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ProRFx ID: RFP03202400000054

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Transaction Fee:

Yes

Format:

Client Purchase

ProRFx ID:

RFP03202400000054

Solicitation No:

RFP# FIN/240274

ProRFx Type:

RFP: Services

Listing Category:

[84000000] Financial and Insurance Services

[84110000] Accounting and bookkeeping services

[84111600] Audit services

[84111601] Year end audits

[84111603] Internal audits

Bid Name:

Professional Audit and ACRF Services

Scope of Work:

The City of Ocala seeks competitive Proposals from interested certified public accounting firms 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, for the provision of annual audit services and services related to the pre...

Listing Image:

download (1)_0d1b6f03.jpg (JPG, 9 KB)

Listed By:

CITY OF OCALA

Industry Type:

City and town managers' offices

Contact Name:

Ms. Eileen Marquez

Contact Email:

emarquez@ocalafl.gov

Contact Phone:

(352) 629-8362

Ship to Location:

110 SE Watula Avenue

Address1:

110 SE Watula Avenue

Address2:

CITY HALL

City: Ocala

State: FL

Zip/Postal: 34471

Listing Class.:

RFP Request For Proposal

Listing Start Date:

3/20/2024 1:18:29 PM EST

Listing Ends After:

End Date/Time reached

Listing End Date:

4/22/2024 2:00:00 PM EST

Bid Closes:

4/22/2024 2:00:00 PM EST

Listing Status:

Closed Award Review

IMPORTANT COMMENTS EXIST

View Answers & Comments

IMPORTANT BID DOCUMENT(S)

Request for Proposal... MORE (364.6 KB - PDF)
Exhibit A - Price Pr... MORE (37.5 KB - XLSX)

Formal Question Due By:

4/17/2024 @ 2:00 PM EST

First Name		Last Name
Title
Employee ID		Email
Phone1		Mobile1
Phone2		Mobile2

Emergency Contact Name	Emergency Contact Phone1	Emergency Contact Phone2

$617,254.00

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Bid Details

Terms & Conditions for listing

Instruction for use

Informational Purposes Only READ ME

1. Response Requirements

*1.1. General Terms & Conditions

One or more items in this section are required.

* By checking this box you have read and agree to abide by the City's Terms & Conditions.

Click to open and read the General Terms and Conditions this transaction will be governed with.

Enter your full name (Owner/Authorized Company Representative only):

1.2. Anti-Lobbying/Communication

ANTI-LOBBYING/COMMUNICATION WITH CITY STAFF AND OFFICIALS:

To ensure fair consideration for all proposers/bidders, the City strictly prohibits any communication, whether or not written, verbal, or through a third party, relative to this solicitation with any department, City official, City Council member, or employee during the submission process, except inquiries directly made to the Procurement and Contracting Department, Contracting Officer, or as provided in the protest policy located at: Protest Policy

Additionally, the City prohibits communications initiated by a proposer/bidder, agent, or third party of proposer/bidder to any City official(s), City Council member(s), or employee(s) evaluating or considering the proposals/bids prior to, and up to the time an award decision is made at a scheduled City Council meeting.

*** Any prohibited communications initiated by a proposer/bidder, or a third party on behalf of proposer/bidder, will be grounds for disqualifying the offending proposer/bidder from consideration for award of the solicitation >AND< will face a three (3) year debarment from doing any business with the City of Ocala. ***

*1.3. Vendor Agreements

One or more items in this section are required.

Compliance Certification:

As an authorized company representative, I certify my firm or corporation:

Agrees to comply with the requirements of Florida Statute 287.087 for a Drug Free Workplace.

Agrees to comply with the requirements of Florida Statute 448.095 for Employment Eligibility. Employers, contractors and their subcontractors are required to register and use the Department of Homeland Security’s E-Verify system when hiring new employees for the term of the contract. Violations will result in contract termination. (E-Verify is operated by the U.S. Department of Homeland Security).

