Financial Services for American Rescue Plan Act of 2021

Madison County Government Administrative Services Linda Ogden + Purchasing Director Madison County Administration Building 157 N. Main.St. Suite #57 Edwardsville, IL 62025-1963 Kurt Prenzler, CPA Phone (618) 296-4219 + Fax (618) 692-7476 County Board Chairman Financial Services for American Rescue Plan Act of 2021 The County of Madison (County) is soliciting proposals for a qualified firm with background and experience managing and administering federal grant programs and ensuring compliance with federal laws, regulations and guidelines. The selected firm will provide financial management services and assist with the review, collection, and documentation of eligible expenses submitted by sub-grantees in order to receive a distribution of monies received by the County under the American Rescue Plan Act of 2021 (ARP Act), specifically, the Coronavirus State and Local Fiscal Recovery Fund (CSLFRF). In performing the services under the contract, the selected firm is expected to use staff

with qualifications commensurate with the nature of the work to be performed. Full Specifications Listed Below. Sealed Proposals will be publicly opened, read aloud and evaluated in private. Proposal information will be kept confidential until an award is made. Five (5) hard copies of the complete proposal are to be submitted. THIS PAGE IS MANDATORY-Please Return with Submission Submissions will be accepted until July 13, 2021 no later than 2:00 p.m. All correspondence should reference the bid title above. Please include your current W-9 form, Upon Project Award: Signed Hold Harmless, Vendor Agreement and Certificate of Insurance. Individual/Company/Corporation: Business Address: City, State and Zip Code: Contact Name: Title: E-mail Address: The attention of vendors is directed to the Madison County Purchasing Ordinance, amended September, 2020. This Ordinance is incorporated by reference into this Bid or Request as if it were contained herein. If you have not received a copy of the above Ordinance and desire a copy, please contact the office of the Director of Purchasing or download at Any communication regarding this Bid or Request between the date of issue and date of award is required to go through the Procurement Specialist listed (or the Purchasing Administrative Specialist). Unauthorized contact with other Madison County staff or officers is strictly forbidden. SCHEDULE OF EVENTS 06/23/2021 Request available on County Website 07/06/2021 Vendors questions submitted via email to No later than July 6, 2021 no later than 9:00 a.m. 07/07/2021 Vendors questions answered via Addendum: posted on County website no later than 2:00 p.m. July 7, 2021. 07/13/2021 Sealed Proposals due to Madison County Purchasing, 157 N Main Street, Suite 57, Edwardsville, IL 62025 marked SEAL PROPOSAL Financial Services for American Rescue Plan Act of 2021 No later than 2:00 p.m. July 13, 2021. Sealed bids will be publicly opened at 2:15 p.m. July 13, 2021 in County Board Conference room 145 located 157 N Main Street, Edwardsville, IL 62025. https://www.co.madison.il.us/departments/purchasing/index.php supportservices@co.madison.il.us https://apps.co.madison.il.us/adminservices/vendors/Default.aspx www.co.madison.il.us www state.il.us/agency/idol The State of Illinois requires that all wages paid by the Contractor and each subcontractor must be in compliance with The Prevailing Wage Act (820 ILCS 130), as amended. This requires payment of the general prevailing rate for each craft or type of worker, including payment of the general prevailing wage rates on its website at . The Contractor must review the wage rates applicable to the work of the contract at regular intervals in order to ensure the timely payment of current wage rates. The Contractor agrees that no additional notice is required. The Contractor must be responsible to notify each subcontractor of the wage rates set forth in this contract and any revisions thereto. A copy of the prevailing wage rates is posted on the Madison County website at under BIDS and RFPs. If wage rates change during the course of the project, the new rates will be available in the County of Madison Purchasing Office. Vendors may access the Illinois Department of Labor website for updates GENERAL TERMS AND CONDITIONS RESERVED RIGHTS The County of Madison reserves the right at any time and for any reason to cancel this Bid or Request, to reject any or all proposals, or to accept an alternate proposal. The County reserves the right to waive any immaterial defect in any proposal. Unless otherwise specified by the offeror, the County has no less than one hundred and twenty (120) days to accept. The County may seek clarification from a contractor at any time and failure to respond promptly is cause for rejection. The County may require submission of best and final offers. PAYMENT The Contractor shall furnish the County with an itemized invoice. Payment shall be made in accordance with applicable provisions of the Local Government Prompt Payment Act. Payment will be processed after receipt of invoice and / or appropriate affidavit. NON-DISCRIMINATION Contactor must comply with the Illinois Human Rights