RFP-2025-09_Professional_Auditing_Services_-_Addendum_2_Mod_of_Prop_Solicitation.pdf

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City of Milton P.O. Box 909, MILTON, FL 32572

Phone: (850) 983-5480

ADDENDUM #2

Modification of Proposal Solicitation

2025.09 RFP Professional Audit Services

TO: Interested Parties FROM: Michele Williams, Purchasing Officer RE: RFP 2025.09 Professional Auditing Services DATE: July 24, 2025 (Originally Posted) Notice is hereby given that the City of Milton will receive sealed proposals for RFP 2025.09 Professional Auditing Services. The documents contain the necessary information for preparing and submitting your proposal for this effort.

Information is available on the City’s web page at https://MiltonFL.org/322/Purchasing. There you may also register thru https://bidnetdirect.com/florida/city-of-milton (there is no charge to join);

and/or thru DemandStar.com (there is no charge to join); and/or Office of Supplier Diversity.

All must review the Scope of Services and Project Description as described in this document to ensure their ability to perform as indicated.

The deadline for submitting your sealed bid/proposal is:

Monday, August 26, 2024, at 2:00 p.m., (CST)

Delivered to: City of Milton, 6738 Dixon Street, Milton, Florida, 32570

Questions should be submitted in writing and directed to the Purchasing Department at (850) 983- 5480; or by e-mail to mwilliams@miltonfl.org by Friday, August 15, 2025, at 2:00 p.m. Answers will be posted by Tuesday, August 19, 2025, by 2:00 p.m. (CST)

Interpretations, clarification of specifications, and requirements or changes to the documents which have a material effect will be documented and communicated only by written addendum posted on the City of Milton web page, Vendor Registry, Bid Net Direct, and DemandStar. All are responsible for checking for any addendums that may be issued, and to obtain such addendums.

Michele Williams Michele Williams, Purchasing Officer https://miltonfl.org/322/Purchasing https://bidnetdirect.com/florida/city-of-milton https://network.demandstar.com/ https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd mailto:mwilliams@miltonfl.org

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INSTRUCTIONS

RFP 2025.09 Professional Auditing Services

I. Deadlines/Dates:

▪ RFP Original Published: Thursday, July 24, 2025

▪ RFP Modification Published: Wednesday, August 13, 2025

▪ Questions Deadline: Friday, August 15, 2025, at 2:00 p.m

▪ Answers Posted by: Tuesday, August 19, 2025, by 2:00 p.m. (CST) Proposals Due: Monday, August 26, 2025 @ 2:00 p.m. (CST)

II. Contact Information:

Contact: Michele Williams, Purchasing Officer Phone: (850) 983-5480 Email: mwilliams@miltonfl.org

III. Proposals Must be Complete and Include:

1. Bidder’s/Proposer’s Declaration (page 3-4)

2. Public Entity Crime Form F.S. 287.133(3)(A) (City Website)

3. Drug-Free Workplace Form F.S. 287.087 (City Website)

4. Non-Collusion Affidavit (City Website)

5. Conflict of Interest Disclosure Form (City Website)

6. E-Verify Statement of Compliance (City Website)

7. Vendors on Scrutinized Companies List Form (City of Milton Website)

8. Certified Regarding Debarment Form (City of Milton Website)

9. Small, Minority, and Women’s Businesses Purchasing/Procurement Understanding Form (City of

Milton Website)

City Website address: https://www.miltonfl.org/322/Purchasing-Bids

IV. Copies: Please provide one (1) electronic copy, one (1) original, and ten (10) copies of your bid/proposal.

V. Faxed or emailed submittals are not accepted.

Submittals can be delivered to: City of Milton Purchasing Department 6738 Dixon Street Milton, FL 32570

Submittals must be sealed and marked:

To: CITY OF MILTON

VENDOR Name: ____________________________

SEALED Proposal * DO NOT OPEN

Sealed RFP #: 2025.09

Title: Professional Auditing Services

DUE DATE/TIME: Tuesday, August 26, 2025 / 2:00 p.m. (CST) mailto:mwilliams@miltonfl.org https://www.miltonfl.org/322/Purchasing-Bids

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BIDDER’S/PROPOSER’S DECLARATION

The bidder/proposer understands, agrees, and warrants:

1. These items apply to and become a part of the terms and conditions of the bid/proposal submitted. Any exceptions must be in writing.

