Fiscal Agent RFP Pre-Proposal Conference Overview

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The Fiscal Agent RFP Pre-Proposal Conference held on February 8, 2018, organized by the New York City Department of Youth and Community Development (DYCD), detailed the timeline, requirements, and key information for potential proposers. The conference covered the mission and vision of DYCD, proposal submission guidelines, M/WBE utilization plan, waiver request process, and other essential details crucial for interested parties to participate in the RFP process effectively.

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Fiscal Agent RFP Pre-Proposal Conference February 8, 2018

Agenda Welcome and Panel Introduction RFP Timeline/Requirements Fiscal Agent RFP Overview Post Award Requirements Question and Answer

About DYCD Mission: The New York City Department of Youth and Community Development (DYCD) invests in a network of community-based organizations and programs to alleviate the effects of poverty and to provide opportunities for New Yorkers and communities to flourish. Vision: DYCD strives to improve the quality of life of New Yorkers by collaborating with local organizations and investing in the talents and assets of our communities to help them develop, grow and thrive. Empowering individuals, Strengthening Families. Investing in Communities

RFP Timeline Proposal Due Date: March 8, 2018 at 2:00PM Award Announcement: Early Spring Contracts will begin July 1, 2018 Questions: Must be received by February 26, 2018 RFPquestions@dycd.nyc.gov

Proposal Submission Proposals must be hand delivered to: DYCD Office of Contract Procurement Attention: Dana Cantelmi, Agency Chief Contracting Officer 2 Lafayette Street 14thFloor New York, N.Y. 10007 Proposal package must be in a sealed envelope containing: 1 Original Hard Copy Set and 1 Exact electronic copy saved as one file and compatible with Adobe Acrobat Reader Format (PDF) of the required documents listed in the RFP DYCD will NOT accept email or fax proposals

M/WBE Utilization Plan New York City Certified M/WBE Participation counts towards RFP goal (Schedule B: Part II: M/WBE Participation Plan) M/WBE Requirement Meet the 30% unspecified Participation Goal (Schedule B: Part II: M/WBE Participation Plan) -or- Request a Partial Waiver (Schedule B: Part II: M/WBE Participation Plan and Part III- Request for Waiver of M/WBE Participation Requirement) -or- Full Waiver (Schedule B: Part III- Request for Waiver of M/WBE Participation Requirement)

Waiver Request Approval must be obtained prior to proposal submission Submit Part III of Schedule B to DYCD for approval no later than February 27, 2018 to: Wjohnson@dycd.nyc.gov

Fiscal Agent RFP Overview

Purpose of RFP The purpose of this RFP is to seek a qualified Fiscal Agent that will provide accounting services to approximately 740 Human Service provider contracts and 42 Neighborhood Advisory Boards and Community Action Board funded by DYCD. Approximately 700 human services providers under contracts funded by City Council discretionary funds that are valued at $25,000 or less. These are primarily organizations funded from $2,000 to $25,000 through City Council discretionary funds. Approximately 40 contracts that are either mandated by DYCD or providers that are interested in paying for the use of the Fiscal Agent. Process approximately 800 stipend checks and other related expenses for DYCD s Neighborhood Advisory Boards and the Community Action Board. Examples include: $25.00 check to attend board meetings and cost for meeting room space.

Overview of Services A detailed description is in the RFP in particular pages 5-8 Provide accounting services in accordance with Generally Accepted Accounting Principles (GAAP) Establish financial records for contracts and NABs Provide payroll services Maintain personnel time and leave records Ensure filing and payment of payroll taxes Verify and pay invoices Manage loan transactions and payments Maintain and report on available line item budget balances Prepare monthly financial reports Develop policy, procedures and training for providers

Fee for Service The maximum available funding is $665,000 per year with a contract term of three years, 7/1/18-6/30/21. There is an option to renew for up to three years. The fee will be calculated based on three categories: 1. Contracts valued at $25,000 or less 2. Contracts valued over $25,000 3. Stipends for NABs Information can be found on the transaction chart Appendix C and Attachment 2: Price Proposal form in the RFP.

Post Award Requirements General Information and Regulatory Requirements Responsibility Determination HireNYC Rider

Insurance Requirement Commercial General Liability $1 million per occurrence and $2 million aggregate; Professional Liability Insurance $1 million per claim; Workers Compensation, Disability Benefits, and Employer s Liability Insurance; Crime Insurance, as applicable, in accordance with CPA industry standards. Contractor shall provide an original certificate of insurance naming the City of New York, including its officials and employees, as an additional insured. DYCD will not be able to proceed with processing an awarded contract until it has obtained proof of the necessary insurance coverage.