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Home My Public Portal AboutORD15146Bl LL NO ··---=2=0:....!.1.::::...3-....:..4:::.._2 __ _ SPONSORED BY COUNCILMAN --=Sc=h=u~lte:::....._ ___ _ ORDINANCE NO. ___ ---~......J ...!::s-:....___,!,_1 ___!.%....=:!.__ ___ _ AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH EVERS & COMPANY, CPA'S, LLC, FOR AUDIT SERVICES. WHEREAS, Evers & Company, CPA's , LLC has become the apparent lowest and best offer for audit services ; NOW, THEREFORE, BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS FOLLOWS: Section 1. The offer of Evers & Company, CPA's, LLC , is declared to be the lowest and best offer and is hereby accepted . Section 2. The Mayor and City Clerk are hereby authorized to execute an agreement with Evers & Company, CPA's, LLC , for audit services . Section 3 . The agreement shall be substantially the same in form and content as the agreement attached hereto as Exhibit A. Section 4 . This Ordinance shall be in full force and effect from and after the date of its passage and approval. Mayor APPROVED AS TO FORM : ~~ AYCOlif1Selor FINANCE DEPARTMENT PURCHASING DIVISION SUBJECT: Proposal P2680 -Audit services Finance Department, Opened May 30, 2013 PROPOSALS RECEIVED Nichols, Stopp & Van Hoy, Creve Coeur, MO Evers & Company, CPAs, LLC, Jefferson City, MO CliftonLarsonAllen, St. Louis, MO Cochran, Head, Vick & Co., Kansas City, MO Williams Keepers, LLC, Jefferson City, MO Berberich Trahan & Co., PA, Topeka, KS FISCAL NOTE: Three Years City Records $ 89,250.00 $117,600.00 $117,300.00 $120,545.00 $136,500.00 $151,455.00 Three Years Fireman Records $29,100.00 $10,500.00 $18,300.00 $30,600.00 $18,600.00 $26,280.00 Funds will be requested in the 2013-2014 budget in various accounts in the total amount of $38,000.00. PAST PERFORMANCE: Evers & Company, CPA's, LLC have performed audits of the City's records for a number of years. The audits have been as specified and proposed. RECOMMENDATION: Staff recommends award of the agreement for the period November I, 2013 through October 31, 2014 at a total cost of$38,000.00. The proposal carries up to two additional one year renewal periods at the rates specified for year two and year three if the City chooses to renew. ATTACHMENTS-SUPPORTING DOCUMENTATION Signature ~~~, Purchasi nt Interim Finance Director MEMO To: Mayor, City Council, and City Administrator From: Bill Betts, Interim Finance Director Date: June I 7, 2013 Re: RFP 2680 -Audit Services For a number of years, the City has requested proposals from interested firms to establish contracts for audit services. RFP 2680 was sent to 15 auditing firms, published in News Tribune and posted on the city web site. Six responses were received. The four members of the evaluation committee are: Bill Betts, Interim Finance Director, Janice McMillan, Planning and Protective Services Director, Jason Turner, Interim Fire Chief and Sheila Pearre, Chief Accountant, Finance Department. The committee reviewed the six responses based on the criteria and available points as stated in the RFP specifications. The composite of scores is attached. It is the recommendation of the evaluation committee to award to the best offer as received from Evers and Company, LLC of Jefferson City, Missouri in the amount of $38,000.00 for year one for the City portion of the request. The first year of the agreement will be for audit services for fiscal year 2012-2013. The agreement carries up to two renewal options at the prices stated for year two and year three of the agreement if the City chooses to renew. Federal funding clauses require that each responding firm be sent notification of a recommendation for award with a protest period. The notification was sent on June 17, 2013 with a protest deadline of 5:00p.m. on July 9, 2013. City of Jefferson, Missouri Tabulation of Bids Proposal Number: 2680 Date: May 30, 2013 DeEartment: Finance Nichols, Stapp & Van Hoy Evers & Company Clifton Larson Allen Subject: Audit Services Creve Coeur MO Jefferson City MO St. Louis MO PAGE 1 ITEM Cost w/City Preparation Cost w/City Preparation Cost w/City Preparation & Printing of Comprehensive & Printing of Comprehensive & Printing of ComQ_rehensive Annual Financial Report Annual Financial Report Annual Financial Report City of Jefferson 2012-2013 $29,000.00 $38,000.00 $38,300.00 2013-2014 $29,750.00 $39,200.00 $39,100.00 2014-2015 $30,500.00 $40,400.00 $39,900.00 Total Cost Three Years $89,250.00 $117,600.00 $117,300.00 Cost w/City_ Preparation Cost w/City_ Preparation Cost w/Clty Preparation & Printing of Comprehensive & Printing of Comprehensive & Printing of Comprehensive Annual Financial Re_Q_ort Annual Financial Report Annual Financial Report Fireman's Retirement 2012-2013 $9,500.00 $3,400.00 $6,000.00 2013-2014 $9,700.00 $3,500.00 $6,100.00 2014-2015 $9,900.00 $3,600.00 $6,200.00 Total Cost Three Years $29,100.00 $10,500.00 $18,300.00 DBE Participation Audit Partner $110.00 Partner $150.00 Total Bid $135,600.00 Staff $80.00 Manager $120.00 Percentage of Participation 1 0% Administrative $40.00 Supervisor $105.00 Assurance Services $13560.00 Staff Acct. $90.00 Poppen & Associates CPAs PC Staff Acct. $75.00 9012 Manchester Rd. Staff Acct. $80.00 St. Louis MO 63144 City of Jefferson, Missouri Tabulation of Bids Proposal Number: 2680 Date: May 30, 2013 Dej2artment: Finance Cochran, Head, Vick & Co. Williams Keepers LLC Berberich Trahan & Co. PA Subject: Audit Services Kansas City MO Jefferson City MO Topeka KS PAGE2 ITEM Cost w/City Preparation Cost w/City Preparation Cost w/City Preparation & Printing of Comprehensive & Printing of Comprehensive & Printing of Comprehensive Annual Financial Report Annual Financial Report Annual Financial Report City of Jefferson 2012-2013 $39,000.00 $44,000.00 $49,000.00 2013-2014 $40,170.00 $45,500.00 $50,470.00 2014-2015 $41,375.00 $47,000.00 $51,985.00 Total Cost Three Years $120,545.00 $136,500.00 $151,455.00 Cost w/City Preparation Cost w/City Prep~aration Cost w/City Preparation & Printing of Comprehensive & Printing of Comprehensive & Printing of Comprehensive Annual Financial Report Annual Financial Report Annual Financial Report Fireman's Retirement 2012-2013 $9,900.00 $6,000.00 $8,500.00 2013-2014 $10,200.00 $6,200.00 $8,755.00 2014-2015 $10,500.00 $6,400.00 $9,025.00 Total Cost Three Years $30,600.00 $18,600.00 $26,280.00 DBE Participation DBE Participation Total Bid Amount $48900.00 Partner $235-260 Total Bid Amount $177,735.00 Percentage of Participation 1 0% Manager $165-200 Percentage of Participation 100% Fieldwork $4,890.00 Supervisor $155-160 Contractor Upon award, we Qlan to co-Seniors $135-150 Berberich Trahan & Co. PA venture with a DBE-CPA firm Staff $110-130 3630 SW Burlingame Rd. in or around the Jeff City area. Admin Staff $65-95 Topeka KS 66611 The following vendors submitted a NO BID RESPONSE: Ernst & Young LLP, St. Louis MO MBT Tax & Accounting, (formerly Gruber, Tanzey & Co, LLC) Montgomery City MO KPMG LLP, Kansas City MO The following were sent RFPs with NO RESPONSE: Gerding, Korte & Chitwood, Jefferson City MO McGiadrey & Pullen, Kansas City MO Larsen Allen LLP, St. Louis MO Rubin Brown, St. Louis MO Early Wilson, CPA, St. Louis MO RISC Consultants LLC, St. Louis MO City of Jeffersolt Jefferson City, Missouri EVALUATION REPORT Average of Evaluation Committee c c ~ ~ ~0 ~ ~ 0~ ~o ~~ < ;;o ~~ ~ RFP: 2680 o. ~ !. ~ c 0 -o ~ 8. .. -s S b. A d' S . o. !-!' e o o ('CS .. H .o ~ u ~ect: u It erv1ces g ~ 8 u u ~ ~ ~ .f' ~ u £-~ D F. C/.) u 0 ....J c ....J ui . u II) c .c . ept: 1nance ~ ::3 u ~ ...J ~ c ·:; ~ ~ ~ ~ ~ ·~ ~ J! 0 G) ~ J a.; 0 0 .E ll.. II) ·-a.; u ll.. u .c :>: > o"' ~ <t::ll.. -l o :-c =U ~ ..o :-c.. .~ 0 ~ :> ll.. u :..= ....J ...; 0 0 cd ::> ....J <t t> 0 0 Z:I: U UJU-. U....J C/.) UU ~ ::>-l-. C:CU £- Criteria Prior Auditing Experience 10 4.00 9.00 4.75 8.75 6.50 6.75 Other Services Available 5 .25 4.50 .75 4.75 3.75 3.50 Qualifications Of Staff Assigned To Audit 10 4.25 8.25 5.25 7.75 7.00 7.00 Commitment To Gov. Accounting And Auditing 15 7.00 12.00 6.75 12.50 9.25 9.25 I Audit Approach 10 3.50 8.50 4. 75 8. 75 7.00 6. 75 I Fees 50 50.00 37.95 38.04 37.02 32.69 29.46 Three Year Cost City Services Only $89,250.00 $117,600.00 $117,300.00 $120,545.00 $136,500.00 $151,455.00 Total Points 100 69 80.20 60.29 79.52 66.19 62.71 Formula for Determining Cost Points: Low Proposal Proposal ::: __ x points assigned to cost = cost points I hereby attest that the points awarded to each bidder listed above were scored in accordance with the established evaluation criteria and represent my best judgment of the bid. As indicated by the highest total score, my selection of the bid which offers the lowest and best bid to the City of Jefferson is: Evers and Company, LLC. Jefferson City, Missouri Signature Date Division----------- Title Phone Dept ----------