2. All bids submitted shall be subject to acceptance or rejection. The City of Milton specifically reserves the right to accept or reject any or all bids, to waive any technicalities and formalities in the bid process, and to award the bid in part or in any manner deemed to be in the best interest of the City.

3. All proposals submitted shall be subject to acceptance or rejection. The City of Milton specifically reserves the right to accept or reject any or all proposals, to waive any technicalities and formalities in the proposal process, and to award the proposal in part or in any manner deemed to be in the best interest of the City.

4. The City of Milton is exempt from sales tax.

5. Contractors are responsible for any sales tax on purchases for the project.

6. The City of Milton will receive sealed bids/proposals from interested parties at its offices located at City Hall, Milton, Florida. Any submittal received after the deadline will not be considered.

7. Bids/proposals will be publicly opened and read at the City of Milton, City Hall on the day and at the time specified.

8. The City of Milton may consider as non-responsive, any bid/proposal in which there is an alteration of, or departure from the bid/proposal form hereto attached.

9. The bid/proposal will be awarded to the lowest, most responsive reliable firm complying with the conditions of the bid/proposal. The firm to whom the award is made will be notified as soon as possible. The City of Milton reserves the right to reject the bid/proposal of a firm who has previously failed to perform properly or complete on time, contracts of a similar nature, or the bid/proposals of a firm who, in the sole opinion and discretion of the City of Milton is not in a position to perform the contract, or whose name appears on the United States Comptroller General’s list of ineligible contractors.

10. The City of Milton reserves the right to award multiple vendors.

11. Interested Parties shall submit all required forms and information simultaneously with their sealed bid/proposal. Forms and information become a part of the property of the City of Milton and will not be returned to the firm unless a written request to withdraw is received prior to opening of bids/proposals.

12. For Bids-Additional Quantities: For a period not exceeding twelve (12) months from the day of the solicitation opening, the right is reserved to purchase any number of additional items at the prices offered in this solicitation. If additional quantities are not acceptable, the bid form shall be noted “offer is for specified quantity only.”

13. For Bids/NOTE: Unless stated on the bid form, the bid submitted will assume all specifications will be met. Please note all exceptions on the bid form.

14. The successful bidder/proposer will be required to submit additional forms, which are available on the City’s website at https://MiltonFL.org/322/Purchasing at the bottom of the page.

▪ Certificate of Non-Discrimination

▪ W-9 Taxpayer Identification Number

▪ Vendor Application https://miltonfl.org/322/Purchasing

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▪ Certificates for Liability, Vehicle, and Worker’s Comp Insurance.

(The City is to be named as additional insured.) Limitations are listed online.

▪ Prompt Payment Affidavit

15. They have carefully read and fully understand the full scope of the specifications.

16. That they have the capability to successfully undertake and complete the responsibilities and obligations in said specifications.

17. All bidders/proposers are responsible for checking for any addendums that may be issued.

Addendums are posted on the City of Milton web page, Bid Net Direct, and Vendor Registry.

18. If required- That they have Liability Insurance, and/or Vehicle and Workers Comp Insurance. (A declaration of insurance form must be provided before any work begins.)

19. (Service Contracts Only) Pursuant to Florida Statute 119, the contractor must follow all public records law. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE

APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE

CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS

CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT (850)983-

5402, foia@miltonfl.org OR P.O. BOX 909, MILTON, FL 32572. A contractor who fails to provide the public records to the City within a reasonable time may also be subject to penalties under Florida Statute 119.10.

20. For all Contracts - Contractors should take all necessary affirmative steps to assure that minority businesses, women’s business enterprises, and labor surplus area firms are used when possible. (Appendix II Part 200 of 2 CFR 200 (B) gov.info)

21. That this bid/proposal may be withdrawn by requesting such withdrawal in writing at any time prior to opening date but may not be withdrawn after such date and time.

22. That by submission of this bid/proposal the firm acknowledges that the City of Milton has the right to make any inquiry or investigation deems it appropriate to substantiate or supplement information supplied by the firm.

23. If a partnership, a general partner must sign. If a corporation, the authorized corporate officer(s) must sign, and the corporate seal must be affixed to this bid/proposal.

24. Recommendations are posted on city web page via agendas prior to the award.

25. Any protests are handled per the City’s Purchasing Policy and F.S. 120.57(3).

BIDDER: ______________________________________________________________________

Company Name

Address/City/Zip

Phone Email Contact Name Title

Company Representative Signature Date mailto:foia@miltonfl.org https://www.govinfo.gov/app/details/CFR-2014-title2-vol1/CFR-2014-title2-vol1-part200-appII

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PURPOSE, SCOPE OF WORK, AND QUALIFICATIONS

A. GENERAL INFORMATION:

The City of Milton, FL is seeking the best qualified certified public accountant(s), firm or corporation which, in the City's opinion, is best suited to undertake auditing and accounting services required by the City of MILTON. Factors such as capability, experience and the ability to work within established time and budget constraints will be used in the selection process.