Owner/Authorized Company Representative initials:

Bidder Certification (Non-Construction):

By my submission of a bid response, and in accordance with your solicitation, I hereby submit this proposal and agree, if my proposal is accepted, to provide goods and services to the City of Ocala in accordance with the solicitation and proposer response. I certify I have read, and will be bound by, all the terms and conditions of this solicitation and any resulting addenda and amendments, in its entirety and understand the scope of work and specification requirements.

Owner/Authorized Company Representative initials:

1.4. Insurance

Click

HERE to download the Standard Insurance Requirements for the City of Ocala

*1.5. SPECIAL CONDITIONS

One or more items in this section are required.

EMPLOYEE DISHONESTY/FIDELITY BOND, INSIDE MONEY AND SECURITIES COVERAGE:
Vendor shall obtain, at Vendor's expense, and keep in effect during the term of the contract, Employee Dishonesty, Third Party Fidelity Bond and Inside Money and Securities coverage for City-owned property in the care, custody, or control of the vendor. Coverage limits shall not be less than $ 1,000,000 . The policy shall include as loss payee City of Ocala.

ERRORS AND OMISSIONS:
The responding firm will provide proof of Errors and Omissions Insurance, which covers the company and their agents with limits of at least $ 1,000,000
This insurance must be written by an insurer who possesses an A.M. Best rating of at least an “A”.

ADA NEEDS:
Please call the procurement professional shown on this listing forty-eight (48) hours in advance so arrangements can be made if reasonable accommodations are needed for you to participate in any meeting.

AWARDED CONTRACT FAILURE - BIDDING SUSPENSION

I understand and agree to the following:
Bidders who submit a bid to the City of Ocala and fail to fulfill the contract term, for any reason, will be subject to future bidding suspension for year (1), and up to a possible three (3) year bid debarment for serious contractual failures.

Owner/Authorized Company Representative initials:

BIDDER CONTRACTS:
Bidder contracts/agreements will not be accepted in most cases. If a contract is required, only City of Ocala contracts will be used for all goods and services. The requirement of bidder contracts and/or bidder written terms and conditions may result in bid rejection. The City will consider adding appropriate bidder clauses into our contract; please upload any desired clauses with your solicitation response.

CLARIFICATIONS AND CORRECTIONS:
The City of Ocala reserves the right, where it may serve the City’s best interest, to request additional information or clarifications from bidders/proposers, or to allow corrections of errors or omissions.

CONFIDENTIAL, PROPRIETARY, OR TRADE SECRET MATERIAL:
The City of Ocala (City) shall handle all written competitive submissions, replies, oral presentations, other submissions, correspondence, meetings and all records made thereof, and all other records concerning this solicitation in compliance with Chapters 119 and 286, Florida Statutes and Article 1, Section 24 of the Florida Constitution.

Proposals or replies received by the City pursuant to its solicitations are exempt from public disclosure until such time that the City provides notice of an intended decision or until thirty (30) days after opening the proposals, whichever is earlier. If the City rejects all proposals or replies pursuant to this solicitation and provides notice of its intent to reissue the solicitation, then the rejected proposals or replies remain exempt from public disclosure until such time that the City provides notice of an intended decision concerning the reissued solicitation or until the City withdraws the reissued solicitation. A proposal or reply shall not be exempt from public disclosure longer than twelve (12) months after the City's initial notice rejecting all proposals or replies.

Upon award recommendation or ten (10) days after opening, bids become “public records” and shall be subject to public disclosure consistent with Chapter 119 (Public Records) and Section 815.045 (Trade Secret Information), Florida Statutes. Should bidders/proposers consider any information related to their proposal or the services to be provided to City to be proprietary, a trade secret, or otherwise constitute confidential material under Florida or federal law, bidder/proposer shall designate such portion of the material as such by clearly marking it as CONFIDENTIAL, PROPRIETARY, or TRADE SECRET and submit both a non-redacted and redacted copy of their submission. The redacted copy shall only exclude or obliterate the exact portions claimed to be confidential, proprietary, or trade secret. Additionally, bidder/proposer shall state the basis for of the exemption that it contends is applicable to the record, to include the statutory citation to an exemption created or afforded by statute.

