Res. No. 134-06-12275RESOLUTION NO. 13 4 - 0 6 -1 2275
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF SOUTH MIAMI, FLORIDA, RELATING TO HIRING A
FINANCIAL MANAGEMENT CONSULTING FIRM; DIRECTING
ADMINISTRATION TO INITIATE A REQUEST FOR
QUALIFICATIONS FOR PROFESSIONAL ACCOUNTING AND
OPERATIONAL REVIEW AND PERFORMANCE MANAGEMENT
SERVICES; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the Mayor and City Commission of the City of South Miami desire, in good
faith, to conduct an operational review as well as a performance -based audit, as required by the
Charter to confirm and ensure the current and future financial condition of the City; and,
WHEREAS, it is in the best interest of the City to periodically hire a qualified
management consulting firm to conduct a review of selected departments, divisions and/or
policies in order to ensure continued compliance with federal, state, county and municipal laws,
and more specifically, ensure compliance with the City's charter; and,
WHEREAS, it is in the best interest of the City to review its processes in order to
confirm and guarantee that there has not been misconduct or misfeasance in conducting financial
operations; and,
WHEREAS, the City staff was instructed to prepare a request for qualifications (RFQ)
for management consulting services, which is attached hereto; and,
WHEREAS, the firm selected to perform the audit shall report to the city commission as
to areas of City operation in need of enhanced efficiency and effectiveness.
NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA THAT;
Section 1. The administration is hereby authorized and instructed to initiate a request
For Qualifications for qualified management consulting services in substantially the same form
attached hereto.
Section 2. That the administration is further instructed to advertise for sealed bids for
qualified management consulting services and to submit the bids received to the City
Commission for acceptance or rejection.
Section 3. This resolution shall take effect immediately upon approval.
PASSED AND ADOPTED this 25th day of July, 2006.
SIGNATURES ON FOLLOWING PAGE
Res. No. 134 -06- -12275
ATTEST:
TY CLERK
READ OWD AS TO FORM:
- �Lu�s�i edo, City Atto ey
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MAYOR
COMMISSION UTE:
4 -0
Mayor Feliu:
Yea
Vice Mayor Wiscombe
Yea
Commissioner Palmer:
absent
Commissioner Birts:
Yea
Commissioner Beckman:
Yea
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South Miami
.- An- An�icacilY
CITY OF SOUTH MIAMI �
OFFICE OF THE CITY MANAGER
INTER - OFFICE MEMORANDUM 2001
To: The Honorable Mayor Feliu and Members of the City Commission
Via: Yvonne S. McKinley, City Manager
From: Randy Wiscombe, Vice Mayor
Date: Jul y 25 2006 Agenda Item:
Subject: Operational review and performance -based audit
Request: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF SOUTH MIAMI, FLORIDA, DIRECTING ADMINISTRATION TO
INTITATE A REQUEST FOR QUALIFICATIONS AUTHORIZING THE
ISSUANCE OF AN RFQ FOR PROFESSIONAL ACCOUNTING AND
OPERATIONAL REVIEW AND PERFORMANCE MANAGEMENT SERVICES;
AND PROVIDING AN EFFECTIVE DATE.
Reason/Need: The attached resolution is a request to allow the administration to initiate a request for
qualifications (RFQ) to hire a qualified management consulting firm to conduct a review of selected
departments, divisions and/or policies to ensure continued compliance with federal, state, county laws,
and the City's Charter as well as enhancing efficiency and effectiveness -of City operations.
The City Charter, Article IV, Finance, Section 4- requires a performance -based audit for each department
at least once every five years.
Backup Documentation: Copy of the City Charter Article IV, Finance, ,Section 4. F
REQUEST FOR QUALIFICATIONS FOR
AN OPERATIONAL REVIEW/PERFOMANCE BASED AUDIT
L INTRODUCTION
The City of South Miami is requesting sealed proposals from qualified financial
management consulting firm to provide operational review analysis /performance based
audit services.
Request for Qualification documents may be obtained at the City Clerk's office, City of
South Miami for a non - refundable fee of $50.00.
There is no expressed or implied obligation for the City of South Miami to reimburse
responding firms for any expenses incurred in preparing proposals in response to this
request.
To be considered, one original and nine (9) copies of a sealed proposal and a copy on a CD
shall be delivered to the City Clerk's office located at 6130 Sunset Drive, South Miami,
Florida 33143 prior to the closing time of P.M. on
The delivery of proposals to the City of South Miami prior to the specified date and time, is
solely and strictly the responsibility of the proposing firm. The City shall not, under any
circumstances, be responsible for delays caused by the United States Postal Service or any
private delivery service, or for other delays. All responses must be manually and duly
signed by an authorized corporate officer, principal, or partner with the authority to bind
said firm.
