Request For Bid

To Provide

Accounting Services

forCentral Region Workforce Investment Board, Inc.

Issue Date: June 17, 2019

Proposal Submission Deadline: July 17, 2019 (12:00 Noon)

Central Workforce Investment Board, Inc. is an equal opportunity employer/program. Auxiliary aids and

services are available upon request to individuals with disabilities. Missouri Relay Services at 711.

Page 2 of 9

Request for Bid

The Central Region Workforce Investment Board, Inc. (CWIB), a 501(c)3 nonprofit corporation, is seeking

bid proposals from an experienced vendor that can provide bookkeeping/accounting services for the

CWIB and prepare the required reporting. Preference will be given to vendors who have experience with

fund accounting, indirect cost rates and cost allocations.

Organizational Overview

The Workforce Innovation and Opportunity Act (WIOA) was signed into Public Law (PL 102-220) on July 22, 2014. The objective of this legislation is to consolidate, coordinate, and improve employment, training, literacy, and vocational rehabilitation programs in the United States. The primary objective of the CWIB is to enhance the employability and self-sufficiency of the workforce and to focus on customer service to employers. Most services are provided through a One-Stop Job Center(s). While the target population includes those who are economically disadvantaged, who have barriers to employment, or who are recognized as dislocated workers through a mass layoff, or plant closure, the general public may also receive program services. The structure of the Act emphasizes the importance of partnerships between the private and public sectors, Federal and State governments, Workforce Development Boards, Local Elected Officials, and numerous partners in the community who have an interest in seeing that those at a disadvantage in the labor market are prepared for and placed in jobs that will provide them with economic independence.

Funding for WIOA programs is identified as Title IB adult, youth, dislocated worker, and other special targeted or discretionary program funding.

CWIB has been designated the Grant Recipient by the Chief Elected Officials and serves as the administrative entity for WIOA and other state and federally funded programs in the Central Region. This involves providing the administrative direction for nineteen counties in the state of Missouri, including Audrain, Boone, Callaway, Camden, Cole, Cooper, Crawford, Dent, Gasconade, Howard, Laclede, Maries, Miller, Moniteau, Morgan, Osage, Phelps, Pulaski, and Washington.

CWIB funding from all sources for PY 18 was approximately $4,758,822. CWIB contracts with provider(s)

to supply staffing and delivery of program services to participants in the region’s five Missouri Job

Centers and six affiliate offices. There will be a reduction of available funding in the year beginning July

1, 2019.

CWIB conducts an annual financial and compliance audit in accordance with the Single Audit Act of 1984 (Pub. L. 98-502; with Single Audit Act Amendments of 1996, Pub. L. 104-156) and 2 CFR Part 200, Subpart F, et al., Audit Requirements.

Criteria

Bids will be evaluated on the following four criteria:

A. Experience – Preference will be given to vendors who have experience with fund accounting, indirect

cost rates, cost allocations, nonprofit accounting, shared costs, infrastructure costs and MIP (Abila)

software.

Fiscal operations are currently performed in-house.

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B. Expertise - Abilities and Backgrounds of Personnel – Respondents should list key personnel who will

be responsible for providing bookkeeping/accounting services. Please provide resumes for those

individuals. Include all relevant experience over the past 3 years with similar nonprofit corporations,

and CPA licenses.

C. Plan – The plan for providing the services requested should be specific and demonstrate the bidder’s

knowledge and expertise.

D. Cost – The bidder should provide a reasonable cost for the requested services. Follow-up

information may be requested to clarify pricing information.

The response should include information regarding an option to renew services for an additional two

year period on an annual basis. Include in this information any cost increase for each of the optional

one-year periods.

Questions about this Request for Bids:

Questions regarding the RFB must be submitted by email to kevin.stadler@cwib.us. All parties receiving a copy of the RFB will be sent the questions and answers by email. Questions will not be answered by phone.

