Angels on the Move 2014

Notice for Contract of Services No.546

Angels on the Move needs local assistance: Angels on the Move is a Christian based non-profit organization that provides power wheelchairs to the uninsured and underprivileged that are suffering with physical effects of the degenerative disease Multiple Sclerosis. Angels on the Move being a national organization, is coming to terms with the expense of having to ship individual chairs to a central maintenance for repairing and refurbishing. The group realizes that the cost of shipping a wheelchair from coast to coast for minor repairs is not a cost efficient way to run a business. A proposed resolution is to setup regional repair and refurbishing sites throughout the country at distance intervals that would standardize shipping cost to the point where there will be one standard fee for shipping from anywhere in the country within 24 hours each way, (to the shop and back from the shop), of anyone that may have been blessed with free use of one of their power wheelchairs. What the non-profit is looking for is any electrical repair shop that feels they can meet the need of quick turnaround of repairing and refurbishing wheelchairs for a manageable fee that does not exceed the funds that are allocated for this circumstance. The contractor will be responsible for the: Shipping from the user and back to the user; Diagnostics of electrical and mechanical systems; Repair and replacement of any and all defective parts to include cosmetic imperfections; All cost for parts, labor and shipping to be included in individual unit cost; Maintaining detailed records of each service instance including itemized recording of cost of parts, labor, and shipping from and return to users front door; Contractor will be able to claim all services and costs for services at the end of each tax year as a charitable contribution to be used as a deduction to increase the end of year profit margin.

All bids for potential awarding of contracts are to be submitted in the standard bid for services format and shall have been received by 11:59pm, Friday May30, 2014. The decision made by the Angels on the Move committee for operation expenses will be announced

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10:00am, Monday June 2, 2014, after equal examination and consideration is given to all submissions.

Bid for Contract of Services for Contract No.546

Submitted to; Angels on the Move 1500 Angel Way Salt Lake City, Utah 84104

Submission from; Three Phase Electrical Repair, LLC 1246 Industrial Dr. Durham, N.C. 27703

Submission for; 1/2South Carolina, North Carolina, Virginia Region Service Agreement for Power Wheelchair Units

Our company will provide shipping from the user to our OSHA approved shop for diagnosing and repairing of all mechanical and electrical systems of any and all power wheelchairs that any user within our assigned district, of an Angel on the Move power mobility unit feels is defective or malfunctioning. Services to include replacement of defective parts and or assemblies,( electrical and mechanical), with new or good as new, (rebuilt), parts and or assemblies to restore the unit to normal working condition with a thirty day warranty on all repairs. We will also accept returned units for repair and refurbishing, (including cosmetic restoration), for reissuing as a new unit to a deserving individual to provide freedom of mobility.
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Repairs For the cost of $85.00 US to Angels on the Move as per contract no.564, our company will provide, at no cost the user, shipping from user front door to our shop in Durham N.C. for needed repairs, as reported by the user. Upon completion of repairs and or replacement of found defective parts, we will ship the unit back to the users front door with an explanation of repairs made and a demonstration of operation.

Refurbishing For the cost of $100.00 US to Angels on the Move as per contract no.546, our company will completely refurbish to an as new state, (cosmetically, electrically, and mechanically), any and all unit power wheelchairs returned from users or users family and or any donated used unit power wheelchairs to an as new state for issuing to a newly qualified deserving individual.

Ownership Three Phase Electrical Repair, LLC will maintain an inventory of non-repairable power wheelchair units for reclaiming parts for replacement as needed for replacement on serviceable chairs. The aforementioned inventory will be owned by Angels on the Move for transfer to other contract repair shops.

Our Business Our company, Three Phase Electrical Repair, LLC, is an ISO9001 certified electrical repair facility. We are capable of simple repairs such as 12volt motor rewinding for small applications as well as large scale motor repair. We have the ability to handle from 1 to 500 HP electric motor repair and rebuild. We have a full

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stock of parts for most electric motors built within the last 20 years. Our staff is full trained and certified by ISO and UL for electrical motor repair.