THE CITY WILL MAKE NO EFFORT TO VERIFY WHETHER OR NOT THE REDACTED MATERIAL IS EXEMPT FROM CHAPTER 119, FLORIDA STATUTES. THAT DETERMINATION IS TOTALLY THE RESPONSIBILITY OF THE BIDDER/PROPOSER AND THE BIDDER/PROPOSER SHALL BE SOLELY RESPONSIBLE FOR DEFENDING ITS DETERMINATION THAT THE REDACTED PORTIONS OF ITS RESPONSE ARE CONFIDENTIAL, TRADE SECRET, OR NOT OTHERWISE SUBJECT TO DISCLOSURE. PROPOSER SHALL PROTECT, DEFEND, AND INDEMNIFY THE CITY FOR ANY AND ALL CLAIMS ARISING FROM OR RELATING TO PROPOSER’S DETERMINATION THAT THE REDACTED PORTIONS ARE NOT SUBJECT TO DISCLOSURE. IF THE PROPOSER FAILS TO SUBMIT A REDACTED COPY OF ITS SUBMISSION, ANY CLAIM OF CONFIDENTIALITY IS WAIVED, AND THE CITY SHALL BE AUTHORIZED AND REQUIRED TO PRODUCE THE ENTIRE DOCUMENT OR RECORD IN ITS ANSWER TO A PUBLIC RECORDS REQUEST FOR SAID RECORDS.

I have read and understand my responsibilities regarding any purported confidential, PROPRIETARY, or trade secret material contained in my proposal AND (please select the appropriate statement below):

I have not included a redacted copy of our proposal.

I have included a redacted copy of our proposal along with this original.

Owner/Authorized Company Representative initials:

CONFLICT OF INTEREST:
Disclose the name(s) of any employee, officer, director, shareholder, or agent of your firm that is also a City of Ocala employee or public official:

Disclose the name(s) of any City of Ocala employee or public official that is a known relative of an employee, officer, director, shareholder, or agent of your firm:

Failure to disclose known conflicts of interest may result in bid rejection and/or contract termination, if awarded.

City of Ocala employees who have a 5% or more interest in a bidder's firm must also complete an "Officer and Employee Disclosure Statement" which can be obtained at www.bidocala.com under Vendor Resources. This form includes instructions and relative Florida statutes. Failure to complete this form, if applicable, may result in bid rejection.

CONTRACT LENGTH:
The term of any resulting contract will be for 5 year(s).

CONTRACT RENEWAL:
The resulting contract may be renewed for up to 1 times, with each renewal a 5 year term with the written consent of both parties.

CONTRACT RENEWAL ESCALATION:
Renewals will be subject to a maximum negotiated increase, upon the written agreement of the City, of no more than 3 percent above the pricing set forth in original contract.

PERFORMANCE EVALUATION:
At the end of the service period, the City may evaluate vendor performance. This evaluation will become public record.

FLORIDA STATUTE 287.133: Public Entity Crime; denial or revocation of the right to transact business with public entities.

Vendor on its behalf and its affiliates agrees and affirms that it has not been placed on the convicted vendor list following a conviction of a public entity crime as provided for in Section 287.133(2)(a), Florida Statutes, which states:
a person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a bid on a contract to provide any 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 bids on leases or real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO, for a period of 36 months from the date of being placed on the convicted vendor list.

