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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 N CA ! ;F L`4 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 k- 1677- Ix"I .?.:.! DOCUMENT APPROVAL 0 f Contract/Agreement Name: Milestone Professional Services Inc RFP 09/10-26 Approval: //- d - 1p-o/ 0 , Date A (L Finance DirActor Date Date r3� 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 � U") Un CD 2t: Icy C'wl u (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.