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HomeMy WebLinkAboutR-11-10RESOLUTION NO. R -11 -10 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA ESTABLISHING AUDIT FIRM SELECTION PROCEDURES IN ACCORDANCE WITH 218.391 FLORIDA STATUTES; PROVIDING FOR REPEAL OF RESOLUTIONS OR PARTS OF RESOLUTIONS IN CONFLICT HEREWITH; PROVIDING FOR SEVERABILITY AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Sebastian, Indian River County, Florida finds that it is in the best interest of its citizens and taxpayers to provide for procedures for requesting and evaluating proposals from auditors to conduct the annual financial audit; and WHEREAS, Chapter 218.391 of Florida Statutes requires all municipalities to use certain procedures for selecting an auditor to conduct the annual financial audit; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA as follows: Section 1. Creation of Auditor Selection Committee. An Auditor Selection Committee (the "Committee is hereby created consisting of the City Manager, Finance Director and one other person designated by the City Manager. Unless decided otherwise by the City Manager, the Finance Director will schedule and chair the meetings and will serve as spokesperson. The Committee shall rule on any procedural issue or technicality necessary to insure the selection process is conducted in a fair manner. The meetings and proceedings will be conducted at City facilities and may be attended by the public but minutes are not required. Notice of the meetings will be posted on the City Hall lobby bulletin board. The Committee's primary objective shall be to recommend to the City Council the ranking of those firms it determines as being qualified to render the required services. Section 2. Request for Proposals. The Committee shall place an advertisement in the newspaper briefly describing the work and indicating how interested firms can apply for consideration. The Committee shall also research firms actively providing annual financial audit services to other governmental agencies in the area and invite said firms to make proposals. Proposals must be delivered to the Finance Director's Office by the specified time and due date. The request for proposal will outline the requested scope of services, evaluation criteria and background information about the City. The Committee shall verify that firms are certified public accountants, duly licensed under chapter 473 Florida Statutes and qualified to conduct audits in accordance with government auditing standards as adopted by the Florida Board of Accountancy. The Committee shall develop the evaluation criteria and a scoring sheet that will be used to award a range of points for each firm's strengths and the scoring ranges will be summarized within the request for proposal. Those interested will be requested to provide evidence of a satisfactory record of performance for a reasonable period of time and sufficient financial support, equipment and organization to insure they can adequately perform the service. The evaluation criteria shall include such factors as ability of personnel, experience, ability to furnish the required services, and such other factors as may be determined by the Committee to be applicable to the City's requirements. It will include proposed compensation but this shall not be the sole or predominant factor used to evaluate the proposals. Section 3. Evaluation of Proposals The Committee members shall independently review the written proposals that are received by the specified time and due date utilizing evaluation criteria documented in the request for proposal. A scoring sheet will be used by each member and submitted to the Chair to compile a summary of the initial scores. The Committee shall then meet to discuss the member's evaluation and scoring of the proposals and determine which of the proposing firms may be asked to participate in oral presentations or interviews (questions and answer sessions without presentations). Following the presentations or interviews, members may adjust previously submitted scores and submit their final scoring to the Chair. The firm with the most points shall be the top ranked firm and the remaining firms shall be ranked according to their total scores. Should the total scores result in a tie between one or more firms, the Chair shall resolve the tie by awarding one additional point to the firm the Chair prefers. Section 4. Approval of Ranking and Authorization to Negotiate. The Committee Chair will submit the recommended ranking to the City Council, using the normal procedures for placing items on the City Council Agenda. The recommended ranking shall list the three most qualified firms as determined by the final scoring or if fewer qualified firms respond, such firm(s) deemed to be most highly qualified. The collective final scoring of the members and the proposed compensation of each of the firms will be reported to the City Council within the backup materials for the agenda item. The City Council may vote to approve the rankings by the Committee and authorize the City Manager to negotiate a contract. Otherwise, the City Council may provide such direction or action as they can rightfully determine. Should the highest ranked firm not be selected, the City Council must document reason' s why their selection was in the City's best interest. Section 5. Provisions of Contract. The contract shall be in writing and, at a minimum, include a provision specifying the services to be provided and fees or other compensation; a provision specifying that invoices for fees or other compensation be in sufficient detail to demonstrate compliance with the terms of the contract; and a provision specifying the contract period, including renewals, and conditions under which the contract may be terminated or renewed in writing. An engagement letter signed and executed by both parties shall constitute a written contract. Section 6. Contract Negotiations. After authorization by the City Council, the City Manager will proceed with negotiations based on the approved rankings. The purpose of the negotiation is to specify and reach agreement on the details of the contract document and to affirm that the proposed fees agree with the proposed scope of work. The fees may be adjusted to reflect clarifications, corrections of errors or misinterpretations but should not exceed the fee amount originally submitted with the proposal. Should negotiations with the highest ranked firm be unsatisfactory, then those negotiations shall be terminated by formal notice from the City Manager and the City Manager shall negotiate with the next ranked firm and so on. The City Manager may reopen negotiations with any one of the highest ranked firms, but may not negotiate with more than one firm at a time. Section 7. Contract Approval. The City Manager will submit the recommended contract to the City Council, using the normal procedures for placing items on the City Council Agenda. Section 8. Conflict. All resolutions or parts of resolutions in conflict herewith are hereby repealed. Section 9. Effective Date. This Resolution shall take effect immediately upon adoption. The foregoing Resolution was moved for adoption by Councilmember coy The motion was seconded by Councilmember wolf f and, upon being put into a vote, the vote was as follows: Mayor Jim Hill absent Vice -Mayor Don Wright aye Councilmember Andrea Coy aye Councilmember Richard H. Gillmor aye Councilmember Eugene Wolff aye The Mayor thereupon declared this Resolution duly passed and adopted this 13` day of April, 2011 AT ST- tU De tv City�lerk Jeanette Williams for Sally A. Maio, MMC City Clerk CITY OF SEB STIAN, FLORIDA B Vice Mayor Don Wright for Mayor Jim Hill Approved as to form and legality for the reli. e by the City of Sebastian only: Robert A. Ginsburg, City A ey Dates Events City of Sebastian, Florida Auditor Selection Schedule For Audits of FYE2011 to FYE2013 April 13, 2011 City Council approval of auditor selection procedures April 15, 2011 Audit Committee approval of Auditor Selection Scoring Sheet April 23, 2011 Run newspaper advertisement April 25, 2011 Invite Auditing Firms that previously expressed an interest May 09, 2011 Receive Proposals from Auditing Firms May 17, 2011 Audit Committee decision on presentations May 24, 2011 Presentations by Auditing Firms /Ranking by Audit Committee June 08, 2011 City Council approval of ranking and direction to negotiate June 22, 2011 City Council approval to engage selected Auditing Firm