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1336 Milestone Professional Services 25 & 26I -�;,% FA PURCHASING DEPARTMENT TRANSMITTAL MEMORANDUM To: City Clerk RE:�� r 0 r N 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." e r^i L4 4p°d W Cal 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 tl0['9�001 ��1 W j A01j n� piggp � ,, ZJ()Z bl AVW SBJKb(3 cmL 00 uomswwo0 =•: • 'w ' � ddoa3 nueod ;v ATTEST: CITY OF SANFORD Janet Dougherty, City CIE# Linda Kuhn, Mayor Date: LO And r,*a ;I (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.