046-PLA-0414_InternalAccountsAuditingServices.pdf

The School Board of Polk County, Florida – Internal Accounts Auditing Services

RFP #046-PLA-0414

THE SCHOOL BOARD OF POLK COUNTY

PURCHASING DEPARTMENT

REQUEST FOR PROPOSAL (RFP)

**** REQUIRED RESPONSE FORM****

TITLE: RFP For Internal Accounts Auditing Services #046-PLA-0414

Proposal Certification

I hereby certify that I am submitting the following information as my vendor’s proposal and understand that by virtue of executing and returning with this proposal this REQUIRED RESPONSE

FORM, I further certify full, complete and unconditional acceptance of the contents of this

Request for Proposal, all Attachments, Worksheets, Appendices, Supplemental Materials, and the contents of any Addendum released hereto.

*SIGNATURE OF AUTHORIZED REPRESENTATIVE: ________________________________________

SIGN HERE

PRINT NAME OF AUTHORIZED REPRESENTATIVE: ________________________________________________

TITLE:__________________________________________________ DATE: _______________________________

PROPOSER (Legal name of firm): ____________________________________________________________

STREET ADDRESS: ___________________________________________________________________________

CITY & STATE: _______________________________________________________________________________

CONTACT PERSON: _________________________________________________________________________

CONTACT PERSON'S ADDRESS: ______________________________________________________________

TELEPHONE: ________________________ FAX: ________________ TOLL FREE: ________________________

E-MAIL ADDRESS: ________________________________________________________________________

PROPOSER TAXPAYER IDENTIFICATION NUMBER:_____________________________________________

NOTE: Entries must be completed in ink or typewritten.

*Please provide an original manual signature above.

Anti-Collusion Statement/Public Domain

I, the undersigned proposer have not divulged, discussed, or compared this proposal with any other

Proposers and have not colluded with any other proposer in the preparation of this proposal in order to gain an unfair advantage in the award of this proposal.

I acknowledge that all information contained herein is part of the public domain as defined in the

Public Records Act, Chapter 119, F.S.

INTERNAL ACCOUNTS AUDITING SERVICES

TABLE OF CONTENTS

Page

Required Response Form 1

Table of Contents 2

Section 1 Introduction 3

Section 2 Scope of Services 4-6

Section 3 General Instructions to Respondents 6-8

Section 4 Preparation of Proposals and Required Content 9-12

Section 5 Evaluation of Proposals 13-16

Section 6 General Terms, Conditions and Other Information 16-22

Section 7 Contract Information 22-27

Addendum Acknowledgement Form 28

Submittals Checklist 29

Appendix A Proposal Price Sheet 30

Appendix B Statement of Affirmation and Intent 31

Appendix C Drug-Free Work Place Certification Form 32

Appendix D Certification Regarding Debarment and Instructions 33-35

THE SCHOOL BOARD OF POLK COUNTY, FLORIDA

P.O. BOX 391 1915 S. FLORAL AVENUE

BARTOW, FLORIDA 33831-0391 BARTOW, FLORIDA 33830-7124

PURCHASING DEPARTMENT

Request for Proposal (RFP)

Internal Accounts Auditing Services

RFP NO: 046-PLA-0414

SECTION 1: INTRODUCTION

The School Board of Polk County Florida (hereinafter “SBPC” or “District” or “Board”) requests proposals from qualified Certified Public Accountants (hereinafter “the firm” or “the auditor”) to conduct an audit of the internal accounts activities of up to approximately 114 public schools per year for a period of three years. In the first year of the contract, all public schools are to be audited (approximately 114 schools). Auditing Services shall commence with an audit of the internal accounts activities for the fiscal year ending June 30, 2014 and end after the completion and submission of the audit report for the fiscal year ending June 30, 2016. The contract may be renewed as outlined within this RFP.

In the first year of the contract, all public schools are to be audited (approximately 114 schools).

After the first year of the contract, the composition of the schools to be audited each year will be up to: 66 Elementary Schools, 19 Middle Schools, 20 High Schools and 9 Specialized Schools

(Specialized Schools are typically schools for Exceptional Student Education). The composition and number of schools to be audited will be determined and may change to best meet the needs of the District. It is envisioned that a minimum of ½ of the schools will be audited in subsequent contract years (i.e. approximately 60 schools).

The District has centralized internal accounts. The Auxiliary Accounting Department monitors many areas of the school's compliance with Internal Accounts Policy. They review expenditure requests; monitor inventories of Athletic/Admission tickets, and Pre-numbered receipts. Auxiliary

Accounting processes all receipts and disbursements including purchasing card transactions.

They also perform the bank reconciliations for Internal Accounts bank accounts. All financial transactions for Internal Accounts are processed through SAP, the District's ERP System. The

Internal Accounts Senior Manager will work in a collaborative effort with the successful proposer.

