Annual_External_Financial_Audit_Services.pdf

Mayor Chief Procurement Officer Buddy Dyer Fabio Henao, NIGP-CPP, CPPO, CPPB

REQUEST FOR PROPOSAL (RFP)

RFP27-0006

ANNUAL EXTERNAL FINANCIAL AUDIT SERVICES

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

REQUEST FOR PROPOSAL (RFP)

ANNUAL EXTERNAL FINANCIAL AUDIT SERVICES

TABLE OF CONTENTS

1. INTRODUCTION

2. REQUEST FOR PROPOSALS INFORMATION

3. TERM OF CONTRACT

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

5. PRE-PROPOSAL CONFERENCE

6. PROPOSAL DUE DATE AND TIME

7. PROPOSAL PREPARATION AND FORMAT

8. REQUIRED PROPOSAL SUBMITTALS

9. DELIVERY OF PROPOSALS

10. CONFORMANCE TO SOLICITATION

11. EVALUATION CRITERIA

12. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

13. GENERAL TERMS AND CONDITIONS

14. ADDITIONAL INFORMATION

15. ADDENDUM TO REQUEST FOR PROPOSALS

16. APPLICABLE LAW AND APPEALS

17. CONTRACT

18. EXECUTION OF CONTRACT

19. AFFILIATED AGENCIES

20. EMPLOYMENT ELIGIBILITY; E-VERIFY SYSTEM

21. RIGHT TO AUDIT RECORDS

22. FISCAL YEAR FUNDING APPROPRIATION

23. PUBLIC ENTITY CRIMES

24. PROMPT PAYMENT ACT

25. INVOICES

26. DISPUTE RESOLUTION

27. PROPOSER'S GUARANTEE

28. INSURANCE / PERFORMANCE BONDS

29. FLORIDA SALES TAX

30. DRUG-FREE WORKPLACE CERTIFICATION

31. AMERICANS WITH DISABILITIES ACT

32. RECIPROCAL LOCAL PREFERENCE

33. PURCHASING CONTRACTS W/ OTHER GOVERNMENT AGENCIES

34. FOREIGN CORPORATION

35. SUBCONTRACTORS

36. PURCHASING CARD PROGRAM

Annual External Financial Audit Services

37. LIVING WAGE POLICY

38. PROHIBITION - CONTRACTING WITH SCRUTINIZED COMPANIES

39. SOFTWARE LICENSES

40. NON-DISCRIMINATION

41. GOVERNING LAW / VENUE

42. RECOVERED MATERIALS

43. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR

IDEOLOGICAL INTEREST IN GOVERNMENT CONTRACTING

44. VENDOR QUESTIONNAIRE

Attachments:

A - Exhibit_1_-_Contract (3)

B - Exhibit 2 - 2025 ACFR

1. INTRODUCTION

1.1. Summary

The City of Orlando (City) is soliciting proposals from firms of independent certified public accountants, who are licensed to practice in the State of Florida, to submit a written proposal for the performance of the annual audit of the financial statements of the City for the fiscal years ending September 30, 2028, 2029, and 2030. The Request for Proposal

(RFP) is to provide responding parties with guidelines and information to aid in their submission of Proposals.

The Purpose of the audit is to express an opinion as to the fair presentation of the City's basic financial statements in conformity with accounting principles generally accepted in the United States.

The audit shall be conducted in accordance with generally accepted auditing standards as set forth by the American Institute of Certified Public Accountants; the standards set forth by the Government Accounting Standards Board; the U.S. General Accounting

Office's Government Auditing Standards; Section 218.39 and 218.415 Florida Statutes;

the Florida Department of Banking and Finance; the audit requirements of Title 2 U.S.

Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost

Principles, and Audit Requirements for Federal Awards (Uniform Guidance); the Rules of

Auditor General; the Florida Single Audit Act; and any other applicable standards.

1.2. Background

The City of Orlando is approximately 138 square miles. With its central location in the region and the State, Orlando is easily accessible from Interstate 4, Florida Turnpike, East/West Expressway and the Beachline Expressway.

The City of Orlando is a Florida municipal corporation with a Mayor/Council form of government. the Mayor, as presiding officer of the City Council, also serves as the Chief

Executive Officer (CEO). As the CEO, the Mayor oversees the daily administration of City operations, and implementation of City policy through a cabinet consisting of the Chief

Administrative Officer (CAO), the Chief Financial Officer (CFO), and seven (7) department directors. the CAO, CFO , Chief of Staff, and City Attorney report directly to the Mayor.

The department heads report through the CAO.

The City is recognized as the core of a four county Metropolitan Statistical Area (MSA).

The Orlando MSA consist of Orange, Lake, Osceola, and Seminole Counties. Orlando is the largest city in both Orange County and the MSA.

The Orlando MSA has a population of approximately 2,961,947 people, of which and estimated 340,681 live within the City's borders. The City employs 3,704 full time employees and had total assets of over $5.1 billion and revenues of approximately $1.4 billion for the fiscal year ended September 30, 2025.

The City has a financial reporting staff of seven and a grants management staff of three within the Accounting and Control Division who will be committed to the audit and the timely completion of the Annual Comprehensive Financial Report (ACFR).

