HomeMy WebLinkAbout2013-07-17 PACKET 04.C.REQUEST OF CITY COUNCIL ACTION
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COUNCIL ACTION REQUEST:
Consider authorizing staff to issue a Request for Proposals (RFP) soliciting Audit firms to
perForm the required annual financial audit for 2013 through 2016.
STAFF RECOMMENDATION:
Authorize staff to issue the Request for Proposals (RFP) (as attached) soliciting Audit firms to
perForm the required annual financial audit for 2013 through 2016.
ORIGINATING DEPARTMENT DEPARTMENT HEAD
COUNCIL AGENDA
MEETING ITEM #
DATE 07/17/13 . �
Finance Robin Roland
BUDGET IMPLICATION: N/A
BUDGETED AMOUNT
ADVISORY COMMISSION ACTION
DATE
REVIEWED
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❑ ECONOMIC DEV. AUTHORITY
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SUPPORTING DOCUMENTS
� MEMO/LETTER:
❑ RESOLUTION:
❑ ORDINANCE:
❑ ENGINEERING RECOMMENDATION:
❑ LEGAL RECOMMENDATION:
� OTHER: Audit RFP
i Administrator
ADMINISTRATORS COMME
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ACTUAL AMOUNT
APPROVED
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COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER
H:\rroland\Council items\CC Action Form.doc
Cottage
/ Grove
� Pride and PrOSPerity Meet
To: Mayor and City Council Members
Ryan Schroeder, City Administrato�
From: Robin Roland, Finance Director
Date: July 1, 2013
Subject: RFP for Audit Services
Introduction and Discussion
By State Statute, the City is required to have an annual audit of its financial records by an
independent auditing firm. CliftonLarsonAllen, the City's current auditing firm has perFormed
audits for the last eight years, in a very satisfactory manner.
The Government Finance Officers Association (GFOA) recommends a full scale competitive
RFP process for audit services every five years. If staff would have followed this
recommendation, an RFP process would have commenced at the same time as the hiring of
the current Finance Director and the conversion to `new' financial software. Circumstances
made it preferable for the CliftonLarsonAllen contract to be extended for three years.
The proposed RFP is attached with this memo.
Staff proposes that the audit firm for the next contract be selected based on audit expertise,
experience, audit approach and price. These criteria appear on pages 17-18 in the RFP. The
selection of an audit firm resulting from this RFP process will appear on the Council agenda
November 6, 2013.
Action Requested
Authorize staff to issue the Request for Proposals (RFP) attached, soliciting firms to perform
the required annual financial audit for 2013 through 2016.
C�tta e
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Request for Proposal
For
Professional Auditing Services
Fiscal Year ending
December 31, 2013
And Subsequent years
Robin Roland
Finance Director
12800 Ravine Parkway South
Cottage Grove, MN 55016
651-458-2832
651-458-2897 (fax)
rroland _cottage-qrove.orq
TABLE OF CONTENTS
1) INTRODUCTION
�� G�n�r�llnf�rrr,�tion
b) Term of Engagement
c) Subcontracting
2) NATURE OF SERVICES REQUIRED
a) General
b) Scope of Work to be PerFormed
c) Auditing Standards to be Followed
d) Reports to be Issued
e) Working Paper Retention and Access to Working Papers
3) DESCRIPTION OF THE GOVERNMENT
a)
b)
c)
d)
e)
f)
9)
Principal Contacts
Background Information
Fund Structure
Federal and State Financial Assistance
Pension Plans
Component Units
Magnitude of Finance Operations
4) TIME REQUIREMENTS
a) Proposal Calendar
b) Notification and Contract Dates
c) Schedule for the 2013 Fiscal Year Audit
i) Interim Work
ii) Detailed Audit Plan and Programs
iii) Fieldwork
iv) Date Final Report is Due
5) ASSISTANCE TO BE PROVIDED TO THE AUDITOR & REPORT PREPARATION
a) Finance Department and Clerical Assistance
b) Work Area, Telephone and Technology
c) Report Preparation
6) PROPOSAL REQUIREMENTS
a) General Requirements
i) Pre-proposal Conference and On-site Inspections
ii) Inquiries
iii) Submission of Proposals
b) Technical Proposal
i) General Requirements
ii) Independence
iii) License to Practice in Minnesota
iv) Firm Qualifications and Experience
v) Partner, Supervisory and Staff Qualifications and Experience
vi) Similar Engagements with Other Government Entities
vii) Specific Audit Approach
viii) Identification of Anticipated Potential Audit Problems
