REQUEST FOR PROPOSALS. Professional Auditing Services. Proposal Mailing Date December 30, 2013
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1 REQUEST FOR PROPOSALS Professional Auditing Services Proposal Mailing Date December 30, 2013 Proposal Submittal Deadline February 3, 2014 at 3:00 p.m. Contact Person: Sonya Williams Finance Director City of Los Banos 520 J Street Los Banos, CA (209)
2 REQUEST FOR PROPOSALS Professional Auditing Services NOTICE IS HEREBY GIVEN that the City of Los Banos ( City ) is issuing this Request for Proposal ( RFP ) for Professional Auditing Services. Proposers are solely responsible for ensuring proposals are received by the City on or before the submittal deadline. Proposals must be received no later than 3:00 p.m., on February 3, 2014, at the following address: City of Los Banos Attn: Lucille L. Mallonee, City Clerk 520 J Street Los Banos, CA An original copy must be signed by a representative authorized to bind the company. Proposals submitted by facsimile or are not acceptable and will not be considered. The original signed proposal and two (2) duplicates are to be submitted in sealed packages with the name of the Proposer and RFP title clearly marked on the outside of the package. Failure to comply with the requirements set forth in this RFP may result in disqualification. Proposals and/or modifications received subsequent to the hour and date specified above will not be considered. Submitted proposals may be withdrawn at any time prior to the submission time specified in this RFP, provided notification is received in writing before the submittal deadline. Proposals cannot be changed or withdrawn after the submittal deadline. No handwritten notations or corrections will be allowed. The responding Proposer is solely responsible for all costs related to the preparation of the proposal. The City reserves the right to reject all proposals and to waive any minor informalities or irregularities contained in any proposal. Acceptance of any proposal submitted pursuant to this RFP shall not constitute any implied intent to enter into a contract. The contract award, if any, will be made to the firm who, in the City s sole discretion, is best able to perform the required services in a manner most beneficial to the City. Please submit all inquiries to 2 P age
3 I. INTRODUCTION... 5 A. General Information... 5 B. Term of Engagement... 5 II. NATURE OF SERVICES REQUIRED... 6 A. Scope of the Work to be Performed... 6 B. Auditing Standards to be Followed... 7 C. Working Paper Retention... 7 D. Irregularities and Illegal Acts... 7 III. DESCRIPTION OF THE GOVERNMENT... 7 A. Background Information... 7 B. Fund Structure... 8 C. Magnitude of Finance Operations... 8 D. Computer Systems... 8 E. Availability of Prior Reports and Work Papers... 8 IV. TIME REQUIREMENTS... 8 A. Proposal Calendar... 8 B. Date Audit may Commence... 9 C. Date Reports are Due... 9 V. ASSISTANCE TO BE PROVIDED TO THE AUDITOR AND REPORT PREPARTION... 9 A. Finance Department and Clerical Assistance... 9 B. Work Area, Telephone, and Office Equipment... 9 C. Report Preparation... 9 VI. PROPOSAL REQUIREMENT A. General Requirements B. Format for Technical Proposal C. Contents of Technical Proposal License to Practice in California Independence Firm Qualifications and Experience Partner, Supervisory and Staff Qualifications and Experience Similar Engagements with Other Government Entities Specific Audit Approach Identification Anticipated Potential Audit Problems Page
4 8. Insurance Coverage D. Contents of Cost Proposal Total All-Inclusive Maximum Price Manner of Payment VII. EVALUATION PROCEDURES A. Review of Proposals B. Evaluation Criteria VIII. SPECIAL CONDITIONS A. Contract and Insurance Requirements B. Reservations C. Public Records D. Right to Cancel and Amend E. Proposer s Questions F. Additional Information G. Conflict of Interest H. Release of Public Information I. Non-Assignment J. Collusion K. Debarment L. Equal Employment Opportunity Compliance M. Right to Audit IX. ATTACHMENT A X. ATTACHMENT B P age
5 I. INTRODUCTION A. General Information The City of Los Banos is requesting proposals from qualified certified public accountant firms to audit its financial statements for the three fiscal years beginning with the fiscal year ending June 30, 2014, with the option of auditing its financial statements for each of the two (2) subsequent fiscal years, in addition to performing other financial audits and reviews as specified below. These audits are to be performed in accordance with auditing standards generally accepted in the United States of America, the standards set forth for financial audits contained in Government Auditing Standards (2003) issued by the Comptroller General of the United States, and the U.S. Office of Management and Budget (OMB) Circular A-133 Audits of State and Local Governments and Non-Profit Organizations. There is no expressed or implied obligation for the City of Los Banos to reimburse responding firms for any expenses incurred in preparing proposals in response