1336 Milestone Professional Services 25 & 26I -�;,%
FA
PURCHASING DEPARTMENT
TRANSMITTAL MEMORANDUM
To: City Clerk
RE:��
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ffi o le
The item(s) noted below is /are attached and forwarded to your office for the following action(s):
❑
Development Order
❑
Mayor's signature
❑
Final Plat (original mylars)
❑
Recording
❑
Letter of Credit
❑
Rendering
❑
Maintenance Bond
®
Safe keeping (Vault)
❑
Ordinance
❑
❑
Performance Bond
❑
Payment Bond
❑
Resolution
❑
City Manager Signature
❑
®
City Clerk Signature
Once completed, please:
❑ Return original
❑ Return copy
El
Special Instructions:
Please advise if you have any questions regarding the above.
Thank you!
LAW From
I� - );7- 10,
Date
T:\Dept_ forms \City Clerk Transmittal Memo - 2009.doe
DOCUMENT APPROVAL
Contract/Agreement Name: Milestone Professional Services RFP 09/10-25
Work Order # P-26-1
Approval:
p4-
Departmekt Director
Finance Dke
City Attorney
Date (
Date lo I I - r-�-I I
Date
- 1877 — r
CITY COMMISSION MEMORANDUM 1 .A
SEPTEMBER 27, 201 O AGENDA
ws RM X
Item No. 7,
TO: Honorable Mayor Members of the City Commission
PREPARED BY:. ' F. William Smith rchasing Manager
SUBMITTED BY,— =..George Interim City Manager ��
S UBJECT: Award of Contract for Accounting Services
SYNOPSIS:
Approval of award of procurement to the firm of Milestone Professional Services, Inc. and
authorization to execute a contract for the requested services with that firm is hereby requested.
FISCAL/STAFFING STATEMENT:
Funding is included in the 2010/2011 Finance Department budget for this service.
BACKGROUND:
RFP 09/10 -26 for selected Accounting Services, as outlined on the attached Scope of Services, was
advertised and issued on August 12, 2010 and opened on August 27, 2010, with six companies
submitting a response.
The attached analysis reflects the scoring by the three person committee as related to the scoring
factors as applicable to each of the respondents. Further, the overall scoring concludes that
Milestone Professional Services, Inc. offers the solution which is in the best interests of the City.
LEGAL REVIEW:
Contract documents will be prepared by the City Attorney.
RECOMMENDATION:
Staff recommends Commission approval of the procurement of selected accounting services from
Milestone Professional Services, Inc. not to exceed $60,000.
SUGGESTED MOTION:
"I move to award the procurement of accounting services outlined by the attached scope of
services to Milestone Professional Services, Inc. in the amount not to exceed $60,000 per year."
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Attachments: (1) Analysis of RFP 09/10 -26, Accounting Services
(2) Solicitation Request Page
(3) Scope of Services
(4) Tabulation Sheet
1, R
ANALYSIS OF RFP 09/10 -26, ACCOUNTING SERVICES
City of Sanford
Accounting Services RFP 09/10 -26
Availability
PROPOSAL MATRIX
of qualified
personnel
The
Responses
for the
proposal -
of
Pricing
Total
included
20
References -
30
support
20
functions -
Final - Weighted with all results
30
James W. Warmus, CPA
22
16
18
27
83
CPMG
17
14
1
30
62
GSG
19
14
5
26
64
Milestone
29
20
20
26
95
RSM McGladrey
25
20
20
25
89
James Moore & Co
27
20
19
20
85
After review, having been completed in a public
Notes:
meeting of the evaluation committee on Sept. 7,
Availability of qualified personnel:
2010 at 10:00 a.m. The committee, consisting of
Personnel qualifications - degrees and certifications
5
Cynthia Lindsey, Caryn Simpkins, and Charlie Ward,
Years of experience
5
completed the scoring documented above. Also, the
Govt'I experience
10
committee recommended, for selection for award,
Fixed asset experience
5
the firm of "Milestone Professional Services, Inc."
H.T.E. experience
5
F. William Smith
Purchasing Manager
The proposal
City of a Ord, lortda
'
Did the proposer follow the RFP request
5
Did they seem to understand what was required - time
10
frame, work, etc..
Did they use relevant information in the proposal
5
-18 Invitation for Bids
_
CITY OF SANFORD FLORIDA
Date Issued: AUGUST 12, 2010
Mailing Address
Opening Date and time: August 27, 2010 at 2:00 p.m.
