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Request for Proposals — HUD Financial Monitoring Services The City of Santa Ana is seeking proposals from qualified consultants, knowledgeable in the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards at 2 CFR 200, to provide 2017/2018 subrecipient financial monitoring and technical support services. Programs to be monitored include: Community Development Block Grant, Emergency Solutions Grant, HOPWA and Workforce Innovation Opportunity Act. The purpose of the monitoring is to ensure that the sub -awards are used for authorized purposes, in compliance with Federal statutes, regulations, and the terms and conditions of the sub -awards. Responsibilities of the Consultant: To coordinate and finalize the monitoring visit directly with each sub -recipient by June 1, 2018. • Monitoring Letter Send a monitoring letter to each subrecipient requesting an appointment and indicating required documentation to be reviewed at the onsite monitoring. • Hold an Entrance Conference Hold an entrance conference onsite with the subrecipient's appropriate financial and/or program staffimmediately before the monitoring to ensure that all subrecipient stq f have a clear understanding ofthe purpose, scope and schedule ofthe monitoring. • Review Financial Reports Utilize applicable HUD Forms from CPD Monitoring Handbook for Subrecipient Oversight for CDB G, ESG, HOPWA and Workforce Innovation Opportunity or any other forms that Consultant deems acceptable for monitoring standards. Proposed forms are to be submitted for review to the Cityfor preapproval by the Cityfor use, • Hold an Exit Conference Meet with key representatives of the subrecipient organization to: 1) present preliminary results of'the monitoring visit; 2) provide an opportunity for the subrecipient to correct any misconceptions or misunderstandings; 3) secure additional information from subrecipient staff to clarify or support their position; and 4) provide an opportunityfor subrecipient staff to report on steps they are already taking to correct the matter. • Draft Monitoring Letter for City's Review Draft a monitoring letter to subrecipient for the City's review after the monitoring visit. Letter should include observations, concerns, findings, recommended actions and/or corrective actions. • Follow -Up Follow-up on outstanding corrective actions and draft final monitoring close-out letter for the City's review. Please submit a brief proposal with your hourly rates and estimated hours to complete the following services: • Financial monitoring of up to five (5) Community Development Block Grant sub -recipients providing fair housing and/or public services. • Program monitoring for up to five (5) Community Development Block Grant sub -recipients providing fair housing and/or public services. • Financial monitoring of up to three (3) Emergency Solutions Grant sub -recipients. Two sub -recipients provide one activity and one subrecipient provides three activities- • Financial monitoring of up to three (3) Workforce Innovation and Opportunity Act sub -recipients providing youth services And one (1) Workforce Innovation and Opportunity Act sub -recipient providing career services to adults and dislocated workers. • Project monitoring of one (1) Community Development Block Grant capital improvement project. • Financial monitoring of one HOPWA project. • Technical support to enhance project documents and reporting documents for compliance with all applicable regulations. Proposals are due by 4pm on January 3, 2018. Please email questions or proposals to Terri Eggers at teggerssanta- ana.ore.