All of the above records/information will be available at the district office.

For the purpose of this RFP, the terms “vendor”, “provider”, “proposer”, “respondent” are synonymous and shall refer to anyone submitting a response to the Request for Proposal.

This Request for Proposals is issued due to the expiration of the current contract with McGladry &

Pullen, LLP.

SECTION 2: SCOPE OF SERVICES

2.0 SCOPE OF SERVICES

This Request for Proposal (RFP) is to solicit competitive proposals from qualified agencies for the purpose of providing Internal Accounts Auditing Services. The successful firm will provide these services as outlined in the Scope of Services. The scope establishes the minimum requirements to be provided by the firm. The minimum specifications for services are:

INTERNAL ACCOUNTS AUDITING SERVICES

Each school has the capacity to raise funds, administer various accounts established for various student activities, and to document the process by which internal activity funds are expended. The review of internal activities accounts will include a review of records, books, internal working papers, bank accounts, and inventory of pre-numbered receipts, purchase orders, checks and other documents pertaining to each school’s financial transactions. The accounting records are maintained on a computerized accounting system. A copy of the current audit report is included with this RFP as Attachment A.

1. Financial Audit. The audit will be made in accordance with generally accepted auditing standards and Government Auditing Standards issued by the Comptroller

General of the United States. The purpose of the audit is to express an opinion on the financial statements of the Board’s agency - internal activity funds and obtain reasonable assurance about whether the financial statements are free of material misstatement. The scope of the audit is to include:

A. Compliance with the requirements of the State Board of Education Rule 6A-1.087, Florida Administrative Code.

B. Compliance with Florida Statutes.

C. Compliance with Financial and Program Cost Accounting and Reporting for Florida

Schools (the Red Book), issued by the State of Florida Department of Education.

D. Compliance with Polk County School Board Policies.

E. Compliance with the Board’s Internal Accounts Manual. A copy of the Internal

Accounts manual is included with this RFP as Attachment B. A copy of the

Powerpoint presentation used in training principals and financial secretaries is included as Attachment C.

F. Test of the accounting records and such other auditing procedures as considered by the auditor as necessary in the circumstances.

2. Review of Internal Control Structure. An evaluation is to be made of each school’s internal control structure to determine the extent to which selected control environment factors, accounting system methods and records, and policies and procedures promoted and encouraged compliance with controlling laws, administrative rules, and other guidelines; the reliability of financial records; and the safeguarding of assets.

3. Management Letter. The audit report shall include a management letter which shall contain the audit findings which may include the following material items discovered within the scope of the audit:

A. Recommendations to improve management, accounting procedures, internal control structure and increase efficiency;

B. Violations of laws, School Board policies, State of Florida/DOE rules and regulations discovered within the scope of the audit;

C. Illegal expenditures discovered within the scope of the audit;

D. Improper or inadequate accounting procedures;

E. Failure to properly record financial transactions;

F. Other inaccuracies, irregularities, shortages, and defalcations, if any, discovered by the auditor.

A draft report shall be issued to each of the audited schools. This report shall contain: (1) audit findings and (2) Firm’s recommendations (or corrective action plan) to the School

Principal which describes the course of action School Principal should take to correct these findings.

The Firm shall evaluate each of the School Principal’s responses to determine if they understood what caused the findings and have responded appropriately to correct these conditions. The final report will include the audit findings, the Firm’s recommendations, and the School Principal’s responses.

4. Exit Conference. An exit conference will be held with each school’s principal and financial secretary. These conferences can be held at the district office in Bartow.

All findings will be given to Senior Auditor of Internal Audit Services or designee before they are presented to the principal.

5. Other Matters. The District will provide the Firm with the basic information required for the audit, and is responsible for the accuracy and completeness of that information. The Firm will advise the District about appropriate accounting principles and their application and will prepare the financial statements, but the responsibility for accuracy of the financial statements remains with the District. This responsibility includes the maintenance of adequate records and related internal control structure policies and procedures, the selection and application of accounting principles, and the safeguarding of assets. The District will inform the

Firm of any known or discovered irregularities; inaccuracies; shortages; violations of laws, policies, rules and regulations; illegal expenditures; improper or inadequate accounting procedures; and defalcations.

6. Scheduling of Work. The Auditor shall coordinate his schedule and requests for information through the Internal Audit Services Department. The Auditor should, as necessary, consult with the Senior Auditor of Internal Audit Services for the school district. The Auditor shall directly contact the Senior Auditor of Internal Audit

Services with any unresolved questions of access, authority, or jurisdiction. The

Senior Auditor of Internal Audit Services, the Principal of each school, and other responsible personnel will be available to the Auditor during normal business hours which are generally 8:00 am – 5:00 pm. It is envisioned that the successful proposer will perform the majority of the work at the District Office in Bartow. The Auditor will be provided with reasonable work space, desks, and chairs and access to telephone lines, photocopying facilities and fax machines at each school and at the school district offices, if necessary. Report preparation, editing and printing shall be the responsibility of the Auditor.