City of Sanford
Location of Opening: � City Hall, 300 N. Park Ave., Room 117
Post Office Box 1788
Sanford, Florida 32772 -1788
Solicitation Number: RFP 09/10 -26
Physical Address
The City of Sanford, Florida hereby requests proposals for selected Accounting
City Hall
300 North Park Avenue
Services as outlined in the proposal documents.
Sanford, Florida 32771 -1244
Specifications, submission forms, documents and relevant information may be
0
obtained by Downloading the solicitation at the Onvia DemandStar web site which
Telephone
can be accessed through the City of Sanford's web site: www.sanfordfl.gov under
407.688.5028
Departments select Purchasing then Sanford Bid Information. Planholder's Lists,
Facsimile
tabulations, addenda issued, short lists, and subsequent awards, if any, may be
407.688.5021
found on the City of Sanford's web site. This information will not be provided by
Email
telephone of FAX.
Bill.Smith@sanfordfl.gov
Bids delivered after the date and time indicated above will not be opened or otherwise
Website
www.sanfordfl.gov
considered. Pease note that facsimile, telegraph, email or bids not enclosed in a
sealed envelope will not be opened or considered. Submissions delivered after the
date and time indicated above will not be opened or otherwise considered. Any
City commission
uncertainty regarding the time a bid is received will be resolved against the bidder
Linda Kuhn
Except where specifically indicated by the solicitation, it is noted that information,
Mayor
documents, addenda, etc. provided by sites or services other than Onvia
Art Woodruff
DemandStar, the official site for posting the City of Sanford's solicitations, shall
District 1
not have standing in case of conflict or missing notifications regarding addenda.
Dr. Velma H. Williams
District 2 , Vice Mayor
The designated bid opening is hereby identified and limited to an event to publically
disclose the names of the bidders and the amounts bid. It is not a forum or venue for
Randy Jones
items of business other than the disclosure indicated above.
District 3
Patty Mahany
Persons with disabilities needing assistance to participate in any of these proceedings
District 4
should contact 407.688.5025 at least 48 hours in advance of the meeting.
Respectfully,
Interim City Manager
Tom George
F. WILLIAM SMITH Purchasing Manager
Scope of services:
Monthly city bank account reconciliation
Estimate of 8 hours per month
Update three investment account spreadsheets with investment
statement information which is then used for recording of investment
Estimate of 2 hours per month
entries
Monthly reconciliation of City investment accounts x5
Estimate of 2 hours per month
Monthly reconciliation of City's Fire pension account and JE for
Estimate of 8 hours per month
investment transactions
Monthly reconciliation of City's Police pension account and JE for
Estimate of 8 hours per month
investment transactions
Prepare request for second generation sales tax reimbursements-
Estimate of 4 hours per month
MONTHLY
Annual escheating of unclaimed checks to the state
Estimate of 8 hours per year
Prepares Annual LOGT Report for the County
Estimate of 8 hours per year
Prepares the State transportation report
Estimate of 8 hours per year
FIXED ASSET INFORMATION:
Review all fixed asset, repair and maintenance, and small tool accounts
Estimate of 8 hours per month
after monthly closing for proper recording of fixed asset expenditures.
Update all CIP schedules monthly with running check information on
projects and review capital project codes for proper coding of project
Estimate of 2 hours per month
expenditures (I have a feeling this has not been done to date this year).
At year end work with depts on finished CIP projects to capitalize.
Reconcile fixed asset module to non -cip accounts monthly to ensure all
fixed assets are recorded properly in the fixed asset module (correct
Estimate of 2 hours per month
amounts and type).
Work with public works and utilites on the proper coding of
infrastructure expenditures (i.e. R &M or capital ?) This is easiest done
Estimate of 2 hours per month
at year end for streets and sidewalks.
Work with planning, public works, and utilites yearly to ensure all
donated assets are received with proper documentation to enter in the
Estimate of 8 hours per year
fixed asset module and the G /L.
Year end - reconcile G/L with fixed asset module for fiscal year
purchases and then ltd amounts to ensure they reconcile.
