TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 6, 2016
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 16-RFP-23, Specialized Auditing Services, with Plante & Moran, PLLC, in an amount not to exceed $49,540.00 for a two-year period. Account 101-40000-612430, Requisition 1427345.
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Plante & Moran, PLLC for Specialized Auditing Services for a two-year period.
The purpose of this request is to engage a certified public accounting firm to complete specialized audit services to review job order contracting, portable gas detection meter use, and blue cross blue shield medical claims, for compliance with all contract terms and District policies and procedures.
On July 6, 2016, the Request for Proposal 16-RFP-23, Specialized Auditing Services was advertised. Eighty-three firms were notified and twenty-one firms requested proposal documents. On August 5, 2016, one responsive proposal was received from Plante & Moran, PLLC.
An evaluation committee consisting of staff from Finance, Human Resources, Maintenance and Operations, and Procurement and Materials Management evaluated the proposal for the technical sufficiency based on evaluation criteria detailed in the Request for Proposal. An interview was then held with the responsive proposer and the Best and Final Offer was requested from the firm.
Based on the evaluation of the proposal using the criteria described above and the Best and Final Offer, it is recommended that the contract be awarded to Plante & Moran, PLLC. The professional qualifications, approach to the audit project, and consultant team demonstrated a clear understanding of the services being requested.
The Affirmative Action Section has reviewed the Agreement and has concluded that Affirmative Action participation is not required because the estimate is less than the minimum threshold established by Section 4 of the Affirmative Action Ordinance.
Inasmuch as the firm of Plante & Moran, PLLC possesses a high degree of professional skill, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement per Section 11.4 of the Purchasing Act, in an amount not to exceed $49,540.00.
Funds for the 2016 expenditure, in the amount of $17,240.00 are available in Account 101-40000-612430. The estimated expenditure for 2017 is $32,300.00 and is contingent on the Board of Commissioners’ approval of the District's budget for that year.
Requested, Jacqueline Torres, Clerk/Director of Finance JT:EWH:ms
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for October 6, 2016