7. Annual Completion Date. The Auditor will issue an audited Financial Report, in its final form, and the Management Letter for the audited schools’ internal accounts activities no later than December 1, 2014 for the fiscal year ended June 30, 2014.

The successful proposer will, in conjunction with the Director, Internal Audit Services, present the report to the SBPC at its Work Session in January 2015. The completion date for the subsequent fiscal years will be November 1st.

SECTION 3: GENERAL INSTRUCTIONS TO RESPONDENTS

3.1 District Contact/Inquiries

This RFP is issued by the District. The District is the sole point of contact with regard to this

RFP and all contractual matters related to the services described herein. All communications concerning this RFP must be addressed, in writing, to:

Lynn Adams, CPPO, CPPB, FCCN

Purchasing Services Manager

The School Board of Polk County

Post Office Box 391

Bartow, Florida 33831-0391

Email: Lynn.Adams@polk-fl.net

The physical address for overnight and hand delivery only is:

Lynn Adams, CPPO, CPPB, FCCN

Purchasing Services Manager

The School Board of Polk County

1915 South Floral Avenue

Bartow, Florida 33830

3.2 Written Questions

Written questions from potential proposers will be accepted by US mail, facsimile or email addressed to the attention of Lynn Adams, via the contact information in Section 3.1 of this RFP. All written questions must be received by the District no later than 5:00 pm on

April 21, 2014. Telephone inquiries will not be accepted, nor will answers be provided by telephone. It is the sole responsibility of the vendor at its own risk to ensure that written questions, however submitted, will be received by the deadline indicated above. No additional questions will be accepted after the deadline indicated above.

3.3 Official Responses

On or about April 23, 2014, the District will issue responses to all questions timely received.

The District will post the responses (as an addendum) to the same website where this RFP is posted, at www.myvendorlink.com

3.4 Addendum

The District may modify the Request for Proposal at any time prior to the proposal due date by issuance of a written addendum. Addenda shall be numbered consecutively and initiated by the Purchasing Director. No other person shall be authorized to make changes verbally or in writing. Any such addenda will be posted to the same website where this RFP is posted, at www.myvendorlink.com Vendors will need to check the website used to download this bid to see if there are any addenda that have been posted.

http://www.polk-fl.net/community/doingbusinesswithus/purchasing/default.htm http://www.myvendorlink.com/

It shall be the responsibility of the proposer to be sure they receive all addenda.

No addendum will be issued later than seven calendar days prior to the date for receipt of proposals except an addendum withdrawing the request for proposals or one which includes postponement of the date for receipt of proposals.

No verbal or written information which is obtained other than by information in this document or by addendum to this RFP will be binding on the District.

3.5 Receipt of Proposals

Provide one original proposal with manual signatures, and three copies of the proposal

(for a total of 4).

Proposals must be submitted in a sealed container, clearly identified as Request for

Proposal for Internal Accounts Auditing Services, #046-PLA-0414. Sealed proposals will be received until 3:00 p.m. (ET) on May 5, 2014 in the School Board Purchasing Office at the address shown in Section 3.1. The official clock for the purpose of receiving proposals is located in the Purchasing Office. All proposals must be date and time stamped by the official clock. Proposals will be opened in the Purchasing Office after the deadline for receiving proposals. Any proposal received in Purchasing after the deadline indicated above will be date and time stamped and will not be opened. It is the vendors’ responsibility to see that their proposal is properly received at the correct location prior to the deadline. Proposals will be received and publicly opened. Only names of respondents will be read at this time.

3.6 Anticipated Schedule of Events (Subject to change as conditions may dictate)

Activity Date

Release of RFP April 11, 2014

Deadline for Questions – 5:00 pm Eastern Time April 21, 2014

Release of Official Response to Questions April 23, 2014

Proposals Due – 3:00 P.M. Eastern Time May 5, 2014

Evaluation Process

*Evaluation Committee Meeting - 10:00 am until completed; Purchasing Dept. Conference Room May 8, 2014

*Finalist Oral Presentations (If necessary) - 10:00 am until completed; Purchasing Dept.

Conference Room

May 12, 2014

Posting of Award Recommendation (on or about)

May 9, 2014 (if there are no presentations) or May 13, 2014 (if there are presentations)

Anticipated School Board Action May 27, 2014

All times stated are Eastern Time.

*Evaluation Committee Meeting(s) and Interviews (if necessary) will be posted as a public notice at http://www.polk-fl.net/community/doingbusinesswithus/purchasing/evaluationsandnotices.htm.