c) Dollar Cost Proposal
i) Total All-Inclusive Maximum Price
ii) Rates by Partner, Manager, Supervisory and Staff Level Times Hours
Anticipated for Each
iii) Out-of-pocket Expenses in the Total All-inclusive Maximum Price and
Reimbursement Rates
iv) Rates for Additional Professional Services
v) Manner of Payment
7) EVALUATION PROCEDURES
a) Audit Services Evaluation Committee
b) Evaluation Criteria
i) Mandatory Elements
ii) Technical Qualifications
iii) Price
c) Oral Presentations
d) Final Selection
e) Right to Reject Proposals
8) APPENDICES
a) Guarantees and Warranties
b) Format for Schedule of Professional Fees and Expenses for the Audit
CITY OF COTTAGE GROVE
REQUEST FOR PROPOSALS
1) INTRODUCTION
a) General Information
The City of Cottage Grove is requesting proposals from qualified firms of certified
public accountants to audit its financial statements for the fiscal year ending
December 31, 2013, with the option of auditing its financial statements for the
subsequent three years. This audit is to be performed in accordance with
generally accepted auditing standards and the standards for financial audits set
forth in the General Accounting Office's (GAO) Government Auditing Standards
(1988), and State Legal Compliance audit requirements.
There is no expressed or implied obligation for the City of Cottage Grove to
reimburse responding firms for any expenses incurred in preparing proposals in
response to this request.
To be considered, three (3) copies of a proposal must be received by Robin
Roland, Director of Finance, City of Cottage Grove, 12800 Ravine Parkway
South, Cottage Grove, MN 55016 by 4:00 PM August 19, 2013. The City of
Cottage Grove reserves the right to reject any or all proposals submitted.
During the evaluation process the City reserves the right, where it may serve the
City's best interest, to request additional information or clarifications from
responding firms, or to allow corrections of errors or omissions. At the discretion
of the City, firms submitting proposals may be requested to make oral
presentations as part of the evaluation process.
The City reserves the right to retain all proposals submitted and to use any ideas
in a proposal regardless of whether that proposal is selected. Submission of a
proposal indicates acceptance by the firm of the conditions contained in this
request for proposals, unless clearly and specifically noted in the proposal
submitted and confirmed in the engagement letter between the City of Cottage
Grove and the firm selected.
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b) Term of Engagement
An initial one (1) year contract is contemplated subject to an annual review of
price and perFormance, along with an option to renew for an additional three (3)
year period. The renewal option will be at the sole discretion of the City, with
scope of services and pricing to be negotiated.
c) Subcontracting
Following the award of the audit contract, no subcontracting will be allowed
without the express prior written consent of the City of Cottage Grove.
2) NATURE OF SERVICES REQUIRED
a) General
The City of Cottage Grove is soliciting the services of qualified firms of certified
public accountants to audit its financial statements for the fiscal year ending
December 31, 2013 with the option to extend the contract for audit services for
three subsequent fiscal years (2014, 2015 and 2016). This audit is to be
perFormed in accordance with the provisions contained in this request for
proposal.
b) Scope of Work to be Performed
The City of Cottage Grove desires the auditor to express an opinion on the fair
presentation of its basic financial statements in conformity with generally
accepted accounting principles.
An annual review of the Comprehensive Annual Financial Report shall be done
to determine necessary steps so that the City can continue to receive a
Certificate of Achievement for Excellence in Financial Reporting during this
engagement.
c) Auditing Standards to Be Followed
To meet the requirements of this request for proposals, the audit shall be
perFormed in accordance with:
"...generally accepted auditing standards as set forth by the American Institute of
Certified Public Accountants and the standards for financial audits set forth in the
US General Accounting Office's Government Auditing Standards (1988)..."