Act, 775 ILCS 5/1-101 et seq., as amended and any rules and regulations promulgated in accordance therewith, including, but not limited to the Equal Employment Opportunity Clause, Illinois Administrative Code, Title 44, Part 750 (Appendix A), 775 ILCS 5/1-102, which is incorporated herein by reference, and constituting of a written EEO Policy and a workforce profile that demonstrates its EEO practices. Furthermore, the Contractor must comply with the Public Works Employment Discrimination Act, 775 ILCS 10/0.01 et seq., as amended. The Contractor must have a written sexual harassment policy which meets Illinois State Statutes, 775 ILCS, 15/3. PREVAILING WAGE If this Bid or Request requires Prevailing Wages: please visit the IDOL website for instructions It is the responsibility of the Awarded Vendor to submit Certified Payrolls to the State. www-state.il.us/agency/idol/rates.htm http://www? illinois.gov/idol/Laws-Rules/Conmed/Pages/prevailing-wage-act.aspx OSHA REQUIREMENTS The Occupational Safety and Health Act of 1970 (OSHA) guarantees workers the right to a safe and healthful workplace. Under Section 5(a) (1) of the OSHA Act, the employer must furnish to each of his 4 EMPLOYMENT OF ILLINOIS WORKERS ON PUBLIC WORKS ACT Pursuant to (30 ILCS 570/3) the Employment of Illinois Workers in Public Works Act, whenever there is a period of excessive unemployment in Illinois, defined by any month immediately following two consecutive calendar months during which the level of employment in the state has exceeded 5%, then any person or entity working in a Public Works project for the county shall employ at least 90% Illinois laborers on such project. The County expects all contractors on Public Works projects to abide by this act in addition to prevailing wage until the provisions of this act are lifted by the State of Illinois. More information about the Employment of Illinois Workers on Public Works Act can be found here: CERTIFIED PAYROLL REQUIREMENTS (Public Act 94-015) Effective August 10, 2005 contractors and subcontractors on public works projects must submit certified payroll records on a monthly basis to the public body in charge of the construction project, along with a statement affirming that such records are true and accurate, that the wages paid to each worker are not less than the required prevailing rate and that the contractor is aware that filing records he or she knows to be false is a Class B misdemeanor. The certified payroll records must include for every worker employed on the public works project the name, address, telephone number, social security number, job classification, hourly wages paid in each pay period, number of hours worked each day, and starting and ending time of each work day. These certified payroll records are considered public records and public bodies must make these records available to the public under the Freedom of Information Act, with the exception of the employees address, telephone number and social security number. Any contractor who fails to submit a certified payroll or knowingly files a false certified payroll is guilty of a Class B misdemeanor. INCREASED PENALTIES FOR PREVAILING WAGE VIOLATIONS (Public Act 94-0488) Effective January 1, 2006, penalties for violations of the Prevailing Wage Act will increase from 20% to 50% of the underpaid amounts for second subsequent violations. An additional penalty of 5% of the underpayment penalty must be paid to workers for each month the wages remain unpaid (up from the 2% penalty). For violations that occur after January 1, 2006, the debarment period during which contractors are ineligible for public works contracts increases from 2 years to 4 years if two notices of violation are issued/serious violations occur within a 5-year period. In addition, a new monetary penalty of $5,000 may be assessed against contractors who retaliate against employees who report violations or file complaints under the Prevailing Wage Act. http://www. ilga.gov/legislation/iles/iles3 asp? ActID=549&ChapterID=7 COOPERATIVE PURCHASING This contract must be offered for purchases to be made by other counties and governmental units within the State of Illinois as authorized by the Government Joint Purchasing Act. All purchases and payment made under this authority must be made directly by the governmental unit to the Vendor. The County of Madison must not be responsible in any way for such purchase orders or payments. All terms and conditions of this contract must apply to all orders placed by another governmental unit. ADDENDUM employees employment and a place of employment which are free from recognized hazards that are causing or likely to cause death or serious physical harm to his employees. There are times when the County must hire entities and individuals (contractors) to perform services. To this end, contractors hired by the County of Madison must perform their duties in a manner that is compliant with all state and federal health and safety laws and industry guidelines. It is the responsibility of the contractor to ensure that their personnel and subcontractors comply with all state and federal health and safety laws and regulations and industry guidelines, including, but not