FLORIDA KEYS COLLEGE CAMPUS FOUNDATION, INC Request for Proposal # 2011‐01 Annual Financial Audit and Tax Services Direct Support Organization _part2 ppt

11  1.ProvideproductsorservicesthatcomplywiththespecificationshereinorfailstomeettheCollege’s performancestandards; 2.Deliverthesuppliesortoperformtheserviceswithinthetimespecifiedinthiscontractoranyextension; 3.Makeprogresssoastoendangerperformanceofthiscontract;or, 4.Performanyoftheotherprovisionsofthiscontract.   Priortoterminationfordefault,theCollegewillprovideadequatewrittennoticetotheVendoraffordingtheVendorthe opportunitytocurethedeficienciesortosubmitaspecificplantoresolvethedeficiencieswithinten(10)days(orthe periodspecifiedinthenotice)afterreceiptofthenotice.Failuretoadequatelycurethedeficiencyshallresultin terminationaction.Suchterminationmayalsoresultinsuspensionofpurchasinggoods/serviceswiththeCollege.The Vendoranditssureties(ifany)shallbeliableforanydamagetotheCollegeresultingfromtheVendor’sdefaultofthe contract.ThisliabilityincludesanyincreasedcostsincurredbytheCollegeincompletingcontractperformance.  IntheeventofterminationbytheColle ge foranycause,thefirmwillhave,innoevent,anyclaimagainstthe Collegeforlostprofitsorcompensationforlostopportunities.Afterareceiptofaterminationnoticeandexceptas otherwisedirectedbytheCollegethefirmshall:  1.Stoporders/workonthedateandtotheextentspecified. 2.Terminateandsettleallordersand/orsubcontractsrelatingtotheperformanceoftheterminatedwork. 3.Transferallworkinprocess,completedwork,andothermaterialsrelatedtothetermi natedworkasdirectedby theCollege. 4.Continueandcompleteallpartsofthatworkthathavenotbeenterminated.  IftheVendor’sfailuretoperformthecontractarisesfromcausesbeyondthecontrolandwithoutthefaultornegligenceof theVendor,thecontractshallnotbeterminatedfordefault.Examplesofsuchcausesinclude(1)ActsofGodorthepublic enemy,(2)actsofagovernmentinitssovereigncapacity,(3)fires,(4)floods,(5)epidemics,(6)strikesand(7)unusually severeweather.  B.TerminationforConvenience: TheCollege,bywrittennotice,mayterminatethiscontract,inwholeorinpart,whenitisintheCollege’sbestinterest.If thiscontractisterminated,theCollegeshallbeliableonlyforgoodsorservicesdeliveredandaccepted.TheCollegeNotice ofTerminationmayprovidethevendorthirty(30)dayspriornoticebeforeitbecomeseffective.However,attheCollege’s soleoption,aterminationforconveniencemaybeeffectiveimmediatelyandmayapplytodeliveryorders(ifapplicable)or tothecontractinwhole.    SECTIONTHREE–SPECIFICATIONS  A. Purpose/Requirements   ThepurposeofthisRFPistoobtaintheservicesofapublicaccountingfirm toprovidetheannualfinancialauditandtax servicesfortheFloridaKeysCommunityCollegeDirectSupportOrganizationasfollows:  • FloridaKeysCollegeCampusFoundation,Inc.,adirectsupportorganizationforfiscalyearsthatendSeptember30, beginningwithfiscalyearendingOctober1,2011.  This is trial version www.adultpdf.com 12  PreliminaryfinancialstatementauditdraftsmustbesubmittedtotheCollegeDSO’sbyDecember15ofeachfiscalyear audit.DraftauditreportsshallbedeliveredtotheCollegeDSO’sAuditCommitteesbyDecember31ofeachfiscalyear audit.Finalauditreportsandanyapplicablereportableconditions/materialweaknesslettersshallbedeliveredtothe CollegeDSO’sBoardofDirectorsbyDecember.  