Individuals covered by the Americans with Disabilities Act of 1990 in need of accommodations to attend public RFP openings or meetings should contact the School

Board’s Purchasing Department, Bartow, Florida (863-534-0045) at least five (5) days prior to the date of the opening.

http://www.polk-fl.net/community/doingbusinesswithus/purchasing/evaluationsandnotices.htm http://www.polk-fl.net/community/doingbusinesswithus/purchasing/evaluationsandnotices.htm

3.7 Conflict of Interest

The contractor must disclose any contractual relationship that exists or has existed between the contractor, or a predecessor organization of the contractor, or a subcontractor included in the contractor's response to this RFP, and the Polk County

School District from January 1, 2009 to date. Not every prior or existing contractual relationship will constitute a conflict of interest. However, each such relationship must be disclosed. Contractor should not merely state the conclusion that no conflict of interest exists. Contractors also must disclose any existing business or personal relationship between the contractor, its principals, or any affiliate or subcontractor, and the District, or any other entity or person involved in the project that is the subject of this RFP. Include this information under Tab 1, General Submittals.

Failure to disclose any such prior or existing contractual or personal relationship as described in this section may result in disqualification of the proposal. The District will make the final determination regarding the existence of a conflict of interest.

3.8 Restrictions On Contacting The District and SBPC

Upon the issuance of this RFP, all contact with the SBPC must be made through the designated contact person listed in Section 3.1. The Respondent must limit communication with the designated contact to the means specified in this document.

Other District employees, representatives of the District and members of the Evaluation

Committee are instructed not to answer questions regarding the RFP or otherwise discuss the contents of the RFP with the Respondents or its representatives. Any contacts made with other District employees, representatives of the District or members of the Evaluation Committee will be reported to Procurement Services. Respondents shall not, under the penalty of law, offer any gratuities, favors or anything of monetary value to any officer or employee of the District or representative of the District in connection with this competitive procurement.

Cone of Silence:

A Cone of Silence is hereby established for all competitive selection processes including Invitations to Bid (ITB), Requests for Proposal (RFP) and Invitations to Negotiate

(ITN) for the provision of goods and services. The Cone of Silence is designed to protect the integrity of the procurement process by shielding it from undue influences prior to the recommendation of contract award. Pursuant to School Board Policy 6324, the School Board of Polk County enacts a Cone of Silence that commences after the advertisement of the ITB, RFP or ITN. All provisions of School Board Policy 6324 are applicable to this solicitation. The cone of silence terminates at the time the Board acts on a written recommendation from the purchasing department or facilities department regarding contract award; provided, however, that communications are permitted when the Board receives public comment at the meeting when the recommendation is presented.

SECTION 4: PREPARATION OF PROPOSALS AND REQUIRED CONTENT

4.1. Proposal Preparation

In order to ease comparability and enhance the review process, it is requested that proposals be organized in the manner specified below. Failure to provide the required information will affect the evaluation of the proposal and may be grounds for disqualification. Responsive proposals should provide straightforward, concise information that satisfies the requirements noted above. Expensive bindings, color displays and the like are neither necessary nor desired. Emphasis should be placed on skills and experience that respond to the needs of the School Board, the requirements of this RFP and completeness and clarity of content.

4.2. Required Information and Format

Proposals must provide the required information in the following order and format. Failure to provide the required information will affect the evaluation of the proposal and may be grounds for disqualification. It is required that 4 copies (the original and three duplicate copies) be submitted. The Required Response Form (see page 1) must be signed by an officer or agent of the proposing firm who is empowered to contractually bind the firm. Proposals shall be valid for 90 days from the day after the deadline for receipt of proposals.

4.3. Table of Contents

Include a table of contents for clear identification of the material by tab number listed below:

4.4. Tab 1 – General Submittals

This is a compliance section and carries no evaluation points. Submittals shall include the following:

Required Response Form refers to page 1. Complete the form as provided, sign and include with your submittal. Any modifications or alterations to this form shall not be accepted. The enclosed original Required Response Form is the only acceptable form. An original manual signature should be provided in the space indicated on this form.

Per Section 6.4 of the RFP: All responses to this RFP are subject to release as public records consistent with Chapter 119 Florida Statutes. Florida law exempts trade secret information from production in response to a request for copies of government documents. If you believe any portion of your proposal response contains information that is not subject to release under Florida law, you should specifically identify the information you believe is exempt from release and the specific statutory authority that covers the asserted exemption under this Tab 1. Proposers may insert a statement that indicates that all content in the proposal is releaseable. If there is nothing submitted under this tab, we will assume that your proposal does not contain any information not subject to release and that all contents are releaseable.

Respondent must be properly registered, licensed and certified at time of submission:

o Type of Business: The Respondent shall identify the type of business entity involved

(e.g.; sole proprietorship, partnership, corporation, joint venture, etc.) The

Respondent shall identify whether the business entity is incorporated in Florida, another state, or a foreign country. Indicate years in business; changes in ownership.