limited to those set forth by: OSHA and related regulations, the Safety Inspection and Education Act, the Health and Safety Act, the National Institute of Occupational Safety and Health, the National Fire Protection Association, the Centers for Disease Control, American Industrial Hygiene Association, the American Council of Governmental Industrial Hygienists, the Environmental Protection Agency, and the Department of Transportation. SUBSTANCE ABUSE PREVENTION ON PUBLIC WORKS PROJECTS ACT The successful bidder must be in compliance with State of Illinois HB-1855 (Public Act 095-0635), which amends the Prevailing Wage Act. Before an employer commences work on a public works project, the employer must have in place a written program which meets or exceeds the program requirements in this Act, to be filed with the pubic body engaged in the construction of the public works and made available to the general public, for the prevention of substance abuse among its employees. The testing must be performed by a laboratory that is certified for Federal Workplace Drug Testing Programs by the Substance Abuse and Mental Health Service Administration of the U.S. Department of Health and Human Services. SECURITY The contractor represents and warrants to the County of Madison that neither it nor any of its principals, shareholders, members, partners or affiliates, as applicable, is a person or entity named as a Specially Designated National and Blocked Person (as defined in Presidential Executive Order 13224) and that it is not acting, directly or indirectly, for or on behalf of a Specially Designated National and Blocked Person. The Contractor further represents and warrants to the County of Madison that the Contractor and its principals, shareholders, members, partners, or affiliates, as applicable, are not directly or indirectly, engaged in, and are not facilitating, the transactions contemplated by this Agreement on behalf of any person or entity named as Specially Designated National and Blocked Person. The Contractor hereby agrees to defend, indemnify and hold harmless the County of Madison, the Corporate Authorities, and all County of Madison elected or appointed officials, officers, employees, agents, representatives, engineers and attorneys, from and against any and all claims, damages, losses, risks, liabilities, and expenses (including reasonable attorneys fees and cost) arising from or related to any breach of the foregoing representation and warranties. (b) Commercial General Liability (including Bodily injury and property damage, completed operations, broad form property damage, contractual liability, for the obligation of the vendor to Indemnify Madison County Government under the agreement, and per jobsite aggregate.) Minimum limits of $1,000,000 per Should the Vendor require any additional information about this Bid or Request, please contact Purchasing with any questions by the deadline as outlined in the schedule of events. ANY AND ALL changes to these specifications are valid only if they are included by Written Addendum to All vendors. No interpretation of the meaning of the plans, specifications, or other contract documents will be made orally. In addition, all addenda are posted on the County of Madisons website. Failure of the vendor to receive any such addendum or interpretation must not relieve the vendor from obligation under this Bid or Request as submitted. All addenda so issued must become part of the bid or request documents. Failure to request an interpretation constitutes a waiver to later claim that ambiguities or misunderstandings caused by a bidder to improperly submit a bid. Response to these questions will be made by means of an addendum. Only the Director of Purchasing has the authority to issue an addendum. Addenda are written instruments issued by the County prior to the date for receipt of proposals, which modify or interpret the Bid or Request by addition, deletions, clarifications or corrections. Prior to the receipt of submissions, vendor must ascertain prior to submitting a bid that all addenda issued have been received and, by submission, such act must be taken to mean that such vendor has received all addenda and that the vendor is familiar with the terms thereof and understands fully the contents of the addenda. TAXES The County of Madison is exempt from paying Illinois Use Tax, Illinois Retailers Occupation Tax and Federal Excise Tax. INSURANCE (1) GENERAL The successful bidder must maintain for the duration of the contract and any extensions thereof, at bidders expense, insurance that includes Occurrence basis wording and is issued by a company or companies qualified to do business in the State of Illinois that are acceptable to the County, which generally requires that the company (ies) be assigned a Bests Rating of A or higher with a Bests financial size category of Class XIV or higher, in the following types and amounts. (a) Workers Compensation: Statutory limits, including Employers liability of $500,000 each accident, $500,000 policy limit for disease, $500,000 each employee for disease. Wavier of subrogation in favor of Madison County Government must be included. Workers Compensation must be provided for