Monroe Finance Subrecipient Reporting Professional Services RFP

Agency:	Monroe County
State:	Michigan
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services 541990 - All Other Professional, Scientific, and Technical Services
Posted Date:	Jan 12, 2024
Due Date:	Feb 5, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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COUNTY OF

MONROE,

MICHIGAN

REQUEST FOR

PROPOSAL

SUBRECIPIENT REPORTING PROFESSIONAL

SERVICES

Request For Proposal Issued: JANUARY 12, 2024

Proposal Responses Due:

Sealed Hard Copy to:

Email to:

Monday, February 5, 2024 at 4:00 P.M.

Monroe County Finance Department

2nd Floor

125 East Second Street

Monroe, MI 48161-2197

aundrea_armstrong@monroemi.org

Deputy County Administrator/Chief Financial Advisor

MONROE COUNTY

FINANCE DEPARTMENT

125 East Second Street ⋅ Monroe, Michigan 48161-2197

Telephone: (734) 240-7250 ⋅ Fax (734) 240-7266

January 12, 2024

Dear Firm:

The County of Monroe is accepting proposals for professional services related to performing sub

recipient reporting for federal funds received and administered by the County. The services will

align with the County’s monitoring guidelines as outlined under the Scope of Work section of

this RFP. There are twenty three (23) sub recipients or entities who could be classified as sub

recipients and have been awarded or could be awarded $5,589,793 (see attached).

The final date for submitting a proposal is Monday, February 5 , 2024 at 4:00 P.M. to Aundrea

Armstrong, Monroe County Finance Department, 2nd Floor, 125 East Second Street, Monroe,

Michigan 48161. Your proposal envelope must be sealed and clearly marked “Sub recipient

Proposal” so that no error in opening may occur. In the alternative, the County recommends you

submit proposals by the same deadline via e-mail as a separate Microsoft Word or PDF

document attachment to aundrea_armstrong@monroemi.org. Indicate in the subject line of the

transmission that a Sealed Proposal for Sub recipient is attached.

The County of Monroe reserves the right to accept or to reject any and all proposals, to waive

any irregularities and to make an award that is determined by the County of Monroe to be in the

best interest of the County. The County of Monroe will not be responsible for nor will it be

required to reimburse any firm or consultant for any cost incurred in the preparation of a

proposal.

On behalf of the County of Monroe and its citizens we appreciate your interest and effort in

providing a proposal for consideration.

Sincerely,

Michael Bosanac

Administrator/Chief Financial Officer

TABLE OF CONTENTS

Section A – Scope of Work……………………………………………………………….……3

Section B – Submittal Format…………………………………………….……………………8

Section C – Submittal Instructions.……………………………………………….……………10

Section D – Standard Conditions of Proposal and Award……………………………………..11

Attachment A – Firm Authority Statement.…………………….…………………………..….16

SECTION A

SCOPE OF WORK

Monroe County

Sub recipient Monitoring Guidelines

Monroe County, as both a direct and pass through recipient of grant funding is obligated to

proactively monitor sub recipients of all federal, state, and private awards including match

(financial and/or in-kind) to ensure compliance with federal, state, and local laws, grantor

requirements, and regulations governing the programs to be administered.

OVERVIEW

 Pass-through entities must:

• Evaluate sub recipient risk

• Consider imposing specific conditions on sub recipients based on risk

• Monitor sub recipient activities in response to identified risks

• Develop and document your sub recipient monitoring risk assessment and plan

• Keep a log of completed monitoring activities

• Leave a paper trail showing how you reviewed/reconciled sub recipient single

audits

• Follow-up on audit findings

 Evaluating sub recipient risk:

• Sub recipient’s experience with similar awards

• Results of prior audits (including major programs tested)

• Extent of new personnel/systems

• Results of any Federal agency monitoring

• See handout for documenting this evaluation

 Sub recipient monitoring:

• Pass-through entities are held accountable for federal awards administered by

their sub recipients

• Pass-through entities need to establish an appropriate sub recipient monitoring

process

 Sub recipient monitoring activities:

• Review financial/programmatic reports

• Verify that appropriate audits are conducted

• Depending on assessed risks:

• Provide training/technical assistance

• Perform on-site reviews

• Arrange for agreed-upon procedures engagements

• Consider the results of audits, on-site reviews, and other monitoring

• Follow-up on identified deficiencies

• Issue a “management decision” on audit findings

• Consider taking enforcement action for noncompliance

PURPOSE

The primary purpose of these procedures is to gain reasonable assurance that information

reported by sub recipients is valid and accurate. This document contains guidance for

monitoring sub recipients in order to ensure compliance with federal, state, and local laws,

regulations, and contract requirements. The objectives of monitoring include, but are not limited

to:

1. Compliance with state and federal program requirements

2. Compliance with contract agreements

3. Verification that funding being used for authorized purposes

4. Evaluating the effective delivery of program services

5. Evaluating performance goals and measures

6. Determine if internal controls are sufficient to prevent and detect financial errors

or fraud

OBJECTIVE

Monitoring is an integral management control technique to safeguard the use of grant funds. It is

the activities that management establishes and operates to assess the quality of performance over

time and promptly resolve the findings of audits or other review. Monitoring provides

information about sub recipients that is critical for making informed judgments about program

effectiveness and management efficiency. It helps identify instances of fraud, waste and abuse

as well as:

1. Ensuring that funded programs are carried out efficiently, effectively, and in

compliance with the contract agreements and the grant award

2. Assisting program participants who provide direct services in improving their

performance, developing or increasing capacity, and augmenting their

management and technical skills

PROCEDURE

The monitoring process involves:

1. Preliminary risk assessments to evaluate sub recipients

2. Regular communication with sub recipients

3. Reviewing detailed financial and program progress reports and supporting

documentation

4. Inquiring about program activities

5. Site visits when necessary, as informed by MCSO’s sub recipient risk assessment

tool

It is the responsibility of the County to remain fully informed on sub recipient compliance with

program requirements and the extent to which technical assistance is needed. The County shall

be familiar with the sub recipient’s financial operations and procedures, as well as the

maintenance of records and current financial data. A desk monitoring will be performed and

specific documentation of expenditures including, but not limited to, timesheets, invoices,

ledgers, and contracts that tie back to financial reports will be evaluated. Documentation will

also be reviewed for appropriate approvals per the sub recipient’s policies before being

reimbursed. While desk monitoring of sub recipient contracts is an on-going function, staff will

document the review, identifying the documents reviewed, compliance of documents and

activities to policy and procedure, record retention and organization and any concerns the review

Monroe Finance Subrecipient Reporting Professional Services RFP

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