Owner/Authorized Company Representative initials:

REQUESTED AND ADDITIONAL DOCUMENTS

Upload any requested and additional documents here:

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Max. File Size you can upload is: 50MB. *.exe files will not be accepted

SAFETY AND ENVIRONMENTAL:
Vendor will be responsible at all times for precautions to achieve the protection of all persons including employees and property throughout the resulting contract term. The Vendor shall make an effort to detect hazardous conditions and shall take prompt action where necessary to avoid accident, injury or property damage. EPA, DEP, OSHA, and all other applicable safety laws and ordinances shall be followed as well as American National Standards Institute Safety Standards. All hazardous spills, accidents, injuries or claims or potential claims shall be reported promptly to the City Risk Management Department at 352-401-3989, or cell 352-572-0414, and rdennis@ocalafl.org.

Agrees to comply with the safety and environmental requirements above.

Owner/Authorized Company Representative initials:

SOLICITATION DOCUMENTS:
The City of Ocala (City) has no responsibility for the accuracy, completeness or sufficiency of any bid documents obtained from any source other than the official City links below:

Bid Ocala: www.bidocala.com
ProRFx Florida: www.florida.prorfx.com

Obtaining these documents from any other source(s) may result in obtaining incomplete and inaccurate information. Obtaining these documents from any source other than directly from the source listed herein may also result in failure to receive any addenda, corrections, or other revisions to these documents that may be issued.

1.6. Electronic Bid Response

ELECTRONIC BID RESPONSE REQUIRED:

All bids/proposals MUST be electronically submitted by or before the due date under the appropriate solicitation/listing accessed online at: www.bidocala.com or www.prorfx.com

Bids/proposals may not be submitted by any other means other than as described above. The City will NOT accept bids/proposals sent by U.S. Mail, private couriers, fax or email.

If you wish to respond to the listing, click on the "Bid on this item" link and complete the fields presented to you.

Terms & Conditions for Listing

This Listing is under Award Review

You will not be able to view the bids until an Intent to Award or an Award has been made.
Should you have additional questions, please email or call the Agency Contact listed on the left.

Q:	Does the current auditor provide any other services outside of the scope of the RFP? Posted by: Peggy Estis 4/15/2024 4:36:13 PM EST
A:	The City is not aware of any services outside the scope of work. Posted by: Eileen Marquez 4/16/2024 11:33:17 AM

Q:	What has the City budgeted for the services covered in the scope of the RFP? Posted by: Peggy Estis 4/15/2024 4:36:52 PM EST
A:	Currently, no budget has been set. Posted by: Eileen Marquez 4/16/2024 4:42:59 PM

Q:	How many audit adjustments have there been for each of the last three years? Posted by: Peggy Estis 4/15/2024 4:37:25 PM EST
A:	Approximately 5-10 adjustments per year. Posted by: Eileen Marquez 4/16/2024 4:42:56 PM

Q:	Why are you considering a change in auditors? Posted by: Peggy Estis 4/15/2024 4:37:49 PM EST
A:	The contract with the City's previous auditor expires on 09/30/2024. As a Florida municipal corporation, the City of Ocala is required to utilize the auditor selection procedures set forth in section 218.391, Florida Statutes, to select an auditor to conduct its annual financial audit. Those procedures require the issuance of a request for proposal. Posted by: Eileen Marquez 4/17/2024 10:50:08 AM

Q:	We noted fieldwork is to start in February, when will the trial balance and supporting schedules be ready for audit planning and timing purposes? Posted by: Peggy Estis 4/15/2024 4:38:26 PM EST
A:	Approximately January 31, yearly, or usually one week prior to commencement. Posted by: Eileen Marquez 4/16/2024 4:43:35 PM

Q:	What auditor attributes are most appreciated by the City? Posted by: Peggy Estis 4/15/2024 4:38:53 PM EST
A:	Timeliness, accessibility, professionalism, willingness to work with the entire finance team, and is always there to help when we have questions. Posted by: Eileen Marquez 4/16/2024 4:43:47 PM