Respondent must have been in continuous business for a minimum of three (3) years.

o State number of years in business

Principals: The Respondent must provide the name and address of all persons or entities serving or intending to serve as principals in the respondent’s firm.

Conflict of Interest Statement: See Section 3.7.

Statement of Affirmation and Intent: Complete and submit “Statement of Affirmation and Intent” (See Appendix B) included in this package. Completed form should be submitted with your proposal and must be on file prior to award.

Drug-Free Workplace: If applicable, sign and submit the Drug-Free Work Place

Certification form. (See Appendix C) Proposals received which are equal with respect to price, quality, and service and that have provided proper certification that a business has implemented a drug-free workplace program, shall be given preference in the award process.

Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion –

Lower Tier Covered Transactions.” Respondent must complete and submit the

“Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion –

Lower Tier Covered Transactions” (See Appendix D) included in this package.

Completed form should be submitted with your proposal and must be on file prior to award.

Addendum Acknowledgement Form: Respondent should complete, sign/date and submit the Addendum Acknowledgement Form acknowledging receipt of addenda

(when applicable). Completed form should be submitted with your proposal and must be on file prior to award.

Submittals Checklist: Respondent should complete the Submittals Checklist and submit the completed checklist. Completed form should be submitted with your proposal and must be on file prior to award.

Include printed copies of all information bulleted above under Tab 1 in your proposal.

4.5. Tab 2 – Experience, Qualifications and References

Respondent must have a proven track record that demonstrates success in providing similar Auditing Services as requested in this RFP.

Organizational History, Structure and Authoritative Direction of Control: Describe the history, structure and authoritative direction of control of your organization with particular emphasis on your experience in providing similar Auditing Services as requested in this RFP.

List at least three current or recently completed projects which best illustrate the experience of the firm. List engagements most similar in size and scope to the SBPC engagement detailed in this solicitation (please include relevant experience in public school systems if applicable). Include the following for each:

o The nature of the firm’s responsibility on the engagement.

o Name, address, telephone, email address and fax number for each project contact who may be contacted as a reference.

o Contract period dates (beginning and ending dates) o Scope of Work and Services for which the firm’s staff was responsible.

o Present status of the engagement.

o The firm’s key professionals involved on the engagement and who of that staff would be assigned to the project covered by this RFP.

The district reserves the right to check references listed by the respondent.

Company Profile

A. Is your company local, regional or national in scope? How many employees are employed company-wide? How long has the company in its existing form been in existence? How long has the company been in existence in any form? Give a brief history, if needed, concerning the changing company identity.

B. How many offices are located in the State of Florida? How many employees are employed in the State of Florida?

C. Where is the office located that will service this account if you receive an award?

How many employees, accountants with a CPA, other accountants, other professional support staff, and other clerical/support staff are located at this location? Describe the range of services offered through this office.

D. How many total accounts are serviced from the local office identified above in C?

How many of these accounts are Florida School Districts for the purpose of conducting auditing services? Name the Florida school districts currently and since 2009 that have been audited by this office, indicate the year(s) audited and annual budgets amount. List other Florida government entities audited by this office, including year(s) audited and annual budget amount.

E. Describe any disciplinary action taken against the firm or any individual associated with the firm by the State of Florida Board of Accountancy within the last three (3) years.

F. Submit most recent Peer Review Report

Audit Team Qualifications

A. Identify all members of the proposed auditing team that will service the School

Board’s account and define the role of each member. Indicate the primary point of contact at the local office and for field inquiries.

B. For each Account Team member indicate the following:

o Highest level of formal education obtained o Continuing professional education relative to governmental accounting and auditing o Experience in auditing Florida governmental entities, including Scope of Work and position held during engagement. Include contract dates of each engagement.

o Specific experience auditing Florida school districts, including Scope of Work and position held during engagement, and total annual budget audited.

Include contract dates of each engagement.

o Membership in various national or state governmental accounting boards, committees or associations.

o Professional recognition, such as Certified Public Accountant license, awards etc.

4.6. Tab 3 - Scope of Services

The selected respondent shall accomplish each of the tasks as outlined in the Scope of

Services Section 2. For each element of the scope of services identified, please provide a clear description of how the respondent plans to carry out each service required.

4.7. Tab 4 - Proposal Pricing

The submittal should include the respondent’s proposed pricing on the Proposal Price

Sheet (Appendix A). It is expected that all respondents offer educational discounted rates. In the first year of the contract, all public schools are to be audited

(approximately 114 schools). After the first year of the contract, the composition of the schools to be audited each year will be up to: 66 Elementary Schools, 19 Middle

Schools, 20 High Schools and 9 Specialized Schools (Specialized Schools are typically schools for Exceptional Student Education). The composition and number of schools to be audited will be determined and may change to best meet the needs of the District.

It is envisioned that a minimum of ½ of the schools will be audited in subsequent contract years (i.e. approximately 60 schools).

