Basic Information

Reference Number

0000250665

Issuing Organization

Community Living Oshawa Clarington

Owner Organization

Community Living Oshawa/Clarington

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

Financial Audit Services - 2023-01

Title

RFP - Annual Financial Audit Services

Source ID

PP.CO.CAN.862389.C97964

Agreement Type

Broader Public Sector (BPS)

Details

Location

Canada, Ontario, Toronto

Delivery Point

39 Wellington Avenue East
Oshawa, Ontario
Canada L1H3Y1

Purchase Type

Duration: 5 years

Description

COMMUNITY LIVING OSHAWA/CLARINGTON
REQUEST FOR PROPOSAL (RFP)
Due: July 21, 2023

INTRODUCTION

Community Living Oshawa Clarington (CLOC) is requesting proposals from qualified local vendors with respect to annual audit services for the fiscal year beginning April 01, 2023, which include but are not limited to: financial statement preparation, which may include assistance in the preparation of journal entries and possible assistance in the preparation of other tax/compliance reporting; reporting, including the Auditor’s Report and the Management Letter; attendance at the draft audited financial statement review meeting of the Finance Committee and at the Annual General Meeting; other meeting attendance and services as may be requested and as agreed.

Fiscal years for RFP:

Year 1 - April 1, 2023 – March 31, 2024
Year 2 - April 1, 2024 – March 31, 2025
Year 3 - April 1, 2025 – March 31, 2026
Year 4 - April 1, 2026 – March 31, 2027
Year 5 - April 1, 2027 – March 31, 2028

ORGANIZATION PROFILE

Community Living Oshawa/Clarington, “CLOC” has a 70 year history in the Oshawa area. Founded in 1953, and provincially incorporated, the charitable, non-profit organization has grown from revenue of over $20 million.
CLOC’s Vision is for people with developmental disabilities to be included in a community where everyone lives, works, participates, succeeds and flourishes. CLOC is a charitable organization offering opportunities for personal growth, community inclusion and empowerment to people with developmental disabilities, and their families. The organization is working to accomplish this vision through work which includes (but is not limited to); residential support programs, day service program, supported independents living, associate living programs, respite services and brokering services.
From a senior leadership perspective, the organization’s structure includes an independent Board of Directors to whom the Executive Director (ED) reports with the Director, Engagement and Director, Operations reporting to the ED. Committees of the Board include but not limited too: Governance, Finance, Planning Quality Enhancement/Risk Management (PQE/RM) & Policy.
The organization is then made up of 3 areas: administrations, operations and executive. The Executive area looks after the fundraising activities of the organization through the Fundraising Committee focusing on campaign goals. Other activities include communications for a variety of audiences (including internal), support for the ED, Board of Directors and Volunteer management.   The Manager, Resource Development and Public Relations maintains ongoing relationships with key workplace personnel, authors and/or reviews outside and inside communication exercises, develops new business opportunities (which include campaign fundraising, sponsorships, and other revenue generating and/or community impact opportunities), assist with donor stewardship and Grant applications.

The Operations area provides programming at some 22 residential sites plus two additional day-attendance sites.
The Administration support team looks after the following areas: facilities, accounting, human resources, risk management and technology. Campaign data entry activities are separate from the accounting software but performed in accounting with support from the Manager, Resource Development and Public Relations. Pledges and payment received are entered into CanadaHelps.org database and receipts are issued as appropriate.
From an accounting perspective CLOC utilizes Adagio by Softrak Systems Inc - reconciling entries in CanadaHelps.org database to the bank and recording necessary entries into Adagio). CLOC follows the deferral method of accounting for contributions. Restricted contributions are recognised as revenue in the year the related expenses are incurred. Unrestricted contributions are recognised when received or when reasonably estimated and collection is reasonably assured.    Government funding (primarily through Ministry of Children, Community and Social Services) is recognised according to contract. Fees for service programs are recognised on a monthly basis. General ledger accounts are reconciled monthly, with a complete review completed quarterly. Internal financial statements are completed on a monthly basis. The Finance Committee and the Board is provided with a copy of the internal statements on a monthly basis.
The organization maintains reserves and cash balances of non-Ministry funds are invested in accordance with the Investment Policy. Investments are currently held at RBC Dominion Securities.

Key Personnel
The key contact for information you may seek in preparing your proposal:
        Craig Nighbor                                   cnighbor@communitylivingoc.ca

Requests for additional information, visits to online meetings, review of relevant material, information, etc should be co-ordinated with Craig Nighbor through email.

Timelines

CLOC reserves the right to modify this timeline at any time. Should the due date for proposals be changed, all firms sent a request for proposal shall be notified.

Request for Proposals released                                        June 23, 2023
Proposals due date                                                              July 21, 2023 by 4pm EST
Meeting with Finance Committee if required              August 10, 2023 between 1pm-3pm EST
Approval by Finance Committee                                      August 2023
Notification to successful firm                                          August 2023
Notification to all firms                                                       by September 1, 2023
Contract term commencement                                         AGM date TBA September 2023

Scope of Services

The successful firm will be required to provide the following services:

An audit of the organization’s financial records for the fiscal periods under this RFP and the expression of an audit option upon completion (please provide a sample of the typical audit and letter associated with the audit of a not-for-profit organization which anticipates no difficulties or issues connected with the audit)
Financial statement preparation assistance which may include:

Preparation of adjusting journal entries (in consultation with management), financial statement formatting.

Additional services as they pertain to the audit.

Requirements:

As part of the proposal, all proposals must include the following:

Completion of the proposal in accordance with requirements
A profile of the firm, including experience in other similar projects, clients serviced locally of a similar business nature, resource and support services available locally and outside of the area which may pertain to CLOC business, an explanation as to why the firm should be selected as the successful organization including strengths deemed to be appropriate for this project.
Experience in providing services to non-for-profit organizations of a similar size and to other similar organizations.
A listing of project management methods used in similar projects which may lessen the demand on internal resources or decrease costs
The address of the office which would be responsible for the project and the names and resumes of the staff who would be responsible for the execution of the project.
Three references, including company/organization name, contact name, and contact phone number, as well as a brief description of services performed.
Anticipated ongoing costs for a period of two years following the initial project year (NB – Anticipated annual fee for each year of the five years for the completion of the audit of the financial statements is anticipated)
Budgeted hours for audits and rates
Hourly rate for accounting services, if any, associated with the audit
Notation of any additional services covered in the fee quote
Confirmation of availability of appropriate staff during the project period required
A list of resources and support services readily available
Commitment to the terms of the request for proposal

You may be contacted for further information on points where clarification is required.
VI General

The following are general points to be considered:
The award is subject to approval by the Finance Committee and voted at the Annual General Meeting (AGM) in September 2023
All firms submitting a proposal for consideration, must disclose any conflict of interest in the proposal or immediately upon discovery of a conflict of interest during the proposal process.
The proposal is irrevocable and is open until 4pm EST on July 21, 2023.
CLOC reserves the right to withdraw, at its discretion, this proposal at any time, and shall not be liable for any cost incurred by the bidder as a result of this withdrawal.
CLOC reserves the right to reject, at its discretion, any or any part of the proposal and also reserves the right to award assignment based on other factors than solely lowest fee structure
Fees shall be quoted exclusive of HST, HST must be added to the total of the amount proposed
No adjustments to the cost proposed will be accepted after the proposal has been received
CLOC will incur no costs in connection with the providing of materials or work related to this request for proposal. A confidentiality agreement will have to be signed prior to any materials being provided
Electronic submissions (please send in confidence to cnighbor@communitylivingoc.ca )
No work may be assigned by the firm without prior written consent from CLOC.
CLOC reserves the right to terminate this agreement should the nature of it’s operations change or any operations currently being conducted cease to exist, which would result in services no longer being required, or in a material change in the nature of the organization
CLOC reserves the right to obtain clarification on any aspect of the proposal. This clarification will not alter the proposal or cost structure provided.
Meetings requested by CLOC will be conducted through Zoom and meeting will be recorded.
CLOC will not accept responsibility for costs incurred in connection with firm staff attending these meeting.
CLOC will safeguard the confidentiality of all proposals.

VIII. Contractual Requirements
Indemnity
The successful bidder shall indemnify and save harmless CLOC, its directors officers, employees and agents, against and from all actions, causes of action, interest, claims, demands, costs, damages, expenses including defense costs or loss which CLOC may bear, suffer, incur, become liable for or be put to by reason of any damage to property or injury or death to persons by reason of, arising out of or in consequence of breach, violation of non-performance by the successful bidder of any provision of this agreement, or by reason of or arising out of the use of the premises or in conjunction with the work covered by this agreement, or by reason of or arising out of any act, neglect or default or omission by the successful bidder or of any of its officials or employees or any other person or persons, in, on, or about the premises.
The rights to indemnity contained in this paragraph shall survive any termination or this agreement, anything in this agreement to the contrary notwithstanding.

Insurance
In conjunction with this indemnification by the firm, the firm agrees to purchase and maintain in force at its expense, including the payment of all deductibles, a policy of Professional Liability Insurance, acceptable to CLOC in the amount of not less than $2,000,000, and to deliver a Certificate of the Policy originally signed by an authorized agent of the insurance company issuing the policy and a Certified copy of the Policy to CLOC’s execution of this agreement. It is expressly provided that the Policy is:

Not to be construed as a limit on the liability of the vendor in provision of goods or the performance by the vendor of its services under this agreement
Notwithstanding anything to the contrary contained herein, kept in force and effect for a period of time ending no soon than one (1) year after completion of the project.
To be in a form and with an insurance company acceptable to CLOC

VIII. Firm Selection
All proposals will be reviewed by CLOC and presented to the Finance Committee. Bidders may be asked to make an oral presentation to Finance Committee. It is expected that the vendor staff completing the project will be involved in the presentation. Selection criteria will include but will not be limited to:

History of the vendor
Locality of the firm
Technical expertise
Experience and qualifications staff assigned to the project
Compliance with the information requirements outlined in the RFP
Knowledge of the sector in which CLOC conducts business and the environment from which its members/donors/stakeholders come
Listing of clients, particularly those in the not-for-profit sector
References (including name and phone number of contact)
Fees proposed
Presentation to Finance Committee

It is expected that the appointment will be approved by August 31, 2023
All requests for additional information and/or clarification in connection with the RFP must be sent via email to cnighbor@communitylivingoc.ca

Dates

Publication

2023/06/26 12:24:20 PM EDT

Bid Intent

Not Available

Question Acceptance Deadline

2023/07/14 12:00:00 PM EDT

Questions are submitted online

Yes

Closing Date

2023/07/21 04:00:00 PM EDT

Contact Information

Craig Nighbor

905-576-3011

cnighbor@communitylivingoc.ca

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

In attached document

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	Yes	No
No entries

Additional Bidding Instructions

COMMUNITY LIVING OSHAWA/CLARINGTON

PROPOSAL FORM
Closing Date: July 21, 2023

Craig Nighbor
39 Wellington Ave. East
Oshawa, Ontario
L1H 3Y1

Subject: Request for Proposal
To CLOC Finance Committee:
We, the undersigned, agree to provide services in accordance with the specifications provided for in the request for proposal, at the costs outlined below/in the attached.
Company                            ________________________________________________________________
Contact                               ________________________________________________________________
Title                                     _________________________________________________________________
Address                               _________________________________________________________________
City                                      _________________________________________________________________
Province                             _________________________________________________________________
Postal Code                       _________________________________________________________________
Email Address                    _________________________________________________________________
Telephone Number               _________________________________________________________________
Extension                           _________________________________________________________________

Schedule of Fees:
2023-2024                          $___________________________________________________
2024-2025                          $____________________________________________________
2025-2026                          $____________________________________________________
2026-2027                          $_____________________________________________________
2027-2028                          $_____________________________________________________

Additional Costs which may be charged include: (example, supplies, printing, travel)
(Please list)

Yours truly,
Name
Firm

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