5
d) Reports to be Issued
Following the completion of the audit of the fiscal year's financial statements, the
auditor shall issue:
1. A report on the fair presentation of the financial statements in
conformity with generally accepted accounting principles.
2. A report on the internal control structure based on the auditors
understanding of the control structure and assessment of control
risk.
3. A report on compliance with applicable laws and regulations.
The auditor shall communicate in a letter to management any reportable
conditions found during the audit. A reportable condition shall be defined as a
significant deficiency in the design or operation of the internal control structure,
which could adversely affect the organization's ability to record, process,
summarize and report financial data consistent with the assertions of
management in the financial statements.
Reportable conditions that are also material weaknesses shall be identified as
such in the report.
Non-reportable conditions discovered by the auditors shall be reported in a
separate letter to management, which shall be referred to in the report on internal
controls.
Irregularities and illegal acts require the Auditors to make an immediate, written
report of all irregularities and illegal acts or indications of illegal acts of which they
become aware to the City Administrator and the City Council.
In the final report to the City Council the Auditors shall:
i) assure themselves that the City of Cottage Grove's City Council is informed of
each of the following:
(1) The auditor's responsibility under generally accepted auditing
standards
(2) Significant accounting policies.
(3) Management judgments and accounting estimates
(4) Significant audit adjustments
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(5) Other information in documents containing audited financial
statements
(6) Disagreements with management
(7) Management consultation with other accountants
(8) Major issues discussed with management prior to retention
� (9) Difficulties encountered in performing the audit
ii) PerFormance/efficiency of the City in 2013 versus prior years and other peer
communities
iii) Only perForm a single audit (A-133) and issue necessary reports if the City's
grant threshold exceeds Federal requirements
e) Working Paper Retention and Access to Working Papers
All working papers and reports must be retained, at the auditor's expense, for a
minimum of three (3) years, unless the firm is notified in writing by the City of
Cottage Grove of the need to extend the retention period. The auditor will be
required to make working papers available, upon request, to the following parties
or their designees:
■ City of Cottage Grove
■ Office of the State Auditor
■ U.S. General Accounting Office (GAO)
■ Parties designated by the federal or state governments or by the
City of Cottage Grove as part of an audit quality review process
In addition, the firm shall respond to the reasonable inquiries of successor
auditors and allow successor auditors to review working papers relating to
matters of continuing accounting significance.
3) DESCRIPTION OF THE GOVERNMENT
a) Principal Contacts
The auditor's principal contact with the City will be Robin Roland, Finance
Director, or Brenda Malinowski, Assistant Finance Director, who will coordinate
the assistance to be provided by the City of Cottage Grove to the auditor.
7
b) Background Information
The City of Cottage Grove is located in Washington County and serves an area
of 34.3 square miles with a population of 35,187 (Met Council estimate April
20�e). �,oii�e�e �����re ��5 �ine����i�z��i �� a ��ili�re�� ii�i Z��� ar�� i����r�����i�:� �� �
City on January 1, 1974. Cottage Grove is a Statutory Plan A City with a
Council-City Administrator form of government.
The City provides a full range of public services to its citizens including police
and fire protection, construction and maintenance of streets and infrastructure,
cultural and recreational activities and general administration. The City also
provides utility services (water, sanitary sewer, storm sewer, and streetlights),
operates a golf course, ice arena and an ambulance service.
The Economic Development Authority (EDA) of the City of Cottage Grove is a
separate legal entity organized pursuant to Minnesota Statute 469. The EDA is
included in the City's financial reports as a discretely presented component unit,
due to the EDA's relationship of financial benefit or burden to the City.
The City's accounting and financial reporting functions are centrafized and the
City's fiscal year is the calendar year.