PROCUREMENT In an effort to ensure that goods and services are obtained in an efficient, effective manner and in accordance with applicable State requirements, the board of directors should establish policies and procedures which govern and control procurement activities of the non-profit organization. A code of conduct should specify that no employee, officer, or agent is to participate in the selection, award, or administration of a contract if there is the possibility of either a real or a perceived conflict of interest. In addition, employees, officers, or agents are not to solicit nor accept gratuities, favors, or anything of monetary value from parties to the contract. Specific disciplinary actions to be followed when violations occur should be included in the code of conduct. All procurement and contract activities should be conducted in a manner which provides, to the maximum extent possible, free and open competition among all parties. Non-profit organizations must be continually alert to organizational conflicts of interest as well as actions or practices on the part of contractors and other parties which might restrict or eliminate competition. In order to ensure objective performance as well as eliminate unfair competitive advantages, contractors who develop or draft specifications, requests for proposals, etc. should be excluded from competing for the contract or award. Procurement procedures should be developed in a manner which enables the non-profit organization to avoid the purchase of unnecessary and/or unreasonable items. For example, a process should be in place which ensures that a proper analysis and study of lease versus purchase alternatives is made whenever applicable. The solicitation process for securing either goods or services should also provide to prospective vendors complete and adequate information in order to avoid unnecessary delays or misunderstandings on the part of suppliers and/or contractors.

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An effort should be made to ensure that small businesses, minority-owned firms, as well as business enterprises owned and operated by women are given every opportunity throughout the procurement process to participate on an equitable basis with larger suppliers and contractors. Procurement files should document that a cost or price analysis was made with regards to every procurement. The price analysis process may include formal quotations, market prices, or other similar data while the cost analysis is concerned with a review and evaluation of cost elements to determine reasonableness, allocability, and allowability. A contract monitoring process should be developed which ensures that contractors perform in accordance with terms, conditions, and specifications set forth in the contractual agreement. Also, provisions must be included to ensure timely and proper follow-up on all purchase and performance agreements. Procurement policies and procedures of non-profit organizations should include a requirement that formal competitive bidding practices are to be used when contracting for goods and services with an expected value equal to or greater than an amount established by the governing board. In addition, such competitive bid practices are strongly encouraged, when practicable, on smaller procurements.

INSURANCE 1. Vehicle If the organization either owns or requires its employees to use personal automobiles in the performance of their duties, automobile insurance should be carried to protect against property damages and liability claims. 2. Worker's Compensation This insurance coverage is required of all employers in order to compensate employees for losses resulting from injuries sustained in the course of employment. The coverage also serves to protect, to some degree, assets of the organization in the event of lawsuits for job-related injuries.
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3. Fire Coverage is designed to protect against fire related losses to building and contents. Contents should be insured regardless of whether an organization owns or rents the building which it occupies. 4. Fidelity This coverage provides protection against loss of funds due to embezzlement activities on the part of officers or employees. Since many non-profit organizations are operated by a small staff and/or volunteers, it is imperative that this coverage be in effect to protect resources. 5. Liability Coverage provides protection against claims for accidental injuries which occur on the premises, whether owned or rented by the non-profit organization. Coverage can apply to non-employees, volunteers, clients, as well as employees. Since the insurance industry is quite complex and it is so important that nonprofit organizations have proper and adequate coverage, the governing board is encouraged to secure the advice and counsel of a qualified insurance agent prior to beginning operation.