B. PROJECT BACKGROUND & PURPOSE:

The City is requesting proposals from qualified individuals, firms and corporations capable of providing full-certified public accounting services related to the financial operations of the City of Milton. The City of Milton desires that the auditor express an opinion on the fairness with which its financial statements present financial position, results of operations and cash flows in conformity with generally accepted accounting principles, and an audit in accordance with Government Auditing Standards, issued by the Comptroller General of the United States and the State of Florida.

C. SCOPE OF SERVICES:

1. Three-year service contract with the option for two additional one-year renewals totaling five years.

2. Perform in accordance with generally accepted auditing standards and the standards for financial and compliance audits as required by Chapter 10.550 of the Rules of the State of Florida Auditor General applicable to local governmental entity audits.

3. The audit shall be a financial audit as defined in Chapter 11.45 1(b), Florida Statutes, and shall be conducted in accordance with generally accepted auditing standards.

4. Prepare and complete the Annual Financial Report (AFR) and submit it to the City no later than March 1 of each year. It is specifically understood that time is of the essence of any proposal.

5. The audit report shall contain the opinion of the auditor of the financial statements and a report on compliance with applicable legal provisions and bond covenants.

6. Upon delivery of the AFR, the auditor shall provide the City financial staff with a copy of their audited trial balance, adjusting entries, and reclassifying entries.

7. The auditor shall submit, no later than January 31 each year, a written draft report of any weaknesses found in internal controls.

8. The auditor shall submit, no later than January 31 each year, a draft management letter which shall identify management weaknesses observed, review their effect on financial management, and propose steps to eliminate them.

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9. The auditor shall submit the following:

a. On-Line "AFR" (input by Auditor, printed copy to us, & audit report PDF sent, email CC’d to the City of Milton)

b. On-Line Component Unit Reporting forms (completed by Auditor)

c. On-Line Certification Page (completed by Auditor)

d. Florida DOT - On-Line "Local Highway Finance Report" (input by Auditor, printed copy to the City of Milton)

e. SF-SAC form (if A-133 single audit was required) (completed by Auditor, signed by Auditor & Chief Financial Officer)

10. The auditor shall provide 15 copies of the Annual Financial Report.

11. The partner in charge of the audit and/or the audit manager shall be available to attend up to two public meetings for discussion of the audit report.

12. The auditors shall, without charge, make available their work papers to any Federal Agency upon request and in accordance with Federal and State Laws and Regulations.

13. The auditor shall assist the City with other related professional auditing and accounting services as required, including, but not limited to, bond issuance, financing, auditing of city contracts and franchises.

14. The auditor shall assist the City with routine consultations as requested by the City.

15. The fees quoted in your proposal and included in the contract will be the maximum paid for standard audit services, unless both parties complete an amendment to the contract. If material problems arise which were not reasonably anticipated during the firm’s proposal response, a contract amendment will be negotiated based on the fee schedule accompanying the proposal. No additional work should be performed by the CPA, nor will it be paid for by the City without a written amendment to this contract.

16. Upon request, the firm will provide a copy of the work papers pertaining to any costs questioned identified in the audit. The work papers must be concise and provide the basis for the costs questioned as well as an analysis of the problem.

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D. REQUIRED CONTENTS FOR PROPOSAL:

Please provide one (1) electronic copy, one (1) original, and ten (10) copies of your proposal.

1. Title Page: Name of individual/firm/corporation, address and telephone number, the name of the contact person and the date of the proposal.

2. Table of Contents

3. Transmittal Letter: A signed letter of transmittal briefly stating the proposer’s understanding of the work to be done, the commitment to perform the work within the time-period, a statement why the proposer believes itself to be the best qualified to perform the work and a statement that the proposal is a firm and irrevocable offer for ninety (90) days. The signer must have the authority to bind the proposer to the submitted proposal.