More detailed information on the government and its finances can be found in the
Comprehensive Annual Financial Report (CAFR) for the year ended December
31, 2012 and the 2013/2014 Annual Budget document. Both documents are
available online at www.cottaqe-qrove.org.
c) Fund Structure
The City uses the following fund types in financial reporting: General, Special
Revenue, Debt Service, Capital Project, Enterprise and Internal Service.
d) Federal and State Assistance
The City did not receive federal funds in 2012 in excess of the limit required for a
single audit. The City does not anticipate requiring a single audit for fiscal year
end 2013.
��
e) Pension Plans
All full time and certain part-time employees of the City are covered by defined
benefit pension plans administered by the Public Employees Retirement
Association of Minnesota (PERA). The association administers the Public
Employees Retirement Fund and the Public Employees Police and Fire Fund
which are cost sharing, multiple employer retirement plans. The Cottage Grove
Fire Department Relief Association has its own plan and submits a separate
audited report to the City.
fl Component Units
The City has one discretely presented component unit, the Cottage Grove
Economic Development Authority. This component unit is to be audited as part
of the audit of the City of Cottage Grove's financial statements.
g) Magnitude of Finance Operations
The Finance Department is headed by Robin Roland, Finance Director and
consists of six employees. The principal functions perFormed, and the number of
employees assigned to each area, are as follows:
Function
Payroll (Accounting Clerk II)
Accts Payable/Special Assess/Accts Receivable
(Accounting Clerk II)
Utility Billing (Accounting Clerk II)
Accountant
Assistant Finance Director
Finance Director
4) TIME REQUIREMENTS
a) Proposal Calendar
Request for proposal issued
Pre-proposal conference
Proposals due
Possible interviews
b) Notification and Contract
Select firm notified
Engagement Letter executed
July 17, 2013
August 5, 2013
August 19,2013
September 9-13, 2013
October 2013
November 6, 2013
0
Number of
Employees
1
1
1
1
1
1
c) Schedule for 2013 Fiscal Year Audit
City staff will have all records ready for audit and all management personnel
available to meet with the firm's personnel at a date that is mutually convenient.
E��i� �r '�n� ��al����g s���i� �e ����iie��c� �iy ii�e �udi��r no I�r�r i��� ii�� �1����
indicated.
• Detailed audit plan_ The auditor shall provide a
detailed audit plan and a list of all schedules to be
prepared by the City by December 31, 2013.
• Interim Work: The auditor shall complete interim work
by January 31, 2014.
• Fieldwork: The auditor shall complete all fieldwork by
April 18, 2014.
• Date Final Report is due: The City shall finish
preparing draft financial statements, notes and all
required supplementary schedules by May 2, 2014.
The auditor shall provide all recommendations,
revisions and suggestions for improvement by May
16, 2014 and the final report shall be ready for
presentation no later than the first Wednesday /
Council meeting in June.
5j ASSISTANCE TO BE PROVIDED TO THE AUDITOFZ & REPORT PREPARATION
a) Finance Department and Clerical Assistance
The finance department staff and responsible management personnel will be
available during the audit to assist the firm by providing information,
documentation, and explanations. The preparation of confirmations will be the
responsibility of the City upon direction of the auditor. Limited clerical support will
be made available to the auditor for the location of documents and pulling
requested documentation.
b) Work Area, Telephones and technology
The City will provide the auditor with reasonable work space including access to
telephone lines, photocopying facilities, FAX machines, internet connection and
other standard operational technology.
c) Report Preparation (CAFR)
10
The City will prepare a draft of the combining and individual fund statements.
These will be ready at the start of fieldwork. Report preparation, editing, and
printing of the CAFR shall be the responsibility of the City.