to this request. Materials submitted by respondents are subject to public inspection under the California Public Records Act (Government Code Sec et seq.), unless exempt. To be considered, the original signed proposal and two (2) duplicates of the proposal are to be submitted in sealed packages with the name of the Proposer and RFP title clearly marked on the outside of the package. Proposals must be submitted to Lucille L. Mallonee, City Clerk, 520 J Street, Los Banos, CA 93635, by 3:00 p.m. on February 3, Proposals submitted by facsimile or are not acceptable and will not be considered. The City reserves the right to reject any or all proposals submitted. During the evaluation process, the City of Los Banos reserves the right, where it may serve the City s best interest, to request additional information or clarification from proposers, or to allow corrections of errors or omissions. At the discretion of the City of Los Banos, 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 idea(s) in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in the request for proposals, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City of Los Banos and the firm selected. It is anticipated the selection of a firm will be completed by February 20, Following the notification of the selected firm, a recommendation and proposed contract will be prepared for review and approval by the City Council at its March 5, 2014 meeting. The City reserves the right to reject any or all proposals, to waive any non-material irregularities or information in any proposal, and to accept or reject any items or combination of items. B. Term of Engagement It is the intent of the City to contract for the services presented herein for a term of three (3) years. The City of Los Banos reserves the right to extend the term of this contract for two (2) additional one-year 5 P age
6 terms subject to the satisfactory negotiation of terms, including a price acceptable to both the City and the selected firm. The proposal package shall present all inclusive audit fees for each year of the contract term. II. NATURE OF SERVICES REQUIRED A. Scope of the Work to be Performed The City of Los Banos desires a Comprehensive Annual Financial Report (CAFR) and its component unit financial statements for the City of Los Banos to be prepared by the independent auditor and be fully compliant for GASB 34 for the fiscal year ended June 30, 2014 and each of the subsequent years, June 30, 2015 and 2016 of the audit firm s contract with the City. The City will be planning to submit the CAFR to the California Society of Municipal Finance Officers (CSMFO) for review in their Certificate of Award for Outstanding Financial Reporting program or to the Government Finance Officers Association (GFOA) for review in their Certificate of Achievement for Excellence in Financial Reporting program. The selected independent auditor will be required to perform the following tasks. The audit firm will perform an audit of all funds of the City of Los Banos. The audit will be conducted in accordance with auditing standards generally accepted in the United States of America and Government Auditing Standards, issued by the Comptroller of the United States. The City s Comprehensive Annual Financial Report (CAFR) will be prepared and word processed by the audit firm. The CAFR will be in full compliance with GASB 34. The audit firm will render their auditors report on the basic financial statements which will include both Government-Wide Financial Statements and Fund Financial Statements. The audit firm will also apply limited audit procedures to Management s Discussion and Analysis (MD&A) and required supplementary information pertaining to the General Fund and each major fund of the City. The audit firm will perform a single audit on the expenditures of federal grants in accordance with OMB Circular A-133 and render the appropriate audit reports on Internal Control over Financial Reporting based upon the audit of the City s financial statements in accordance with Government Auditing Standards and the appropriate reports on compliance with Requirements Applicable to each Major Program, Internal Control over Compliance and on the Schedule of Expenditures of Federal Awards in Accordance with OMB Circular A-133. The single audit report will include appropriate schedule of expenditures of federal awards, footnotes, findings and questioned costs, including reportable conditions and material weaknesses, and follow up on prior audit findings where required. The City receives funding under the Transportation Development Act, which requires a financial and compliance audit. Auditor will perform tests of compliance, prepare, and publish an audit report. The City receives funding under the Abandoned Vehicle Abatement Program, which requires a financial and compliance audit (every other year). Auditor will perform tests of compliance, prepare, and publish an audit report The audit firm shall perform agreed-upon auditing procedures pertaining to the City s GANN Limit (Appropriations Limit) and render a letter annually to the City regarding compliance. 6 P age
