City Council

TROY CITY COUNCIL FINANCE COMMITTEE AGENDA May 10, 2018 5:00 P.M. Pledge of Allegiance Roll Call Public Forum LOCAL LAWS ORDINANCES RESOLUTIONS 63. City Council Authorizes The City Council President To Solicit An RFP For An Independent Audit Of The City’s Financial Records (In Conjunction With The Purchasing Agent And The City Clerk). (Council President Mantello) TABLED LEGISLATION 2018  RES. #63 CITY COUNCIL AUTHORIZES THE CITY COUNCIL PRESIDENT TO SOLICIT AN RFP FOR AN INDEPENDENT AUDIT OF THE CITY’S FINANCIAL RECORDS (IN CONJUNCTION WITH THE PURCHASING AGENT AND THE CITY CLERK) _____________________________________________________________________________ Whereas, the city's Annual Update Document (AUD) is required to be filed with the NYS Comptroller on or before April 30, 2018; and Whereas, the 2017 financial figures have been presented in an Unaudited Report to the City Council; and Whereas, Section C-51 (f) of the City Charter requires that the City Council shall provide for an independent annual audit of city finances; and Whereas, the RFP shall not exceed $39,000; and Now, Therefore, Be It Resolved, that the Council President is authorized, in conjunction with the Purchasing Agent and the City Clerk, to solicit an RFP for professional auditing services for the 2017, 2018, and 2019 City Financial Records; and Be It Further Resolved, a review of any auditing proposals shall be done by a committee consisting of Council President, Council President Pro Tem and Deputy Comptroller with their recommendations to the full City Council. Approved as to form May 8, 2018 James A. Caruso, Esq., Corporation Counsel  Request for Proposal City of Troy Independent Audit Services Due Date: TO BE DETERMINED BY PURCHASING DEPARTMENT Please Submit Your Sealed Proposal To: Nancy Piskutz City of Troy, New York Office of the City Comptroller City Hall 433 River Street Suite 5001 Troy, New York 12180 Purpose of Request The City of Troy, New York (“the City”) is in the process of soliciting proposals from various qualified independent certified public accountants for the purpose of conducting an annual audit of the City’s financial statements and issuance of a single audit report. The audit period shall cover the period the fiscal year ending December 31, 2017, 2018 and 2019. The audit for fiscal year 2017 should begin approximately July 1, 2018. General Information The City is a municipality located within the County of Rensselaer, State of New York. The City’s financial records include six governmental funds, one fiduciary fund and non-current governmental assets and liabilities. Scope of Services  Assistance with preparation of the Annual Updated Document (Financial Statements) as necessary.  Conduct the annual audit of the general purpose financial statements and issuance of the single audit in accordance with Generally Accepted Auditing Standards issued by the Comptroller General of the United States, the Single Audit Act of 1984, the Single Audit Act Amendments of 1996, and OMB Circular A-133. Audit Report Requirements The following reports are required at the completion of each fiscal year of the audit engagement:  The auditor’s opinion as to whether the general purpose financial statements present fairly the financial position and results of financial operations of the City in accordance with the generally accepted accounting principles for state and local governments.  Reports on compliance with laws, regulations, and the provision of contracts or grant agreements. Reports on any non-compliance, which could have a material effect on the financial statements, and any non-compliance, which could have a direct and material effect on each major program.  Schedule of findings and questioned costs.  An auditor’s statement as to whether an internal system of control exists.  A management letter of advisory including comments or recommendations relative to improving financial and/or program management. Prior to submission of the completed report, the audit firm shall review draft copies of the aforementioned reports with the City Comptroller or Deputy City Comptroller and the City Council President or their designated representative, prior to issuance in final form. The firm shall also be willing to meet with the City Council President and/or the standing committee on finance at their request. Non-Collusion Clause Each proposer shall complete and submit with its, his, or her proposal the “Non-Collusive Proposal Certificate” and the Acknowledgement” listed under Appendix A of this RFP. Selection Criteria  Thoroughness of the written proposal relative to the purpose, scope of services, and reporting requirements described herein. Your firm should document the complete scope of services to be provided including the time frame estimate for completing the audit.  Your firm’s general experience providing similar services to other New York municipal clients. Please provide at least three (3) references from your most recent public audit engagements including the contact person’s name, address, and telephone number.  The credentials of the project supervisor and the professional qualifications on the individuals assigned to complete the work. Please provide a resume for each individual.  Demonstrated experience preparing Cost Allocation Plans in accordance with policies and procedures contained in Circular A-87.  Fee – please indicate your fee schedule including hourly rates by staff position and non- personnel rates. If your fee is variable, please provide an estimate of the total cost per year for the services described herein. The total cost of any proposal should not exceed $27,500.  