6) PROPOSAL REQUIREMENTS
a) General Requirements
i) Pre - proposal Conference and On-site Inspections
A conference for firms interested in submitting proposals will be held at 10:00
a.m., Monday, August 5, 2013 at the Cottage Grove City Hall, 12800 Ravine
Parkway South, Cottage Grove, MN. Both verbal and written questions will be
accepted during the conference.
ii) Inquiries concerning the request for proposals should be made to:
Robin Roland, Finance Director
City of Cottage Grove
12800 Ravine Parkway
Cottage Grove, MN 55016
651-458-2832
rroland _cottaqe-qrove.org
iii) Submission of Proposals
The following material is required to be received by August 19, 2013 for a
proposing firm to be considered:
A master copy (so marked) of a Technical Proposal and two copies to include the
following:
1. Title Page
a. Title page showing the request for proposals subject; the
firm's name; the name, address, and telephone number of
the contact person; and the date of the proposal.
2. Table of Contents
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3. Transmittal Letter
a. A signed letter of transmittal briefly stating the proposer's
understanding of the work to be done, the commitment to
p�ri�r� ��� vvo�k wi��i� ��� �i�� ���i��, �����e���� rn�i�y Yr��
firm believes it to be best qualified to perForm the
engagement and a statement that the proposal is a firm and
irrevocable offer for 60 days.
4. Technical Proposal
a. The technical proposal should follow the order set forth in
Section 6 b of this request for proposals.
5. Executed copy of the Proposing Firm Guarantees and
Warranties, attached to this request for proposal (Attachment A)
6. The proposer shall submit an original and two (2) copies of the
dollar cost bid (Attachment B) in a separate sealed envelope
marked as follows:
Sealed Dollar Cost Bid Proposal
City of Cottage Grove
For Professional Auditing Services 2013
Proposers should send the completed proposal consisting of the
two separate envelopes to the following address:
Robin Roland, Finance Director
City of Cottage Grove
12800 Ravine Parkway South
Cottage Grove, MN 55016
b) Technical Proposal
There should be no dollar units or total costs included in the technical proposal
document.
i) General Requirements
The purpose of the Technical Proposal is to demonstrate the qualifications,
competence and capacity of the firms seeking to undertake an independent audit
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of the City of Cottage Grove in conformity with the requirements of this request
for proposals. As such, the substance of proposals will carry more weight than
their form or manner of presentation. The Technical Proposal should
demonstrate the qualifications of the firm and of the particular staff to be
assigned to this engagement. It should also specify an audit approach that will
meet the request for proposals requirements.
The Technical Proposal should address all the points outlined in the request for
proposals. The Proposal should be prepared simply and economically, providing
a straightforward, concise description of the proposer's capabilities to satisfy the
requirements of the request for proposals. While additional data may be
presented, the following subjects, items (ii) through (ix) must be included. They
represent the criteria against which the proposal will be evaluated.
ii) Independence
The firm should provide an affirmative statement that is independent of the City
as defined by generally accepted auditing standards/the U.S. General
Accounting Office's Government Auditing Standards.
The firm should also list and describe the firm's professional relationship
involving the City or any of its (agencies or component units) for the past five (5)
years, together with a statement explaining why such relationships do not
constitute a conflict of interest relative to perForming the proposed audit.
In addition, the firm shall give the City written notice of any professional
relationships entered into during the period of this agreement.
iii) License to Practice in Minnesota
An affirmative statement should be included that the firm and all assigned key
professional staff are properly registered and licensed to practice in Minnesota.
iv) Firm Qualifications and Experience
The proposer should state the size of the firm, the size of the firm's governmental
audit staff, the location of the office from which the work on this engagement is to
be performed and the number and nature of the professional staff to be
employed in this engagement on a full-time basis and the number and nature of
the staff to be so employed on a part-time basis.
13
The firm is also required to submit a copy of the report on its most recent external
quality control review, with a statement whether that quality control review
included a review of specific city engagements.
The firm shall also provide information on the results of any federal or state desk
reviews or field reviews of its audits during the past three (3) years. In addition,
the firm shall provide information on the circumstances and status of any
disciplinary action taken or pending against the firm during the past three (3)
years with state regulatory bodies or professional organizations.
v) Partner, Supervisory and Staff Qualifications and Experience
Identify the principal supervisory and management staff, including engagement
partners, managers, other supervisors and specialists, who would be assigned to
the engagement. Indicate whether each such person is registered or licensed to
practice as a certified public accountant in Minnesota. Provide information on the
government auditing experience of each person, including information on
relevant continuing professional education for the past three (3) years and
membership in professional organizations relevant to the performance of this
aud it.