all persons performing work at the jobsite, including but not limited to any principles, officers, employees of the vendor, sole proprietors and sub-subcontractors. If owners, principles, officers or sole proprietors choose to exclude themselves from workers compensation, they agree they shall not, at any time, or in any way, seek such benefits, or any recompense, from the County for any on-the-job related injury arising out of the work covered or contemplated by this Vendor Agreement. (c) The County of Madison must be provided with thirty (30) days prior notice, in writing, of Notice of Cancellation or material change and said notification requirement must be stated on the Certificate of Insurance; (2) occurrence, $2,000,000 general aggregate. Additional Insured and Waiver of subrogation in favor of Madison County Government must be included. (c) Commercial Automobile Liability minimum limits of $1,000,000 combined single limit. Additional Insured and waiver of subrogation, and any auto to be included. (d) Vendor to name Madison County Government (and others if requested) as additional insureds, (e) All coverage afforded to the additional insured under this policy shall be primary insurance. If the additional insured has other insurance, which is applicable to the loss, such other insurance shall be on an excess basis. The amount of the companys liability under this policy shall not be reduced by the existence of such other insurance. (f) Limits of insurance are non-negotiable. (g) Insurance must be in force for no less than two years after project completion (h) Insurance Company(s) must be financially stable, rating of A-/VII or better, per A.M Best Guidelines. (i) Cyber Liability Insurance Coverage against the Vendors legal obligation to pay damage related to a cyber-security event. Coverage would include Third-party Liability coverage as well as coverage for Privacy Response expenses, Regulatory proceedings and penalties expenses. The minimum accepted for liability shall be $2,000,000 each occurrence. EVIDENCE OF INSURANCE The successful bidder agrees that with respect to the above required insurance that: (a) The County of Madison must be provided with the Certificated of Insurance evidencing the above required insurance, prior to commencement of the contract and thereafter with certificates evidencing renewals or replacements of said policies of insurance at least fifteen days prior to the expiration or cancellation of any such policies; (b) The contractual liability arising out of the contract must be acknowledged on the Certificate of Insurance by the insurance company; SUBMITTAL Submit one (1) bid, multiple bids will not be accepted. AWARD OF ORDER (d) Subcontractors, if any, comply with the same insurance requirements. In addition to being named as an additional insured on the Certificate of Insurance, each liability policy must contain an endorsement naming the County of Madison as an additional insured. A copy of the endorsement must be provided to Madison County along with the Certificate of Insurance; and (e) Have Madison County named as an additional insured and the address for certificate holder must read exactly as: County of Madison, a body politic 157 N. Main Street, Suite 154 Edwardsville, Illinois 62025 (f) Insurance Notices and Certificate of Insurance must be provided to: Madison County, Purchasing Department 157 N. Main Street, suite 57 Edwardsville, IL. 62025 HOLD HARMLESS CLAUSE The successful bidder will agree to indemnify, save harmless and defend the County of Madison, its agents, servants, and employees, and each of them against and hold it and them harmless from any and all lawsuits, claims, demands, liabilities, losses and expenses, including court cost and attorneys fees, for or on account of any injury to any person, or any death at any time resulting from such injury, or any damage to property, which may arise or which may be alleged to have arisen out of or in connection with the work covered by this contract upon award. The foregoing indemnity must apply except if such injury, death or damage is caused directly by the willful and wanton conduct of the County of Madison, its agents, servants, or employees or any other person indemnified hereunder. VENDOR AGREEMENT The successful bidder will agree to terms outlined in the Madison County Vendor Agreement. Vendor Agreement attached, please sign and return to Madison County Purchasing, 157 N Main Street, Suite 57, Edwardsville, IL 62025. SUBMISSION RESPONSES It is highly recommended that the vendor completely read the bid or request prior to filling out to become acquainted with terms and conditions of the bid document and merchandise requirements. No relief will be allowed from conditions unless you take a written exception to that condition on your bid. All submission envelopes and correspondence are to be clearly marked with the Sealed Proposal Financial Services. The successful bidder will agree that the resulting contract is made subject to available budgetary appropriations and must not create any obligation on behalf of the County in excess of such appropriations. In the event that no funds or insufficient funds are appropriated and budgeted, this Contract