The City has received the Government Finance Officer Association (GFOA) Certificate of

Achievement for Excellence in Financial Reporting for the past 47 years.

Past Audit fees were as follows:

Fiscal Year Contract Price - City of Orlando Contract Price -

CRA

Total Contract

Price

2021 $196,300 $5,500 $201,800

2022 $199,500 $5,500 $205,000

2023 $209,500 $5,775 $215,275

2024 $220,000 $5,775 $225.775

2025 $231,000 $6,100 $237,100

The City's accounting system is substantially automated. The primary accounting software is an Enterprise Reporting and Planning (ERP). The City is currently working with Workday Financial Management and Workday Human Capital Management applications. Workday is an enterprise-class multi-tenant SaaS application. For additional information on Workday, see www.workday.com.

The Mission of the City of Orlando is to "Enhance the quality of life in the City by delivering public services in a knowledgeable, responsive and financially responsible manner."

1.3. Contact Information

Direct inquiries to the following:

Tara Urdininea

CPP, Procurement Agent III

400 South Orange Avenue

Orlando, FL 32801

Email: tara.urdininea@orlando.gov

Phone: (407) 246-2368

Department:

Accounting and Control

1.4. Timeline

The following is the scheduled calendar of events with important dates and times. Dates are subject to change by the Chief Procurement Officer (“CPO”) of the Procurement and https://www.workday.com/ mailto:tara.urdininea@orlando.gov tel:(407)246-2368

Contracts Division or designee, at their sole discretion. If the Procurement and Contracts

Division determines that it is necessary to change these dates or times prior to the

Proposal due date, the change will be announced via an addendum.

Release Project Date October 23, 2026

Pre-Proposal Meeting (Non-

Mandatory)

November 5, 2026, 11:00am

JOIN THE VIRTUAL PRE-PROPOSAL

CONFERENCE.

Online:

https://teams.microsoft.com/meet/2895738

41920999?p=JIgzs10ucsjtn9UE4u

Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 289 573 841 920 999

Passcode: VJ9HU7X4

Question Submission Deadline November 19, 2026, 5:00pm

Proposal Submission Deadline December 7, 2026, 2:00pm

JOIN THE VIRTUAL PROPOSAL

OPENING.

Online:

https://teams.microsoft.com/meet/2841980

31514169?p=VfIClwgD54ZmhnlkGP

Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 284 198 031 514 169

Passcode: Jd6Wr6NE

2. REQUEST FOR PROPOSALS INFORMATION

The Procurement and Contracts Division is the official source to obtain information relating to City of Orlando solicitations. It is incumbent on the Proposer to obtain solicitation and current award information prior to and after the scheduled opening date of a Request for Proposals. Information is updated daily as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled https://teams.microsoft.com/meet/289573841920999?p=JIgzs10ucsjtn9UE4u https://teams.microsoft.com/meet/289573841920999?p=JIgzs10ucsjtn9UE4u https://teams.microsoft.com/meet/284198031514169?p=VfIClwgD54ZmhnlkGP https://teams.microsoft.com/meet/284198031514169?p=VfIClwgD54ZmhnlkGP opening date of a Request for Proposals. You may obtain award and other solicitation information in a variety of ways:

A. There are currently two Internet sites available to obtain RFP Selection

Committee rankings, Notice of Intended Action for award and other information:

1. The City of Orlando Procurement and Contracts Division’s Website:

http://www.orlando.gov/procurement/solicitations/ If you are interested in obtaining solicitation information, copy and paste the above link into your web browser and click on View Current Bids. Please remember that you must keep your registration information up to date in order to continue to receive notifications of bidding opportunities that meet your commodity code selections.

2. Direct link to the City's e-Procurement Portal:

https://procurement.opengov.com/portal/orlando.

B. You may visit the Procurement and Contracts Division, during normal business hours, to obtain award information, solicitation packages, addendums, and other documents. Our office is located at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

You may also call the Procurement and Contracts Division at (407) 246-2291, during normal business hours, to request award and other solicitation related information.

We appreciate your interest in doing business with the City Beautiful and wish you much success with your business ventures.

3. TERM OF CONTRACT

It is the intent of the City is to award a Contract for a three (3) year term to begin upon approval and execution by the City. The Contract may, by mutual assent of the parties, be extended for two (2) additional twelve (12) month periods or portions thereof, up to a cumulative total of sixty (60) months.

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

4.1. Auditor Responsibilities

A. The funds to be audited for the City of Orlando are those included in the City's

Annual Comprehensive Financial Report (ACFR) for the fiscal year ended http://www.orlando.gov/procurement/solicitations/ https://procurement.opengov.com/portal/orlando

September 30, 2028, which is available on the City’s website

(https://www.orlando.gov/Our-Government/Records-and-

Documents/Financial/Annual-Comprehensive-Financial-Report). The Accounting and Control Division within the Office of Business & Financial Services will be responsible for preparing the ACFR, and all elements thereof. This also includes the Schedule of Expenditures of Federal Awards and State Financial Assistance, which is included in the City’s ACFR. The auditor will be responsible for issuing any opinions on the basic financial statements and other firm reports required by applicable professional standards only for such financial reports.

