Loading...
HomeMy WebLinkAboutExhibit 2ATTACHMENT "A" Regtl.-- for Proposals (RFP) 32054 3. Specifications 3.1. SPECIFICATIONS/SCOPE OF WORK BACKGROUND INFORMATION The Civilian Investigative Panel is soliciting Proposals from qualified and experienced independent Certified Public Accountants and/or firms licensed to practice in the State of Florida for the purpose of providing an annual examination of the financial statements and records of the Civilian Investigative Panel. The audit shall be conducted for the purpose of forming an opinion of the basic financial statements taken as a whole and to determine whether operations were conducted in accordance with legal and regulatory requirements. The Civilian Investigative Panel is an agency of the City of Miami created under Ordinance 12188 to act as independent civilian oversight of the Miami Police Department with authority to conduct investigations, review policies and procedures, make recommendations and submit reports to the Mayor, City Commission, City Manager, City Attorney and Chief of Police. It is also empowered to issue subpoenas for police related investigations, promulgate rules and procedures for its internal governance. The Civilian Investigative Panel is funded thorough a special account of the City of Miami's General Fund and operates under a board/executive director form of administration. The eight, full-time Civilian Investigative Panel staff members are employees of the City of Miami. Independent contractors hired by the Civilian Investigative Panel include an internal Independent Counsel and external private investigators. The Fiscal Year 2007 operating budget is approximately $1,200,000. A copy of the Civilian Investigative Panel's audit for the year ended September 30, 2006 and Management Discussion and Analysis Letter and the Civilian Investigative Panel's approved budget for the year ending September 30, 2007, will be made available, if requested. The Civilian Investigative Panel's annual financial report is included as a component unit of the City of Miami's Comprehensive Annual Financial Report (CAFR). 3.2 Fund Structure The Civilian Investigative Panel uses the following fund type(s) and account group(s) in its intemal financial reporting: General Fund 3.3 Performance Requirements / Scnpe of Work A. Audit shall be performed in compliance within the requirements of: (a) Chapter 79-589 and any other applicable Florida Statutes. (b) Rules of the Auditor General, State of Florida, Chapter 10-550 (Local Government Audits) and Chapter 10-600 (Audits of state grants and aids appropriations under Section 216.349 Florida Statutes). (c) Audits of State and Local Government Units, issued by the American Institute of Certified Public Accountants. (d) Statements on Auditing Standards (GAAS). (e) Government Auditing Standards, issued by the Comptroller General of the United States. (f) Generally accepted governmental accounting standards. (g) Any other applicable federal, state, local regulations or professional guidance not specifically listed above as well as any additional requirements, which may be adopted by these organizations in the future. B. The Civilian Investigative Panel expects the auditor to express an opinion on the fair presentation of its basic financial statements in conformity with applicable generally accepted accounting principles. The auditor is to also to provide an opinion on the combining and individual fund statements. C. The audit shall be an annual audit as defined in Section 11.45 (1)(b), Florida Statutes, and shall be conducted in accordance with generally accepted auditing standards as well as the standards listed above. D. As part of the engagement, the auditor will assist the Civilian Investigative Panel in preparing Fund and Government wide financial statements. E. A final and complete opinion letter on the financial statements taken as a whole shall be delivered to the Civilian Investigative Panel no later than February 1, 2008 for the fiscal year ending September Page 33 of 38 Req.... for Proposals (RFP) 32054 30, 2007, and for each fiscal year thereafter, by February 1st, following the end of the fiscal year under audit. These letters may be included in the Comprehensive Annual Financial Report by the City of Miami. F. The auditor shall submit the full and complete financial statements and management letter not later than February 1, 2008 for the fiscal year ending September 30, 2007, and for each fiscal year thereafter, by February 1st following the end of the fiscal year under audit. The management letter shall identify any management weaknesses observed, assess their effect on financial management and propose steps to correct or eliminate those weaknesses. It is the CIP's intent that all fieldwork related to the audit shall be completed by January 1st, 2008 for the fiscal year ending September 30, 2007, and for each fiscal year thereafter, by January 1st following the end of the fiscal year under audit. G. The auditor shall prepare and provide the Civilian Investigative Panel with 25 original copies of the complete financial statements for the Civilian Investigative Panel. H. The partner in charge of the audit and the audit manager or other CPA assigned to the audit agrees to communicate with the Civilian Investigative Panel Executive Director or designee, or the Civilian Investigative Panel Board, as deemed necessary. I. Timeliness is critical in the performance of the audit. The auditor should coordinate with the Executive Director and endeavor to accomplish the audit in a phased in approach throughout the year in order to reduce the year-end workload on both the audit firm and Civilian Investigative Panel staff. The Civilian Investigative Panel will make necessary records available to the auditor through the year to assist in this regard. In addition, the Civilian Investigative Panel will make end -of -year records available to the auditor on or before November 15, 2007 for the fiscal year ending September 30, 2007, and for each fiscal year thereafter, by November 15 following the end of the fiscal year under audit. J. The auditor shall report to the Civilian Investigative Panel, at least weekly, the status of any potential