must terminate without penalty or expense to the County thirty (30) days after written notification of termination from the County. Award shall be made by the Madison County Board to the most responsive and responsible contractor whose proposal is determined to be the most advantageous to the County, taking into consideration price and the evaluation criteria set forth herein. The County will be the sole judge of acceptability of any products offered. This project may be divided and awarded to single or multiple vendors (based on the best interest of the county). WORKMANSHIP Items must be manufactured according to the highest traditions of the industry and must meet all commercial standards of quality. The County must be the sole judge of acceptable products. Unacceptable products will be rejected and suitable price adjustments made. MISCELLANEOUS It is the bidders task to be familiar with the referenced items and to offer only products of equal or greater quality. Any questions on specifications should be directed to the Purchasing Director. EXCEPTIONS The bid speaks for itself. Bidders taking exception to any terms, conditions or specifications of this bid must clearly state in writing such exception(s) either on or with this bid. The County will be the sole judge of the acceptability of any exception noted, and is not bound to consider any bid submitted with exceptions. FULL PRICING AND CONTINGENCIES The County must hold the successful bidder to bid pricing. Additional charges for contingencies discovered by the vendor at any time after the date of opening of this bid will not be considered for payment by the County. RECOURSE FOR UNSATISFACTORY MATERIALS Payment must be contingent upon the Countys inspection of and satisfaction with completed work. Any defective work or materials, non-conformance to bid specifications, damaged materials, or unsatisfactory installation must be corrected to the Countys satisfaction by the successful bidder at no additional charge. TERMINATION Failure to comply with the terms and conditions as herein stated must be cause for cancellation of the contract. The County will give written notice of unsatisfactory performance and the contractor will be allowed thirty (30) days to take corrective action and accomplish satisfactory control. If at the end of the thirty days, the County deems the contractors performance still unsatisfactory, the contract must be canceled. The exercise of its right of cancellations must not limit the Countys right to seek any other remedies allowed by law. EXPECTATION FOR EQUIPMENT/HARDWARE It is the Countys expectation equipment and/or hardware installed as part of this bid will be in new, un- used condition unless otherwise noted in bid submission. 10 The successful bidder will agree that pursuant to requirements imposed under Illinois law, the County must have 120 days after each election of county board members to terminate this Agreement, without cause and without penalty. CHOICE OF LAW AND VENUE The bidder agrees that this bid has been executed and delivered in Illinois and that their relationship and any and all disputes, controversies or claims arising under this bid or any resulting contract must be governed by the laws of the State of Illinois, without regard to conflicts of laws principles. The bidder further agrees that the exclusive venue for all such disputes must be the Circuit Court of the 3" Judicial Circuit of Madison County, Illinois, and the bidder hereby consents to the personal jurisdiction thereof. COMPLAINCE WITH LAWS The bidder hereto covenants and agrees to comply with all applicable federal, state, and local laws, codes, ordinances, rules and regulations. Failure to comply with the terms of this provision must constitute a breach of contract and permit the County to terminate this (Request for Sealed Proposal/Bid) in accordance with the termination provisions stated herein. REJECTION OF BIDS, WAIVER OF IRREGULARITIES Madison County reserves the right to reject any or all bids, to waive irregularities, and to accept that bid which is considered to be in the best interest of the County. Any such decision must be considered final. RIGHT TO PROTEST Any actual or prospective bidder or Contractor who is aggrieved in connection with the solicitation or award of a Contract may protest to the Director of Purchasing. Any protest must be submitted in writing within ten (10) calendar days from the issuance of the solicitation, addendum, and notice of award or other decision by the Purchasing Department. BIDDERS ATTACHMENT TO THE BID Any attachment to this bid, as required by the bid conditions, or made at the bidders option, must reference on their face the bid title, opening date, and time. DELIVERY Delivery will be considered in making the award and the bidders must state expected delivery after receipt of Purchase Order. Failure to meet said delivery promises without prior consent of the Director of Purchasing will be considered a breach of faith. FREIGHT Freight is all inclusive unless otherwise stated. FUEL SURCHARGE The County of Madison does NOT accept any fuel surcharges. CONTRACTOR RESPONSIBILITIES The selected Contractor will be required to assume responsibility