Public Notices

REQUEST FOR PROPOSAL FOR AUDIT SERVICES

FULTON-DEKALB HOSPITAL AUTHORITY 50 HURT PLAZA, SUITE 803, ATLANTA, GEORGIA 30303

DATE ISSUED March 27, 2015

RESPONSES DUE May 22, 2015

The Fulton-DeKalb Hospital Authority (the “FDHA”) is seeking to secure proposals for an external auditor for internal controls audit services. The FDHA’s objective is to engage the services of an audit firm (the “contractor”) with public pension plan experience to perform an audit of the internal controls and records of the FDHA Employees Retirement Plan and other duties as directed by the FDHA. The contract period will commence on or about October 1, 2013. Ideally, the audit opinion will be issued on or before December 31, 2013. General instructions and requirements are included in this Request for Proposals (this “RFP”).

Your proposal must be received no later than 4:00 p.m. Eastern Standard Time on May 22, 2015 (the “Deadline”). Proposals received after the Deadline will not be considered. Proposals will be opened as soon as practicable thereafter, and the evaluation results will be made available when completed upon request. Please submit all questions regarding this RFP to Irene Borum, CFO, by way of email to This email address is being protected from spambots. You need JavaScript enabled to view it.. The FDHA will not respond to questions received after 4:00 p.m. Eastern Standard Time on May 22, 2015.

I. GENERAL INSTRUCTIONS, REQUIREMENTS AND CONDITIONS

1. The “Proposal Package” must be received by the FDHA, prior to the Deadline, by way of mail or hand-delivery to: Fulton-DeKalb Hospital Authority Attn: Irene Borum 50 Hurt Plaza, Suite 803 Atlanta, Georgia 30303

2. The Proposal Package should be submitted in a single sealed envelope plainly marked “Request for Proposal for Audit Services” on the outside of the envelope, along with contractor’s name and complete address.

3. The Proposal Package should include three (3) hard copies of the proposal and a CD-ROM or USB Flash Drive (Flash Drive preferred) containing an electronic version of the same in a PDF format. Label the CD-ROM or USB Flash Drive with contractor’s name and “RFP Audit Services.” Handwritten proposals will not be accepted.

4. If any part of the proposal contains confidential or proprietary information, stamp each page containing such information “proprietary.” It is not acceptable to label the entire proposal as confidential or proprietary.

5. A contractor may amend its proposal prior to the Deadline. The amendment must be in writing, signed by the contractor and received prior to the Deadline. A contractor may withdraw a proposal after it is delivered to the FDHA if the contractor makes a request in writing to Ms. Borum and the request is received before the Deadline.

6. A contractor may withdraw a proposal if the FDHA fails to accept or reject the proposal within one hundred and twenty (120) days after the Deadline (the “Offer Period”). Any proposal submitted and not withdrawn, as set forth above, shall constitute an irrevocable offer, for the period beginning at 4:01 p.m. May 22, 2015 and ending upon the expiration of the Offer Period, to provide to the FDHA the proposed services at the proposed compensation.

7. The FDHA may require one or more contractors to participate in a detailed oral interview to discuss their proposal and qualifications for this project and to answer any questions posed by the FDHA.

8. The FDHA reserves the right to waive any formality in any proposal and to reject any and all proposals. The judgment of the FDHA on such matters shall be final.

9. The FDHA reserves the right to terminate the contract, for any reason, by giving the contractor no more than thirty (30) days’ written notice of termination. The FDHA will require the successful contractor to commit to a minimum of a ninety (90) day termination provision. The contractor will be paid for its services through the effective date of termination.

10. The contractor shall not assign any interest in the contract and shall not transfer any interest in the same without prior written consent of the FDHA. The contractor may subcontract part of the proposed services with prior written consent of the FDHA.

11. The FDHA will evaluate the written proposal and any oral interview or presentation on a combination of factors. The evaluation factors to be considered include without limitation:

a. References,

b. Quotations & Experience,

c. Project Understanding & Approach, and

d. Competitiveness of Proposed Cost.

After evaluating all qualifying proposals, not less than two (2) finalists will be chosen to participate in presentations. After such finalists participate in presentations, the services will be awarded to the top scoring firm.

12. Due care has been used in the preparation of information for this RFP and the information is believed to be substantially correct. The FDHA and its representatives will not be responsible for any errors or omissions in the specifications.

13. During the entire period of solicitation, meaning from the date this RFP is issued, until the date that the contract is awarded, no firm representative shall contact any member of the FDHA, including members of the Board of Trustees and its staff, other than by following the appropriate method above for submitting questions, concerning the solicitation.