7 The audit firm shall issue a separate management letter that includes recommendations for improvements in internal control, accounting procedures and other significant observations that are considered to be non-reportable conditions. Management letters shall be addressed to the City Mayor. B. 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 Accounts; The standards applicable to financial audits contained in Government Auditing Standards (2003 Revision), issued by the Comptroller General of the United States; The provisions of the Single Audit Act as amended in 1996; and The provisions of U. S. Office of Management and Budget (OMB) Circular A-133, Audits of State and Local Governments and Non-Profit Organizations. C. Working Paper Retention All working papers and reports must be retained at the auditor's expense for a minimum of seven (7) years, unless the firm is notified in writing by the City of Los Banos of the need to extend the retention period. The auditor will be required to make working papers available to the City of Los Banos or any government agencies included in the audit of federal grants. 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. D. Irregularities and Illegal Acts Auditors shall be required to make an immediate, written report of all irregularities and illegal acts or indications of illegal acts of which they become aware to the following parties: City Manager; City Attorney; and the Finance Director. III. DESCRIPTION OF THE GOVERNMENT A. Background Information The City of Los Banos is located in the west portion of Merced County, servicing an area of 8.5 square miles with a population of 37,017. The City s fiscal year begins on July 1 and ends on June 30. The City of Los Banos was incorporated on May 8, 1907 as a general law city, which operates under the council/manager form of government. The city government is divided into seven departments: Administration, Community Development, Finance, Fire, IT, Police, and Public Works. The City of Los Banos operating budget in FY is approximately $46 million for all funds combined. 7 P age
8 B. Fund Structure The City of Los Banos uses the following fund types and account groups in its financial reporting: Fund Type/Account Group City General Fund 1 Special Revenue Fund 60 Debt Service Fund 1 Capital Projects Fund 5 Enterprise Fund 4 Internal Service Fund 3 C. Magnitude of Finance Operations The Finance Department is headed by Sonya Williams, Finance Director and consists of 8 employees. The principal functions performed and the number of employees assigned to each are as follows: Function Number of Employees Accountant 3 Accounts Payable 1 Utility/Accounts Receivable 4 Business License 1 D. Computer Systems The City s computerized systems are run on a distributed client/server network system. The accounting functions are computerized using Springbrook software on a progress database platform. The applications operating on this system are general ledger, accounts payable, accounts receivable, payroll, utilities, business licenses and cash receipts. E. Availability of Prior Reports and Work Papers Maze & Associates of Pleasant Hill, CA conducted the City s most recent audit. The work papers of the previous audits are the property of the previous auditor and can be reviewed by the successful Proposer. The following financial statements were prepared or audited by Maze & Associates. City of Los Banos General Purpose Financial Report; A Single Audit Report; and Component Unit Financial Statements for the City of Los Banos Redevelopment Agency TDA Report Transportation Development Act Audit Report AVA Report Abandoned Vehicle Abatement Program Audit Report IV. TIME REQUIREMENTS A. Proposal Calendar The following is a list of key dates up to, and including, the date proposals are to be submitted: 8 P age
9 Date Activity December 30, 2013 Request for Proposal issued January 17, 2014 Deadline for submitting questions February 3, 2014 Due date for proposals (due by 3:00 p.m.) February 10 14, 2014 Oral Interviews (optional/conducted at City s discretion) March 5, 2014 Contract awarded by City Council B. Date Audit may Commence Audit planning, including all necessary planning for GASB 34, documentation of systems of internal control and compliance and transaction testing should be completed during interim stage. It is expected the City will close its books the 15th of September and be ready for the final audit by the end of October. C. Date Reports are Due The auditor shall provide all drafts and recommendations for improvements to the Finance Director within a reasonable time period after the last day of fieldwork. The auditor should be available for any meetings that may be necessary to discuss the draft audit reports. Once all issues of discussion are resolved, the completed CAFR, component unit financial statements, Single Audit report and other reports shall be delivered to the Finance Director. It is anticipated that this process