B. The audit services shall be performed in compliance with Section 218.39, Florida

Statutes and the requirement of:

1. US Generally Accepted Accounting Standards (GAAP)

2. Government Auditing Standards issued by the Comptroller General of the

United States.

3. Audits of State and Local Government Units, issued by the American Institute of Certified Public Accountants.

4. Florida Single Audit Act and other Florida Statutes, as applicable.

5. American Recovery and Reinvestment Act reporting requirements, as applicable.

6. Rules of the State of Florida Department of Financial Services (DFS), as applicable.

7. The audit requirements of Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit

Requirements for Federal Awards (Uniform Guidance).

8. DFS State Projects Compliance Supplement.

9. Rules of the State of Florida Auditor General, Chapter 10.550, Local

Governmental Entity Audits.

10. Federal HUD Audit Guidelines, as applicable.

C. The auditor will be required to issue the following reports:

1. Report of the fair presentation of the City’s financial statements in conformity with accounting principles generally accepted in the United States of America.

2. Report on compliance with the financial covenants of:

https://www.orlando.gov/Our-Government/Records-and-Documents/Financial/Annual-Comprehensive-Financial-Report https://www.orlando.gov/Our-Government/Records-and-Documents/Financial/Annual-Comprehensive-Financial-Report

a. Senior Bond Ordinance, City of Orlando, Florida, Capital Improvement

Special Revenue Bonds adopted by City Council on December 9, 1991;

b. Senior Lien Parking Facilities Revenue Bond Ordinance. To date there are no outstanding bond issues but this report would be required if additional parking bonds were issued.

3. Report on internal control over financial reporting and on compliance and other matters based on an audit of financial statements performed in accordance with government auditing standards.

4. Report on compliance with requirements applicable to each major Federal award and state financial assistance project and on internal control over compliance in accordance with OMB 2 CFR Part 200, Government Auditing

Standards, and Chapter 10.550, Rules of the Auditor General, State of

Florida.

5. Schedule of Findings and Questioned Costs.

6. The data collection form submitted to the Federal Audit Clearing House as required by the Uniform Guidance.

7. The auditor will be required to review the Annual Financial Report to the

Department of Financial Services, in accordance with Section 218.32, Florida

Statutes.

8. The auditor will have read-only access to Workday. We will expect the

Auditors (after training) to be able to run reports and pull documents from

Workday.

D. It is the responsibility of the Primary Auditor, not sub-contractor, sub-consultants or sub-auditors, to issue all audit opinions and reports. If a dispute arises involving a sub-contractor, sub-consultant or sub-auditor on an audit opinion or report, the Primary Auditor shall be responsible for resolving the dispute; and the City shall not be obligated to contact or coordinate with any party except the Primary Auditor in obtaining a resolution. Once the audited financial statements are complete (including the report of the independent auditor), the City shall publish its financial statements without having to obtain prior permission of the auditor. This includes posting of audited financial statements on the City’s website. This also includes, but is not limited to, inclusion of selected data in Official Statements with appropriate citations.

E. Timeliness and the ability to complete the ACFR in a timely manner are critical factors in the performance of the audit. The auditor will coordinate the audit with the City's Controller and will accomplish the audit in a phased basis throughout the year to reduce the year-end workload surrounding the audit of the City's financial activities. It is desirable for the auditors to begin fieldwork July 1 for the annual audit each year and to sign off on the ACFR by February 28 so it may be sent to the printer and submitted to GFOA by March 20. The City shall have closed, balanced and prepared financial statements for all funds to be examined by the auditor by November 30th of each year. Timing for the interim fieldwork for the audit of fiscal year ending September 30, 2028 will be negotiated subsequent to the execution of the contract.

F. Below is an example of the timeline followed by the City in the completion of the annual audit process and submission of the ACFR:

Date: Deliverable:

July 1 - September 30 Interim Field Work

December 1 Audit Fieldwork Begins

January 25 First Draft (All Financial Statements and Notes) distributed to Auditors, along with GAAP Disclosure Checklist

February 8 Auditor complete initial review of First Draft; marked up copy distributed to

Accounting and Control Division to make changes to ACFR

February 22 Final Draft of ACFR (including MD & A and Statistical Section) is distributed to

Auditors for review

March 4 Review of Final Draft is completed by Auditors and they sign off on ACFR; final changes are submitted to Accounting & Control Division

March 15 Final ACFR document is completed and submitted to GFOA

Working papers are the property of the auditor and should be held locally for a period of

(5) five years. Working papers will be available for examination or duplication without charge to authorized City personnel, representatives of the cognizant Federal Audit

Agency, the General Accounting Office, the State of Florida Auditor General or the State

Board of Accountancy.

They will be made available for examination or duplication at reasonable charge to subsequent auditors engaged by the City. The auditor will agree to immediately notify the

City if the Board of Accountancy or any other regulatory agency requests a review of the audit work papers concerning the City or any government client audited by the local office.

The Auditor may be called upon to do a ACFR presentation and/or provide other financial information to City Council. In addition, the Auditor will be expected to attend meetings of the City's Audit Board. The Audit Board normally meets 4 - 5 times each year.