Provide as much information as possible regarding the number, qualifications,
experience and training, including relevant continuing professional education, of
the specific staff to be assigned to this engagement. Indicate how the quality of
staff over the term of the agreement will be assured.
Engagement partners, managers, other assigned staff may be changed if those
personnel leave the firm, are promoted, or are assigned to another office;
provided that the replacements have substantially the same or better
qualifications or experience. The City retains the right to approve or reject
replacements.
vi) Similar Engagements with Other Government Entities
For the firm's office that will be assigned responsibility for the audit, list the most
significant engagements (minimum 3, maximum 5) performed in the last five
years that are similar to the engagement described in this request for proposal
and are cities awarded the GFOA Certificate for Excellence in Financial
Reporting. These engagements should be ranked on the basis of total staff
14
hours. Indicate the scope of work, date, engagement partners, total hours, and
the name and telephone number of the principal client contact.
vii) Specific Audit Approach
The proposal should set forth a work plan, including an explanation of the audit
methodology to be followed, to perForm the services required in Section II of this
request for proposal. In developing the work plan, reference should be made to
such sources of information as the City's budget and related materials,
organizational charts, manuals and programs, and financial and other
management information systems.
Proposing firms will be required to provide the following information on their audit
approach:
➢ Proposed segmentation of the engagement
➢ Level of staff and number of hours to be assigned to each proposed
segment of the engagement
➢ Sample size and the extent to which statistical sampling is to be used in
the engagement
➢ Type and extent of analytical procedures to be used in the engagement
➢ Approach to be taken to gain and document an understanding of the City
of Cottage Grove's internal control structure
➢ Approach to be taken in determining laws and regulations that will be
subject to audit test work
➢ Approach to be taken in drawing audit samples for purposes of tests of
compliance
viii) Identification of Anticipated Potential Audit Problems
The proposal should identify and describe any anticipated potential audit
problems, the firm's approach to resolving these problems and any special
assistance that will be requested from the City.
c) Dollar Cost Proposal
i) Total All-Inclusive Maximum Price
(1) The dollar cost proposal should contain all pricing information relative to
performing the audit engagement as described in this request for
proposal. The total all-inclusive maximum price to be bid is to contain all
direct and indirect costs including all out-of-pocket expenses.
15
(2) The audit contract is to include telephone inquiries and other assistance
related to the audit and future audits requiring a minimum amount of time.
(3) The City will not be responsible for expenses incurred in preparing and
�ui��iiii�� �i�e ie�'������i �rr �i�� d�iiar cas� �������i. �u�� �,�,�� ��io�si� r°���
be included in the proposal.
(4) The first page of the dollar cost proposal should include the following
information:
a. Name of Firm
b. Certification that the person signing the proposal is entitled to
represent the firm, empowered to submit the bid, and authorized to sign a
contract with the City of Cottage Grove.
c. A total all-inclusive Maximum Price for the 2013 and subsequent
engagements.
ii) Rates by Partner, Manager, Supervisory and Staff Level Times and Hours
Anticipated for Each
(1) The second page of the dollar cost proposal should include a schedule of
professional fees and expenses, presented in the format provided in the
attachment (Appendix B) that supports the total all inclusive maximum
price.
iii) Out of Pocket Expenses in the Total All inclusive Maximum Price and
Reimbursement Rates
(1) Any out-of-pocket expenses including those for firm personnel (e.g. travel,
lodging and subsistence) for its employees shall be included in the total all
inclusive maximum price submitted by the firm.
iv) Rates for Additional Professional Services
If it should become necessary for the City to request the auditor to render any
additional services to either supplement the services requested in this RFP or to
perForm additional work as a result of the specific recommendations included in
any report issued on this engagement, then such additional work shall be
perFormed only if set forth in an addendum to the contract between the City and
the firm. Any such additional work agreed to between The City and the firm shall
be perFormed at the same rates set forth in the schedule of fees and expenses
included in the dollar cost proposal.