for all services offered in this proposal. The County will consider the selected Contractor to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract. 11 INCURRED COSTS The County of Madison will not be liable in any way for any costs incurred by respondents in replying to this Request. REQUEST FOR PROPOSALS (General Terms and Conditions) DEFINITION Request for Proposals (RFP) is a method of procurement permitting discussions with responsible contractor and revisions to proposals prior to award of a contract. Award will be based on criteria set forth herein. EVALUATION of PROPOSAL The proposals submitted by contractors shall be evaluated solely in accordance with the criteria set forth in the RFP. The Evaluation Committee may conduct discussions with any offeror who submits an acceptable or potentially acceptable proposal. Contractors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals. During the course of such discussions, the Evaluation Committee shall not disclose any information derived from one proposal to any other contractor. NEGOTIATIONS The County of Madison reserves the right to negotiate specifications, terms, and conditions, which may be necessary or appropriate to the accomplishment of the purpose of this RFP. The County may require the RFP and the offerors proposal be incorporated in full or in part as Contract Documents. This implies that this RFP and all responses, supplemental information, and other submissions provided by the contractor during discussions or negotiations may be held by the County of Madison as contractually binding on the successful Contractor. When the Evaluation Committee determines a contractors proposal to be unacceptable, such contractor shall not be afforded an additional opportunity to supplement its proposal. QUALIFICATIONS Each firm submitting a proposal for this project shall submit detailed information concerning the professional qualifications of the individual(s) assigned to carry out this project. Relevant project experience, logistical capabilities and other relevant support data regarding the firm and assigned personnel must be included. Each firm submitting a proposal for this project must provide at least three (3) references where projects of a similar nature have been successfully completed and implemented. These references should provide the name and address of the entity where the project was completed as well as a contact person. NOTICE of UNACCEPTABLE PROPOSAL, REQUIREMENTS The Countys high-level requirements for the selected firm include the following: e Demonstrated expertise with managing federal programs and federal program audits; 12 Any contract resulting from this RFP may not be assigned, in whole or in part without written consent of the County. If the Contractor attempts to make such an assignment without the written consent of the County, the Contractor shall nevertheless remain legally responsible for all obligations under the Contract. DESCRIPTION OF WORK AND SPECIFICATIONS The County of Madison (County) is soliciting proposals for a qualified firm with background and experience managing and administering federal grant programs and ensuring compliance with federal law, regulations and guidelines. The selected firm will provide financial management services and assist with the review, collection, and documentation of eligible expenses submitted by sub-grantees in order to receive a distribution of monies received by the County under the American Rescue Plan Act of 2021 (ARP Act), specifically, the CSLFRF. In performing the services under the contract, the selected firm is expected to use staff with qualifications commensurate with the nature of the work to be performed. BACKGROUND The ARP Act of 2021 was signed into law on March 11, 2021. Asa unit of government with a population over 50,000 residents, the County qualified to receive an allocation of the Coronavirus State and Local Fiscal Recovery Fund monies under the ARP Act of 2021. The ARP Act specifically requires that payments from the CSLFRF may only be used as follows: A. To respond to the public health emergency with respect to the Coronavirus Disease 2019 (COVID-19) or its negative economic impacts, including assistance to households, small businesses, and nonprofits, or aid to impacted industries such as tourism, travel, and hospitality; B. To respond to workers performing essential work during the COVID-19 public health emergency by providing premium pay to eligible workers of the metropolitan city, nonentitlement unit of local government, or county that are performing such essential work, or by providing grants to eligible employers that have eligible workers who perform essential work; C. For the provision of government services to the extent of the reduction in revenue of such metropolitan city, nonentitlement unit of local government, or county due to the COVID-19 public health emergency relative to revenues collected in the most recent full fiscal year of the metropolitan city, nonentitlement unit of local government, or county prior to the emergency; or D. To make necessary investments in water, sewer, or broadband infrastructure. As a direct recipient of ARP Act of 2021 funding, the County is solely responsible for the reimbursement of all monies including those allocated to sub-grantees. Should the U.S. Inspector General determine during an audit procedure that any reimbursements, whether by the County or a sub-grantee, fail to conform to U.S. Treasury guidelines, the funds identified to be in violation of the ARP Act of 2021 becomes a debt of the County. 