Proposal Requirements

Responses to the Request for Bid should be sent by email to Alex Blackwell at alex.blackwell@cwib.us and Kevin Stadler at kevin.stadler@cwib.us. The deadline is 12:00 noon, June 17, 2019.

Cover Page – The cover page should be titled Accounting Services Request for Bid Response. Please

include the firm’s name, address, and the contact person’s name, email, and phone number.

The Plan to Accomplish the Scope of Work - Respondent’s description of services and approach to

bookkeeping/accounting services, as it relates to GAAP Guidelines for nonprofits, and accounting for

government and restricted funding.

Respondents should address their ability to complete the scope of work (see Attachment A), being sure

to list any items the vendor would be unable to complete, and any additional items the vendor can

provide to enhance the scope of work.

Detailed Explanation Of Costs – Explain in detail how costs are calculated and what the CWIB can expect

to pay for the services provided.

Experience – Provide a narrative describing the firm’s experience in providing the services requested

where the requirements were similar. Describe any previous nonprofit accounting and familiarity with

fund accounting, indirect cost rates, shared costs, infrastructure costs and MIP (Abila) software.

Expertise - Include a minimum of three (3) references for the CWIB to contact. At least two references

should be former clients.

Include resumes of key personnel that would be working directly with the CWIB.

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Provide a brief narrative describing the firm’s expertise in providing the requested services.

Complete the top portion of Attachment D and submit with bid.

Selection Process

Proposals will be reviewed for completeness, past experience with federal/state funded nonprofit

accounting, excellent references, and reasonableness of cost. The four criteria provided will be

evaluated. Bidders may be contacted for additional information.

Bids received after the deadline will not be considered. Bids with incomplete information may be

rejected.

Award of bid will be made on June 27, 2019, following board approval at the June 26, 2019 meeting. Formal notification of bid award will be sent to all bidders. The award will be based on the availability of funding and is subject to change. The CWIB reserves the right to withhold awards should there be no proposals that adequately address the services desired. Either party may, at their option, cancel the agreed upon arrangement without penalty upon 30 days written notice.

Final Agreement

This Request for Bid has been prepared with information available at the time. It is possible that some

of the requested services or other details may change. In that case, negotiations will take place

between the CWIB and the selected vendor.

This Request for Bid is not in itself an offer of work and does not commit the CWIB to fund any

responses submitted. The CWIB is not liable for any costs incurred in the preparation of proposals. The

CWIB reserves the right to make an award to any bidders or to make no award, and to amend or

withdraw this RFB, reject any and all proposals, and reissue this RFB.

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Attachment A

Scope of Services to be Provided

1 Enter deposits, disbursements, and accounts payable invoices as directed by management;

2 Print checks to pay accounts payable due;

3 Provide copy of check logs to management;

4 Post standard adjusting journal entries to be checked and approved by management;

5 Complete month end reconciliations for balance sheet accounts;

6 Review Fund Statements for activity and submit to Missouri Division of Workforce Development by 10th of each month;

7 Prepare and print reports to enter Missouri Job Center Cost Share and Infrastructure reports into the

Missouri Division of Workforce Development financial system by the 15th of the month;

8 Prepare and submit weekly cash requests into the Missouri Division of Workforce Development

financial system;

9 Prepare and submit monthly and quarterly financial reports to the Missouri Division of Workforce

Development;

10 Prepare Excess Cash Report for internal use;

11 Maintain report structure and distribution codes in payroll and accounting software;

12 Calculate CWIB staff and participant payroll checks and submit for direct deposit to the designated financial institution. Approximately 100 checks will be processed per month for payroll.

13 Calculate and remit federal payroll tax deposit;

14 Prepare MO-941 and submit report by 15th of the month;

15 Prepare and submit quarterly and annual payroll tax filings and W-2s;

16 Maintain employee data in payroll software;

17 Assist in submission of deductions and employer contribution for 403b Plan;

18 Assist in preparation of annual budgets;

19 Prepare reports for CWIB Board of Director’s bi-monthly meetings. Attend meetings and report to the Board and Caucus;

20 Attend MO Division of Workforce Development financial trainings, roundtables, and conference calls as requested;

21 Participate in financial audits and state reviews, including document preparation and onsite support

and will conduct monitoring of subcontractor at their business location.

Company Information

Company Name (Legal Name)

Address

Organization type

Revenue

Number of Employees

Subcontractors

Accounting System

Time System

Expense System

Payroll Provider

Payroll System and HRIS System MIP

Billing System

Accounts PayableTotal Monthly Bill Volume

501( c )3 Non-Profit

1

Central Region Workforce Investment Board, Inc.

604 Black Street, Rolla, MO 65401

Approximately 3 million annual

40

MIP

Approximately 50 checks per month.

MIP

MIP

Currently in-house

Missouri Division of Workforce Development

Financial Reporting System.

3 programs are billed

Cash draw down weekly

40 employees submit time sheets

40 employees submit expense report for mileage and other expenses as needed. Checks, direct deposit

15th and 30th of each month 40 28 12

125-150

3 6

Varies from 50-200 per month

Billing

Monthly Invoice Volume - Total

Cash ReceiptsMonthly Cash Receipts

Time Sheet Administration# of Employees Tracking Time

Expense System Administration # of Expense Reports Payment Method

Payroll# of Pay Cycles # of Employees # of Salaried Employees # of Hourly Employees # of 1099s through payroll

# of Bank Accounts # of Credit Cards # of Credit Card Transactions

Monthly Deposits Approximately 10

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Attachment B

EVALUATION OF RESPONSE TO REQUEST FOR BID

(To be Completed by CWIB)

Agency Submitting Proposal: ______________________________________________

Contact Person: ______________________________________________________________

Email Address: _______________________________________

Cost to conduct bookkeeping /accounting services as outlined in the Proposal for the current program year _____________ Cost for optional first renewal _____________ Cost for optional second renewal _____________

Evaluation

Section Points Available Points Awarded

Expertise 20 ______________

Experience 20 ______________

Cost 40 ______________

Plan 20 ______________

GRAND TOTAL 100 _____________

REMARKS:

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Evaluation Detail Form (To be completed by CWIB)

___________________________ Bidding Agency Name

PLAN (20 points)

________ Response is in depth, with a detailed scope of work narrative; overall description of services to be provided. The bidder demonstrates their knowledge of the services requested.

EXPERIENCE (20 points)

________ Previous background experience:

Points: _____ (0-8) Previous experience with nonprofit governmental accounting _____ (0-7) Previous experience with MIP (Abila) software _____ (0-5) Previous experience with indirect cost rates

EXPERTISE (20 points)

Points: _____ (0-8) List of references _____ (0-8) Resumes of key personnel _____ (0-4) Narrative summarizing expertise

COST (40 points)

_______ Reasonableness of cost and cost justification (20 points possible)

_______ Detailed explanation of costs (15 points possible)

_______ Includes option to renew services for an additional two years, with costs associated for

each of the one year periods (5 points possible)

Recommend contracting with this agency? Yes _____ No _____

Reviewers: _________________________________ _____________________________

_________________________________ _____________________________

Total Points__________________ Review Date___________________

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Attachment C

TIMELINE

MONTH/DAY YEAR TIME ACTIVITY

June 17 2019 RFB Available

July 17 2019 12:00 Noon RFB Responses Due

July 17 2019 2:00 p.m. Bid Opening

July 17-18 2019 Bid Review

July 19 2019 Presentation of proposals and approval at board meeting

July 22 2019 Award Notification.