4.2. City's Responsibilities

Throughout the audit engagement, the City’s Controller and/or Assistant Controller will coordinate and support the audit including: clarifying the City’s organizational structure;

providing contact information such as the names and contact information of personnel who can provide the information or documents needed during the audit; help the auditor navigate through the accounting system; obtain the summary reports, schedules, and supporting documentation requested in advance from the City before the auditor starts interim or year-end fieldwork; and processing of all audit invoices.

Accounting and Control Division staff will be available during the audit to assist the firm by providing information, documentation and explanations.

The Controller and/or Assistant Controller will also arrange audit status meetings with the auditor and other appropriate City staff to monitor the progress of the audit, and will review draft reports. This is to include meetings at the conclusion of the audit and before the release of the Management Letter.

The auditor will be provided adequate work and storage space during the fieldwork period and will also be given access to any other necessary office equipment.

The City’s Audit Services and Management Support staff is available to provide between

200-400 hours of audit support to the auditor. Scheduling and assigned areas may be coordinated directly with the Director of Audit Services and Management Support.

4.3. Task Orders

The City shall, from time to time at its sole discretion, authorize the Contractor in writing to provide services by means of task orders (“Task Orders”) under the terms of the

Contract entered into pursuant to this Request for Proposal (RFP). A Task Order shall, by mutual agreement of the parties, set forth, (1) the Scope of Services, (2) the time for performance, (3) method and amount of compensation which may be either based on

Contractor’s fee schedule or fixed price negotiated by the parties, and (4) the

Deliverables, if any, which are the items to be provided to the City as a result of the services.

The City does not guarantee, warrant, or represent that any number or any particular type of project will be assigned to the Contractor under the terms of the Contract. Furthermore, the purpose of the Contract is not to authorize a specific project, but to set forth certain duties, obligations, rights and responsibilities that may be incorporated by reference into any Services Authorization that may be mutually agreed to by the parties. The City shall have the sole discretion to select the project(s), if any that may be given to the

Contractor. Any Contract arising from this RFP shall be a nonexclusive agreement.

5. PRE-PROPOSAL CONFERENCE

5.1. Date

A Non-Mandatory Pre-Proposal Conference will be held at:

JOIN THE VIRTUAL PRE-PROPOSAL CONFERENCE. Online:

https://teams.microsoft.com/meet/289573841920999?p=JIgzs10ucsjtn9UE4u Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568 Once dialed-in and prompted, enter the Conference ID: 289 573 841 920 999 Passcode: VJ9HU7X4 on

Thursday, November 5, 2026 at 11:00 am.

5.2. Purpose

The Pre-Proposal conference is intended to provide prospective Proposer(s) the opportunity to ask questions or receive clarification from City representatives of any requirements of this Request for Proposals. Representatives from the Procurement and

Contracts Division and a technical representative from the using department will be present to discuss the project and answer questions.

5.3. Oral Interpretations and Addenda

All interpretations and clarifications related to the Request for Proposals, or supplemental instructions will be in the form of a written addendum from the Procurement and Contracts

Division. No oral interpretations or clarifications from City staff or by other means will be considered binding unless issued in writing.

5.4. Clarification of Requirements

To facilitate the clarification of requirements, it is strongly recommended that Proposer(s) submit all questions in writing, via email to Tara Urdininea, at least three (3) days prior to the pre-proposal conference.

Tara Urdininea, CPP, Procurement Agent III

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

Telephone: (407) 246-2368

Fax: (407) 246-2869

Email: tara.urdininea@orlando.gov

Website: http://www.orlando.gov/procurement/

6. PROPOSAL DUE DATE AND TIME

6.1. Proposal Due Date

Sealed Proposals must be submitted electronically and received by Procurement and

Contracts Division, no later than 2:00 pm, Local Time, Orlando, FL, on Monday, December 7, 2026. Proposals received after this date and time, will not be considered.

6.2. Public Opening

Proposals will be publicly opened and announced by the Procurement and Contracts

Division on the due date and time as specified herein. The Proposer’s name and verification of bond submittal, if applicable, will be publicly announced aloud at the

Proposal opening.

Instructions to join the solicitation opening virtual meeting:

A. Select a method to join

1. Join a Microsoft Teams Meeting from your calendar, via dial-in number and conference ID, or sign in as a guest on the web. For information on joining a

Microsoft Teams Meeting from the app or on the web, visit:

https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-

4414-8bb9-ee88e9236ee4

B. Choose your device and download Teams

1. Go to https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app and download Microsoft Teams. You can use a smart phone, tablet, laptop, or desktop computer to download at no cost. Make sure to allow some extra time for the install before joining your first meeting. If you do not have one of the devices just mentioned, you can also call in to the meeting. If you cannot download the desktop or mobile application, follow the instructions to join a Microsoft Teams Meeting on the web.

C. Join the virtual meeting

1. See Introduction Section for the Location and/or link to the virtual Proposal

Opening.

a. Note: Sessions may be recorded. Please turn your camera off and mute your microphone before joining the meeting.

D. Provide live public comment http://www.orlando.gov/procurement/ https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app

1. An opportunity to speak will be provided to all in attendance during the meeting. You will be called by the name, email or phone number listed. When called, unmute your device and state your name and address for the record.