8. Assist County staff in organizing, reviewing, evaluating, auditing, and tracking County department requests for CSLFRF reimbursements. Reconcile County departmental invoices with County CSLFRF reports. Evaluate County departmental timesheets for eligibility and audit 13 e The capacity to review complex submittals by eligible sub-grantees to ensure compliance with federal law and U.S. Treasury guidelines for the ARP Act of 2021 (as published by the US Treasury not yet available as of the date of this bid document) e The availability to attest to the appropriate utilization of COVID-19 funds received and disbursed or obligated by the County (as directed) for the period June 1, 2021 to December 31, 2024 and disbursed by 12/31/2026. The services the selected firm may be asked to perform include, but are not limited to the following: Provide advice to the County about accounting and compliance procedures related to federal grants. The successful Respondent will review the Countys current record-keeping strategy. The Respondent will assist the County to develop a standard guideline as part of its emergency plans on how the County should record and maintain accounting information and provide any other associated services that may be directly related to support COVID-19 related costs and reimbursement from appropriate agencies. 2. Support as required to meet all stated deadlines to meet ARP Act of 2021 required timelines to recover full reimbursement. 3. Meet with federal representatives and/or state representatives as requested to discuss the Countys COVID-19 related costs and expenditures. 4. Assist the County in completing the appropriate documentation required for federal grant funding, and the submittal of all eligible expenditures to the appropriate agencies, and within the required deadline. This work shall include assisting the County to provide necessary supporting cost documentation that wil] garner full reimbursement or grant eligibility and assisting the County in responding to any requests for additional documentation or information from the agencies. The documentation submitted for reimbursement must withstand a federal audit. The successful Respondent will have to support the work for which they are assisting the County. 5. Provide assistance to determine if any eligible expenses have not been quantified and presented for reimbursement. 6. Assist in tracking all documentation submitted. Following any outstanding expenditure(s), ensure that all eligible expenditures are credited through submitted reimbursements. Track all expenditures and reimbursements to maintain high quality reconciliations of requested reimbursements versus received reimbursements. 7. Maintain records of all the documentation provided by the County submitted to any outside agency for reimbursement and provide the County with said copies upon request at any point in the process. Offer the County any coordination ideas that may result in cost savings, efficiencies, or increased reimbursement. = 10. 11. 12, 13. 14. 15, 16. 17. 18. timesheets against existing payroll records. Prepare final submission for U.S. Inspector General Review. Assist with developing closeout strategies and procedures for the County and assist the County with implementation of those strategies and procedures. Assist with responding to any requests for audit information by any source and assist with preparing responses to any audit. Use generally recognized accounting principles in carrying out any of the services pursuant to the contract. Provide miscellaneous services not otherwise described, but which the County may require during the course of the contract, or any other tasks associated with accounting services or documentation reimbursement process as requested by the County. Provide the County with a final report that will summarize the total reimbursement requested, total expenditures by Project Worksheet, and any special circumstances. Additionally, reporting requirements include the total number of Project Worksheets, total reimbursement requested by Category type, total reimbursement requested by small or large project, and any other relevant data. Provide technical assistance with developing, promoting, and maintaining public facing web- based portals to publish information. Provide technical assistance with developing, promoting, and maintaining a secured web-based portal to collect subgrantee information and documentation to substantiate their request for reimbursement under the CSLFRF. As needed, provide and present comprehensive financial reports and analysis to present to the County Board and/or Committees. Work with the Countys external auditors, who represent the County as Compliance Officers, for the Countys Single Audit Reports. Assist with preparation of Project and Expenditure Reports. Recovery Plan Performance Reports due July 1 annually. 