TheCollegedesirestheauditfirm(s)toexpressanopiniononthefairpresenta tionofthefinancialstatementsinconformity withaccountingprinciplesgenerallyacceptedintheUnitesState.TomeettherequirementsofthisRequestforProposal, theauditsshallbeperformedinaccordancewithauditingstandardsgenerallyacceptedintheUnitedStatesassetforthby theAmericanInstituteofCertifiedPublicAccountants.Auditsshallalsoincludethestandardsforfinancialauditssetforth bytheU.S.GeneralAccountingOffice’sGovernmentalAuditingStandards,theprovisionsoftheU.S.OfficeofManagement andBudget(OMB)CircularA‐133,theprovisionssetforthbytheInternalRevenueServicewithrespecttonot‐for‐profit organizations,aswellasthelawsandstandardsprescribedbytheStateofFlorida anditsTreasurer.  Followingthecompletionoftheaudits,thefirm(s)shallissuethefollowingreports: 1. Reportonthefairpresentationofthefinancialposition,resultsofoperations,andcashflowsorchangesin financialpositionsinaccordancewithU.S.generallyacceptedaccountingprinciples; 2. ReportonFloridaSingleAudit,whenapplicable; 3. Reportableconditions/materialweaknessletter,ifapplicable;and 4. Taxfilings(i.e.FederalForm990)  Allworkingpapersandreportsmustberetained,attheauditingfirm’sexpense,foraminimumofseven(7)years,unless thefirmisnotifiedinwritingbytheCollegeoftheneedtoextendtheretentionperiod.Theauditfirm(s)will berequiredto makeworkingpapersavailableuponrequestbytheCollege.Reports,documentsandworkingpaperswillonlybereleased withspecificwrittenpermissionanddirectionfromtheCollege.Inaddition,thefirm(s)shallrespondtoreasonable inquiriesofsuccessorfirmsandallowsuccessorauditfirmstoreviewworkingpapersrelatingtomattersofcontinuing  accountingsignificance.  TheCollegeDSOaccountingstaffandresponsiblemanagementpersonnelwillbeavailableduringtheauditstoassistthe selectedfirmbyprovidinginformation,documentationandexplanations.CollegeDSOaccountingstaffwillprepare statementsandschedulesforthefirmwhereverpossibleandappropriate.TheCollegeDSOstaffwillprovidethefirmwith reasonableworkspace,desksandchairs.Thefirmwillalsobeprovidedwithreasonableaccesstotelephonelines, photocopyingfacilitiesandFaxmachines.Reportpreparation,editingandprintingshallbetheresponsibilityofthe selectedfirm.  B. ContractPeriod   Itisanticipatedthatthecontract(s)periodshallbefortwo(2)yearscommencingonoraboutSeptember1,2011.The Collegehastheoptiontorenewfortwo(2)additionaltwo(2)yearperiodsfollowingsatisfactorydeliveryoftheservices specifiedintheRFP,resultingcontract(s),otheridentifieddocuments(i.e.addenda,amendments)andshallbesubjectto theannualreviewandrecommendationofeachofthedirectsupportorganization’sBoardofDirectors.   SECTIONFOUR‐SUBMITTALINSTRUCTIONS,DATESANDSELECTIONPROCESS  A. InstructionsforSubmittalofResponses   IfthereareanyquestionsconcerningtheRFP,directinwriting,tothePurchasingCoordinator,TamrahHill,FloridaKeys CommunityCollegeVIA emailtamrah.hill@fkcc.edu .Neitherquestionsnoranswerswillbeprovidedverbally.  