Twenty (20) printed and bound copies and one (1) PDF or other similar electronic file copy (CD or flash drive only) of the aforementioned reports to the City Council President. Questions Questions will be received until TO BE DETERMINED BY PURCHASING DEPARTMENT. All questions will be compiled and answered in the form of an Addendum. All agencies on record with the Purchasing Agent will receive a copy of the Addendum. All questions and requests for information about this scope of work should be directed to the Purchasing Agent in written form at: Nancy Piskutz Office of the City Comptroller City Hall 433 River Street – Suite 5001 Troy, NY 12180 Or by e-mail at: nancy.piskutz@troyny.gov Submission of Proposal Please provide the City with one (1) original and five (5) copies of the Request for Proposal. Your sealed proposal must be submitted no later than 2:00 p.m. on TO BE DETERMINED BY PURCHASING DEPARTMENT. Proposals must be sealed inside a box or envelope and clearly marked: City of Troy RFP for Independent Audit Services on the outside (including shipping boxes if applicable). Fax or electronic submissions will not be accepted. Please submit your sealed proposal to: Nancy Piskutz Office of the City Comptroller City Hall 433 River Street – Suite 5001 Troy, NY 12180 Responses received after the 2:00pm deadline will be returned, unopened, to the vendor.  Appendix A CERTIFIED COPY OF RESOLUTION OF BOARD OF DIRECTORS OF (NAME OF CORPORATION) “RESOLVED that _______________________________________, ______________________________ (Person Authorized to Sign) (Title) Of ___________________________________ authorized to sign and submit the Bid of this corporation (NAME OF CORPORATION) for the following Project: and to include in such bid the certificate as to non-collusion, and for any inaccuracies or misstatements in such certificate this corporate Bidder shall be liable under the penalties of perjury. The foregoing is a true and correct copy of the resolution adopted by (NAME OF CORPORATION) at a meeting of its Board of Directors held on the _______ day of __________________, 2017. By: ____________________________________ Title: __________________________________ (SEAL) The above form must be completed if the Bidder is a Corporation.  NON-COLLUSION AFFIDAVIT OF BIDDER CITY OF TROY, NEW YORK State of New York ) )ss. County of ) __________________________________________________, being first duly sworn, deposes and says that: 1) He/she is _________________________________________________________________ of (owner, partner, officer, representative, or agent) _____________________________________________________________, the Bidder that has submitted the attached bid; 2) He/she is fully informed respecting the preparation and contents of the attached Bid and of all pertinent circumstances respecting the Bid; 3) Such Bid is genuine and is not a collusive or sham Bid; a. By submission of this Bid, each Bidder and each person signing on behalf of any Bidder certifies, and in the case of a joint Bid each party thereto certifies, as to its own organization, under penalty of perjury, that to the best of his knowledge and belief: 1. The prices in this Bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other Bidder or with any competitor 2. Unless otherwise required by law, the prices which have been quoted in this Bid have not been knowingly disclosed by the Bidder and will not knowingly be disclosed by the Bidder prior to opening, directly or indirectly, to any other Bidder or to any competitor; and 3. No attempt has been made or will be made by the Bidder to induce any other person, partnership, or corporation to submit or not to submit a Bid for the purpose of restricting competition b. A Bid shall not be considered for award nor shall any award be made where clauses 4) a., 1, 2, and 3 above have not been complied with; provided however, that if in any case the Bidder cannot make the foregoing certification , the Bidder shall so state and shall furnish with the Bid a signed statement which sets forth in detail the reasons therefor. Where 4) a., 1, 2, and 3 above have not been complied with, the Bid shall not be considered for award nor shall any award be made unless the head of purchasing unit of the State, public department, or agency to which the Bid is made, or her designee, determines that such disclosure was not made for the purpose of restricting competition. c. The fact that a Bidder (i) has published price lists, rates, or tariffs covering items being procured, (ii) has informed prospective customers of proposed or pending publication of new or revised price lists for such items, (iii) has sold the same items to other customers at the same prices being bid, does not constitute, without more, a disclosure within the meaning of clause 4) a. 2. d. Any Bid hereafter made to the municipality or any public department, agency, or official thereof by a corporate Bidder for work or services performed or to be performed or goods sold or to be sold, where competitive bidding is required by statute, rule, or regulation, and where such Bid contains the certification referred to in subparagraph 4.a. of this section, shall be deemed to have been authorized by the Board of Directors of the Bidder and such authorization shall be deemed to include the signing and submission of the Bid and the inclusion therein of the certificate as to non- collusion as the act and deed of the corporation. 4) The price or prices quoted in the attached Bid are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the Bidder or any of its owners, partners, officers, representatives, agents, employees, or parties in interest, including this Affidavit. ___________________________________ (Signature)  (Title) Subscribed and sworn before me this _______ day of ____________, 2017 ______________________________