4. Profile of the Proposer

a. The Proposer must have adequate organization, facilities, equipment, and personnel to ensure prompt and efficient services to the City. The City reserves the right before recommending any award to inspect the facilities, organization, and financial condition or to take any other action necessary to determine the ability to perform in accordance with specifications, terms, and conditions.

b. The Proposer must have at least three years CentralSquare “Naviline” software experience.

c. The Auditor needs to provide at least two references.

d. The Proposer may submit any other information the proposer believes relevant to the selection of auditing services.

E. PREPARATION:

The Proposer, if selected for inclusion on a short list, may be required to make a brief (5 to

10 minute) oral presentation to the Milton City Council in an open session. The proposer should be prepared to discuss, at a minimum, the following issues during the presentation/interview:

1. The firm's qualifications, including the qualifications/abilities of professional, in-house personnel; (Primary contact person should be identified as part of this requirement.)

2. Approach/methods to be employed.

3. The firm's ability to furnish services within required or necessary time constraints and/or budget constraints.

4. A demonstrated understanding of municipal requirements as they related to the financial and management operations of a local government; and

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5. Related issues may be posed by the Council, Mayor, City Manager or Chief Financial Officer.

NOTE: Proposers selected to make presentations will be notified in writing in advance of the presentation date.

F. SUBMITTAL REQUIREMENTS:

Proposals shall be submitted as follows:

The Bidder/Proposer Declaration page shall precede the required information presented in the order. Any additional information submitted in support of the proposal shall follow the required information.

1. Each proposal shall contain evidence of proper licensing to perform required services in the State, County and City.

2. Each proposal shall contain a completed Public Entity Crime Form (City Website) pursuant to Florida Statutes, Sections 287.132-133, providing that no public entity shall accept any bid from or award any contract to or transact any business more than the threshold amount for Category Two ($25,000) for a period of thirty-six months from the date placed on the convicted vendor list.

3. Each proposal is subject to the provisions of Florida Statutes, Chapter 112, providing that all proposers must disclose with the RFP submittal the name of any officer, director or agent who is also a public officer or an employee of the City of Milton.

Further, all proposers must disclose the name of any City officer or employee who owns, directly or indirectly, an interest of five percent or more in the proposing firm.

5. Firms submitting proposals as a joint venture shall submit to the City, as part of the proposals, a copy of any joint venture agreement.

6. Preference may be given by the City of Milton to firms demonstrating a drug-free workplace program whenever two or more proposals, which are equal in respect to quality and service, are received and rated by the City of Milton. Proposers intending to demonstrate a drug-free workplace program shall provide a Drug-Free Workplace Form F.S. 287.087 (City Website) certification form with the RFP submittal.

7. Completed Fix Fees Proposal Form.

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FIX FEES PROPOSAL FORM

Company: __________________________________________________________________

Address: __________________ _________________________________________________

City & State: ____________________________________ Zip Code: ____________________

Telephone: (___) ___________________ Fax: (____) ________________________

Date of Proposal: ___________________

FIRM FIXED FEES PROPOSALS:

I. Fiscal Year 2025 Audit Services: $_______________

2. Fiscal Year 2026 Audit Services: $_______________

3. Fiscal Year 2027 Audit Services: $_______________

4. Fiscal Year 2028 Audit Services: (OPTIONAL RENEWAL) $_______________

5. Fiscal Year 2029 Audit Services: (OPTIONAL RENEWAL) $_______________

I. Single Audit Compliance: Federal or State $_______________

II. Single Audit Compliance: CRA $_______________

III. Identify Cost of Other Services, if any: $_______________

OPTIONAL RENEWAL

In consideration of subsequent year(s) renewals for FY 2028 - 2029 audit services, will the firm consider extending the above firm fixed fees for up to two (2) additional years:

Yes__________ No__________ OR:

In accordance with your request for proposals, instructions and specifications, attached hereto, and subject to all conditions thereof, I (We), the undersigned, hereby agree is this proposal is accepted, to contract with the City of Milton, Florida to furnish any service requested herein and deliver the same to the City of Milton at the specified location.

The undersigned further declares that he/she has carefully examined the specifications and is thoroughly familiar with them and their provision(s). He/She further declares that no other person than the proposer herein named has any interest in this proposal or in the contract to be executed, and that it is made without connection with any other person(s) making a proposal for the same services, and it is fair and without collusion and fraud.

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G. INSURANCE REQUIREMENTS:

Contractor will obtain and maintain the minimum insurance coverage set forth below. By requiring such minimum insurance, the City of Milton shall not be deemed or construed to have assessed the risk that may be applicable to the Contractor. Contractor will assess its own risks and if it deems appropriate and/or prudent, maintains higher limits and/or broader coverage.