This is trial version www.adultpdf.com 13  Submitto:  FloridaKeysCommunityCollege ATTN:TamrahHill, 5901CollegeRd. KeyWest,Florida33040 (Phone)305‐809‐3222 Proposalmustarriveattheaddresslistedabovenolaterthan2:00P.M.EasternStandardTimeonTuesday,July15,2011  tobeconsidered.Proposalsreceivedafter2:00P.M.ESTon07/15/11willNOTbeconsidered. Inaddition,proposals receivedviaFacsimilewillNOTbeconsidered.IfnotrespondingtotheRFP,pleasesubmita“NoResponse”intheformofa lettertothePurchasingCoordinator.One(1)originalandsix(6)copiesoftheproposalmustbefurnishedonorbeforethe stipulateddeadlinecompletewithsupportingdocumentationinasealed,opaqueenvelope/containermarkedasnoted below:  Proposer’sName ReturnAddress RFP#2011‐01AnnualFinancialA uditandTaxServices DueDateandTime  Proposersthatdonotcomplywiththecollege’sproceduresordeadlinesestablishedwillnotbeconsidered.Allsubmittal informationreceivedwillberetainedbythecollege.Proposalsreceivedafterthestipulateddateandtimewillnotbe acceptedandwillbereturnedunopenedtotheProposer.Proposalsthatdonotcomplywiththeinstructionssetforth, and/ordonotincludethequalifyinginformationrequired,maybeconsideredincompleteandmayberejected.  Proposersarecautionedthattheyareresponsiblefordeliverytothespecificlocationcitedinthebid.Therefore,ifyour proposaldeliveredbyanexpressmailcarrierorbyanyothermeans,itisyourresponsibilitytoensuredeliverytothe specificaddressandofficelocation.Thisofficewillnotberesponsiblefordeliveriesmadetoanyplaceotherthanthe specifiedaddressandofficelocation.  TheCollegeshallinnowayberesponsiblefordelayscausedbyanyoccurrence..Proposalsreceivedafterthespecified timeanddateshallbeconsiderednonresponsiveandthereforenoteligibleforconsideration.  Responseswillbeevaluatedbyanevaluationteam.TheCollegereservestherighttorejectanyorallresponseswhenit feelsitisinthebestinterestoftheCollege.BasedontheevaluationofthewrittenresponsesinPhaseIofthescreening selectionprocess,ProposerswillberankedandaminimumofthreeProposerswillberequiredtodiscusstheirresponses andparticipateinapublicpresentation(interview)totheevaluationteamduringPhaseIIofthescreeningselection process.TheCollegereservestherighttoselectaVendorbasedonthewrittenresponsesonlyandnotconductPhaseII oralpresentations. AllinformationsubmittedbyProposersissubjecttotheLawsofPerjuryassetforthinChapter837,FloridaStatutes.Inthe eventaProposerisfoundtohavecommittedperjury,suchProposershallbeineligibleforconsiderationforfutureprojects.            This is trial version www.adultpdf.com 14        B. RFPPertinentDates   LegalAdsSubmittedtoPublications: Wednesday,May18,2011  LegalAdstobeadvertised:  Sunday,May22,2011 Sunday,May29,2011 Sunday,June5,2011   RFPSubmittalFriday,July15,2011    2:00P.M.EasternStandardTime FloridaKeysCommunityCo llege,ATTN:TamrahHill BuildingA,RoomA‐130 5901CollegeRd. KeyWest,Florida33040  ProposalOpeningFridayJuly15,20113:00P.M. BoardRoom  Recommendationforintendedaward  tobepostedonpurchasingwebsite: http://www.fkcc.edu/faculty‐admin/purchasing‐bids.da    C. ScreeningSelectionProcess/EvaluationCriteria   SCREENINGSELECTIONPROCESS/EVALUATIONCRITERIAPHASEONE(1):  Inordertofacilitatereviewbytheevaluationteam,Proposersarerequestedtorespondandindextheirwrittenresponses withthesametabnotationsascontainedherein(PhaseIEvaluationCriteria).Writtenresponsesmustbetypedandshall notexceedseventy‐five(75)pages,includingchartsandpictures.Responsesshouldbepreparedsimplyandeconomically providingathorough,clearandconcise delineationofallinformationsubmitted.Colordisplaysandpromotionalmateri als  areneitherrequirednordesired.AllcorrectionsmadebytheProposerpriortotheopeningmustbeinitialedanddatedby theProposer.Nochangesorcorrectionswillbeallowedafterresponsesareopened.  