Note: Proposers must submit a “single” per school fixed price. The District is not interested in a “price range” based on the number of schools audited, or any other pricing structure other than the per school price as specified. Any change to the pricing methodology specified in this RFP will be rejected, rendering a proposal non-responsive.

4.8. Tab 5 - Additional Information

Any additional information or data which the Respondent deems essential to the proposal and for consideration, should be included in a separate section of the submittal titled, “Additional Information,” including but not limited to information contained in

Section 6.2 “Exceptions to RFP” if applicable. If there is no additional information to present, state in this section "There is no additional information that we wish to present.”

SECTION 5: EVALUATION OF PROPOSALS

5.1. Proposal Opening

Proposal submittals will be received and publicly opened. Only the names of respondents will be read at this time.

5.2. Proposal Evaluation Committee

A Proposal Evaluation Committee (PEC) consisting of District Staff and member(s) of the

Audit Committee will convene, review, evaluate and rank all valid responses submitted based on the evaluation factors and criteria developed below.

The Proposal Evaluation Committee reserves the right to conduct site visits of the respondent’s facilities and/or of a current project they are managing.

The Proposal Evaluation Committee reserves the right to interview any, all or none of the

Respondents that responded to the RFP and to require formal presentations with the key personnel who will administer and be assigned to work on behalf of the contract before recommendation of award. This interview is to be based upon the written proposal received.

The District reserves the right to modify the composition of the Proposal Evaluation

Committee as circumstances may require.

5.3. Evaluation Process:

The PEC will assign points in the evaluation and recommendation process in accordance with the Evaluation Criteria listed in Section 5.4.

Written Proposals: The PEC will evaluate and score written proposals in accordance with evaluation criteria listed under “Written Proposal Evaluation Criteria,” below. There is a total of 100 points possible in this section.

Proposers are cautioned to provide their best offer initially and should not withhold any information from the written response in anticipation of presenting the information orally, since oral presentations (presentations/interviews) may not be solicited from any/all proposers.

Oral Presentation/Interview: The PEC reserves the right to interview any, all or none of the proposers and to require a formal presentation/interview with the key people who will administer and be assigned to work on the contract before recommendation of award.

If the PEC decides to interview any or all proposers, then the criteria listed under

“Presentation/Interview Evaluation Criteria” below will be utilized. There is a total of 100 points possible in this section. The Evaluation Criteria will be added together, i.e. the scores from the “Written Proposal Evaluation Criteria” section will be added to the scores from the “Presentation/Interview Evaluation Criteria” section (if the Evaluation Committee decides to interview). If the “Presentation/Interview Evaluation Criteria” is utilized, there is a potential final scoring of those interviewed of up to 200 points (100 points in each section).

Decisions on finalists and specific interview times (if necessary) will be released on or about

May 8, 2014. Those who have been assigned to the District’s account shall be present at the presentations/interviews (the primary contact person for this contract or their designee). Those who participate in the presentations/interviews shall be knowledgeable in all aspects of the proposal and able to answer any and all questions.

All respondents should be prepared to participate in finalist presentations/interviews on

May 12, 2014 as scheduled by the District.

Proposers providing additional information requested by the District shall not submit in their response any information that will alter or change the terms and conditions of their original proposal.

The District reserves the right to negotiate further terms and conditions, including price with the highest ranked proposer at the conclusion of the evaluation process. If the District cannot reach a mutually beneficial agreement with the first selected proposer, the District reserves the right to enter into negotiations with the next highest ranked proposer and continue this process until agreement is reached.

SBPC will not be under any requirement to complete evaluations by any specific date and reserves the right to suspend or postpone the evaluation process should the need arise due to budget constraints, time constraints or other factors. However, it is anticipated that the review/evaluation process will be completed in a timely manner. Procurement

Services staff will participate in an advisory capacity only and will endeavor to notify in writing all respondents of any unexpected delays as noted above or otherwise determined.

The PEC in conjunction with the Purchasing Department will prepare and submit an agenda item to the Superintendent of Schools, Polk County, Florida.

The Superintendent will recommend to the School Board, the award or rejection of any and/or all proposal(s). The recommendation for award of the RFP will be posted for review by interested parties on or about May 9, 2014 (if there are no presentations) or on or about May 13, 2014 (if there are presentations) at The School Board of Polk County

Administrative Offices, 1915 S. Floral Ave., Bartow, FL and at www.myvendorlink.com and will remain posted for a period of at least 72 hours. The School Board will award or reject any or all proposal(s).

5.4. Evaluation Criteria

The evaluation factors will include, but not necessarily be limited to the criteria listed below. Only proposals that meet minimum requirements will be scored. Proposals that meet the minimum Technical requirements will be evaluated based on the following criteria:

Written Proposal Evaluation Criteria Point Value

I. Experience, Qualifications and References 40

II. Scope of Services 25

III. Proposal Price* 35

Total Points Available 100

Calculation of the proposal price: The “proposal price” shall be determined by multiplying the number of schools by the price per school for each of the school types to obtain a total cost for each type of school. The sum of the total cost/school type will be the total cost per fiscal year. The total cost for each of the three fiscal years will be added together to get the grand total. This grand total will be used to determine the distribution of points.

