TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 3, 2021
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 21-RFP-08, GASB 87 Lease Accounting Software for a three-year period with Deloitte & Touche, LLP, in an amount not to exceed $22,500.00, Accounts 101-27000-612820, Requisition 1528174
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Deloitte & Touche, LLP for an accounting software package compliant with GASB 87 Lease Accounting. The solution will create amortization tables from lease/easement data-points and calculate all relevant accounting entries based on the respective lease amortization tables including: lease receivable, lease payable, deferred inflows and outflows, interest income, and lease revenue. The purchase order will expire on June 30, 2024.
On February 4, 2021, the Request for Proposal 21-RFP-08 GASB 87 Lease Accounting Software was advertised. Four hundred and fifty-three (453) firms were notified, and twenty-four (24) firms requested proposal documents. The District received six (6) proposals on March 12, 2021 from the following vendors: Cognitus Consulting LLC, Crowe LLP, Deloitte & Touche LLP, GCR Inc., DBA Civix, RSM US LLP, and UGAAP LLC. Cognitus Consulting and UGAAP LLC were not interviewed as their proposals did not meet the specific software needs as outlined in the RFP.
An evaluation committee consisting of staff from Finance, Information Technology, Procurement and Materials Management, and Law evaluated the proposals for the technical sufficiency based on evaluation criteria detailed in the request for proposal. Interviews with proof-of-concept demonstration were held and Best and Final Offers were requested and received.
Based on the overall evaluation of the proposals, the interviews, and the Best and Final Offers, the evaluation committee recommended that a purchase order be awarded to Deloitte & Touche, LLP. Deloitte & Touche LLP’s professional qualifications, approach to the software implementation project, specialized software solution, cost, and expertise is best to satisfy the scope of the RFP.
Appendix A and Appendix V was not included in this RFP because the estimate is less than the minimum threshold established by Section 4 of the Affirmative Action Ordinance.
Inasmuch as the firm of Deloitte & Touche LLP, 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 $22,500.00.
Funds for the 2021 expenditure, in the amount of $7,500.00, are available in Account 101-27000-612820. Funds requested for expenditures in year 2022 and 2023 in the amount of $7,500.00 for each year are contingent on the Board of Commissioners' approval of the District's budget for those years.
Requested, Jacqueline Torres, Clerk/Director of Finance, JT:kj
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 June 3, 2021