All responses must be marled on the outside:
"Qualification Proposal to Provide Services for the
City of South Miami, Florida"
Late submission shall not be accepted by the City Clerk. The city reserves the right to reject
any or all proposals, or any part of any proposals, to waive any informality, and to make an
award that is in the best interest of the City of South Miami.
The City reserves the right to issue addenda to this RFQ which addenda may extend the
RFQ Schedule. The City shall provide all applicants with notice of all addenda changes.
The City of South Miami is an Equal Opportunity Employer and encourages the
participation of minority vendors.
CONE OF SILENCE ORDINANCE IS APPLICABLE TO THIS SOLICITATION
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II. NATURE OF SERVICES REQUIRED
A. Scope of Services
The operational review analysis /performance based audit evaluation should be conducted
in accordance with the applicable guidance of GASB and Yellow Book requirements.
The procedures will include an operational risk assessment to identify areas deemed to be
viable candidates for performance improvement. If the risk assessment procedures and
related tests indicate vulnerability of a particular area, the selected firm, and All/or areas
specifically identified by the City, may be subject to additional detail test work to enhance
the safeguarding of assets of the CSM. Such test work shall be agreed to by the firm and
the City via written agreed upon procedures prior to initiation of work on each area.
In addition, the selected firm should provide an analysis of the current and past fiscal year
revenues, costs and expenses. This analysis should be performed with the intent of
verifying that all procedures that impact City services have been followed without any
deviation from City policies.
One area review will include, but not necessarily be limited to, is an evaluation of the
control systems for procedures for procuring and paying for goods and services.
B. Deliverables
The consulting firm will he available to provide an oral briefing to the City Mayor and
Commission when agreed upon. The Consultant will deliver a concisely written report to
the Mayor and City Commission that clearly details results of review and/or procedures
performed to include:
1. Recommendations regarding any additional assessment work that may be needed to
determine the impact (magnitude and duration) of any high risk areas. Specific
information in support for the recommendations should be provided as well as a clearly
defined strategy for executing the additional analysis examination work recommended.
Provide detailed cost estimates for further testing to determine if such vulnerabilities
may have been exploited;
2. Any other recommendations arising from the consultant's work, such as
recommendations to eliminate or minimize weaknesses or practices which might lead to
unintentional errors or waste;
3. An analysis of the City's revenues, costs and expenses for the current and past fiscal
years determined by the City Commission with the objective of assisting with
recommendations of controlling or reducing costs and expenses, without adverse
impact on City services.
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III. DESCRIPTION OF GOVERNMENT
A. City Contact
The consulting firm's contract with the City of South Miami during the proposal process
will be in written format to the City Clerk's office by e-mail, fax, or US mail. During the
audit Adriana Hussein, Finance Director, will be the principal contact.
The proposing firm may not solicit, lobby, or contact any member of the City
Commission or Selection Committee if chosen, from the time the RFQ is issued until
final ratification of the contract by the City of South Miami with the exception of any
City requested oral presentations and the negotiation process. Violation of this
provision will be grounds for disqualification of the proposing firm.
B. Background Information
The City of South Miami is a municipal form of government located in Miami Dade
County. The Commission consists of a Mayor, Vice Mayor and three Commissioners. The
Commission appoints a City Manager who serves at the pleasure of the Commission. The
City of South Miami serves an area of approximately 2.3 square miles with a population of
approximately 11,000 residents. The City's fiscal year begins October 1 and ends
September 30th of every year.
The City Commission is very concerned about the nature and magnitude of any possible
frauds and wishes to fulfill its fiduciary responsibilities by carrying out a cost- effective
comprehensive assessment of areas deemed vulnerable to fraud, waste and/or abuse.
Commencement and completion of the examination in a timely manner is of the greatest
importance to the City Commission.
C. Availability of Prior Reports
During the RFQ process, all interested Proposers who wish to review prior years'
Comprehensive Annual Financial Reports and management letters, should be requested via
writing, email or US Mail through the City Clerks office at 305- 663 -6340 or
mmendez &cityofsouthmiami.net.
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N. PROPOSAL REQUIREMENTS
The following material should be submitted for a proposed firm to be considered:
One marked original and nine (9) photocopies and CD of the qualification proposal to
include the following:
Provide responses to the following requests. The responses should be numbered to
correspond with each request.
1. Indicate the number of people (by level) located within the engagement office that
will handle the engagement, the organization of the review team, and the
approximate percentage of time spent on the analysis by each member.