Estimate of 40 hours per year
The item(s) noted below is /are attached and forwarded to your office for the following action(s):
❑
Development Order
❑
Final Plat (original mylars)
❑
❑
1-0
A
❑
Maintenance Bond
❑
PURCHASING DEPARTMENT
Ordinance
❑
❑
TRANSMI'T'TAL MEMORANDUM
G
❑
Resolution
❑
To: Mayor Office and City Clerk
RE: Milestone Professional Services RFP 09/10 -25 Work Order # P -26 -1
The item(s) noted below is /are attached and forwarded to your office for the following action(s):
❑
Development Order
❑
Final Plat (original mylars)
❑
❑
Letter of Credit
❑
❑
Maintenance Bond
❑
❑
Ordinance
❑
❑
Performance Bond
❑
❑
Resolution
❑
Mayor's signature
Recording
Rendering
Safe keeping (Vault)
Payment Bond
City Manager Signature
City Clerk Signature
Once completed, please:
® Return original
❑ Return copy
Special Instructions:
For executed signature from For executed signature from both parties.
Please advise if you have any questions regarding the above.
Thank you!
From
lv �� o
Date
T:\Dept_ forms \City Clerk Transmittal Memo - 2009.doc
WORK ORDER FORM
Work Order Number P -26 -1
CITY OF SANFORD FLORIDA
Master Agreement/Contract Number: NIA
Dated: October 10, 2010
This Work Order shall be governed by Solicitation No. RFP 09/10 -26 Accounting Services,
Prevailing Document(s) the response By Milestone Professional Services and the attached statement of scope and
pricing.
Solicitation No: RFP 09110 -26
ISanford Project No. NIA
Purchase Order No.
ConsultantlContractor: Milestone Professinal Services, Inc.
Consultant/Contractor's Business Address, Phone Number, Fax Numberm and E-mail Address
1970 East Osceola Pkwy, Suite 350; Kissimmee, FL 34743; Phone: 352.408.4949 fax: 352.357.7412
ATTACHMENTS
TO THIS WORK ORDER
METHOD
OF COMPENSATION
DRAWINGS /PLANS /SPECIFICATIONS
FIXED FEE BASIS
X
SCOPE OF SERVICES
X
TIME BASIS -NOT TO EXCEED AMOUNT
SPECIAL CONDITIONS
TIME BASIS - LIMITATION OF FUNDS
X
PRICING IINFORMATION
UNIT PRICE BASIS -NOT TO EXCEED AMOUNT
X
RFP 09/10 -26 Accounting Services
TIME FOR COMPLETION: FY 2010/2011 Days of the effective date of this Work Order
Effective date - this Work Order: 10- Oct -10
Time for completion: The services to be provided by the Consultant/Contractor shall commence upon execution
of this Work Order by the parties and shall be completed within the time frame indicated above. Failure to meet
the stated completion requirement may be grounds for termination for default.
Work Order Amount: Dollars Expressed in Numbers: Not to Exceed: $60,000. —
Dollar Amount Written Out: Not to exceed Sixty Thousand Dollars Only
In Witness Where of, the parties hereto have made and executed this Work Order on the
respective dates under each signature: The City through its City Commission taking action on the
27th day of September, 2010 and the Consultant/Contractor by and through its duly authorized corporate
officer having the full and complete authority to execute same.