Q:	1. What EPR/accounting software does the City use? 2. What were the audit fees for the last 3 years? 3. How many major federal programs and state projects does the City anticipate for fiscal year 2024? 4. How many hours of assistance is the City’s internal audit department able to provide the external auditors? Posted by: Crystal Bennett 4/15/2024 4:58:41 PM EST
A:	1. Tyler’s Munis. 2. For a copy of the current audit contract send your request to emarquez@ocalafl.gov 3. Approximately, 30 Federal – 18 State 4. Approximately, our current internal auditors average 600 hours per year. Posted by: Eileen Marquez 4/16/2024 4:44:20 PM

Q:	1. Is the Annual Comprehensive Financial Audit Report required to be ADA compliant? Posted by: Omar Daniels 3/26/2024 10:48:25 AM EST
A:	Yes. Due to Florida Statue 282.601-606 and Section 508, all posted website information must be ADA compliant. The ACFR is required to be posted on our website and is required to be ADA compliant. Posted by: Eileen Marquez 3/27/2024 11:04:04 AM

Q:	2. Do you have an internal audit function? Posted by: Omar Daniels 3/26/2024 10:49:22 AM EST
A:	Yes. The City of Ocala has a 3-person internal audit department. Posted by: Eileen Marquez 3/27/2024 11:04:23 AM

Q:	3. Have all ARPA funds been expended? Posted by: Omar Daniels 3/26/2024 10:50:11 AM EST
A:	No. All ARPA funds will be obligated as of the next quarterly filing. Which will be reported April 2024. Posted by: Eileen Marquez 3/27/2024 11:04:48 AM

Q:	4. Do you prefer for auditors to be on site or to work remotely? Please note that we will be able to attend any public meetings for discussion of the audit report as needed. Posted by: Omar Daniels 3/26/2024 10:50:37 AM EST
A:	Onsite. Posted by: Eileen Marquez 3/27/2024 11:05:10 AM

Q:	5. If auditors come onsite, how long are the auditors in the field and how many come? Posted by: Omar Daniels 3/26/2024 10:51:24 AM EST
A:	Currently, we have approximately 6/7 auditors onsite during 4-week filed work. Then, 1-week interim work (summer). 1 – Audit Partner 2 – Audit Directors 1 – Single Audit/Grant Auditor 2/3 – Staff Personal Posted by: Eileen Marquez 3/27/2024 11:06:13 AM

Q:	6. What is the period in which fieldwork is generally performed? Is this still the most convenient time for you? Posted by: Omar Daniels 3/26/2024 10:51:51 AM EST
A:	Fieldwork is performed usually starting the second Monday in February for 4 straight weeks. Interim is performed mid-August for 1-week. Yes. Posted by: Eileen Marquez 3/27/2024 11:06:32 AM

Q:	7. What financial software are you currently using? Do you have any plans to change? Posted by: Omar Daniels 3/26/2024 10:52:14 AM EST
A:	We are currently using Tyler Munis; we went live with Tyler in October 2018, and currently have no plans to change. Posted by: Eileen Marquez 3/27/2024 11:06:56 AM

Q:	RFP, Tab 1. 3(b) requests a “Sample Audit Report”. Should we upload this as a separate document along with our proposal or can we provide a website link? Posted by: Jessica Kelsey 4/9/2024 1:35:34 PM EST
A:	Please upload as a separate document. Posted by: Eileen Marquez 4/11/2024 9:30:48 AM

Q:	RFP Tab 2.3 requests a copy of sample formats. These sample formats are also included in the “Sample Audit Report” requested in Tab 1.3(b). Is this the same requests or does the City requests the information be provided in both locations? Posted by: Jessica Kelsey 4/9/2024 1:36:05 PM EST
A:	Yes, we are asking for the same request in Tab 1.3(c) as in Tab 2.3. One document depicting all information will work. All reports should be submitted separately. ACFR, DDD, and CRA reports needs to be submitted as separate PDF files that meet ADA compliance requirements to be posted on our City website. Posted by: Eileen Marquez 4/11/2024 9:31:14 AM