�
v) Manner of Payment
Progress payments will be made on the basis of hours of work completed during
the course of the engagement incurred in accordance with the firm's dollar cost
proposal. Interim billing shall cover a period of not less than a calendar month.
7. EVALUATION PROCEDURES
a) Audit Services Evaluation Committee
The Finance Director, Assistant Finance Director and City Administrator shall
evaluate proposals submitted.
b) Review of Proposals
The Audit Services Evaluation Committee will review and discuss each proposal
and may request an interview with each firm that will be considered.
The City Cottage Grove reserves the right to retain all proposals submitted and
use any idea in a proposal regardless of whether that proposal is selected.
c) Evaluation Criteria
Proposals will be evaluated using three sets of criteria. Firms meeting the
mandatory criteria will have their proposals evaluated and scored for both
technical qualifications and price. The following represent the principal selection
criteria which will be considered during the evaluation process.
i) Mandatory Elements
➢ The audit firm is independent and licensed to practice in Minnesota.
➢ The firm has no conflict of interest with regard to any other work
perFormed by the firm for the City.
➢ The firm adheres to the instructions in this request for proposal on
preparing and submitting the proposal
➢ The firm submits a copy of its last external quality control review
report and the firm has a record of quality audit work.
ii) Technical Qualifications
➢ Expertise and Experience
17
o The firm's past experience and perFormance on comparable
government engagements.
o The quality of the firm's professional personnel to be
a���g��d i� t�e ��g������i ��a �h� �€adi6t� �,fi �E�� �ar �'�
management support personnel to be available for technical
consultation.
➢ Audit Approach
o Adequacy of a proposed staffing plan for various
segments of the engagement
o Adequacy of sampling techniques
o Adequacy of analytical procedures
iii) Price
Cost will not be the primary factor in the selection of an audit firm.
d) Oral presentations
During the evaluation process the Audit Services Evaluation committee may, at
its discretion, request any one or all firms to make oral presentations. Such
presentations will provide firms with an opportunity to answer any questions the
City may have on a firm's proposal.
e) Final Selection
The Audit Services Evaluation Committee will recommend to the City Council the
appointment of the firm judged to be most responsive and responsible proposer
for the auditing services requested. The final decision with respect to the
appointment will be made by the City Council.
f� Right to Reject Proposals
Submission of a proposal indicates acceptance by the firm of the conditions
contained in this request for proposal unless clearly and specifically noted in the
proposal submitted and confirmed in the engagement letter between the City and
the firm selected. The City of Cottage Grove reserves the right without prejudice
to reject any or all proposals.
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ATTACHMENT A
PROPOSING FIRM GUARENTEES
1. The proposing firm certifies that it can and will provide and make available, as a
minimum, all services set forth in Section II, Nature of Services Required.
PROPOSING FIRM WARRANTIES
A. Proposing firm warrants that it is willing and able to comply with State of
Minnesota laws with respect to foreign (non-state) corporations.
B. Proposing firm warrants that it is willing and able to obtain an errors and
omissions insurance policy providing a prudent amount of coverage for the willful
or negligent acts, or omissions of any officers, employees or agents thereof.
C. Proposing firm warrants that it will not delegate or subcontract its responsibilities
under an agreement without the prior written permission of the City of Cottage
Grove.
D. Proposing firm warrants that all information provided by it in connection with this
proposal is true and accurate.
Signature of Official:
Name (typed):
Title:
Firm:
Date:
[C
ATTACHMENT B
SCHEDULE OF PROFESSIONAL FEES AND EXPENSES
All inclusive Audit Costs
Year All inclusive total cost
2013
2014
2015
2016
Hourly rates and fees supported by all Inclusive Audit Costs for the 2013 Audit
Standard Quoted Hourly
Hours Hourly Rates Rates Total
Partners
Managers
Supervisory Staff
Staff
Other: (specify)
Total
20