14. It is the intent of the FDHA to ensure that Minority and Female Business Enterprises have an equal opportunity to participate in this RFP.

II. INFORMATION ABOUT THE FDHA

Grady Memorial Hospital opened in 1892 for the purpose of providing medical care to the medically underserved residents of the Atlanta community. From its earliest beginnings, Grady was operated by the City of Atlanta as a municipal hospital. By the 1940s, Grady Memorial Hospital had developed relationships with Fulton and DeKalb counties. Thomas K. Glenn, a Georgia banker and business leader, is credited with the establishment of The Fulton-DeKalb Hospital Authority, a bi-county public body. From the moment he conceived the vision of creating the FDHA, until his death on October 11, 1946, Mr. Glenn unselfishly and unsparingly devoted his time and personal resources to the creation of the FDHA. In the early 1940s a legislative act established the foundation for the Fulton and DeKalb counties to assume management of Grady Memorial Hospital. The FDHA came into existence August 9, 1941, but assuming control of Grady was delayed until January 1, 1946 due to World War II. The FDHA served as the governing and policy making body for Grady Memorial Hospital, managing its operations until 2008, when it leased the health system facilities to the Grady Memorial Hospital Corporation (“GMHC”), a 17 member non-profit Board of Directors charged with administering the health system. Today, the FDHA oversees the lease and continues to promote the operations of the Grady Health System. In addition, the FDHA focuses on promoting the general health of the community and advocating for the indigent residents of Fulton and DeKalb Counties. The FDHA sponsors the FDHA Employees Retirement Plan (the “Plan”) for the benefit of certain employees of GMHC. A copy of the plan document is available upon request. Participation in the Plan was frozen in 2008, but participants continue to accrue benefits. The Plan has approximately 6,299 members (accordingly to the most recent actuarial report). The most recent completed audit was performed by Banks, Finley, White & Co. for the period January 2012 through December 2012, and the January 2013 through December 2013 audit is currently in process, and shall be available upon request once it becomes completed. Other FDHA relationships include: Actuary: Segal Consulting Investment Consultant: Gray & Company Custodian: Wells Fargo Legal Counsel: Arnall Golden Gregory LLP III.

SCOPE OF SERVICES TO BE PROVIDED

The FDHA is engaging an external, independent pension auditor to complete an internal controls audit with a review of the financial components. The FDHA pension fund closed in the year 2008. The scope of this audit should include but not be limited to: (1) a reconciliation of plan participants and their status at the time the Plan closed; (2) a roll forward of the plan participants and their categories up to the current plan year; and (3) a thorough review of the internal controls relating to (i) the maintenance of the plan participant data, (ii) the process of determining eligibility requirements, (iii) the process to review and resolve disputes by plan participants, and (iv) any reclassification of the plan population and categories. A more detailed scope can and will be provided to assist in the compilation of the engagement letter, as needed.

IV. CONTENT OF THE PROPOSAL

Each proposal must include the below sections. Please label each section with the underlined identifier.

1. A title page indicating the date, subject, name of the contractor and central office address. If a local office will perform the contracted services, the local office address, telephone number, contact person and title should also be identified.

2. Executive Summary – An executive summary of not more than two (2) pages stating the contractor’s overview of the project.

3. Organizational Structure – A general description of the contractor’s organization, including legal structure, number of professional and support staff employed, the primary business functions, the qualified employees available for assignment to this engagement and descriptive materials relating to the professional qualifications of each auditor.

4. Experience – A listing of all public employee retirement plans to which the contractor currently provides audit and consulting services, including the name of the plan, the number of participants, market value of plan assets, and number of years the contractor has been retained to provide services to the plan. Indicate which plans the Board can reach out to for references. Include the name, title, address, phone number and email address for the contact person. Please secure advanced permission for the FDHA to contact no fewer than three (3) of these references and provide the name and title of the person at your firm who secured the permission. Please also provide a list of the clients that have terminated your services within the last five (5) years, and the reasons for termination of each.

5. Differentiating Factors – A statement about why the FDHA should hire your firm rather than your competitors.

6. Project Proposal – A statement of the contractor’s capacity to complete the project as described herein within the expressed timeframes. Identification of subcontractors, if any, to be utilized in completing the project and specific tasks that will be assigned to each.

7. Fee Proposal – A listing of the lowest, fixed fee (USD) for managing the internal controls audit, as described in this RFP. Once the FDHA has selected a firm, negotiations of the fee may become necessary. In no case will the negotiations result in a fee that is higher than the fee contained in the proposal.