will be completed and the final products to be delivered by December 15, V. ASSISTANCE TO BE PROVIDED TO THE AUDITOR AND REPORT PREPARTION A. Finance Department and Clerical Assistance The Finance Department staff will be available during the audit to assist the firm by providing information, documentation, and explanations. Sonya Williams, Finance Director, will be responsible for acting as the liaison between the audit firm and the accounting personnel. B. Work Area, Telephone, and Office Equipment The City will provide the auditor with reasonable workspace, desks and chairs. The auditor will also be provided with access to a telephone, copy machine, fax machines and wifi connection. C. Report Preparation Report preparation, editing, printing, binding shall be the responsibility of the auditor. Comprehensive Annual Financial Report (10) Single Audit Report (10) Transportation Development Act Report (4) Abandoned Vehicle Abatement Program Report (4) 9 P age
10 VI. PROPOSAL REQUIREMENT A. General Requirements The City will not give verbal answers to inquiries regarding information in this RFP, or verbal instructions prior to the submission deadline. All questions shall be submitted in writing. A verbal statement regarding same by any person shall be non-binding. The City is not liable for any increased costs resulting from the Proposer accepting verbal directions. Any explanation desired by a Proposer must be requested of the City representative in writing no later than January 17, 2014 at 5:00 p.m. Inquiries concerning the Request for Proposals and the subject of the Request for Proposals must be made to: Sonya Williams Finance Director 520 J Street Los Banos, CA (209) ext. 122 Submission of Proposal. Proposals submitted by facsimile or are not acceptable and will not be considered. The original signed proposal and two (2) duplicates are to be submitted in sealed packages with the name of the Proposer and RFP title clearly marked on the outside of the package. The Proposal shall be received by City Clerk of the City of Los Banos by 3:00 p.m. on February 3, 2014 for a proposal to be considered. The Proposal should address the items listed below. The Proposal should be addressed as follows: City of Los Banos Lucille L. Mallonee City Clerk 520 J Street Los Banos, CA B. Format for Technical Proposal To facilitate the review of responses, all responses are required to adhere to the following requirements with regard to their proposal. The City strongly encourages respondents to ensure that RFP submissions are succinct and clearly organized. If the proposal is not in this format or does not include all of the listed items, it may be deemed non responsive. For ease of handling, all responses are to be provided in a standard 8 ½ x 11 portrait format with binding on the left hand edge. 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. Table of Contents identifying the materials submitted by section and page number. Crossreferencing to section and page number in the RFP would be helpful. 10 P age
11 Signed Transmittal Letter briefly stating the Proposer s understanding of the work to be done; the commitment to perform the work within the time period; and the name(s) of the person(s) authorized to represent the Proposer, title, address, and telephone number. Detailed Proposal following the order set forth in Section C below. C. Contents of Technical Proposal The purpose of the Technical Proposal is to demonstrate the qualifications, competence and capacity of the firm seeking to undertake an independent audit of the City in conformity with the requirements of this request for proposals. As such, the substance of proposals will carry more weight than the 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 points outlined in the request for proposals, (excluding any cost information which shall be submitted in a separate sealed envelope included with the Technical Proposal package. The proposal should be prepared simply and economically, providing a straightforward, concise description of the proposer s capabilities to satisfy the requirements of this request for proposals. While additional data may be presented, the following subjects must be included. They represent the criteria against which the proposal will be evaluated. 1. License to Practice in California An affirmative statement should be included verifying the firm and all assigned key professional staff are properly licensed to practice in California. 2. Independence The firm should provide an affirmative statement that it is independent of the City of Los Banos as defined by auditing standards generally accepted in the United States of America and the General Accounting Office's Government Auditing Standards. 3. Firm Qualifications and Experience To qualify the firm must have extensive experience in audits of local governments as well as experience with preparation of Comprehensive Annual Financial Statements in GASB 34 format. 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. Staff consistency is an important consideration. The Proposer should provide the range of activities performed by the local office, e.g., audit, accounting, tax service and/or management consulting services. The Proposer must provide a list of all current municipal clients. 11 P age