ATTEST: CONSULTANTICONTRACTOR
Signatur
Signature, Corporate President
RD & IN M CR o PP ID G) 1) i
Corporate Officer (printed name and title) Corporate President, Printed Name
Date: 1 O
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ATTEST: CITY OF SANFORD
Janet Dougherty, City CIE# Linda Kuhn, Mayor
Date:
LO
And
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(Page Z)
WORK ORDER
TERMS AND CONDITIONS
Execution of this Work Order by the CITY and the issuance Of a notice to proceed. shall serve as authori-
zation for the CONSULTANT /CONTRACTOR to provide goods and/or services for the above project as set out in the
Scope of Services which is attached as Exhibit 'A,' as well as all other exhibits attached to that certain Agreement cited
on the face of this Work Order all of which are incorporated herein by reference as if they had been set out in its entirety
and as further delineated in the specifications, conditions and requirements stated in the listed documents which are
attached hereto and made a part hereof. The CONSULTANT /CONTRACTOR shall provide said goods and /or services
pursuant to this Work Order, its attachments and the above - referenced Agreement and its exhibits. If this Work Omer
conflicts with said Agreement or exhibits, the Agreement and exhibits shall prevail provided. however, that the
CONSULTANT /CONTRACTOR shall not proceed with work until directed to do so by the CITY
TERM: This Work Order shall take effect on the date of its execution by the CITY and expires upon final delivery,
inspection, acceptance and payment unless terminated earlier in accordance with the Termination provisions herein
provided however, that the CONSULTANT /CONTRACTOR shall not proceed with work until directed to do so by th e
CITY
METHOD OF COMPENSATION:
(i) FIXED FEE BASIS. If the compensation is based on a "Fixed Fee Basis," then the
CONSULTANT /CONTRACTOR shall perform all work required by this Work Osier for the Fixed Fee
Amount indicated as the Work Order Amount. The fixed feel is an all - inclusive Firm Fixed Price binding the
CONSULTANT /CONTRACTOR to complete the work for the Fixed Fee Amount regardless of the costs
of performance. In no event shall the CONSULTANT/CONTRACTOR be paid more than the Fixed Fee
Amount
(ii) TIME BASIS WITH A NOT TO EXCEED AMOUNT. If the compensation is based on a "Time Basis Method"
with a Not- to-Exceed Amount, then the CONSULTANT /CONTRACTOR shall perform all work required
by this Work Osier for a sum not exceeding the amount indicated as the Work Order Amount In no event
is the CONSULTANT /CONTRACTOR authorized to incur expenses exceeding the Not-To-Exceed
Amount without the express written consent of the CITY. Such consent will normally be in the form of an
amendment to this Work Order. The CONSULTANT /CONTRACTORSs compensation shall be based on
the actual work required by this Work Order and the Labor Hour Rates established in the Master
Agreement.
(iii) TIME BASIS WITH A LIMITATION OF FUNDS AMOUNT. If the compensation is based on a "Time Basis
Method" with a Limitation of Funds Amount, then the amount identified as the Work Order Amount
becomes the Limitation of Funds amount which shall not be exceeded without prior written approval of the
CITY. Such approval, 9 given by the CITY, will indicate a new Limitation of Funds amount. The
CONSULTANT /CONTRACTOR shall advise the CITY whenever the CONSULTANT /CONTRACTOR
has incurred expenses on this Work Omer that equals or exceeds eighty percent (80%) of the Limitation of
Funds amount. The CONSULTANT /CONTRACTOR's compensation shall be based on the actual work
required by this Work Order and the Labor Hour Rates established in the Master Agreement.
(iv) UNIT PRICE BASIS WITH A NOT TO EXCEED AMOUNT. If the compensation is based on a "Unit Price
Basis," then the CONSULTANT /CONTRACTOR shall perform all work required by this Work Order for the
amount resulting from computing the quantity(ies) of defined units and agreed upon unit pricing to establish
amount of CONTRACTOR'S compensation. All adjustments to quantities shall be approved by the Project
Manager. Prior written approval by the City is required to adjust the not to exceed amount.
The CITY shall make payment to the CONSULTANT /CONTRACTOR in strict accordance with the payment terms
of the above - referenced Agreement
It is expressly understood by the CONSULTANT /CONTRACTOR that this Work Order, until executed by the
CITY, does not authorize the performance of any services by the CONSULTANT /CONTRACTOR and that the CITY,
prior to its execution of the Work Order, reserves the right to authorize a party other than the
CONSULTANT /CONTRACTOR to perform the services called for under this Work Order if it is determined that to do
so is in the best interest of the CITY.
The CONSULTANT /CONTRACTOR shall execute this Work Order first and the CITY second. This Work
Order becomes effective and binding upon execution by the CITY and not until then. A copy of this executed Work Order
along with a Purchase Order will be forwarded to the CONSULTANT /CONTRACTOR at the completion of that action.
It is noted that the Purchase Order Number must be indicated on all invoices germane to the Work Order.
Scope of Services
Understanding of the Work to Be Performed
The City of Sanford is requesting assistance with specific accounting services. In
summary, we understand the scope of this engagement to include:
- Preparing monthly bank reconciliations.
- Reconciling City and Pension (Police and Fire) Investment
accounts including preparation of necessary journal entries.
- Preparation of Second Generation Sales Tax Reimbursement
Requests.
- Various annual reports (Escheating of unclaimed property, LOGT
Report to County and State Transportation Report).
- Performing the Capital Asset Management function.
