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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #15510 Date: 02/02/2024 Commission Meeting Date: 02/22/2024 Requesting Department: City Manager's Office Sponsored By: District Impacted: All Type: Resolution Subject: Authorize CM to Award PSA Contracts - Auditing Firms Purpose of Item: The nature of this item is to authorize a resolution of the Miami City Commission delegating authority to the City Manager to award responsive and responsible external independent auditing firms pursuant to Request for Qualifications ("RFQ") No. 1782387 Audit Services Pool ("Audit Pool") to the Audit Pool, for a period of three (3) years with two (2), one (1) year options to renew, allocating funds from the various sources of funds from the user departments and agencies, subject to the availability of funds and budgetary approval at the time of need; authorizing additional firms for inclusion in the Audit Pool as deemed in the best interest of the City of Miami ("City"); further authorizing the City Manager to negotiate and execute the Professional Services Agreements ("PSA's") with the firms recommended for award, and all other documents, including any amendments, renewals, and extensions, subject to allocations, appropriations and prior budgetary approvals, and in compliance with all applicable provisions of the Code of the City of Miami, Florida, as amended, ("City Code"), including, the City of Miami's Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, in a form acceptable to the City Attorney, and in compliance with all applicable laws, rules, and regulations, as may be deemed necessary for said purpose, with a report listing the firms awarded to the Audit Pool to be sent from the City Manager to the City Commission. Background of Item: At the City Commission Meeting held on January 11, 2024, the City Commission approved item no. RE 15, a resolution sponsored by Commissioner Reyes directing the City of Miami ("City") Independent Auditor General ("IAG"), with the assistance of the City Manager, to retain an external independent auditor(s), to conduct comprehensive and detailed audits, including, but not limited to compliance and operational audits (collectively, "audits"), of the boards, agencies, and trusts where the city commission or a member(s) thereof serve as members of said board, agency, or trust and of the city's community redevelopment agencies, including, but not limited to the: a) Coconut Grove Business Improvement District; b) Virginia Key Beach Park Trust; c) Bayfront Park Management Trust; d) Downtown Development Authority of the City Of Miami; e) Midtown Community Redevelopment Agency; f) Omni Community Redevelopment Agency; and g) Southeast Overtown Park West Community Redevelopment Agency; further directing the IAG and City Manager to appear before the City Commission at its January 25, 2024 regular City Commission Meeting to provide an update as to the status of the engagement of external independent auditor(s) and the commencement of the audits; further directing the IAG to render assistance to said external independent auditor(s), as necessary, to ensure the timely and thorough completion of the audits; further directing the external independent auditor(s) to complete the audits within forty- five (45) to sixty (60) calendar days from the date of engagement and to provide the written results of the audits to the City Commission and then present said results at the next available City Commission Meeting. In order to expedite the establishment of an Audit Pool resulting from RFQ No. 1782387 Audit Services Pool, and complete the aforementioned audits on a timely basis, it is respectfully requested that the City Commission delegate the authority to award and execute PSAs with external auditing firms to the Audit Pool. The time savings achieved through this delegation of authority to the City Manager is approximately thirty (30) to forty-five (45) days. In full an open transparency to the City Commission, upon award of the Audit Pool, the City Manager will provide the City Commission a report listing the awarded external independent auditing firms. Budget Impact Analysis Item is NOT Related to Revenue Item is an Expenditure Total Fiscal Impact: N/A Department of Procurement Office of Management and Budget Office of Management and Budget City Manager's Office Legislative Division Office of the City Attorney Office of the City Attorney City Commission Office of the City Clerk Annie Perez Aniska Elliott Marie Gouin Arthur Noriega V Valentin J Alvarez Pablo Velez Victoria Mendez Nicole Ewan City Clerk's Office Reviewed B Department Head Review Budget Analyst Review Budget Review City Manager Review Legislative Division Review ACA Review Approved Form and Correctness Meeting Rendered Completed Completed Completed Completed Completed Completed Completed Completed Completed 02/05/2024 1:40 PM 02/06/2024 7:21 AM 02/06/2024 10:47 AM 02/06/2024 11:28 AM 02/06/2024 3:13 PM 02/12/2024 4:24 PM 02/12/2024 7:32 PM 02/22/2024 9:00 AM 02/26/2024 8:34 PM City of Miami Legislation Resolution Enactment Number: R-24-0065 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 15510 Final Action Date:2/22/2024 A RESOLUTION OF THE MIAMI CITY COMMISSION DELEGATING AUTHORITY TO THE CITY MANAGER TO AWARD A PROFESSIONAL SERVICES AGREEMENT ("PSA") TO RESPONSIVE AND RESPONSIBLE EXTERNAL INDEPENDENT AUDITING FIRMS ("FIRMS"), PURSUANT TO REQUEST FOR QUALIFICATIONS ("RFQ") NO. 1782387 FOR AN AUDIT SERVICES POOL ("AUDIT POOL"), FOR A PERIOD OF THREE (3) YEARS WITH TWO (2) ONE (1) YEAR OPTIONS TO RENEW; ALLOCATING FUNDS FROM THE VARIOUS SOURCES OF FUNDS FROM THE USER DEPARTMENTS AND AGENCIES, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER INCLUSION OF ADDITIONAL FIRMS IN THE AUDIT POOL, AS MAY BE DEEMED IN THE BEST INTEREST OF THE CITY OF MIAMI ("CITY"), WITHOUT NEED FOR FURTHER CITY COMMISSION APPROVAL; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE A PSA WITH EACH OF THE FIRMS RECOMMENDED FOR AWARD, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, FOR SAID PURPOSE; AND, FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, AND EXTENSIONS, SUBJECT TO ALL ALLOCATIONS, APPROPRIATIONS, PRIOR BUDGETARY APPROVALS, COMPLIANCE WITH ALL APPLICABLE PROVISIONS OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"), INCLUDING THE CITY'S PROCUREMENT ORDINANCE, ANTI -DEFICIENCY ACT, AND FINANCIAL INTEGRITY PRINCIPLES, ALL AS SET FORTH IN CHAPTER 18 OF THE CITY CODE, IN FORMS ACCEPTABLE TO THE CITY ATTORNEY, AND IN COMPLIANCE WITH ALL APPLICABLE LAWS, RULES, AND REGULATIONS, AS MAY BE DEEMED NECESSARY FOR SAID PURPOSE, WITH A REPORT LISTING THE FIRMS AWARDED TO THE AUDIT POOL TO BE SENT FROM THE CITY MANAGER TO THE CITY COMMISSION. WHEREAS, on January 11, 2024, the City Commission approved Agenda Item RE.15, a resolution sponsored by Commissioner Manolo Reyes, directing the City of Miami ("City") Independent Auditor General ("IAG"), with the assistance of the City Manager, to retain external independent audit firms ("Firms"), to conduct comprehensive and detailed audits, including, but not limited to, compliance and operational audits (collectively, "Audits") of the City's boards, agencies, trusts, and community redevelopment agencies where the City Commission, or members thereof, serve as members of the same, including, but not limited to, the: a) Coconut Grove Business Improvement District, b) Virginia Key Beach Park Trust, c) Bayfront Park Management Trust, d) Downtown Development Authority of the City Of Miami, e) Midtown Community Redevelopment Agency, f) Omni Community Redevelopment Agency, and g) Southeast Overtown Park West Community Redevelopment Agency; and WHEREAS, at said meeting, the City Commission directed that the IAG and the City Manager appear before the City Commission at its January 25, 2024 Meeting to provide an update as to the status of the engagement of the Firms and the commencement of the Audits and further directed that the IAG render assistance to Firms, as necessary, to ensure the timely and thorough completion of the Audits, with said Audits to be completed within forty five (45) to sixty (60) calendar days from the date of engagement, with submission of the written Audit results to the City Commission, and the presentation of said results at the next available City Commission Meeting; and WHEREAS, the procurement of the Firms will be conducted by the City's Procurement Department ("Procurement") through the issuance of Request for Qualifications ("RFQ") No. 1782387 for the establishment of an Audit Services Pool ("Audit Pool"); and WHEREAS, the RFQ process can typically take an approximate ninety (90) to one hundred twenty (120) days; and WHEREAS, in order to expedite the establishment of the Audit Pool resulting from the RFQ, and complete the aforementioned Audits on a timely basis, it is recommended for the City Commission to delegate authority to the City Manager to award those responsive and responsible Firms that shall comprise the Audit Pool; and WHEREAS, the time savings achieved through this delegation of authority to the City Manager is an approximate thirty (30) to forty five (45) days; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. The City Commission delegation of authority to the City Manager to award a Professional Services Agreement ("PSA") to responsive and responsible Firms, pursuant to RFQ No. 1782387 for an Audit Pool, for a period of three (3) years with two (2) one (1) year options to renew, is hereby authorized.' Section 3. Funds shall be allocated from the various sources of funds from the user departments and agencies, subject to the availability of funds and budgetary approval at the time of need. Section 4. The City Manager is authorized to include additional firms in the Audit Pool, as may be deemed in the best interest of the City, without need for further City Commission approval. Section 5. The City Manager is further authorized' to negotiate and execute a PSA with each of the Firms recommended for award, in a form acceptable to the City Attorney, for said purpose. Section 6. The City Manager is further authorized1 to negotiate and execute any and all documents, including any amendments, renewals, and extensions, subject to all allocations, appropriations, prior budgetary approvals, compliance with all applicable provisions of the Code of the City of Miami, Florida, as amended ("City Code"), including the City's Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, in forms acceptable to the City Attorney, and in compliance with all applicable 1 The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney, including but not limited to those prescribed by applicable City Charter and Code provisions. laws, rules, and regulations, as may be deemed necessary for said purpose, with a report listing the Firms awarded to the Audit Pool to be sent from the City Manager to the City Commission. Section 7. This Resolution shall become effective immediately upon its adoption. APPROVED AS TO FORM AND CORRECTNESS: �nde" , Ci[y . ttor ey 2/12/2024 Pursuant to the resolution, this item became effective immediately upon adoption by the Commission.