15 CRITERIA for SELECTION and SUBMISSION REQUIREMENTS The following criteria and point system shall be used by the selection team to determine the firm or individual(s) most qualified and best suited to perform the work; further, this section defines the submission format: 1. Cover Letter (0 points) - Provide an introductory letter, with content at discretion of submitter, that is signed by an authorized representative of the firm. 2. Firm Qualifications (20 points) Provide a statement that portrays the firms qualifications in relation to the Scope of Services. The response should include the following: a. b. A summary of the firms general qualifications including specific disciplines represented that are applicable to the proposed work, number of employees, office locations, etc.; An outline of the firms depth and breadth to carry out the scope and extent of the work required, especially that of the project lead; Main attributes that differentiate your firm from other competitors; Relevant previous experience with public sector entities; Provide copy of Business License, Tax ID and any significant certification document supporting your expertise as a management consultant; List of three (3) references, preferably from public sector entities, from contracts similar in size and scope to including engagement profile, client name, contact name and title, email and telephone contact information. 3. Key Qualifications (25 points) Provide a statement that portrays the firms engagement team qualifications in relation to the Scope of Services. The response should include the following: a. Background and credentials profile for the team that would be assigned to the County account, including name, position/title, location, years of industry experience, years with firm and number of clients currently assigned; Areas of expertise of each consultant; Communication skills Interaction with Elected Officials, Staff and Public Sector Entities. 4. Project Understanding (25 points) Describe your firms interest, understanding and approach to provide consulting for the engagement, including a management plan and schedule for accomplishing the project. 5. Price (30 points) In a separate sealed envelope, provide the following prices: a. Proposed tiered fee structure for this engagement with detail and estimate of total cost. Provide fees for administering each ten million dollar ($10,000,000) increment as listed below: Fee up to $10,000,000 Fee for $10,000,001 to $20,000,000 Fee for $20,000,001 to $30,000,000 Fee for $30,000,001 to $40,000,000 Fee for $40,000,001 to $50,000,000 16 Fee for $50,000,001 to $60,000,000 Fee for $60,000,001 and above b. Fee schedule for additional work that is not considered part of the main engagement On a per-labor category (i.e., senior consultant, senior partner, project manager, etc.). Total 100 points OPTIONAL PRESENTATION After an initial review of the proposals, individuals or agencies may be invited to prepare a short presentation and be available for an interview with the Evaluation Committee. Printed Name Title: Signature: Telephone Number: Witness Signature: Title: Email: Date 17 THIS PAGE [IS MANDATORY Please Return with Submission Certifications and SIGNATURE PAGE Vendor certifies that it has not been barred from contracting with a unit of State of local government as a result of a violation of Section 33E-3 or 33E-4 of the Criminal Code of 1961, as amended. Yes: No: Vendor certifies that it is aware that all contracts for the Construction of Public Works are subject to the Illinois Prevailing Wage Act (820 ILCS 130/1-12). Yes: No: Under penalties of perjury, I certify that my correct Federal Taxpayer Identification Number is: I am doing business as a (please check one): O Sole Proprietorship QO Partnership O Corporation (State of Incorporation: ) O Other State full names, titles and addresses of all responsible principles and/or partners below: Name: Title: Address: Name: Title: Address I have carefully examined the Bid, Scope of Work, Specifications, and any other documents accompanying or made a part of this Bid. I hereby propose to furnish the goods or services specified in the Bid. I agree that my proposal will remain firm for a period of up to 120 days in order to allow the County adequate time to evaluate the qualifications submitted. I verify that all information contained in this proposal is truthful to the best of my knowledge and belief. I further certify that I am duly authorized to submit this Bid on behalf of the firm as its act and deed, and that the firm is ready, willing, and able to perform if awarded the contract. I further certify, under oath, that this proposal is made without prior understanding, agreement, connection, discussion, or collusion with any other person, firm or corporation submitting a proposal for the same product or service. No officer, employee or agent of the County of Madison or any other proposer is interested in said proposal and that the undersigned executed this Proposers Certification with full knowledge and understanding of the matters therein contained and was duly authorized to do so. Individual/Company/Corporation: Business Address: City, State and Zip Code: