DISTRICT OF COLUMBIA WATER AND SEWER AUTHORITY DEPARTMENT OF PROCUREMENT

Transcription

1 DISTRICT OF COLUMBIA WATER AND SEWER AUTHORITY DEPARTMENT OF PROCUREMENT REQUEST FOR PROPOSALS (RFP) for An Independent Review of Architectural and Engineering Consultant Overhead Rates RFP NUMBER: 17-PR-DETS-45 ISSUE DATE: Tuesday, September 5, 2017 CLOSE DATE: Friday, October 6, :00 PM EST 1

2 SECTION A: SECTION B: SECTION C: EXECUTIVE SUMMARY AND BACKGROUND STATEMENT OF WORK EVALUATION OF PROPOSALS Section A: Executive Summary 2

3 The District of Columbia Water and Sewer Authority ( The Authority, DC Water ) is soliciting proposals from qualified, experienced Certified Public Accounting Firms( the CPA Firm ) interested in performing a review and audit of potential and current Engineering and Architectural consultants and Sub- Consultants ( the Consultant ) Overhead rates. DC Water is embarking on an independent review of overhead rates to: i. Strive to align with Federal Acquisition Requirements (FAR) regulation and policy best practices. ii. Ensure accurate overhead rates are applied. The first review in the base year will be for approximately 40 Consultants consisting of 11 Prime Consultants and 17 Sub-Consultants for major Construction Management ( CM ) and Program Management ( PM ) programs, as well as Construction Contractor Change Orders. DC Water seeks a 3- year contract, which includes one base year period and two one-year option periods and is subject to annual performance evaluation. Section B: Statement of Work 3

4 B.1. SCOPE OF WORK The Overhead Audit will include an examination of the Consultant s audited Calendar Year Ended or Fiscal Year Ended statement of Direct Labor, Fringe Benefits and General Overhead for compliance in accordance with DC Water s guidelines and FAR requirements. Audits will be issued and paid for on a task order basis. B.2a. PROJECT BACKGROUND INFORMATION DC Water s Engineering and Clean Rivers departments are seeking to ensure consistency as well as compliance with Federal Acquisition Regulations (FAR). The review program was implemented in summer 2013 and continues with this Request for Proposals. The anticipated quantity of Overhead Rate reviews are outlined in the following tables. The tables below provide a guideline for the estimated number of overhead reviews to be performed. Proposed estimated schedule below: Phase 1 Start of Overhead Rate review contract (Base Year) Program Existing Contracts Number of Consultants 1 Prime Consultants for ongoing major CM and PM programs. 2 Selected Sub-Consultants for ongoing major CM and PM programs TOTAL 29 Phase 2A Review of New Consultants throughout the year (Base Year and following Years) Program Anticipated Contracts Number of Consultants 1 Prime Consultants for new major CM and PM programs 3 2 Selected Sub-Consultants for new major CM and PM programs 6 3 Selected Construction Contractor Change Orders 3 TOTAL 12 4

5 Phase 2B Ongoing review of existing Consultants (Option Year 1 and onwards) Anticipate continuing with 9 of 40 from 1 st year. Program Number of Consultants 1 Prime Consultants for new major CM and PM programs 3 2 Selected Sub-Consultants for new major CM and PM programs 6 TOTAL 9 Summary: 40 Consultants Year Base Year Option Year 1 Option Year 2 TOTAL Phase 1 - Number of Consultants Phase 2 A Number of Consultants Phase 2 B Number of Consultants TOTAL Number of Consultants/Subconsultants B.2b Contract Term: This is a 3-year maximum contract which include one base year period and two one-year option periods. Travel may be required. The Contracting Officer s Technical Representative (COTR) for this project will coordinate the retrieval and distribution of required information between the CPA firm and the A&E consultants, electronically or by mail/courier. B.2c Supervision: DC Water will appoint a COTR who will be responsible for obtaining the required data from the Consultants and any Sub-Consultants and sending this information to the successful CPA Firm. The COTR will serve as the key point of contact between the CPA Firm and the Consultants. In the event that the CPA firm is unable to meet the review schedule, the CPA firm will notify the COTR immediately. 5

6 B.2d Deliverables: The CPA Firm will provide a weekly status report via to the COTR. After each Consultant review, the CPA Firm will submit a draft and final completed signed Overhead Audit report to the COTR. The CPA firm will perform an independent review of current and potential consultant s Overhead Rates. The CPA firm will validate and/or calculate the Overhead rate for each Consultant firm under review. The Overhead review will also involve an analysis of the consultants audited Calendar year ended or fiscal year ended Statement of Direct Labor, Fringe Benefits and General Overhead. The Consultant s Audited statement will contain an expression of an opinion stating that the audit was conducted in compliance with CFR Title 48, FAR s Chapter 1, Part 31. The CPA firm is expected to take no more than 60 hours to review and report on each selected Consultant in year 1 and no more than 40 hours per review in years 2 and 3. DC Water expects the work to be completed under Government Auditing Standards (GAS). For A & E consulting firms that have an Audited Statement of Indirect Expenses, Direct Labor and Overhead (Overhead Schedule), the CPA firm will review financial information provided and possibly request General Ledger (G/L) detail for certain line items that have a potential for containing FAR unallowable items. B.2e Work Review The CPA Firm s work product will be reviewed by the Internal Controls Assessment and Monitoring ( ICAMP ) team of the DC Water Controller s Office. The CPA Firm will meet periodically with the ICAMP team to discuss and review work product and task assignments during the course of the contract. The CPA Firm will provide ICAMP access to the following: the list of audit procedures, audit work-papers and any back-up details provided by the Consultant. Section C: Evaluation of work C.1 EVALUATION PROCESS 6

7 Evaluation criteria that may be used for evaluation are, but not limited to: Ability to meet DC Water s requirements Warranty, guarantee Vendor s financial viability Experience and qualification Past performances, references Qualification of key personnel when applicable Certifications when applicable Preferences points for Local Business and Local Small Business Enterprise (LBE/LSBE) NOTE: Nothing stated herein shall preclude DC Water from requesting additional information and/or clarification and/or additional documentation in support of any assertion made by any respondents. By submission of a proposal, the respondent agrees to provide such additional clarification and/or documentation in a timely manner. In some instances, the Authority may be unable to make a determination of the responsiveness of a proposal in the absence of such information. A proposal cannot be evaluated for technical merit unless it is determined to be responsive. 7