12 The Proposer is also required to submit a copy of a report on its most recent external quality control review (peer review), with a statement whether that quality control review included a review of specific government engagements (required by Government Audit Standards (1994). The Proposer 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 Proposer 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. 4. 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 this engagement. Include resumes, indicating whether each such person is registered or licensed to practice as a certified public account in California. Provide information on the government auditing experience of each person, including information on relevant continuing professional education for the past (3) three years and membership in professional organizations relevant to the performance of this audit. 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 supervisory staff and specialists may be changed if those personnel leave the firm, are promoted or are assigned to another office. These personnel may also be changed for other reasons with the express prior written permission of the City. However, in either case, the City retains the right to approve or reject replacements. Other audit personnel may be changed at the discretion of the Proposer provided that replacements have substantially the same or better qualifications or experience. 5. Similar Engagements with Other Government Entities For the firm s office that will be assigned responsibility for the audit, list the most significant engagements (maximum - 5) performed in the last three (3) years that are similar to the engagement described in this request for proposals. 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. Also please indicate whether the audit was part of a Comprehensive Annual Financial Report prepared in conformance with the GASB 34 requirements. Information should be provided regarding clients that the firm serves that have received the CSMFO and GFOA awards. Please provide a list of not less than five client references for whom services similar to those outlined in the RFP are currently being provided. For each reference listed provide the name of the organization, dates for which the service(s) are being provided, type of service(s) being provided and the name, address and telephone number of the responsible person within the 12 P age
13 reference s organization. The City reserves the right to contact any or all of the listed references regarding the audit services performed by the Proposer. 6. 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 proposals. In developing the work plan, reference should be made to such sources of information as City of Los Banos budget and related materials, organizational charts, manuals, programs, and financial and other management information systems. Proposers will be required to provide the following information on their audit approach: Proposed segmentation for 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 this engagement; Type and extent of analytical procedures to be used in this engagement; Approach to be taken to gain and document an understanding of the City s internal control structure; Approach to be taken in determining laws and regulations that will be subject to audit test work; and Approach to be taken in drawing audit samples for purposes of tests of compliance. 7. Identification 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. NO DOLLAR AMOUNTS SHOULD BE INCLUDED IN THE TECHNICAL PROPOSAL. 8. Insurance Coverage The Auditor shall provide Commercial General Liability Insurance and Comprehensive Automobile Liability each in the amount of at least $1,000,000 and Professional Liability Insurance in the amount of $1,000,000. Provide Worker s Compensation with statutory limits of liability and Employer s Liability coverage with minimum $1,000,000 limits of liability. For General Liability and Automobile coverage s name the City of Los Banos as an additional insured. For the Worker s Compensation coverage s provide a Waiver of Subrogation naming the same entity. Revise the certificates cancellation clause to delete endeavor and but failure to mail such notice shall impose no obligation or liability of any kind upon the company. 13 P age