audit adjustments so that the Civilian Investigative Panel may have adequate opportunity to investigate, gather information and respond if necessary. Final audit adjustments shall be submitted to the Civilian Investigative Panel no later than January 1st for the fiscal year ending September 30, 2007, and for each fiscal year thereafter, by January 1st following the end of the fiscal year under audit. K. The work papers are the property of the auditors and shall be held locally for a period of five years. Work papers shall be available for examination or duplication without charge by authorized Civilian Investigative Panel personnel, representatives of the City of Miami, and Federal or State Agencies upon request of that Agency or the Civilian Investigative Panel. Working papers will also be made available for examination, at no charge, or duplication, at a reasonable charge, to subsequent auditors engaged by the Civilian Investigative Panel. L. The auditors agree to notify the Civilian Investigative Panel immediately if any regulatory or other government agency requests a review of the audit work papers concerning the Civilian Investigative Panel or any other government client audited by the audit firm. M. The auditor agrees to notify the Civilian Investigative Panel immediately should any disciplinary actions be taken or complaints filed with any regulatory bodies against any of the firm's staff or the firm itself. N. The auditor must designate two (2) "key" members of the audit team one of whom must be a Florida licensed Certified Public Accountant. The Civilian Investigative Panel shall reserve the right to approve any substitutions or changes in those staff designated as "key". O. Auditor shall provide the Civilian Investigative Panel with a copy of each external quality control review (peer review) conducted during the time period engaged by the Civilian Investigative Panel. In the event that a firm has been formed so recently that no peer reviews have been undertaken, the Proposer should state so in the response to the Request for Proposal (RFP). If available, the Proposer may submit peer reviews from any predecessor firms, however, a newly formed firm will not be eliminated from the proposal process simply because no peer reviews have been conducted in the new firm's name. P. The Civilian Investigative Panel will require the auditor's assistance to comply with GASB 34 reporting requirements. The auditor will be required to provide technical advice and provide reasonable assistance as requested as part of the contract. Q. The firm must agree to use Civilian Investigative Panel staff in preparation of supporting schedules, reconciliation's and document retrieval. Prior planning and explicit instruction are paramount for timely performance in this regard. The auditor shall provide the Civilian Investigative Page 34 of 38 Reqt... for Proposals (RFP) 32054 Panel with a list of all schedules to be prepared by the Civilian Investigative Panel. Civilian Investigative Panel staff will be available during the audit to provide information, documentation and explanation to the auditors. 3.4 Information to be Provided to Successful Proposer by the Civilian Investigative Panel The Civilian Investigative Panel will provide, at a minimum, the following information to assist the auditor in performing the annual audit: (a) General Ledger/Trial Balance printout as of September 30 and any other time periods requested by auditor. (b) Statements of Revenues, Expenditures, Estimated vs. Actual Revenues, and Expenditures vs. Appropriations as of September 30 and any other time periods requested by auditor. (c) Various schedules and worksheets designed to assist and provide backup information to the auditor. (d) The Civilian Investigative Panel will prepare confirmation letters for the auditor. (e) Other information requested by the auditor and mutually agreed upon by the Civilian Investigative Panel Executive Director. 3.5 Fees for Services Proposer shall submit a flat fee Proposal for each of the initial two (2) years of the Contract. Significant extenuating circumstances will be considered by the City in determining whether any adjustments should be made to the proposed rates for future years. The fee proposal for the initial year (Year 1) must also provide a breakdown which differentiates the start-up costs associated with the engagement, additional costs associated with first year audit, as well as, the total fee proposed for that year of the engagement. Additionally, provide a fee schedule for the complete audit, and one single hourly rate to be used for any additional work, which may be requested by the Civilian Investigative Panel, which is outside the scope of the contract. Discuss any additional services and fees for any other services Proposer can provide and which are not specifically listed within this RFP. Failure to submit fee proposal as required and in the format described above, shall disqualify Proposer from consideration. Subject to negotiation, a progress payment not to exceed 75% of the total fee may be made upon the request of the Successful Proposer upon completion of the audit fieldwork. Final payment shall be made upon receipt and acceptance of the final audit report by the Civilian Investigative Panel Board and upon request by Successful Proposer. 3.6 Alternate to Scope Proposer shall provide a separate fee proposal in the form of an addition to the base price to add the following to the scope of services in either of the initial two (2) years of the contract: A single audit in accordance with the Federal and State Single Audit Acts and related professional guidance. The auditor shall provide the Civilian Investigative Panel with any required letters and schedules related to this audit. These letters may be included in the Comprehensive Annual Financial Report by the City of Miami. The audit shall be performed in compliance within the requirements of: (a) OMB Circular A-133, Audits of States, Local Governments, and Non -Profit Organizations, Office of Management and Budget. (b) United States Single Audit Act of 1984. (c) United States Single Audit Act Amendments of 1996. (d) State of Florida Single Audit Act. Page 35 of 38