TheCollegewillorganizeanevaluationteamwhowillreviewindepende ntlythefirstseventy‐five(75)pagessubmittedof responsiveproposalsaspartofPhaseIofthescreeningselectionprocess.TheevaluationteamwillmeetinaPhaseIpublic evaluationmeeting(s)(seescheduleinSection Four,ParagraphBofthissolicitation)andindividuallyassignPhaseIwritten evaluationpointsforeachcriterionasdefinedherein.  InPhaseIofthescreeningselectionprocess,eachevaluationteammembercanassignamaximumofonehundred(100) pointsforeachProposer’swrittenresponse.Alloftheevaluationteammembers’individualmaximumpointsperProposer willbetotaledandanaveragescorewillbecalculated.Basedontheaveragecalculatedscore,theProposerswillberanked highesttolowestwith100averagescorebeingthehighest.Aminimumofthree(3)ofthetoprankedProposers,butno morethanfive(5),willbeshortlistedandaskedtoreturnforPhaseIIofthescreeningselectionprocess.TheCollege This is trial version www.adultpdf.com 15  reservestheright,atits’discretion,toselectmorethanfive(5)shortlistedProposerstobeincludedinPhaseIIofthe screeningselectionprocess.TheCollegereservestherighttoselectavendorbasedonthewrittenresponsesonlyandnot conductPhaseIIoralpresentations.   ThefollowingTabOne(1)toTabFive(5)representtheEvaluationCriteriautilizedinPhaseOne(1):  TABONE: ProfessionalQualifications/ProjectStaffing(0‐35Points)   Providethefollowinginformationasitrelatestotheproposedprojectteam’squalificationsandtheprojectteam’sstaffing: 1. Firmnameandaddress 2. Name,title,emailaddress,telephone/faxnumberofPrincipaltocontact 3. Addressofofficetoperformwork 4. Briefresumeofkeypersons,specialistsandindividualconsultantsanticipatedforthisproject: a) Name/title b) Projectassignment c) Nameoffirmwithwhichassociated d) Yearsexperiencewithcurrentfirmandyearsexperiencewithotherfirms e) Yearsexperienceofkeypersonnelwithnon‐profitauditingandtaxservices f) Education(degree(s),specialization) g) Activeregistrations(yearfirstregistered,discipline) h) Indicatehowthequalityofstaffoverthetermofthecontractwouldbeassured i) Otherexperienceandqualificationsthatmayberelevanttotheproject 5. DescribetheProposer’srangeofactivitiesperformedbythelocalofficesuchasauditingandreview,accounting andcompilation,payrollandtax,and/ormanagementservices 6. ProvidethenameoftheexternalqualitycontrolrevieworganizationofwhichtheProposerisamemberandthe Proposer’slengthofmembership;also,statetherevieworganization’splanned frequencyofpeerreviews 7. 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non‐profit/governmentengagements 8. Provideinformationontheresultsofanyfederalorstatedeskreviewsorfieldreviewsofitsauditsduringthepast three(3)years 9. Providedocumentationofinsurancecov eragemaintainedbytheproposer evidencingProfessionalLiability, WorkersCompensation,GeneralLiabilityandAutomobileLiability. Considerationwillbegivento,butnotlimitedto,professionalregistrations,yearsofexperience,experiencewithStateof FloridaHigherEducationFacilitiesandotherexperience/qualificationsthatmayberelevanttotheproposedproject.  TABTWO: PersonnelCapabilities/References (0‐5Points)   Provideevidenceofthefirm’scredentialsfromtheState’sDepartmentofStateandalistingofthefirm’spersonnelto respondtoandfulfilltheneedsofFloridaKeysCommunityCollegeforthecontractedservicesonanannualand/or“as needed”basisthroughoutthetermofthecontract.  