, results:
Offeror Proposal Score
1. Oakland County Chamber of
Commerce 71*
2, Oakland County Council of
Chambers of Commerce
3. KWD Group, Inc. 74
70
B. Basis for Funding Recommendation - According to the RFP, "the proposal
which 1) is designated acceptable for funding and 2) offers the lowest
cost for implementing and completing the Procurement Outreach Program
will be recommended for funding to the Oakland County Board of Com-
missioners." Since they had received at least 70 points, all of the
proposals were recommended acceptable for funding. To determine which
offered the lowest cost for implementing and completing the Procurement
Outreach Program, the total funding request of each proposal was com-
pared:
Offeror Funding Request
1. Oakland County Chamber of
Commerce $45,400
Since it requested the lowest amount, the Oakland County Council of Chambers
of Commerce proposal has been recommended for funding.
*This score includes 5 bonus points, which were awarded because the offeror is .
a Community Based Organization (CBO). For additional explanation, please see
Attachment )3,
-
ATTACHMENT D
FY 1983
EMPLOYMENT GENERATING SERVICES
PROCUREMENT OUTREACH PROGRAM
SUBRECIPIENT ALLOCATION SCHEDULE
Sub recipient
Oakland County
Council of Chambers
of Commerce
Program
Allocation
$43,100*
Administration
Allocation
Total
All
$2,155 $45,255
*This amount, when subtracted from the $44,376 reserved for
Employment Generating Services (Miscellaneous Resolution No.
82382), leaves an unobligated balance of $1,276. This amount
will be used for future OJT contracts. Reallocation of OJT
funds is scheduled to be considered during the month of March.
#83040 February 24, 1983
this 24th. 198 3
Moved by Lanni supported by Calandro the resolution be adopted.
Moved by Pernick supported by Fortino the resolution be amended to
add where applicable to provide that the qualifications of proposed bidders
will be determined by the Public Services Committee. Following their
qualifications, bidders will be invited to submit sealed bid proposals and
the contract will then be awarded to the lowest qualified bidder.
A sufficient majority having voted therefor, the amendment carried.
Vote on resolution as amended:
AYES: Fortino, Gosling, Hobart, Jackson, R. Kuhn, S. Kuhn, Lanni, Law,
McConnell, McDonald, McPherson, Moffitt, Moore, Nelson, Olsen, Page, Perinoff,
Pernick, Price, Rewold, Wilcox, Aaron, Caddell, Calandro, Doyon, Foley. (26)
NAYS: None. (0)
A sufficient majority having voted therefor, the resolution, as amended,
was adopted.
n•n•
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
1, ,Lynn D. Allen, Clerk of the County of Oakland and having a seal,
do hereby certify that I have compared the annexed copy of
Miscellaneous Resolution'# 83040 adopted by the Oakland County Board of Commissioners
at their meeting held on February 24, 1983
with the original record thereof now remaining in my Office, and
that it is a true and correct transcript therefrom, and of the
whole thereof. .
In Testimony Whereof, I have hereunto set my hand and affixed the
seal of said County at Pontiac, Michigan
LMID. ALLEN, County Clerk/Register of