Request for Proposal

The Foundation for Orange County Public Schools (FOCPS) is requesting proposals from CPA firms that have extensive experience in providing audit and tax services for not-for-profit organizations. We invite firms to submit proposals to us by January 31, 2014  for consideration. A description of our organization, the services needed, and other pertinent information follows.

Background of the Foundation for Orange County Public Schools

The Foundation for Orange County Public Schools is a Florida nonprofit organization recognized by the Internal Revenue Service as a charitable, tax-exempt organization pursuant to section 501(c)(3) of the Internal Revenue Code. The Foundation for Orange County Public Schools was founded in 1987 with a defined mission to identify, develop and focus community resources to make a meaningful impact on the success of students and teachers of Orange County Public Schools. The organization has an 8-member finance committee who is responsible for the final section of auditors.

Our annual operating budget is approximately $900,000 per year, and we currently employ two full-time and four part-time people in one location. Additional part-time staff are hired during the school year to provide tutoring services. Our main programs are Read2Succeed, a tutoring program targeting struggling first and second grade readers; Middle School Morning Book Clubs, helping reluctant readers strengthen their literacy skills by increasing pleasure reading; Teacher Grants, funds awarded to teachers to enhance student learning; Teach-In, a day in November when thousands of volunteers go into classrooms to share their knowledge and experiences with students; and School and District Support, acting as the fiscal agent for partner schools and district programs. Our main sources of revenues are from corporations and foundations.

The organization has a June 30 fiscal year-end, with a desire to have completed audited financial statements for board review and approval by September 25, 2014. The Foundation for Orange County Public Schools maintains all accounting records in-house and uses Quick Books for the accounting system and Gift Works to maintain our donor database. Finance and account functions are completed by the Foundation’s business manager.

For more information, please visit our website at www.FoundationforOCPS.org.

Services to Be Performed

Your proposal is expected to cover the following services:

1. Annual audit of the financial statements for the year ended June 30, 2014 and meetings with the Finance Committee and/or Board of Directors, as necessary.
2. Management letter containing comments and recommendations with respect to accounting and administrative controls and efficiency.
3. Preparation of the 990 tax return for the organization.

4. Availability throughout the year to provide advice and guidance on financial accounting and reporting issues.

Relationship with Prior CPA Firm

These services have been provided by Moss, Krusick & Associates, LLC since 2010. The FOCPS finance committee wants to entertain additional proposals.

Timeframe

The Foundation’s fiscal year is July 1 to June 30. The draft audit should be presented to the audit/finance committee at its September meeting (typically the second Thursday of the month) and to the full board later that month (typically the fourth Thursday of the month). The 990 should be completed and presented to the finance committee at its October meeting after the audit is approved by the board of directors.

Proposal Content

In order to simplify the evaluation process and obtain maximum comparability, the FOCPS requires that all responses to the RFP be organized in the manner and format described below:

A. Executive Summary

Describe your understanding of the work to be performed and your firm’s ability to perform the work within the time frame provided.

B. Professional Experience

Describe how and why your firm is different from other firms being considered. This should include an explanation of the firm’s philosophy, size, structure, and qualifications with serving not for profit organizations with a similar size and operations. Describe your firm’s resources devoted to not for profit organizations and provide copies of newsletters or other resource materials addressing issues relevant to not for profit organizations. Discuss the firm’s independence with respect to the FOCPS.

C. Team Qualifications

Identify the specific partners, managers, and in-charge staff who will be assigned to this engagement if you are successful in your bid. Provide their bios specifying relevant experience to the type of services requested. Also discuss commitments you make to staff continuity, including your staff turnover experience in the last three years.

D. Audit Approach

Describe how your firm will approach the proposed services, including the use of affiliates or staff from other locations, areas that will receive primary emphasis, and the type of assistance that will be required from the FOCPS’s staff. Also discuss the firm’s use of technology. Finally, discuss the communication process used by the firm to discuss issues with management and the Board.

E. Fees

Please provide a firm estimate of fees for the services to be provided. It has been the FOCPS’s practice for management to negotiate a fee for services each year prior to such services being rendered. Given that the time required in the first year will be more substantial than subsequent years, please feel free to include the fees for subsequent years if there is a significant differential in cost from year one as well as provide any guarantees that can be made regarding increases in future years.

F. Client References

Include a list of the relevant not-for-profit clients the firm has served within the past three years with the names and telephone numbers.

G. Additional Information

Please provide a copy of your most recent peer review report. Please provide any additional information, not specifically requested, but which you believe would be useful in evaluating your proposal.

Proposal Timetable

• RFP distributed December 2013.
• One hard copy and an electronic copy of written proposals due to the FOCPS by January 31, 2014.
• Management contacts finalists to schedule presentations week of February 17, 2014.
• Finalists make presentations to the Finance Committee March 13, 2014.
• CPA firm selected and notified by the end of April 2014.

Evaluation of Proposals

While price is an important factor, the FOCPS will evaluate proposals on price and the following criteria:

• Prior experience auditing similar organizations
• Qualifications of staff to be assigned to the engagement
• CPA firm’s understanding of work to be performed
• References
• Completeness and timeliness of the proposal

Key Contact

One hard copy and an electronic version should be sent to Cindy Williams at the contact information below by 5 p.m. January 31, 2014.

Cindy Williams

FOCPS Executive Director

Foundation for Orange County Public Schools

445 W. Amelia Street, Suite 901

Orlando, FL 32801

Phone:             407-317-3261

Email:  cynthia.williams@ocps.net