Forthefirm’soffice(staff)thatwillbeassignedresponsibilityfortheauditandtaxservices,listatleastthree(3) engagementsperformedinthelastfive(5)yearsthataresimilartotheengagementdescribedinthisRFP.These engagementsshouldberanked onthebasisoftotalstaffhours.Indicatethescopeofwork,date,engagementpartners, totalhoursandthenameandtelephonenumberoftheprincipalclientcontact.    This is trial version www.adultpdf.com 16       TABTHREE: Methodology (0‐40Points)   Provideadescriptionoutliningtheservicestobeperformed.Suchdescriptionshouldataminimuminclude: 1. Proposer’sunderstandingoftheservice(s)tobeprovided; 2. Provideadefinitionoftheterm“generallyacceptedgovernmentauditingstandards”withcleardistinctions betweenthesestandardsand“generallyacceptedauditingstandardsfornongovernmen talengagements”; 3. Proposedsoftwareapplicationstobeutilizedintheauditpreparations; 4. Proposer’sapproachtoanannualfinancialaudit,includingmethodology,nature,timingandextentofaudit procedurestobeperformed 5. Proposershallestimatebudgetedhours,timelinesandsequenceforauditprocedures; 6. Includeaproposedschedulefortheauditcontainingthefollowingmilestones(a)interimwor kplan(b)de tailed auditplan(c)fieldwork(d)draftreports; 7. Includeinaworkplanhowthefirmwillachieveauditefficiencythroughrisk‐basedauditingandthroughthe applicationoftechnologytotheengagement;discussprocessbywhichthefirmwillcommunicateissueswith Collegemanagementandauditentities; 8. DescribethelevelofassistancethatwillbeexpectedfromtheCollegeortheCollegiateSchoolentity; 9. DescribehowProposermeetstheindependencestandardsofGovernmentAuditingStandards,UnitedStates GeneralAccountingOffice(GAO);including,butnotlimitedto,directandindirectfinancialinterest,andthe relationshipoftheproposedauditteamtoemployeesoftheauditentityandanyoftheFloridaKeysCommunity CollegeDistrictBoardofTrustees; 10. Projectplanandanyotherpertinentinformation.   TABFOUR: PriceProposal (0‐15Points)   Priceproposalsubmittedshouldcontainallpricinginformationrelativetoperformingtherequiredservicesasdes cribedin thisRFP.Thetotalall‐inclusivemaximumpriceistocontainalldirectandindirectcostsincludingallout‐of‐pocket expenses. Submittedpriceproposalshouldinclude: a) Anot‐to‐exceedcostofservicesbeingofferedfortheauditsandtaxservicesofeachfiscalyear; b) Numberofhoursestimatedtocompletetherequiredservices;hoursshouldbebrokendownbypartner,manager, supervisor,seniorstaffaccountants,etc.;furnishstandardbillingratesforeachoftheseclasses; c) Estimateofanyothercostssuchasmileage,travel,clericaland/orsecretarialtime,etc; d) CollegeDSOentitieswillbebilledactualhoursiflessthanquotedinthe“not‐to‐exceed”priceproposal  SubmitpricingfortheDSOentitybeginningasfollowsandincludefeesfortheinitialtermandforeachoftheoptionaltwo yearrenewalterms: 1. FloridaKeysCollegeCampusFoundation,Inc.beginningwiththefiscalyearendingSeptember30,2011.  NOTE:Compensationwillnotbethesoleorpredominantfactorusedtoevaluateandawardtheproposal.    TABFIVE: RequiredDocumentation/Forms (0‐5Points)  This is trial version www.adultpdf.com 17   A. Theprospectivecompanymustsubmit aproperlyexecutedIRSFo rmW‐9,RequestforTaxpayerIdentification NumberandCertification.IRSFormW‐9canbefoundatthefollowingwebsite:http://www.fkcc.edu/faculty ‐ admin/purchasing‐bids.da  B. Theprospectivecompanymustsubmit aproperlyexecutedForm“PUR7068”.Form“PUR7068”canbefoundat thefollowingwebsite:http://www.fkcc.edu/faculty‐admin/purchasing‐bids.da   C. Theprospectivecompanymustsubmit aproperlyexecuted“DrugFreeWorkplaceForm”.Theformcanbefound atthefollowingwebsite:http://www.fkcc.edu/faculty‐admin/purchasing‐bids.da .  