1346 Milestone Prof ServicesThe item(s) noted below is /are attached and forwarded to your office for the following action(s):
Once completed, please:
® Return original
❑ Return copy
t
Special Instructions:
For Executed signatures J
Please advise if you have any questions regarding the above.
Thank you!
* &�k
From
® Mayor's signature I
❑
Rec
❑ ring �� t
Safe keeping (Vault)
(I and
❑ City Manager Signature
® City Clerk Signature
Development Order
Final Plat (original mylars)
Letter of Credit
Maintenance Bond
Ordinance
Performance Bond
Resolution
,f -;� v /V
Date
TADept_ forms \City Clerk Transmittal Memo - 2009.doc
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PURCHASING DEPARTMENT
L '' a
T RANSMITTAL MEMORANDUM
TO: Mayor Office and City Clerk
<�D
RE: Milestone Professional Services RFP 09/10 -26
The item(s) noted below is /are attached and forwarded to your office for the following action(s):
Once completed, please:
® Return original
❑ Return copy
t
Special Instructions:
For Executed signatures J
Please advise if you have any questions regarding the above.
Thank you!
* &�k
From
® Mayor's signature I
❑
Rec
❑ ring �� t
Safe keeping (Vault)
(I and
❑ City Manager Signature
® City Clerk Signature
Development Order
Final Plat (original mylars)
Letter of Credit
Maintenance Bond
Ordinance
Performance Bond
Resolution
,f -;� v /V
Date
TADept_ forms \City Clerk Transmittal Memo - 2009.doc
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1677-
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DOCUMENT APPROVAL
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Contract/Agreement Name: Milestone Professional Services Inc RFP 09/10-26
Approval:
//- d - 1p-o/ 0 ,
Date
A (L
Finance DirActor Date
Date
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WORK ORDER FORM
Work Order Number P - 26 -
CITY OF SANFORD FLORIDA
Master Agreement/Contract Number: N/A
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 09/10 -26
ISanford Project No. N/A
Purchase Order No.
Consultant/Contractor: Milestone Professinal Services, Inc.
Consultant/Contractoes 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 2010/201 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
res ective 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: CONSULTANT /CONTRACTOR
Signature
Signature, rporate President
L) WV-_- Lo KA Vic P t t•rr Don na Coll i s
Corporate Officer (printed name and title) Corporate President, Printed Name
Date: Z Q L
ATTEST: CITY OF SANFORD
C=sQ
Janet Dougherty, City /Clerk Linda Kuhn, Mayor
Date:
30 1
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(Page 2)
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 Order
conflicts with said Agreement or exhibits, the Agreement and exhibits shall prevail provided however, that the
CONSU LTANT /CONTRACTOR shall not proceed with work until directed to do s 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
p rovided, however, that the CONSULTANT /CONTRACTOR shall not proceed with work until directed to do so b the
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 Order for the Fixed Fee
Amount indicated as the Work Order Amount. The fixed feel is an all - inclusive Finn Foxed 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 CONSULTANTICONTRACTOR 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 Order 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 /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.
(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, if 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 Order 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 specific
task to be performed more clearly.
Timing of ese deliverables is outlined in the so n 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.
City of Sanford
Accounting Services
RFP 09 /10-26
Task
Timetable
Person for Similar Engagement
Assk Completion or Experience
Monthly city bank account reconciliation
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
JY These tasks
Jamy has experience
will be
in each of these areas
completed
as part of her work for
JY monthly,
a Central Florida City.
with the
Most recently, Jamy
third week
has performed similar
of the
functions for Polk City
JY month as
and Lake Helen.
the target
Assistance will be
JY for
provided by DC for the
completion
LOGT and State
month as
Transportation
JY
Report. Donna has
and recent
experience assisting in
for
preparing these from
JY
her Accounting
City of Rockledge and
Director position and
from client
Annual escheating of unclaimed checks to the state JY Annually by responsibilities to
the small governments
Prepares Annual LOGT Report for the County JY respective such as the Town of
filing Dundee.
Prepares the State Transportation Report JY deadline
FIXED ASSET INFORMATION
Review all fixed asset, repair and maintenance, and
DC These tasks
Donna has extensive
small tool accounts after monthly closing for proper
will be
experience assisting
recording of fixed asset expenditures.
completed
local governments
audit prep
monthly,
with their year -end
Update all CIP schedules monthly with running check
DC with the
closing process. This
information on projects and review capital project
third week
includes compiling all
codes for proper coding of project expenditures. At
of the
necessary capital asset
year end work with departments on finished CIP projects
month as
information. Ongoing
to capitalize. This will need to be updated for FY -10.
the target
and recent
for
engagements include
Reconcile fixed asset module to non -CIP accounts
DC completion.
City of Rockledge and
monthly to ensure all fixed assets are recorded properly in
City of Lake Helen.
the fixed asset module (correct amounts and type).
Work with Public Works and Utilities on the proper DC
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
DC These tasks
to ensure all donated assets are received with proper
will be
documentation to enter in the fixed asset module
coordinated
and the G/L.
with the
audit prep
Year -end- reconcile GA with fixed asset module for
DC schedule.
fiscal year purchases and then life to date amounts
Target date
to ensure they reconcile.
will be no
later than
12/31.
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.