Q:	In previous years, the City’s Internal Auditor would provide significant audit assistance. Under this RFP, would the City’s Internal Auditor continue to provide this same level of audit assistance? Posted by: Jessica Kelsey 4/9/2024 1:36:22 PM EST
A:	Yes, the internal auditor provides assistance in areas of Finance including but not limited to search for unrecorded liabilities, CIP projects, inventories, accounts receivable, payroll, and other areas as deemed necessary. Posted by: Eileen Marquez 4/11/2024 9:31:49 AM

Q:	Section 2.3 of your RFP, Insurance Requirements, requires Employee Dishonesty/Fidelity Bond, Inside Money and Securities Coverage in the amount of $1,000,000. However, in addition to the RFP, there is also a link on ProRFx with the City's Standard Insurance Requirements posted. That document does not list this coverage as required. This requirement is unusual and is substantially higher than all other similar engagements. In consideration of the fact that the Audit will not have any “City-owned property in the care, custody or control of the Auditor,” would the City reconsider this requirement or should the additional cost of coverage be included in the proposal. Posted by: Jessica Kelsey 4/9/2024 3:36:26 PM EST
A:	Standard insurance requirements and SPECIAL INSURANCE REQUIREMENTS are listed in the solicitation. Any insurance exceptions shall be evaluated by the City Risk Department. Posted by: Eileen Marquez 4/11/2024 9:32:25 AM

Q:	How many years has the City been using the current auditors? Posted by: Moises Ariza 4/10/2024 3:08:21 PM EST
A:	The City has been using the current vendor for over 20 years. Posted by: Eileen Marquez 4/12/2024 2:46:28 PM

Q:	What was the City Audit Fee for FY2022 and FY 2023? Posted by: Moises Ariza 4/10/2024 3:08:44 PM EST
A:	The City audit fee for FY2022 = $113,646 / FY2023 = $117,624 approximately (FY2023 Audit is not complete). Posted by: Eileen Marquez 4/12/2024 2:47:27 PM

Q:	What was the fee for the ACFR and Report Preparation in FY 2022 and FY 2023? Posted by: Moises Ariza 4/10/2024 3:09:13 PM EST
A:	The audit fee for FY2022 = $0.00 / FY2023 = $12,000 approximately (FY2023 Audit is not complete). Posted by: Eileen Marquez 4/12/2024 2:48:39 PM

Q:	What was the fee for the CRA Audit and Report Preparation in FY2022 and FY 2023? Posted by: Moises Ariza 4/10/2024 3:11:41 PM EST
A:	The audit fee for FY2022 = $5,175 / FY2023 = $5,355 approximately (FY2023 Audit is not complete). Posted by: Eileen Marquez 4/12/2024 2:49:47 PM

Q:	What was the fee for the DDD Audit and Report Preparation in FY 2022 and FY2023? Posted by: Moises Ariza 4/10/2024 3:13:30 PM EST
A:	The fee for the DDD Audit and Report Preparation: FY2022 = $5,000 / FY2023 = $TBD (FY2023 Audit is not complete). Posted by: Eileen Marquez 4/12/2024 2:51:48 PM

Q:	Were there any “out-of-scope” services performed by the current auditor during their tenure? If so, what were the related services and corresponding fees? Posted by: Moises Ariza 4/10/2024 3:13:44 PM EST
A:	None that we are aware of. Posted by: Eileen Marquez 4/12/2024 2:52:08 PM

Q:	What ERP software is the City currently using? Does the City intend to update their current ERP platform in the near future? Posted by: Moises Ariza 4/10/2024 3:14:08 PM EST
A:	Currently, the City of Ocala uses Tyler’s Munis and we do not plan on changing. Posted by: Eileen Marquez 4/12/2024 2:52:28 PM

Q:	Please provide a copy of the current audit contract. Posted by: Moises Ariza 4/10/2024 3:14:25 PM EST
A:	For a copy of the current audit contract send your request to emarquez@ocalafl.gov Posted by: Eileen Marquez 4/12/2024 2:52:50 PM