Distribution of points for evaluation of Proposal Pricing will be calculated as a percentage of cost increase as compared to the lowest cost proposal received.

For example, if Respondent A submits a proposal with a grand total of $10,000 and

Respondent B submits a proposal with a grand total of $15,000 and Respondent C submits a proposal with a grand total of $12,500, Respondent A would receive 100% of the possible points, Respondent B would receive 67% ($10,000/$15,000) of the possible points, and Respondent C would receive 80% ($10,000/$12,500) of the possible points.

*Note: Proposers must submit a “single” per school fixed price. The District is not interested in a “price range” based on the number of schools audited, or any other pricing structure other than the per school price as specified. Any change to the pricing methodology specified in this RFP will be rejected, rendering a proposal non-responsive.

Should the PEC members request presentation or interview from shortlisted respondents the following evaluation criteria will apply.

The proposers who are selected for an oral presentation/interview will receive an agenda to be used in preparation for their oral presentation/interview. The PEC members may ask questions for the purpose of clarification during the oral presentation/interview. The oral presentation/interview, based on the agenda and the responses to the Evaluation

Committee’s questions, will be used in the scoring.

Presentation/Interview Evaluation Criteria Point Value

I. Ability to Perform Work 40

II. Experience 45

III. Cost Containment Strategies 15

Total Points Available 100

A vendor’s past performance may be used in the evaluation process of this RFP. All respondents should be prepared to participate in finalist interviews (if necessary) on May

12, 2014.

5.5. Award And Contract

Award shall be made to the most responsive and responsible Respondent whose proposal is determined in writing to be the most advantageous, bringing “best value” to meet the criteria of SBPC. Following the selection and upon final negotiation of the

Contract terms and conditions with the top-ranked Respondent, recommendation(s) for contract award, as required, will be submitted to the Superintendent. The

Superintendent will recommend to the School Board the award or rejection of any and/or all proposal(s).

5.6. The District reserves the right to accept or reject any or all proposals.

The District shall be the sole judge of proposers’ qualifications.

The District reserves the right to waive irregularities and technicalities and may, at its sole discretion, request a clarification or other information to evaluate any or all proposals.

The District reserves the right, before awarding the contract, to require proposer(s) to submit evidence of qualifications or any other information the District may deem necessary.

The District reserves the right to cancel the RFP or portions thereof, without penalty.

The District reserves the right to: (1) accept the proposals of any or all of the items it deems, at its sole discretion, to be in the best interest of the District; and (2) the District reserves the right to reject any and/or all items proposed or award to multiple proposers.

Nothing herein will prevent the School Board of Polk County, Florida, from making multiple awards and to deem all proposals responsive, and to assign work to any firm deemed responsive.

SECTION 6: GENERAL TERMS, CONDITIONS AND OTHER INFORMATION

6.1 School Board Obligations

The District accepts no obligation for the costs incurred in responding to this RFP in anticipation of being awarded a contract. The District reserves the right to select qualified responses to this RFP without discussion of the responses with the respondents.

The District reserves the right to reject any or all submitted proposals.

6.2 Vendor Obligations

Vendors are invited to submit proposals in accordance with the requirements outlined in this document. By submitting a signed proposal, a vendor agrees that it fully understands this RFP and must abide by the terms and conditions contained therein. The proposals are required to address all specifications in this RFP and must specifically highlight in the proposal under Tab 5 on a page entitled “Exceptions to RFP” any deviations or variations from the services requested in the RFP. If no such page is included under Tab 5 in the proposal, the District will expect the vendor to provide the services requested in the RFP and to enter into a contract on that basis at their proposed costs, if selected to perform the work. Unauthorized exceptions, amendments, or deviations will not be accepted.

The decision of the District will be final in this regard.

Cost of preparation of a response to this request for proposal are solely those of the proposer, and the District assumes no responsibility for any such costs incurred by the proposer.

The responsibility for determining the full extent of exposure to risk and verification of all information rests solely with the company submitting a response. Neither the District nor its representatives shall be responsible for any error or omission in this request for proposal, nor the failure on the part of the responder to determine the full extent of exposure to risk.

6.3 Lobbying

Proposers are hereby advised that lobbying is not permitted with any district personnel, representatives of the District, Board Members or Evaluation Committee members related to or involved with this RFP. All inquiries must be directed through the Purchasing

Department as outlined in Section 3.

Lobbying is defined as any action taken by an individual, firm, association, venture, partnership, syndicate, corporation, and all other groups who seek to influence the governmental decision of a Board Member, district personnel, representatives of the

District or Evaluation Committee members on the award of this contract.