8. Work Samples – A sample of the contractor’s audit report, experience study and any other relevant items.

9. Conflicts of Interest – Any current, past or potential conflicts of interest, including any relationship with a member of the Board, staff, GMHC, FDHA consultant or other relevant parties. If there are not conflicts to report, state so affirmatively.

10. Regulatory Issues – Any regulatory problems experienced by the contractor or any of its key employees in the last 10 years.

11. Limitations of Liabilities – Any firm requiring any limitation of liability for the services to be contracted for shall set forth and fully disclose in their proposal any such limitations. If there are not limitations, a statement to that effect should be included in this section. Proposals with no limitations shall be favored.

12. Minority Business Enterprise - Please state whether you are a certified minority business enterprise. If so, please provide evidence of certification.

13. Agent Signature – An authorized agent for the contractor with authority to negotiate and contractually bind the contractor must sign the proposal. Such individual’s title, address and telephone number must be provided.

V. SELECTION PROCESS AND TENTATIVE SCHEDULE

March 27, 2015 – Release of RFP by FDHA May 22, 2015 – Proposals due to the FDHA by 4:00 p.m. June 04, 2015 – Evaluation of proposals June 12, 2015– Oral Interviews by Executive Committee June 23, 2015 – Approval of Award by FDHA June 30, 2015 – Notification of Award by FDHA June 30, 2015 – Evaluation Chart Available

VI. TERMS AND CONDITIONS

Contractors responding to this RFP must be willing to adhere to the following conditions and must affirmatively state their adherence to these requirements with a transmittal letter appended to their proposal response.

1. The contractor warrants that it maintains or will obtain at its own expense prior to funding an errors and omissions insurance policy providing a prudent amount of coverage for negligent acts or omissions and that such coverage is applicable to contractor’s actions under the proposed contract. The contractor understands that it must produce proof of such policy if requested by the FDHA.

2. The contractor warrants that all information and statements in the proposal are complete and true. Any statement or claim found to be incomplete, misleading or false will be grounds for immediate disqualification or dismissal and may be subject to legal action.

3. The contractor agrees to comply and will promptly submit to the FDHA any records that are subject to disclosure in accordance with local, state or federal law or generally accepted principles.

4. The FDHA reserves the right to accept or reject any and all proposals submitted for consideration. All proposals will be kept sealed and safe until the deadline for submission has passed.

5. Any contract awarded as a result of this RFP must be in conformance with statutory requirements of Fulton and DeKalb Counties, the State of Georgia and the Federal Government.

6. All proposals in response to this RFP are to be the sole property of the FDHA, and are subject to the applicable disclosure provisions of the State of Georgia.

7. Any product, whether acceptable or unacceptable, developed under a contract award as a result of this RFP is to be the sole property of the FDHA, unless explicitly stated otherwise in the RFP or contract.

8. All timing and sequence of events resulting from this RFP will ultimately be determined by the FDHA. The tentative schedule listed in Section V is aspirational only and is subject to modification by the FDHA.

9. Any oral agreement made by a contractor with the FDHA or employee will be superseded by the written proposal.

10. The FDHA reserves the right to amend or cancel this RFP prior to the due date, at any time, to reject the proposal of any contractor that is in default of any prior contract or for misrepresentation, and to correct inaccurate awards resulting from its clerical errors.

11. Proposals are subject to rejection in whole or in part if they limit or modify any of the terms and conditions or specifications of the RFP.

12. A contractor, if requested, must be prepared to present evidence of experience, ability, service facilities and financial standing necessary to satisfactorily meet the requirements set forth in the proposal.

13. The FDHA will not reimburse any contractor for any costs or expenses incurred as they relate to this RFP, including travel expenses.

14. By responding to this RFP, the contractor implicitly states that the proposal is not made in connection with any competing contractor submitting a separate response to the RFP, and is in all respects fair and without collusion or fraud. It is further implied that the contractor did not participate in the RFP development process, had no knowledge of the specific contents of the RFP prior to its issuance, and that no employee of the agency participated directly or indirectly in the contractor’s proposal preparation

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The Fulton-DeKalb Hospital Authority promotes the health of the greater Atlanta community. Governed by a ten member Board of Trustees appointed by the commissioners of Fulton and DeKalb counties, the Authority is committed to working to meet the healthcare needs of the residents of Fulton and DeKalb counties through oversight of the Grady Memorial Hospital Corporation.

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