D. Theprospectivecompanymustsubmitaproperlyexecuted“ConflictofInterestDisclosureForm”.Theformcanbe foundatthefollowingwebsite:http://www.fkcc.edu/faculty‐admin/purchasing‐bids.da .  E. Additionally,provideabriefstatementofexplanationofallpast(withinpastthreeyears),presentandpending claims(criminaland civil),lawsuits,judgmentsand/orinsuranceclaimsforerrorsand/oromissionsfiledbyor againstanyfirmoranyprincipalorindividualemployedbyanyfirmtobeassignedtothecurrentservicetobe provided.  F. ProvidedocumentationofalllicensesrequiredbytheStateofFloridatoperformthedutiesrequiredbythe servicestobeprovidedwithanaffirmativestatementindicatingtheaccountingfirmandallassignedkey professionalstaffareproperlylicensedtopracticeintheStateofFlorida.  SCREENINGSELECTIONPROCESS/EVALUATIONCRITERIAPHASETWO(2):  Apublicpresentation(interview)willbeconductedwiththehighestrankedshortlistedfirmsasaresultofPhaseOne(1)of thescreeningselectionprocess.ThePurchasingCoordinatorwillnotifytheshortlistedfirmsofthetimeallottedfortheir publicpresentation(interview)aswellastheevaluationcriteriatobeusedintheevaluationofthepresentations.The CollegereservestherighttoselectavendorbasedonthewrittenresponsesonlyandnotconductPhaseIIoral presentations.TheevaluationteamwillmeetinaPhaseIIpublicevaluationmeeting(s)(ifapplicable)andevaluatethe presentationsbasedontheevaluationcriteriatobedeterminedforPhaseIIofthescreeningselectionprocess.Evaluation teammemberswillindividuallyassignPhaseIIwrittenevaluationpointsforeachcriterion.InPhaseIIofthescreening selectionprocess,eachevaluationteammembercanassignamaximumofonehundred(100)pointsforeachProposer’s publicpresentation(interview).Alloftheevaluationteammembers’individualmaximumpointsperProposerwillbe totaledandanaveragescorewillbecalculated.Basedontheaveragecalculatedscore,theProposerswillberanked highesttolowestwith100averagescorebeingthehighest.TherankingwillbepresentedtoAdministration.  Basedontheevaluationteamrecommendation,anadministrativereviewisconductedtoincludeitemssuchas,butnot limitedto,reviewoftheevaluationteam’swork,referencechecksandpossiblefollow‐upinterviews.Referencechecks conductedinternallyandexternallyshallconfirmqualitativeexceptionalcustomerserviceandcontractsareawarded equitablyandeconomically.TheCollegereservestherighttoselectproposalswhichin theopinionanddiscretionofthe CollegewillbeinthebestinterestoftheCollegeand/orthemostadvantageoustotheCollege.Followingapprovalofthe intendedaward(s)bytheDSO’sBoardofDirectors,ifapplicable,negotiationswillcommencewiththemostresponsibleand responsiveProposer(s)forprofessionalservicesatcompensationwhichtheCollegedeterminesis fair,competitiveand reasonable.  NOTE:EvaluationCriteriautilizedinPhaseTwo(2)ofthescreeningselectionprocesstobedetermined(ifapplicable).  INTENDEDAWARDPOSTING This is trial version www.adultpdf.com 18  FollowingPhaseOneandPhaseTwo(ifapplicable)oftheScreeningSelectionProcess,itisthesoleresponsibilityofall prospectiveproposerstovisitthewebsitehttp://www.fkcc.edu/faculty ‐admin/purchasing‐bids.da toviewtheintended awardpublicposting.   This is trial version www.adultpdf.com