The MPS personnel assigned to this engagement have specific experience in
each of these areas. The chart below outlines this experience and each speck
task to be performed more clearly.
Timing of ese deliverables is outlined in the soliditation document as those
tasks to be done monthly and those required annually. Based on the nature of
the work to be performed, we understand that this engagement would be begin
upon awarding of the contract and would extend for a period of one year, with
additional one year extensions as requested by the City. Our professionals are
available immediately to begin providing assistance to the City of Sanford with
the outlined accounting services. If awarded, Ms. Young's primary client will be
the City of Sanford to ensure that scheduling conflicts do not affect performance
under this contract.
ask
Monthly city bank account reconciliation
City of Sanford
Accounting Services
RFP 09 /10-26
Timetable
Person for
Assianed Completion
Update three investment account spreadsheets with
investment statement information which is then used
for recording of investment entries
Monthly reconciliation of City investment accounts
Monthly reconciliation of City's Fire pension account
and JE for investment transactions
Monthly reconciliation of City's Police pension account
and JE for investment transactions
Prepare request for Second Generation Sales Tax
reimbursements - MONTHLY
Annual escheating of unclaimed checks to the state
Prepares Annual LOGT Report for the County
Prepares the State Transportation Report
FIXED ASSET INFORMATION
Review all fixed asset, repair and maintenance, and
small tool accounts after monthly closing for proper
recording of fixed asset expenditures.
Update all CIP schedules monthly with running check
Information on projects and review capital project
codes for proper coding of project expenditures. At
year end work with departments on finished CIP projects
to capitalize. This will need to be updated for FY -10.
Reconcile fixed asset module to non -CIP accounts
monthly to ensure all fixed assets are recorded properly in
the fixed asset module (correct amounts and type).
Work with Public Works and Utilities on the proper
coding of infrastructure expenditures (i.e. R &M or
capital ?) This is easiest done at year end for streets
and sidewalks.
Work with Planning, Public Works, and Utilities yearly
to ensure all donated assets are received with proper
documentation to enter in the fixed asset module
and the G /L.
Year -end- reconcile GA with fixed asset module for
fiscal year purchases and then life to date amounts
to ensure they reconcile.
N These tasks
will be
completed
JY monthly,
with the
third week
of the
JY month as
the target
N for
completion
JY
JY
Jy Annually by
the
JY respective
filing
1Y deadline
DC
These tasks
will be
completed
monthly,
DC
with the
third week
of the
month as
the target
for
DC
completion.
DC
DC
DC
These tasks
will be
coordinated
with the
audit prep
schedule.
Target date
will be no
later than
12/31.
Similar Engagement
or Experience
Jamy has experience
in each of these areas
as part of her work for
a Central Florida City.
Most recently, Jamy
has performed similar
functions for Polk City
and Lake Helen.
Assistance will be
provided by DC for the
LOGT and State
Transportation
Report. Donna has
experience assisting in
preparing these from
her Accounting
Director position and
from client
responsibilities to
small governments
such as the Town of
Dundee.
Donna has extensive
experience assisting
local governments
with their year -end
closing process. This
includes compiling all
necessary capital asset
information. On -going
and recent
engagements include
City of Rockledge and
City of Lake Helen.
Milestone Methodology
Our philosophy at MPS is to truly be part of the finance team within the clients we
serve. This "client' focus distinguishes MPS from the perspective of many C.P.A
firms that provide an attest function. We understand the subtle difference
between "providing a service" and "being part of a team ". We bring this
approach to each client we serve.
As team players, MPS professionals work well with finance and
department/division staff. Our recent involvement in the City's budget
development has given us the chance to work with City department and division
directors. This familiarity with key personnel, as well as an understanding of the
capital items included in the 2011 budget, will enhance our ability to serve the
City. Milestone also maintains an excellent working relationship with the City's
auditors, Moore Stephens Lovelace. Our professionals are accustomed to
working independently and remotely, so as to minimize the inconvenience to
routine operations within the Finance Department. Our professionals are familiar
with using HTE.
Fees
As documented on the attached Proposal Submission Form, our fees for the 2010/2011
Accounting Services will not exceed $ 60,000 (including travel) for the work outlined
within this proposal. Actual cost may be lower and only hours incurred will be billed to
the City. Our proposal includes all necessary travel costs and a factor for unanticipated
time, given the uncertainty inherent in any reconciliation function.