2. Provide a list of the engagement office's current and prior government and
operational review and/or audit clients, indicating the type(s) of services performed,
and the number of years served for each.
3. Indicate the experience of the engagement office and team in providing additional
services to government clients, in particular experience in performing audit
examinations and performance based audits and/or reviews accounting, by listing
the name of each government, the type(s) of service performed, and the year(s) of
engagement.
4. Describe your organization's participation in comparable quality control programs.
5. Describe the professional experience in governmental audits of each senior and
higher level person assigned to the audit, the years on each job, and his/her position
while on each audit. Indicate the percentages of time each senior and higher -level
person will be on site.
6. Describe the relevant educational background of each person assigned to the
examination, senior level or higher. This should include continuing professional
education, seminars, and courses attended within the past three years. Governmental
accounting, auditing, and financial reporting courses should be cited.
7. Describe the professional experience of assigned individuals in examining relevant
government or similar organizations, programs, activities, or functions.
S. Identify any potential types of conflicts of interest (fact or appearance) with the City
of South Miami or any other party associated with this special audit engagement.
9. Is the firm adequately insured to cover claims? Describe liability insurance
coverage arrangements.
10. Describe any regulatory action taken by any oversight body against the proposing
audit organization, local office, or individual of the engagement team.
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11. Describe assistance expected from the city staff.
12. Provide a straightforward, concise description of the proposer's capability to satisfy
the requirements of the RFQ.
13. Independence
The firm should provide an affirmative statement that it is independent of the City
of South Miami as defined by the U.S. General Accounting Office's Government
Auditing Standards.
14. License to Practice in Florida
An. affirmative statement should be included indicating that the firm and all
assigned key professional staff are properly registered and licensed to practice in
the State of Florida or any U.S. territory. Copies of Licenses should be included.
15. Past Performance and Complaints
The Proposer shall provide a list of lawsuits taken against him/her as a result of
contractual services within the past three (3) years regardless of lawsuit(s) outcome.
16. Termination
Any contract resulting from this Request For Qualification or a response thereto
may be cancelled by the Successful Proposer upon ninety (90) days prior written
notice to the City's representative in the event of substantial failure by the City to
perform in accordance with this Contract through no fault of the proposer, however,
if the City has cured the complaint within the ninety (90) day period, the proposer
shall loose the right to terminate this agreement.
During the contract period, the Finance Director shall assess the auditor's
performance. In the event of a breach of the contract by the auditor or
unsatisfactory performance as assessed by the Finance Director, in her or his sole
discretion, or if the auditor performs in a manner which precludes the City from
administering its function in an effective or efficient manner, and if after thirty (30)
days following written notice hereof, the auditor has been unable to remedy such
breach, or provide a satisfactory performance level, then the City shall, upon written
notice to the auditor, be authorized to cancel the contract, thereafter reserving the
right to proceed against the auditor for breach.
Unless the Successful Proposer is in breach of this Contract, the Successful
Proposer shall be paid for services rendered to the City's satisfaction through the
date of termination. After receipt of a Termination Notice and except as otherwise
directed by the City, the Successful Proposer shall:
A. Stop work on the date to the extent specified.
B. Terminate and settle all orders and subcontracts relating to the performance of
the terminated work.
C. Transfer all work in process, completed work and other materials related to
the terminated work to the City.
D. Continue and complete all parts of the work that have not been terminated.
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E. In the event that the Successful Proposer defaults on the Contract or the
Contract is terminated by the City for cause due to performance, the City
reserves the right to obtain the materials or services from the next Successful
Proposer of its choice or other source during the remaining term of the
Contract. Under this arrangement the City will charge and bill the Successful
Proposer any excess cost occasioned or incurred thereby.
17. Adjustments /Changes/Deviations
No adjustments, changes, or deviations shall be accepted on any item unless
conditions or specifications of a proposal expressly so provide. All adjustments,
changes or deviations shall require prior written approval, and shall be binding only
if issued through the Finance Department.
18. Annual Appropriation
Any contract resulting from a Request for Qualification or a response thereto is
conditional upon the City of South Miami having funding to implement the
Contract.
19. Contractual Agreement
The terms, conditions, and provisions in this Request for Qualifications shall be
included and incorporated in any final Contract.
The venue of any legal action resulting from this proposal and any subsequent
Contract shall be Miami Dade County, Florida.
20. Discrimination
An entity or affiliate who has been placed on the discriminatory vendor list may not
submit a bid on a contract to provide goods or services to a public entity, may not
submit a bid on a contract with a public entity for the construction or repair of a
public building or public work, may not submit on leases of real property to a
public entity, may not award or perform work as a contractor, supplier,
subcontractor, or consultant under contract with any public entity, and may not
transact business with any public entity.
21. Completion of all Attachments, A -D
C
ATTACHMENT" `A'
�i! MTV 9 li'& 1Ci) \jIF2fi7i - li
State of
)ss.
County of
being first duly sworn, deposed and says that:
(Authorized Agent)
(1) He /She is the (Owner, Partner, Officer, Representative or
Agent) of (Institution name) , the proposer that has submitted
the attached proposal;
(2) He /She is fully informed regarding the preparation and contents of the attached
proposal along with all pertinent circumstances regarding such proposal;
(3) Such proposal is genuine and is not a collusive or sham proposal;
(4) Neither the said proposer nor any of its officers, partners, owners, agents,
representatives, employees or parties in interest, including this affiant, have in any
way colluded, conspired, connived or agreed, directly or indirectly, with any other
proposer(s), firm or person to submit a collusive or sham proposal in connection with
the work for which the attached proposal has been submitted; or to refrain from
bidding in connection with such work; or have in any manner, directly or indirectly,
sought by person to fix the price or prices in the attached proposal or of any other
proposer(s), or to fzx any overhead, profit, or cost elements of the proposal price or
the proposal price of any other proposer(s), or to secure through any collusion,
conspiracy, connivance, or unlawful agreement any advantage against another
proposer(s), or any person interested in the proposed work;
(5) The price or prices quoted in the attached proposal are fair and proper and are not
tainted by any collusion, conspiracy connivance, or unlawful agreement on the part: of
the proposer or any other of its agents, representative, owners, employees or parties in
interest, including this affiant.
Signed, sealed and delivered
in the presence of
Witness
Witness
Date
Signature
Printed Name
Date
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ATTACHMENT `B'
NON -COLL USIONAFFIDAVIT
ACKNOWLEDGMENT
State of
)ss.
County of
BEFORE ME, the undersigned authority, personally appeared (name) to
me and known by me to be the person described herein and who executed the foregoing
Affidavit and acknowledged to and before me that (name) executed
said Affidavit for the purpose therein expressed.
WITNESS my hand and official seal this day of
Type
( } Personally Known to me or
( } Produced Identification
200 .
NOTARY PUBLIC, State of Florida at Large
Signature of Notary Public:
Also Print, Stamp or include Commission number
and expiration date if not included in the Stamp.
Type of I.D. Produced
( ) DID take an oath, or ( ) DID NOT take an oath.
ATTACHMENT `C'
CERTIFICATION
The undersigned declares to have specific and legal authorization to obligate its institution to the
terms of this Proposal and hereby agrees to furnish the items(s) /services(s) described in the
Request for Proposal. I(We) have read the entire document, including the General Information,
General Terms and Conditions, and Scope of Work. The undersigned agrees to comply with all
of the requirements of the entire Request for Proposal exclusive of those indicated in Attachment
"A" Variations section.
Indicate proposer's type of organization below:
INDIVIDUAL ❑ PARTNERSHIP ❑ CORPORATION ❑ OTHER ❑
IF OTHER, EXPLAIN:
Audit Firm Authorized Signature
Address Typed/Printed Name
City State ZIP Title
Telephone Number Federal Tax ID
Fax Number
0
ATTACHMENT `D'
VENDOR/BIDDER DISCLOSURE
I, , being first duly sworn state that: The full legal name and
business address of the person(s) or entity contracting with the City of South Miami ( "City ") are
as follows (Post Office addresses are not acceptable):
Name of Individual, Firm, or Organization:
Address:
FEIN
State and Date of Incorporation
OWNERSHIP DISCLOSURE AFFIDAVIT
1. If the contract or business transaction is with a corporation, the full legal name and
business address shall be provided for each officer and director and each stockholder who
directly or indirectly holds five percent (5 %) or more of the corporation's stock. If the
contract or business transaction is with a trust, the full name and address shall be provided
for each trustee and each beneficiary. All such names and address are as follows (Post
Office addresses are not acceptable):
Names, Addresses, and Titles of Individual Who Will Lobby:
Full Legal Name Address Ownership
IR
2. The full legal names and business addresses of any other individual (other than
subcontractors, material men, suppliers, laborers, and lenders) who have, or will have,
any legal, equitable, or beneficial interest in the contract or business transaction with
the Town are as follows (Post Office addresses are not acceptable):
Full Legal Name Address
By:
Signature of Affiant
Print Name
Date:
SUBSCRIBED AND SWORN TO or affirmed before me this day of
200_, by
presented
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he /she is personally known to me or has
as identification.
Notary Public, State of Florida at Large
Print or Stamp of Notary
Serial Number
My Commission Expires: