Request for Proposal (RFP) # 23-001 Fee Accounting Services for The Catskill Housing Authority

Introduction

The following documents are made part of this Request For Proposal (RFP)

• RFP Details
• HUD Form 5369-B (Instructions to Offerors, Non Construction)
• HUD Form 5369-C (Certifications and Representations to Offerors, Non Construction)
• Profile of Firm
• Section 3 Certification
• Sample Contract for Fee Accounting Services
• HUD Form 5370-C (General Contract Conditions, Non-Construction)

The Accountant shall do, perform, and carry out, in a satisfactory and proper manner and in accordance with applicable rules and regulations, the following tasks:

• Minimum of monthly review of all books of record, bank statements and filings in accordance with the procedures outlined by the U.S. Department of Housing and Urban Development (HUD), including operating statements and financial operations;
• Review monthly Journal Entries, Closing Entries and Adjusting Entries as needed and advise the CHA staff responsible for the book entries of corrective recording procedures to be implemented, including Accounts Receivable, Tenant Security Deposits, Depreciation, and Inventory;
• Prepare spreadsheet for electronic filing for the financial Management Sub-system. Assist with electronic filing of all financial documents per PHAS (Public Housing Assessment System) regulations;
• Submission of the unaudited FDS submission to HUD/REAC within 60 days of the fiscal year end;
• Prepare for filing Fiscal Year End Closings of books of record, all programs, and entry of opening balances to new Fiscal Year General Ledgers, annual REAC submissions, including assistance with audit preparation and work papers;
• Prepare year-end accruals and closing journal entries;
• Assist the CHA staff in preparing for the annual audit of the financial statements;
• Prepare year-end financial statements that are in compliance with HUD’s Asset Management Requirements, including 24 CFP Part 990, the Supplement to HUD Handbook 7475.1 REV., CHG-1, Financial Management Handbook, and any other applicable HUD rules, regulations, notices and guidebooks. Statements shall be in full compliance with GAAP and GASB;
• Prepare MD&A documents and other necessary reporting in accordance with current GASBs;
• Perform periodic and regular audits of Accounts Payable account charging and batch processing;
• Regularly monitor cash and invested fund balances for maximum financial return and to ensure that any payables liability is covered by drawing or transferring funds as necessary;
• Periodically review federal grant sub ledgers to confirm that funds are appropriately obligated, drawn down and capitalized as they are expended;
• Prepare and review annual operating subsidy submission;
  • Preparation and submission of form HUD-52722 (Operating Fund Calculation of Utilities Expense Level);
  • Preparation and submission of form HUD-52723 (Operating Fund Calculation of Operating Subsidy);
• Advise CHA of rule changes affecting finance and accounting and provide guidance and/or technical assistance as necessary;
• Be available and serve as a consultant on accounting and cash management matters;
• Response to inquiries by HUD relating to accounting and fiscal matters;
• Oversight of Bonding of Capital Fund and Required Accounting;
• Oversee and maintain the General Ledger and subsidiary accounting functions and processes as well as ensuring that necessary accounting staff is provided pertinent training;
• Capital Fund and other grant reporting, including Performance and Evaluation Reports;
• Review and monitor monthly operating statements and financial operations;
• Plan and recommend management initiatives essential to maintaining stop-loss compliance as regulated by HUD;
• Prepare annual budgets and budget revisions as necessary;
• Submit all required NYS and/or HUD financial reports for all programs;   
• Prepare a monthly report for the Board of Commissioners meeting including monthly Profit & Loss financial statements;
• Please include any additional recommended tasks in your proposal.

Review and Selection Process

The review and selection process for the Request for Information (RFI) would involve the following steps:

• Receiving submissions: The Housing Authority will receive submissions from potential respondents in response to the RFI.
• Review of submissions: Authority staff will review the submissions, evaluating them based on the criteria specified in the RFI, such as the technical merit of the proposed solar PV system, project schedule, project cost, financing options, maintenance plan, company experience, and qualifications.
• Shortlisting: Based on the review, the Housing Authority will shortlist a group of potential respondents that meet the criteria and are deemed to be the most promising options.
• Interviews/presentations: The shortlisted respondents will be invited to participate in interviews or presentations to provide further information and answer any questions the Housing Authority may have.
• Selection: Based on the information provided in the submissions, interviews, and presentations, the Housing Authority will select the respondent that is deemed to be the best fit for the project.
• Once the respondent is selected, they would be allowed to move into the due diligence and development stage of the process. This would involve conducting a thorough site assessment, feasibility study, environmental review, and grid interconnection study. The selected respondent would also develop detailed engineering and design plans, procure necessary equipment and materials, and coordinate and manage the construction and installation of the solar PV system.

Award of Contract: The Authority reserves the right to accept or reject any or all proposals, to waive any informalities or irregularities in the proposals received, and to award the contract in the best interest of the Authority.

Submission Requirements

All submissions shall be in electronic format and sent to Tim Mattice at [email protected], no later than 3:00 PM EST on Friday, March 17, 2023.

Contact Information

Questions regarding this RFP should be directed to Tim Mattice, 518-943-2900, [email protected]