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Attachment D

Accounting Services Request for Bid

Bid Sheet

Proposing Agency, Please Complete the Top Section

Date Submitted:

Contact Person:

Agency Name:

Agency Address:

Agency Phone:

Contact Person Email Address:

Proposer’s Bid Amount:

To Be Completed by CWIB

Received By: Witnessed By:

Received Via: US Mail, Courier, Hand Delivered

Date Received: Due Date:

Time Received: Time Due: 12:00 Noon

Date Opened: Time Opened:

Time Opened

Opened BY Witnessed By:

DWD-EO-15 (12-2017) Page 1 of 3

It is against the law for this recipient of Federal financial assistance to discriminate on the following bases: Against any individual in the United States, on the basis of race, color, religion, sex (including pregnancy, childbirth, and related medical conditions, sex stereotyping, transgender status, and gender identity), national origin (including limited English proficiency), age, disability, or political affiliation or belief, or, against any beneficiary of, applicant to, or participant in programs financially assisted under Title I of the Workforce Innovation and Opportunity Act, on the basis of the individual’s citizenship status or participation in any WIOA Title I-financially assisted program or activity.

The recipient must not discriminate in any of the following areas

Deciding who will be admitted, or have access, to any WIOA Title I-financially assisted program or activity;

Providing opportunities in, or treating any person with regard to, such a program or activity; or

Making employment decisions in the administration of, or in connection with, such a program or activity.

Recipients of federal financial assistance must take reasonable steps to ensure that communications withindividuals with disabilities are as effective as communications with others. This means that, upon request and at no cost to the individual, recipients are required to provide appropriate auxiliary aids and services to qualified individuals with disabilities.

What To Do If You Believe You Have Experienced Discrimination

If you think that you have been subjected to discrimination under a WIOA Title I-financially assisted program or activity, you may file a complaint within 180 days from the date of the alleged violation with either:

Danielle SmithState WIOA Equal Opportunity Officer

421 E. Dunklin P.O Box 1087Jefferson City, MO 65101

Telephone: (573) 751-2428 or Fax: (573)751-4088Email: danielle.Smith@ded.mo.gov

Email: DWDComplaintsandgrievances@ded.mo.govor

The Director, Civil Rights Center (CRC),U.S. Department of Labor,

200 Constitution Avenue NW.,Room N-4123, Washington, DC 20210

orelectronically as directed on the CRC Web site at www.dol.gov/crc.

If you file your complaint with the recipient, you must wait either until the recipient issues a written Notice of Final Action, or until 90 days have passed (whichever is sooner), before filing with the Civil Rights Center (see address above). If the recipient does not give you a written Notice of Final Action within 90 days of the day on which you filed your complaint, you may file a complaint with the CRC before receiving that Notice. However, you must file your CRC complaint within 30 days of the 90-day deadline (in other words, within 120 days after the day on which you filed your complaint with the recipient). If the recipient does give you a written Notice of Final Action on your complaint, but you are dissatisfied with the decision or resolution, you may file a complaint with the CRC. You must file your CRC complaint within 30 days of the date on which you received the Notice of Final Action.

Missouri Division of Workforce Development is an equal opportunity employer/program.Auxiliary aids and services are available upon request to individuals with disabilities.

Missouri Relay Services are available at 711.

Missouri Division of Workforce DevelopmentEqual Opportunity Is the Law Notice

DWD-EO-15 (12-2017) Page 2 of 3

WIOA regulations require each state to establish a procedure for grievances and program complaints received from participants being served by the workforce system. To seek a formal resolution, you must first file your complaint locally. This process is intended to allow for a resolution of the issue at the most local level. You must start the process by submitting your complaint within your local workforce system, either through your local One-Stop Job Center or local workforce development board. You have up to one year to file a grievance. DWD encourages informal resolution prior to the filing of a written complaint. If the complainant is not satisfied with the attempt at informal resolution, he or she should be encouraged to complete a General WIOA Complaint Form.

The complainant should be allowed sufficient time and technical assistance to provide a complete and clearly written explanation on his or her complaint form. If the complainant is unable to write, staff may transcribe his or her words onto the form; staff shall take care not to alter the language of the complainant. When a written complaint is received, the employee taking the complaint should review it immediately to ensure completeness. Care should be taken to assure the following information has been provided, especially if the complaint is not received on the General WIOA Complaint Form.