14 D. Contents of Cost Proposal 1. Total All-Inclusive Maximum Price The cost proposal should contain all pricing information relative to performing the audit engagement as described in this request for proposals. The total all-inclusive maximum price to be bid is to contain all direct and indirect costs including all out-of-pocket expenses. The City will not be responsible for expenses incurred in preparing and submitting the technical proposal or the sealed dollar cost bid. Such costs should not be included in the proposal. The cost proposal should be submitted in the format provided in Attachment A, AUDIT WORK COST PROPOSAL FORM and Attachment B, ESTIMATE OF COST. The cost proposal shall be submitted in a separate sealed envelope, to be included with the Technical Proposal package. 2. Manner of Payment Progress payment will be made on the basis of hours of work completed during the course of the engagement and out-of-pocket expenses incurred in accordance with the firm s proposal. Interim billings shall cover a period of not less than a calendar month. VII. EVALUATION PROCEDURES A. Review of Proposals City Staff, consisting at a minimum, of the following, will evaluate submitted proposals: Sonya Williams, Finance Director B. Evaluation Criteria Proposals will be evaluated using three (3) 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. Mandatory Elements: The audit firm is independent and licensed to practice in California. The firm has no conflict of interest with regard to any of the work performed by the firm for the City. The firm adheres to the instructions in this request for proposals 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. The firm s past experience and performance on comparable government engagements. The quality of the firm s professional personnel to be assigned to the engagement and the quality of the firm s management support personnel to be available for technical consultation. Adequacy of proposed staffing plan for various segments of the engagement. 14 P age
15 Thoroughness of approach to conducting the audit of the City and demonstration of the understanding of the objectives and scope of the audit. Commitment to timeliness in the conduct of the audit. Maximum fees to conduct the audit. $1,000,000 insurance requirement All interested parties are encouraged to submit proposals to the RPF, as the award is not based solely on the lowest cost proposal submitted. Total cost will be taken into consideration, but the Proposer s capabilities, competence and capacity will be considered as well. The City reserves the right to choose the overall best firm according to the City s criteria. The City, and its designated representatives, shall be the sole judge of its own best interest, the proposal, and the resulting negotiated agreement. The City s decisions will be final. The above factors, along with other factors that the City may deem appropriate, will be used to identify the proposal that represents the best value, which will be the basis for the contract award. The most qualified and responsive proposer will be selected for contract negotiations. If agreement cannot be reached with the first proposer, the second choice proposer (and then the third and so on) will be contacted with the first choice proposer (or other proposer, in order) dismissed from further consideration on this project. A contract award may be made to the responsible proposer whose proposal will be best for the City considering evaluation factors outlined above. All proposers participating in the process shall be notified in writing of the successful award. VIII. SPECIAL CONDITIONS A. Contract and Insurance Requirements. The selected proposer shall be required to enter into a city-prepared Professional Services Agreement approved by the City Attorney. Proposers shall be prepared to accept the terms and conditions of the City s Standard Professional Services Agreement including all Insurance Requirements. The successful Proposer s bid and the terms and conditions stated in this RFP will be made part of the contract between the City of Los Banos and the Proposer. This RFP outlines the specifications and requirements, but not necessarily all of the terms and conditions that will be incorporated into the final agreement between the City of Los Banos and the successful Proposer. B. Reservations. This RFP does not commit the City to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this RFP, or to procure or contract for work. No payment of any kind will be provided to the Proposer responding to this RFP, or parties they represent, for obtaining any of the information solicited. C. Public Records. All proposals submitted in response to this RFP become the property of the City. Information in the proposal, unless specified as trade protected, may be subject to public review. Any information 15 P age
