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We have received the following request for information and hereby respond:
(1) Do you require a CPA?
Agency Response: No
(2) Is it mandatory to live in the state?
Agency Response: No
(3) Who is the current Fee Accountant?
Agency Response: Menard County Housing Authority does not currently have a Fee Accountant.
(4) Who is the current auditor?
Agency Response: Rector, Reeder & Lofton, PC
(5) Will you provide a copy of recent audit report?
Agency Response: A copy of the most recent audit report was included as attachment 10.0 in the RFP document.
(6) Is information picked up on the monthly site visit?
Agency Response: With the exclusion of the two month Leave of Absence of the Financial Support Specialist when it will be required to make weekly on-site visits as specified in section 2.1.6 of the RFP document, “Perform duties of the Financial Support Specialist while on Leave of Absence for an estimated two months and making weekly on-site visits to perform the work”, information can be picked up on a monthly site visit or sent through electronic communication.
(7) Can the monthly site visit coincide with the Board meeting?
Agency Response: Yes
(8) Does the independent 3rd party do any accounting work?
Agency Response: No
(9) Is the 2-month site visit a one year or a multi-year requirement?
Agency Response: It is a one-year requirement. The approximate dates would be from February 6, 2019 through April 10, 2019.
(10) How many days are required for the onsite visits?
Agency Response: One day per month with the exception of the two month Leave of Absence of the Financial Support Specialist when it will be required to make weekly on-site visits as specified in section 2.1.6 of the RFP document, “Perform duties of the Financial Support Specialist while on Leave of Absence for an estimated two months and making weekly on-site visits to perform the work.”
(11) What are the payroll procedures?
Agency Response: Payroll is semi-monthly with pay dates on the 15th and the last day of every month. Timesheets are submitted by the staff and approved by the Executive Director. Paychex is the web-based payroll software used to submit payroll. This software requires that payroll information be submitted 2 business days before pay date.
(12) What are the AP procedures?
Agency Response: When invoices are received they are given to the appropriate department head to obtain signature of approval. Invoices are then entered into the appropriate software system: Yardi Beacon, Yardi Voyager, or Quickbooks. Accounts Payable checks are printed weekly. Once checks have been printed, signatures must be obtained from the appropriate check signors. Checks under $1000.00 only require one signature, while checks exceeding $1000.00 require two signatures. Often times, there will be some travel required to obtain a second signature. Travel up to 10 miles from the Housing Authority office may be required. Once signatures are obtained, checks are mailed and disbursement documents are filed.
We are grateful for your interest in doing business with our Agency and we look forward to receiving a proposal submittal from your firm.
Regards,
Lindsey Whitley
Financial Support Specialist
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