Q:	Please provide a copy of the most recent “Letter to Those Charged with Governance” issued by the auditor. Posted by: Moises Ariza 4/10/2024 3:14:39 PM EST
A:	To request a “Letter to Those Charged with Governance” issued by the auditor, send an email to emarquez@ocalafl.gov Posted by: Eileen Marquez 4/16/2024 12:28:54 PM

Q:	Does the City plan to issue new debt in the upcoming fiscal year? Posted by: Moises Ariza 4/10/2024 3:15:03 PM EST
A:	Not that we are aware of. Posted by: Eileen Marquez 4/12/2024 2:53:16 PM

Q:	Has the City completed the FY2023 audit? If so, please make the ACFR available. Posted by: Moises Ariza 4/10/2024 3:15:25 PM EST
A:	The FY2023 audit has not been completed and will be uploaded to the website after it is presented to Council. Posted by: Eileen Marquez 4/12/2024 2:53:44 PM

Q:	Does the City’s finance department handle the accounting and record keeping for both the CRA and DDA? Posted by: Moises Ariza 4/10/2024 3:15:41 PM EST
A:	Yes, the City finance department handles for both the CRA and DDD. Posted by: Eileen Marquez 4/12/2024 2:54:35 PM

Q:	It appears that the FY2022 ACFR was issued on March 30, 2023 and the FY 2022 CRA and FY 2022 DDA were both issued on May 11th. Is it typical for these components to be issued subsequent to the ACFR? Posted by: Moises Ariza 4/10/2024 3:16:01 PM EST
A:	No, they are normally issued together, as needed. Posted by: Eileen Marquez 4/12/2024 2:55:01 PM

Q:	Page 12 of the RFP states “management personnel available to meet the firms personnel by the 2nd Monday of February of each year” and “the auditor should complete all fieldwork by March 15th.” Are these dates correct? Is the auditor only provided 30 calendar days to complete fieldwork? We ask given the RFP calls for binding agreement of such dates by both parties. Posted by: Moises Ariza 4/10/2024 3:16:22 PM EST
A:	The dates are correct. Currently, the onsite fieldwork last no more than 30 days. Posted by: Eileen Marquez 4/12/2024 2:55:36 PM

Q:	Page 16 of the RFP calls for Sample Audit Report (Tab 1 Section 3c) and page 17 of the RFP (Tab 2 section 3) calls for Sample Audit Reports again. Financials of Cities, CRA’s, and DDA’s in the State of Florida are public information published online by the Florida Auditor General. Would a hyperlink to such reports suffice, considering the 40-page proposal limit? Some of these reports, can be hundreds of pages. Posted by: Moises Ariza 4/10/2024 3:16:42 PM EST
A:	Yes, a hyperlink will work as long as the link is to a report the auditor created. Posted by: Eileen Marquez 4/12/2024 2:55:53 PM

Q:	Page 19 of the RFP – Evaluation Criteria states the price would be 15 points. We did not identify a weighted average formula for support of such points. Does the City intend to publish a weighted average formula to avoid bias? Posted by: Moises Ariza 4/10/2024 3:16:56 PM EST
A:	The Cost scores are determined by giving the proposal with the lowest total cost the maximum number of points (15 points) allowed. The remaining proposals receive a percentage of the points available based on their cost relationship to the lowest cost proposal. This is determined by applying the following formula: Price of Lowest Cost Proposal X Maximum points available = Awarded Price Points Price of Proposal Being Rated Posted by: Eileen Marquez 4/11/2024 12:26:16 PM

Q:	Questions are due by April 15th and a week later the proposals are due (April 22nd). Would the City consider extending the due date, in order to provide sufficient time for the vendors to receive and “digest” the responses to the questions. Such information is critical to compile a vendor proposal. Posted by: Moises Ariza 4/10/2024 3:20:47 PM EST
A:	No, this was originally due back on 4/1. Posted by: Eileen Marquez 4/12/2024 2:56:17 PM

ProRFx ID: RFP03202400000054

RFP03202400000054

Scope of Work: