ESBD_File_340191_ADDENDUM 1.pdf

ADDENDUM 1

RESPONSES TO WRITTEN QUESTIONS

1. To what extent and at what frequency would contract staff be expected to be on site at the STDC Office? Is there an expecta�on that the selected firm would have someone onsite on a regular schedule versus performing rou�ne tasks remotely?

There is no expectation that the contractor’s staff would be working onsite on a regular schedule. STDC feels that most of the work to be performed may be done remotely. STDC would provide VPN connections to the selected contractors and their staff members to remotely access the financial database. Supporting documentation is kept electronically (with some being paper based). Paper based supporting information can be scanned and shared via online shared libraries to the selected contractor.

2. Who is responsible (prepares) monthly close and financial reports?

Our former Finance Director was responsible for monthly closings and financial reports. Our Acting Fiscal Officer is now working on these processes along with the Executive Director. We would need support in ensuring that these processes are being done correctly.

3. What is the status of the accoun�ng system implementa�on?

The basic functions of the accounting system have been implemented (accounts payable; fringe and indirect automated allocation postings; payroll; leave requests; employee portal). We are in the process of fixing the payroll module so that it works correctly (e.g. auto-generated payables are computed correctly vs. having staff create another payable for the correct calculations/amounts).

Modules pending to be implemented/being worked on:

• Budget/Forecasting

• Loan Tracking

• Requisitions (was partially implemented but still needs work)

• H/R

• Travel (license pending)

• Accounts Receivable (license pending)

4. Are there dual accoun�ng systems or is it fully migrated?

We cut migrated from our former software (Grants Management System) to AccuFund on January 1st, 2022. We are not operating dual accounting systems.

5. Is the Respondent expected to be involved in any Finance Director search?

No.

6. Does the Council have a Human Resources department?

Human Resources is a function of the Finance Department. There is a Staff Services Officer who oversees HR functions. However, our current Staff Services Officer was promoted to Acting Fiscal Officer.

7. With respect to the new accoun�ng system, have the Council’s system for internal controls been updated for changes and new modules procedures?

Not entirely. Notes have been made to be included within the update to the Financial Management Policies and Procedures, however, because the system is not fully implemented the policies and procedures have not been updated. STDC expected the selected contractor to provide assistance in finalizing the update to the policies and procedures which includes internal controls and their implementation.

8. In the Evalua�on Criteria 2: Value Added Op�ons, what does the acronym, TTUS, stand for?

TTUS is a typographical error and should reflect STDC.

9. Our understanding from our conversa�on yesterday is that you’d like AccuFund to be fully compliant / reconciled by 12/31/2023. Is that correct?

STDC would like to have AccuFund to be fully compliant/reconciled through the end of FY2022 (period ending September 30th, 2022) by 12/31/2023. With further expectations that FY2023 be fully compliant/reconciled by February/March 2024.

10. Are there any other �me sensi�ve issues that need to be addressed within the confines of this contract? And if so, what are they and what are the associated deadlines for each item?

The only time sensitive issue currently is reconciling the financials for FY2022 in order to provide them to our external auditor in order to complete the FY2022 Annual Audit. We have sufficient time to complete all other items and implementation of modules.

11. Does the firm has to be a CPA firm to be eligible to bid?

A respondent does not have to be a CPA firm in order to be eligible to bid. Because this is a request for qualifications for professional services, the selected respondent shall be chosen based on the respondent’s ability and experience, as demonstrated in its submittal, to meet the needs outlined in the RFQ.

Generalized Summary of Solicita�on Conference

During the Solicita�on Conference STDC Execu�ve Director, Juan E. Rodriguez, welcomed interested firms and provided a general overview, background, and history of STDC’s Request for Qualifica�ons. He informed the par�cipants that STDC’s finance director had recently resigned and in lieu of hiring an immediate replacement, STDC was solici�ng qualifica�ons from CPA and financial firms to fill the role of the Finance Director and work with the Finance Department staff to get up to date on financials with the AccuFund system.

General ques�ons posed during the solicita�on conference included:

1. What is the expected number of staff to work on the project?

STDC expects the respondents to identify 2-3 staff members to work on the project. Ideally there would be 1 staff member working with the Acting Fiscal Officer, AccuFund Consultant, and our former Executive/Finance Director to complete the reconciliation, adjustment entries, and other items necessary to reconcile and complete financials for the FY2022 audit. A second staff member would be working with STDC’s department heads/program managers to review monthly financial reporting requirements for funding agencies and complete/prepare reporting templates to provide the monthly reports. A 3rd staff member would be working with the two Accounting Technicians processing the day to day payables and other items.

2. What is the expected �meline for work to be performed?

STDC’s priority is to reconcile and close FY2022. We expect that to be completed no later than the end of the calendar year (December 2023), and the move on to FY2023. Several issues have been identified with the FY2022 financials (such as but not limited to: review of beginning balances for FY2022; the October to December 2021 transaction listing/data into AccuFund since we began with AccuFund on January 1, 2022 needs to be reviewed so that ending balances for December 31,2021 match the ending balance on the old accounting system; automatically generated payables by AccuFund which are computed incorrectly (e.g. employer retirement is generated at 1:1 employee contribution, however, STDC contributes 13.58%. Staff is generating a payable for the correct amount, however, because of the unfamiliarity with the system, the automatically generated payables are still in the system and inflating balances. We need assistance in clearing these items out); certain cost items are being posted to the wrong balances on the Balance Sheet (e.g. FICA, Longevity, Annual and Sick Leave, Retirement, are all being posted to Salaries. These need to be posted in employee benefits.)). Many of these issues will be duplicative for FY2023, so the hope is, once these are corrected for FY2022 it will be easier to address and correct for FY2023. STDC is working with AccuFund staff to correct some of these items so they do not continue into FY2024.

Implementation of the remaining modules on AccuFund will be on an ongoing basis, but probably not until the 2022 Audit information has been completed.

3. How will work be expected to be performed? Will the respondent need to be on site, or will boxes of documents be shipped offsite to the selected respondent?

STDC expects most of the work to be performed remotely. A good amount of information is available electronically and can be shared via online libraries. If there is a need to make additional documentation available, that can be scanned and uploaded to the shared libraries. The hope in this project is to also eliminate as much paper as possible and make use of AccuFund’s capabilities to store information within the system.

4. Why was AccuFund selected as opposed to other so�ware solu�ons?

STDC made a review of about 9 accounting systems and AccuFund checked the most boxes in terms of the needed solution and sustainability of cost. STDC went with an onsite hosted solution as opposed to cloud base to keep going costs low. We did not anticipate having as many issues with implementation, but the original implementation team apparently didn’t understand how to configure the system that best suited STDC. Working with AccuFund Staff, we’ve begun working on fixing these issues. STDC is not opposed to transitioning to another software if it is easier, but we do not anticipate doing so until a few more years down the road.

5. So is the expecta�on that the chosen respondent has to be familiar with AccuFund?

Yes. The RFQ clearly indicates under 2.3 Mandatory Requirements/Conditions that: “The Respondent must have experience and knowledge of working with AccuFund Accounting Software”.