16 contained in the proposal that is proprietary must be clearly designated. Marking the entire proposal as proprietary will be neither accepted nor honored. Proprietary information submitted in response to this RFP will be handled in accordance with the California Public Records Act. D. Right to Cancel and Amend. The City reserves the right to cancel, for any or no reason, in part or in its entirety, this RFP, including but not limited to: selection schedule, submittal date, and submittal requirements. If the City cancels or revises the RFP, all Proposers will be notified in writing. E. Proposer s Questions. The City will not give verbal answers to inquiries regarding information in this RFP, or verbal instructions prior to the submission deadline. All questions shall be submitted in writing to Sonya Williams, Finance Director, at A verbal statement regarding same by any person shall be non-binding. The City is not liable for any increased costs resulting from the Proposer accepting verbal directions. Any explanation desired by a Proposer must be requested of the City representative in writing not later than January 17, 2014 at 5:00 p.m. and if explanation is necessary, a reply shall be made in the form of an addendum, a copy of which shall be posted on the City website at on or before January 24, F. Additional Information. The City reserves the right to request additional information and/or clarification from any or all Proposers. G. Conflict of Interest. Proposer covenants that the company, its officers, employees and/or agents presently have no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services requested herein by the City. Proposer further covenants that, in the performance of any contract or agreement resulting from this RFP, no subcontractor or person having such an interest shall be employed. Proposer certifies that to the best of Proposer s knowledge, no one who has or will have any financial interest under any contract or agreement resulting from this RFP is an officer or employee of the City. H. Release of Public Information. Proposers who respond to this RFP who wish to release information to the public regarding selection, contract award or data provided by the City must receive prior written approval from the City before disclosing such information to the public. I. Non-Assignment. If a contract is awarded, the selected Proposer shall neither assign, nor delegate, in part or in whole, any duties without the prior written consent of the City which shall not be unreasonably withheld. 16 P age
17 J. Collusion. Each Proposer certifies that the company, its officers, employees and/or agents are not a party to any collusive action, fraud, or any action that may be in violation of the Sherman Antitrust Act. The Proposer certifies that the company, its officers, employees and/or agents have not offered or received any kickbacks or inducements from any other bidding Proposer, supplier, manufacturer, or subcontractor in connection with the proposal and that the company, its officers, employees and/or agents have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services, or anything of more than nominal value. Any or all bids shall be rejected if there is any reason to believe collusion exists among the bidding Proposers. More than one bid from an individual, firm, partnership, corporation, or association under the same or different names may be rejected. Reasonable grounds for believing that a bidding Proposer has interest in more than one proposal for the work being proposed may result in rejection of all bids in which the bidding Proposer is believed to have interest. K. Debarment. By submitting a proposal, the Proposer certifies that the company is not currently debarred from submitting proposals and/or bids for contracts issued by any City or political subdivision or agency of the State of California, and that it is not an agent of a person or entity that is currently debarred from submitting proposals and/or bids for contracts issued by any City or political subdivision or agency of the State of California. L. Equal Employment Opportunity Compliance. The selected Proposer shall not discriminate against any employee or applicant for employment because of race, creed, color, or national origin. The Proposer shall take affirmative action to ensure that all employees and applicants for employment shall be treated with equality in all aspects of employment processes including, but not limited to, hiring, transfer, promotion, training, compensation and termination, regardless of their race, creed, color, sex, national origin, age, or physical handicap. M. Right to Audit. The selected Proposer shall maintain such financial records and other records as may be prescribed by the City or by applicable federal and state laws, rules, and regulations. The selected Proposer shall retain these records for a period of three years after final payment, or until they are audited by the City, whichever event occurs first. These records shall be made available during the term of the contract or service agreement and the subsequent three-year period for examination, transcription, and audit by the City or its designees. 17 P age
18 IX. ATTACHMENT A AUDIT WORK COST PROPOSAL FORM SERVICE 2014/ / / / /19 City Audit and Related Reports GANN Limit Review Report Single Audit and Related Reports Transportation and Development Act (TDA) Report Abandoned Vehicle Abatement (AVA) Report Total for FY (not to exceed) 18 P age
19 X. ATTACHMENT B Name of Firm: Address: ESTIMATE OF COST Contact Information: Auditors Standard Hourly Billing Rates POSITION 2014/ / / / /19 Partner Manager Senior Accountant Staff Accountant Clerical 19 P age
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