Contractor is not relieved of any liability or other obligations assumed or pursuant to the Contract by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types.

Contractor shall carry the following limits of liability as required below: Dollar amounts may change in accordance with the event or project. Events may include Food and liquor liability.

1. Commercial General Liability - ISO CG 001 Form or equivalent.

General Aggregate $1,000,000

Products/Completed Operations Aggregate $1,000,000

Each Occurrence Limit $1,000,000

Personal/advertising Injury $1,000,000

Fire Damage (Any One Fire) $50,000

Medical Payments (Any One Person) $5,000

2. Automobile Liability

Bodily Injury/Property Damage $1,000,000 each accident

Personal Injury Protection (PIP) Statutory

3. Workers' Compensation

Coverage A (Workers' Compensation) Statutory

Coverage B (Employers Liability):

➢ Each Accident $100,000

➢ Disease-Each Employee $500,000

➢ Disease-Policy Limit $100,000

H. FORCE MAJEURE:

Neither party shall be liable for loss or damage suffered as a result of any delay or failure in performance under this Contract or interruption of performance resulting directly or indirectly from acts of God, civil, or military authority, acts of public enemy, war, riots, civil disturbances, insurrections, accidents, fire, explosions, earthquakes, floods, water, wind, lightning, strikes, labor disputes, shortages of suitable parts, materials, labor, or transportation to the extent such events are beyond the reasonable control of the party claiming excuse from liability resulting there from.

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I. MODIFICATIONS:

Modifications to the provisions of this contract shall only be valid when they have been rendered in writing and duly signed by both parties. The Parties agree to negotiate this contract if stated revisions of any applicable laws, regulations or increases/decreases in allocations make changes to this contract necessary.

J. TERMINATION:

This contract may be terminated by either party upon no less than thirty (30) calendar days’ notice, without cause, unless a lesser time is mutually agreed upon by both parties. Said notice shall be delivered by certified mail (return receipt requested), by other methods of delivery whereby an original signature is obtained, or in-person with proof of delivery. In the event of termination, the vendor will be paid for all costs incurred and hours worked up to the time of termination.

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REVIEW & RANKING PROPOSALS

1. Only those proposals fulfilling all the requirements outlined in this solicitation will be considered.

2. The Auditor Selection Committee will evaluate each submittal received and recommend the best proposal to the City Council for award of contract. The Auditor Selection Committee will evaluate the submittals from the submission and may ask questions of a clarifying nature, if necessary.

3. The submittal will be considered the final submission and remain binding for ninety (90) calendar days.

4. The successful respondent will enter into a service contract with the City of Milton. This submittal shall be included and incorporated in the final contract. When applicable, a contract may be renewed contingent cost factors, mutual agreement, satisfactory performance evaluations, availability of funds and the approval of the City Council of Milton. The City of Milton performance and obligation to pay for the purchase of services of excess of one (1) fiscal year under any contractual relationship is contingent upon an annual budget appropriation approved by the Milton City Council.

5. The City reserves the right to reject any and all proposals, to waive minor defects in the process and to accept the proposal deemed by the City to be in the City's best interest. All issues addressed in the Request for Qualifications will be given consideration in determining the successful proposer.

6. If proposers are required to enter onto City of Milton property to deliver materials or perform work or services, as a result of RFP award, the successful proposer shall assume full duty, obligation and expense of obtaining all necessary licenses, permits, inspections and insurance, as required.

1. The proposer, if selected for inclusion on a short list, may be required to make a brief (5 to 10 minute) oral presentation to the Auditor Selection Committee. The proposer should be prepared to discuss, at a minimum, the following issues during the presentation/interview.

a. The firm's qualifications, including the qualifications/abilities of professional, in-house personnel (Primary contact person should be identified as part of this requirement)

b. Approach/methods to be employed

c. The firm's ability to furnish services within required or necessary time constraints and/or budget constraints

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d. A demonstrated understanding of municipal requirements as they related to the financial and management operations of a local government

e. Related issues as may be posed by the Council or Senior Staff.

Offerors which are selected to make presentations will be notified in advance of the presentation date.

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PROPOSAL EVALUATION CRITERIA

CRITERIA POINTS

AVAILABLE

1. Qualifications and Experience

2. Understanding and approach and ability to provide the required scope of service.

3. References and/or recommendations

4. Experience with governmental accounting Central Square “NaviLine” software experience.

5. Availability of adequate personnel and technology resources.

6. Fee Proposal 5

TOTAL=