6.3. Public Record

Proposals received in response to this Request for Proposals are exempt from disclosure under the provisions of the Public Records Law until such time as an award decision has been made known or until thirty (30) days after the Proposal opening, whichever is earlier.

7. PROPOSAL PREPARATION AND FORMAT

7.1. Preparation

Prepare your Proposal in a clear and concise manner. Ensure that the content of your

Proposal submittal is complete. Special attention should be given to the specific information, instructions and requirements of the Request for Proposals document to ensure responsiveness. Proposals that are incomplete or lack key information may be rejected. To help facilitate the review process, properly label each section or tab to correspond with your submittal information.

7.2. Incurred Expenses

The City is not responsible for any expenses which Proposers may incur in preparing and submitting Proposals including presentations and any other expenses called for in this

Request for Proposals.

7.3. Proprietary Information

A. In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all

Proposers should be aware the Request for Proposals and the responses thereto are in the public domain. Proposers are requested to identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure to the public under applicable law, citing specifically the applicable exempting law; provided, however, that nothing herein shall be deemed to preclude the full disclosure without redaction of any and all information submitted by Proposers to

Committee members, advisors to the Committee, and City staff and officials administering this solicitation and evaluating the proposals. A generic notation that information is “confidential” is not sufficient. Failure to provide the

Procurement and Contracts Division Office with a detailed explanation and justification including statutory cites and specific reference to your Proposal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Proposal being subject to disclosure in accordance with

Chapter 119 of the Florida Statutes.

B. Each Proposer shall complete the “Confidential and/or Proprietary Information

Exemption Form”, included with this Request for Proposals as Attachment “C”, and submit the form with their Proposal.

C. In addition to the Proposal submitted pursuant to the Confidential and/or

Proprietary Information Exemption Form, a Proposer asserting any exemptions from public disclosure regarding any portions of its Proposal shall also provide a redacted copy of its Proposal in electronic format suitable for public disclosure, redacting only such portions of its proposal identified on Attachment “C” as exempt from disclosure under an applicable law.

D. By submitting a proposal, a Proposer acknowledges and agrees that should it designate any materials submitted to the City as confidential or exempt from public disclosure, the Proposer will upon the request of City (at the City’s discretion) defend the City (and its employees, Committee members and advisors, agents, and elected and appointed officials) against all claims and actions (whether or not a lawsuit is commenced) related to the Proposer's designation of material as confidential or exempt from public disclosure. A

Proposer shall indemnify and hold harmless the City (and its employees, Committee members and advisors, agents and elected and appointed officials) from any and all claims, actions, suits, judgements, fines, costs, fees (including attorneys' fees), related to the Proposer’s designation of material as confidential or exempt from public disclosure.

E. Nothing herein shall be deemed to preclude the City from exercising its own judgment regarding the disclosure of records and the City may take any action that the City in good faith believes is necessary for City to comply with federal and/or Florida public records laws, including but not limited to filing a declaratory action.

F. All Proposals received from Proposers in response to this Request for Proposals will become the property of the City of Orlando and will not be returned to the

Proposers.

8. REQUIRED PROPOSAL SUBMITTALS

Outline Format for Response

In order to ensure a uniform review process and to obtain the maximum degree of comparability, it is requested that Proposals be organized in the manner as specified.

8.1. Title Page

Provide the name of Proposer's firm, address, e-mail address, telephone number, name of contact person, date, and the subject: RFP27-0006, Annual External Financial Audit

Services

8.2. Table of Contents

Include a clear identification of the material by section and by page number.

8.3. Letter of Transmittal

A. Limit to two (2) pages.

B. Briefly state the Proposer's understanding of the services to be provided and make a positive commitment to perform the work.

C. Give the names of the persons who will be authorized to make representations for the Proposer, their titles, addresses and telephone numbers.

8.4. Respondent's Certification

By submitting a Proposal, the Proposer certifies that the Proposer has fully read and understands the Proposal method and has full knowledge of the scope, nature, and quality of work to be performed.

Each Proposer shall complete the “Respondent's Certification Form,” included with this

Request for Proposals as Attachment “A,” and submit the form with their Proposal. The failure of a Proposer to submit this document will be cause for rejection of the Proposal.

8.5. Conflict of Interest Disclosure

Proposer shall provide the required “Conflict of Interest Disclosure Form” as attached to this RFP as Attachment “B.”

8.6. Confidential and/or Proprietary Information Exemption Form

Proposer shall provide the required Confidential and/or Proprietary Information

Exemption form as attached to this RFP as Attachment “C.” If Proposer asserts confidentiality to any portion of its proposal, Proposer is reminded to submit a redacted copy of its proposal pursuit to section titled "Proposal Preparation and Format;

Proprietary Information."

8.7. Independence

The Proposer should provide an affirmative statement that it is independent of the City of

Orlando as defined by auditing standards generally accepted in the United States of

America and the General Accounting Office's Government Auditing Standards.

8.8. General Business Information

Proposals shall provide:

A. A description of Proposer’s business history, including but not limited to, number of years in business.

B. Name(s) of person(s) to be contacted for information or services if different from name of principal in charge, to include job title, address, telephone number(s), fax number, and email address.

C. Business Form - State if Proposer’s business is local, national, or international and indicate the business’s legal status (corporation, partnership, etc.) Provide the date the Proposer was organized or incorporated and state of incorporation. If the Proposer is a joint venture, please list the partners and the date such joint venture was formed.

D. Indicate whether the Proposer’s business is a parent or subsidiary in a group of firms/agencies.

E. Provide the location of the office from which the work is to be performed and the number of professional staff employed at the office.

F. State if the Proposer’s business is licensed, permitted and/or certified to do business in the City of Orlando and/or State of Florida and attach copies of all such licenses issued to the business entity.

G. The firm should provide an affirmative statement that is independent of the City as defined by generally accepted auditing standards, the U.S. General

Accounting Office’s Government Auditing Standards and/or any later pronouncements, and the independence standards of the State of Florida Board of Accountancy.

H. An affirmative statement should be included that the Proposer and all assigned key professional staff are properly registered or licensed to practice in the State of Florida and that the Proposer maintains an office physically located in the

State of Florida.

8.9. Experience of Proposer

Download, fill out and upload in Microsoft Word document format Attachment "D" -

Experience of Proposer. Attachment "D" can be found in Section 44 - Vendor

Questionnaire/Attachments.

8.10. Staff Experience and Ability to Perform

Download, fill out and upload in Microsoft Word document format Attachment "E" - Staff

Experience and Ability to Perform. Attachment "E" can be found in Section 44 - Vendor

Questionnaire/Attachments.

8.11. Audit Approach and Methodology

Download, fill out and upload in Microsoft Word document format Attachment "F" - Audit

Approach and Methodology Attachment "F" can be found in Section 44 - Vendor

Questionnaire/Attachments.

8.12. Human Trafficking Affidavit

The Vendor hereby represents, warrants, and certifies that Vendor does not use coercion for labor or services as defined in Section 787.06, Florida Statutes and that Vendor has provided the Human Trafficking Affidavit attached hereto as Attachment "G."

A completed Human Trafficking Affidavit should be included with your Submittal. A contract shall not be awarded to a Respondent who does not submit the form at the time of submittal or within seven (7) days of the date the City requests the form be submitted, if a Respondent fails to return the form with its response.

8.13. Small and Local Business Enterprise Participation

Proposer shall provide the required Small and Local Business Enterprise Participation form as attached to this RFP as Attachment “H”

8.14. Veteran Business Enterprise Participation in Subcontracts

Proposer shall provide the required Veteran Business Enterprise Participation form as attached to this RFP as Attachment “I.”

8.15. Price Proposal Schedule

Complete and submit the following forms:

A. Schedule

1. Proposer’s price shall be submitted on the “Price Proposal Form” in the format provided. Complete, and return with the Proposal, the Price Proposal included as Attachment “J.”

B. Proposed Total Price

1. Proposal should provide a fixed-fee price breakdown for meeting all service requirements and implementing each phase of the Scope of Services as outlined. Additionally, Proposal should provide hourly staff rates if additional work is required under the Contract.

2. The chargeable services shall be included in the proposed total price including all labor customarily associated with delivery of the services contemplated by this RFP. Similarly, all expenses such as but not be limited to travel, lodging, meals and telephone/faxes/copiers associated with delivery of the services contemplated by this RFP shall also be included in the total price.

3. There will be no separate reimbursement for such expenses under this total fee price arrangement.

4. The Proposer shall submit their justification or methodology for any price adjustments from one year to the next.

9. DELIVERY OF PROPOSALS

Except as provided in Section titled "Americans with Disabilities Act," for people needing special accommodations, to be responsive proposals for this solicitation must be submitted electronically. Paper responses will be deemed non-responsive.

9.1. Instructions for submitting a proposal

A. Once you have logged into your OpenGov account, go to the solicitation in which you want to bid/participate on. Then click on “Draft Response,” complete the information requested, upload your bid/quote/submittal, along with all required attachments, and submit.

Respondents are solely responsible for ensuring that their submittals are complete, uploaded and submitted in the e-Procurement Portal by the due date and time. The City shall not be responsible for any submission delays or failures caused by any occurrence.

9.2. Proposal Binding

All Proposals submitted shall be binding for one hundred eighty (180) calendar days following opening.

9.3. Late Proposals

Proposals received by the City after the time specified for receipt will not be considered.

Proposers shall assume full responsibility for timely delivery of the Proposals to the location designated for receipt of Proposals.

10. CONFORMANCE TO SOLICITATION

All Proposals submitted shall meet and conform to all material, mandatory requirements set forth in this RFP, provided that nothing herein shall be deemed to limit the City’s ability to waive minor irregularities without notice or the need to issue a written addendum.

If a Proposer desires to submit a Proposal which, if selected by the City, would require the City to waive, alter or omit a material, mandatory requirement set forth in this RFP, the Proposer must first submit a request to the City asking the City to amend the requirements of this RFP in the same manner provided for the submission of written questions by Proposers provided in the section of this RFP entitled “Questions Regarding

Solicitation or Proposal Process.” If the City, in its discretion, agrees to amend, alter, or waive the requirement, the City shall issue notice to all prospective Proposers of the change in the form of a written addendum.

Any request to waive, alter, or amend a mandatory requirement of the RFP should be in the form of a written question that can be answered in an Addendum issued to all prospective Proposers. Please note, the City is not asking the Proposer to send in their

Proposals prior to the submission date, but merely to request a waiver or amendment to a mandatory requirement necessary to allow submission of the intended Proposal.

11. EVALUATION CRITERIA

An Advisory Committee will be established to review all responsive Proposals. Proposals will be evaluated for short listing (if applicable) and final ranking using the evaluation criteria set forth herein. The information that will be considered for each criteria is as follows:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience of Proposer

This criteria will include, but will not be limited to, evaluation to the items submitted by the

Proposer in response to

Attachment "D" - Experience of

Proposer Form.

Points Based 20

(20% of Total)

2. Staff Experience & Ability to

Perform

This criteria will include, but will not be limited to, evaluation to the items submitted by the

Proposer in response to

Attachment "E" - Staff

Experience and Ability to

Perform Form.

Points Based 25

(25% of Total)

3. Audit Approach and

Methodology

This criteria will include, but will not be limited to, evaluation to the items submitted by the

Proposer in response to

Attachment "F" - Audit Approach and Methodology Form.

Points Based 23

(23% of Total)

4. Price Proposal

This criteria will include, but will not be limited to, evaluation of the pricing information submitted in response to Section 8.15 -

Price Proposal Schedule.

Points Based 20

(20% of Total)

5. Small and Local Business

Enterprise Participation

This criteria will include, but will not be limited to, evaluation of the information submitted in response to Attachment “H" -

Small / Local Business

Enterprise Participation Form.

Points Based 10

(10% of Total)

6. Veteran Business Enterprise

Participation in Subcontracts

This criteria will include, but will not be limited to, evaluation of the information submitted in response to Attachment “I” -

Veteran Business Enterprise

Participation in Subcontracts

Form.

Points Based 2

(2% of Total)

12. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

12.1. Initial Review of Responses

The Procurement and Contracts Division will perform an initial review of all Proposal submittals for preliminary qualification and documentation compliance. This review process may include, but is not limited to, forms verification, professional licensing, references, past performance, and other relevant criteria.

12.2. Advisory Committee

An Advisory Committee (hereinafter referred to as “the Committee”) consisting of at least five (5) members will be established to review, discuss, and evaluate all responsive

Proposals submitted in response to this Request for Proposals (RFP). The Committee may utilize City staff and/or consultants who are not members to advise and assist the

Committee in its review of the Proposals. The subsequent inability of one or more committee member to serve or complete service on a committee shall not require the appointment of a new committee or a replacement committee member even if the loss of such member(s) causes the number of remaining committee members to fall below five

(5).

12.3. Preliminary Evaluation; Short Listing

The Committee may conduct a preliminary evaluation of all Proposals on the basis of the information provided and, if the Committee deems desirable in its discretion, it may elect to short list two or more Proposers using the evaluation criteria set forth in this solicitation.

Upon short listing by the Committee, only those Proposers short listed shall remain eligible for further evaluation and consideration by the Committee.

12.4. Presentations

The Committee reserves the right to require oral presentations from and conduct pre-award discussion and/or pre-Contract negotiations with any or all responsive and responsible Proposers who submit Proposals determined to be reasonably acceptable of being selected for award. Presentations and pre-award discussions and negotiations may be limited at the discretion of the Committee to short listed Proposers. Discussions may be conducted for the purpose of clarification and to assure full understanding of, and responsiveness to, the solicitation requirements. The City will not be liable for any costs incurred by the Proposer in connection with such interviews, presentations, or negotiations (i.e., travel, accommodations, etc.).

12.5. Optional Discussion

At the discretion and in the best interest of the City, the City or Committee may conduct discussions with Proposers (or the short listed Proposers, as applicable) or seek revision of Proposals from Proposers (or the short listed Proposers, as applicable) deemed to be responsible and reasonably acceptable to be selected. Such Proposers (or short listed

Proposers) will be accorded fair and equal treatment with respect to discussion and revision of the Proposals. Revisions may be permitted after submission of Proposals and prior to award of a Contract for the purpose of obtaining best and final offers.

12.6. Award Without Presentations

The City may evaluate and award a Contract based on responses to this Request for

Proposals without discussions or oral presentations. Therefore, each response to this

RFP should contain the Proposer's best terms and conditions for consideration.

12.7. Scoring and Final Ranking

Each Advisory Committee member will evaluate the proposals based on the factors set forth in the Evaluation Criteria of the RFP and assign a score for each criteria ranging from zero (0) points to the maximum points allowed for each rating criteria. The individual criteria scores will then be added to determine the total score. The maximum possible total score is one hundred (100). After scoring, each Advisory Committee member will rank the Proposers based upon the member’s total scores for each proposal. The ranking established by each member will be accumulated to determine the final ranking. Each member’s top-ranked firm will be assigned one (1) point, second ranked firm two (2) points and so on. After accumulating the members’ points, the Proposer with the lowest points shall be ranked first, the next lowest points shall be ranked second, and so on.

In the event of a tie, the tied Respondents’ total scores from each member will be added and compared. The Respondent with the highest total scores will be ranked highest of the tied Respondents. If the total scores of two or more of the tied Respondents also results in a tie, the City’s Chief Procurement Officer, or designee, may instruct the

Advisory Committee to conduct further deliberations, evaluations and rescoring of the

Respondents until a ranking, or total score, without a tie is achieved.

The Committee will evaluate and rank the responsive Proposers deemed reasonably acceptable to be selected (or the short listed Proposers, as applicable) as set forth in the preceding section entitled “Evaluation Criteria”. In the event that the Committee previously elected to short list Proposers, any rankings or scores assigned as part of the short listing process shall not be binding on the Committee or its members as part of final evaluation and Committee members may modify their scores for any and all Proposers and scoring categories as they deem appropriate in their sole discretion. The Committee shall submit the proposed rank order to the Chief Procurement Officer after the conclusion of scheduled presentations, if any. Upon approval of the ranking by the Chief Procurement

Officer, the Chief Procurement Officer shall post a notice of intended action. The notice of intended action may be obtained by the Proposers as set forth in the section of this

RFP titled “Request for Proposals Information.”

12.8. Authority to Award

Contracts shall be awarded in accordance with the provisions of the City’s Procurement

Code, Chapter 7 of the City of Orlando’s Code of Ordinances. Award of contracts in excess of One Hundred Thousand Dollars ($100,000) shall be subject to City Council approval.

12.9. Reserved Right

The City, at its sole and absolute discretion, reserves the right to reject any and all, or parts of any and all proposals, to re-advertise this solicitation, postpone or cancel, at any time, this solicitation process, or to waive minor irregularities and informalities in this RFP or in the proposals received as a result of this RFP. The City does not guarantee the award of any Contract as a result of this solicitation process.

13. GENERAL TERMS AND CONDITIONS

13.1. Communications with the City, Agency, or Board; Prohibited Contacts

To protect the integrity of the solicitation process and ensure fair consideration of all respondents, a prohibited communication period is hereby established commencing as of the time of the issuance of this solicitation and terminating upon execution of a contract

(or, if the solicitation is cancelled, upon cancellation of the solicitation). Except for communication with the City’s designated point of contact set forth in this solicitation or as otherwise authorized by the City’s Chief Procurement Officer, during the prohibited communication period, the City prohibits communication regarding the solicitation by a respondent or potential respondent (or on a respondent or potential respondent’s behalf) to or with any officer, elected official (including the Mayor and City Council), department, division, office, or employee of the City, and any Advisory Committee members or other people or entities providing advice to the City or the Advisory Committee related to this solicitation. During the prohibited communication period, all contacts and communications regarding the solicitation by a respondent, or potential respondent, including their agents, representatives or others on their behalf, shall be directed to the City’s Procurement and

Contract Services Division in the manner provided below in this solicitation, unless otherwise authorized by the City’s Chief Procurement Officer. Prohibited contact or communications during the prohibited communication period may result in disqualification from the solicitation process, rejection of the solicitation, or termination of any resulting contract as determined by the Chief Procurement Officer. In addition, prohibited contact or communications may also be grounds for suspension and debarment of a respondent or potential respondent under the City’s Procurement Code.

13.2. Questions

Any questions relative to interpretation of the solicitation or the solicitation process shall be addressed in writing as indicated below. In order to be answered prior to the submittal deadline, questions must be received by the Procurement and Contracts Division on or before the cut-off date for questions as specified in the Proposal Schedule. Any interpretation made to prospective Proposers with respect to questions submitted prior to the cut-off date for questions will be expressed in the form of an addendum to the solicitation which, if issued, will be conveyed in writing to all prospective Proposers no later than five (5) days prior to the date set for receipt of Proposals. Oral answers will not be authoritative.

13.3. Addenda

It will be the responsibility of the Proposer to contact the Procurement and Contracts

Division prior to submitting a Proposal to ascertain if any addenda have been issued, to obtain all such addenda, and to return executed addenda with the Proposal.

13.4. Point of Contact

All communication and contact regarding this solicitation shall be directed to:

Tara Urdininea, CPP, Procurement Agent III

City of Orlando

Procurement and Contracts Division

City Hall at One City Commons

400 S. Orange Avenue, Fourth Floor

Orlando, Florida 32801

Telephone: (407) 246-2368

Fax: (407) 246-2869

Email: tara.urdininea@orlando.gov

Website: http://www.orlando.gov/procurement/

14. ADDITIONAL INFORMATION

The City reserves the right to request that the Proposer provide additional information it deems necessary to evaluate, clarify, or substantiate any area contained in each submitted Proposal and to more fully meet the needs of the City. This includes information which indicates financial resources as well as ability to provide and maintain the system and/or services. Moreover, the City reserves the right to make investigations of the qualifications of the Proposer as it deems appropriate, including but not be limited to, a background investigation conducted by the Orlando Police Department.

15. ADDENDUM TO REQUEST FOR PROPOSALS

If it becomes necessary to revise or amend any part of this Request for Proposals before the Proposal due date, the Chief Procurement Officer will furnish the revision by written

Addendum.

It is the Respondent's responsibility to contact the Procurement and Contracts Division prior to submitting a response to ascertain if any Addenda have…