FRAUD/MISUSE OF FUNDS The governing board of a non-profit organization is expected to adopt policies and procedures which will ensure that appropriate, timely action is taken in the event of an allegation and/or evidence of possible misuse of either funds or assets. In addition, the board must inform all personnel of the policy statement and emphasize the importance of compliance with the specified course of action. The board policy should specify, at a minimum, the following: Any officer or employee who receives information or evidence of theft, embezzlement, misapplication, or misuse of funds or assets shall immediately report the matter to his/her supervisor. In no case should
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such notification be later than three days from the time the information or evidence is received. The supervisor shall report such information or evidence in writing to the director of the non-profit organization within one day of receipt. The director shall report the matter in writing, within one day, of receipt to the governing board's chairperson. The chairperson shall report the matter in writing, within five days of receipt, to the director of the funding division within the Department of Health and Human Services. Upon receipt of such notification, the division director shall report the matter, within three days, to the Secretary's Office which has ultimate responsibility for notifying other appropriate parties.

WHISTLE-BLOWER PROTECTION The Sarbanes Oxley Act establishes criminal penalties for any action taken in retaliation against whistleblowers and also increases a whistleblowing employees ability to sue an employer, to collect a civil remedy if discriminated against and to receive special damages and attorneys fees. Because of the way the Whistle-Blower Protection provisions of the Act were written, it is generally held that they apply to all types of public sector entities, including non-profit organizations. Since this provision applies to non-profit organizations, policy and procedures must be developed to: 1. Take complaints seriously and handle them appropriately; 2. Establish a confidential and anonymous mechanism to encourage employees to report; and 3. Make sure no punishment for reporting claims is allowed even if the claims are unfounded. A Sample Whistleblower Policy is available on the National Council of Non-profit Associations (NCNA) Web site. [http://www.ncna.org/] or the Office of the State Auditors web site, [http://www.ncauditor.net/Non7

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profitSite/samplepolicies/PE%200005%20Whistleblower%20Policy%20Exa mple.pdf]. A review of The Sarbanes-Oxley Act and Implications for Nonprofit Organizations published by BoardSource (formerly the National Center for Nonprofit Boards) and Independent Sector (a coalition of corporations, foundations, and private voluntary organizations that works to strengthen America's nonprofit organizations) is recommended. The document is found athttp://www.independentsector.org/PDFs/sarbanesoxley.pdf

RECORDS RETENTION The Document Destruction provisions of the Sarbanes Oxley Act are generally held to apply to all types of public sector entities, including nonprofit organizations. Document Destruction provisions of the Act make it a crime for a non-profit organizations to destroy, alter, cover up, or falsify (or to persuade someone else to do so), a document to prevent its use in an official proceeding. Non-profit organizations should develop and follow a formal record (document) retention and destruction policy. Maintain and archive all appropriate records about operations (e.g., financial records, significant contracts, real estate and other major transactions, employment files, fundraising obligations, etc.). A Sample Document Destruction Policy is also available on the NCNA Web site or the Office of the State Auditors web site, [http://www.ncauditor.net/NonprofitSite/samplepolicies/PE%200004%20Recordkeeping%20Policy%20E xample.pdf]. The Background on DHHS Records Retention and Disposition Schedule for Grants can be found at http://www.dhhs.state.nc.us/control/recordback07.pdf A review of The Sarbanes-Oxley Act and Implications for Nonprofit Organizations published by BoardSource (formerly the National Center for Nonprofit Boards) and Independent Sector (a coalition of corporations, foundations, and private voluntary organizations that works to strengthen America's nonprofit organizations) is recommended. The document is found athttp://www.independentsector.org/PDFs/sarbanesoxley.pdf
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Reference Page
Mayo Clinic, Diseases and Conditions. Multiple Sclerosis. Mayo Clinic Staff. http://www.mayoclinic.org/diseases-conditions/multiplesclerosis/basics/definition/con-20026689

North Carolina Department of Health and Human Services. DHHS On-line Manuals. Fiscal Non-Profit Administration. http://info.dhhs.state.nc.us/olm/manuals/ooc/fnp/man/Fiscal_Non-Profit_Admin02.htm

Dietz Electric Company Inc. http://www.dietzelectric.com/