Any proposer or any individuals that lobby on behalf of proposer will result in rejection/disqualification of said proposal.

6.4 Public Records

All responses to this RFP are subject to release as public records consistent with Chapter

119 Florida Statutes. Florida law exempts trade secret information from production in response to a request for copies of government documents. If you believe any portion of your proposal response contains information that is not subject to release under Florida law, you should specifically identify the information you believe is exempt from release and the specific statutory authority that covers the asserted exemption. Place this information in your proposal under Tab 1. (see Section 4.4)

Please note that details of proposals, including alleged trade secrets, with the exception of a vendor’s financial statements, may be disclosed at a public meeting.

Please be aware that the designation of an item as a trade secret by you and the refusal to disclose any materials submitted to the District may be challenged in court by any person. By your designation of material in your proposal as “trade secret” you agree to hold harmless the District for any award to a plaintiff for damages, costs or attorney’s fees and for costs and attorney’s fees incurred by the District by reason of any legal action challenging your claim and the District’s refusal to disclose.

6.5 Time

All times stated in this document refer to the Eastern Time Zone (ET). The normal office hours for the District are from 8:00 a.m. to 5:00 p.m., Monday through Friday, except

Board holidays.

6.6 Public Entity Crimes Statement and Convicted Vendor List

In accordance with Section 287.133(2)(a), Florida Statutes, the following information is part of this RFP:

A person or affiliate who has been placed on the convicted vendor list following a conviction for a 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 of 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. The prospective proposer certifies, by submission and signature of this bid, that neither the proposer, nor its principal, its agent or its representative is presently debarred suspended, proposed for debarment, declared ineligible, voluntarily excluded from participation in this transaction or otherwise precluded by Florida Statute 287.133 from participating in this contract.

6.7 Discriminatory Vendor List

Per the provisions of Florida Statute 287.134(2)(a), “An entity or affiliate who has been placed on the discriminatory vendor list 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 of 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.” The prospective proposer certifies, by submission and signature of this bid, that neither the proposer, nor its principal, its agent or its representative is presently on the discriminatory vendor list, or otherwise precluded by

Florida Statute 287.134 from participating in this contract.

6.8 Invoicing for Work/Progress Billing

In consideration of the probable length of the audit engagement for each fiscal year, progress billing will be permitted on a percentage of completion basis. To determine progress, the proposer will prepare, as part of the audit plan, an estimate of total hours required to complete the engagement. Progress will be determined by comparing the hours incurred to date to the estimated total hours for the engagement. A listing of hours incurred will accompany the invoice in support of this calculation. Progress billings may be rendered monthly during the course of the engagement. However, the final payment will be made upon resolution of any open issues or delivery of any remaining items. The District reserves the right to temporarily retain ten percent (10%) from it’s fee payments to the proposer pending completion and final payment of fees in order to preserve it’s ability to enforce this provision, if necessary.

6.9 Preference for Drug-Free Workplace

Whenever two or more proposals which are equal with respect to price, quality, and service are received, preference shall be given to a proposal received from a business that certifies that it has implemented a drug-free workplace program in accordance with Section 287.087, Florida Statutes. In order to receive preference, a signed certification of compliance must be submitted with the proposal. See Appendix C.

6.10 District Responsibilities

The timely performance of the scope of services is the responsibility of proposer. The

District agrees to provide the following assistance to proposer:

Agree to a clear definition of the scope of services and various Contractor responsibilities.

Provide available written documentation and access to staff.

Provide a School Board liaison to give input to the Contractor and answer questions

If there are other resources that the contractor will require of the District please list them in your proposal.

The District agrees to provide contractor with all available data in its possession relevant to the Contractor’s services. Contractor agrees to keep the District fully apprised of work in progress and shall notify the District in the event of any unanticipated problems or delays.

6.11 Proposer’s Email and Mailing Address

It is the responsibility of every proposer to register and maintain their current email and mailing address at www.myvendorlink.com.

6.12 Other Information

All proposals, whether accepted or rejected, shall become the property of the District.

The District reserves the right to reject any and all proposals and to request additional proposals or to negotiate modifications of submitted proposals if deemed necessary and in the best interest of the District to do so. The District reserves the right to waive irregularities in the proposals.

Should proposals require additional clarification and/or supplementary information, firms should be prepared to submit such additional clarification and/or supplementary information, in a timely manner, when so requested. The Purchasing Director may arrange for discussions with firms submitting proposals, if required, for the purpose of obtaining additional information or clarification.

The District reserves the right to alter, amend, or modify any provisions of this RFP, or to withdraw this RFP at any time prior to the award of a contract pursuant hereto, if it is in the best interest of the District to do so. The decision of the District will be final in this regard.

The Contractor shall designate a Project Manager who shall be the primary contact for the Contractor.

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