The grievance should include the following:1. Full name, telephone number and address of the person making the complaint;2. Full name and address of the respondent; and3. Statement of the facts (including dates) that constitutes the alleged violation(s)4. A statement of how you would like the matter to be resolved (e.g. if the agency finds in your favor what you

would like to see happen or to receive);5. Any applicant, employee, participant, service provider, program recipient, or other interested party may file a

complaint alleging a violation of local WIOA programs, agreements or Local Workforce Development Boardpolicies and activities.

You may file your grievance with the Local Workforce Board Grievance Officer at

NAME/TITLE

ADDRESS 1

ADDRESS 2

PHONE/FAX

EMAIL

Within 60 calendar days of filing your grievance, WIOA requires the local area to provide a formal hearing, if the issue is not resolved informally prior to the hearing. If you find the local hearing decision unsatisfactory, or if the local area does not respond to you in the allotted 60 days, you will have the opportunity to file a request for review by the State. At the State level, WIOA requires an opportunity for an informal resolution and hearing to be completed within 60 calendar days of the filing. If the State does not respond within the 60 days, or either party wants to appeal, WIOA allows for a formal appeal to the U.S. Department of Labor (DOL). Federal appeals must be made within 60 calendar days of the receipt of the decision being appealed. DOL will make a final decision no later than 120 days after receiving a formal appeal. DOL will only investigate grievances and complaints arising through the established procedures. WIOA does not allow for federal intervention until the formal procedure has been followed.

Retaliation: No DWD employee, recipient or sub-recipient may discharge, intimidate, retaliate, threaten, coerce or discriminate against any individual because the individual has filed a discrimination complaint or otherwise participated in the investigation of a discrimination complaint.

Missouri Division of Workforce DevelopmentWIOA Grievance Procedure Notice

WIOAPrograms

DWD-EO-15 (12-2017) Page 3 of 3

I acknowledge receipt of copies of the following Notice of Rights:1. Equal Opportunity Is the Law Notice2. WIOA Grievance Procedure Notice

I have read these Equal Opportunity and WIOA Programs Notices and understand that I have a right to file discrimination or programmatic complaints if I feel that my rights were violated by a WIOA Title I financially assisted program or activity.

This information was provided in the following language/format English Spanish Other Language (Specify)

Alternate Format (Specify)

Participant Name Print Name Signature

Recipient Organization Name Print Name/Title Signature

Applicant for Employment Print Name Signature

Employee Print Name Signature

[Staff instruction: Indicate the correct line by checking one box below,appropriate to the individual, before presenting for a signature]

Participant means an individual who has been determined to be eligible to participate in, and who is receiving any aid, benefit, service, or training under, a program or activity financially assisted in whole or in part under Title I of WIOA. This includes participants in WIOA Adult, Dislocated Worker, and Youth programs, National Dislocated Worker Grant participants, Trade Adjustment Assistance participants, and any other program for which a hard-copy participant file is required. The individual or individuals intended by Congress to receive aid, benefits, services, or training from a recipient.

For additional information about Missouri Division of Workforce Development services, contact a Missouri Job Center near you. Locations and additional information are available at jobs.mo.gov or (888) 728-JOBS (5627).

Missouri Division of Workforce Development is an equal opportunity employer/program.Auxiliary aids and services are available upon request to individuals with disabilities.

Missouri Relay Services are available at 711.

Employee means a covered employee, of a recipient, included in the Unemployment Insurance (UI) wage records of that recipient.

Applicant for employment means a person or persons who make(s) an application for employment with a recipient of federal financial assistance under WIOA Title I.

Recipient means an entity that receives financial assistance under Title I of WIOA. ‘‘Recipient’’ includes, but is not limited to: State-level agencies that administer, or are financed in whole or in part with, WIOA Title I funds; State Workforce Agencies; State and Local Workforce Development Boards; Local Workforce Development Area grant recipients; One-stop operators; Service providers, including eligible training providers; On-the-Job Training employers; and other National Program recipients.

Date