1 INTERNAL AUDIT SERVICES RFP

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2 Price Proposal... 4 Introduction... 7 Scope of Work... 7 Expected Outcomes and Deliverables... 8 Selection Process... 8 Qualification and Evaluation of Proposals... 9 Proposer Representations Basis of Award Basis of Evaluation for each Factor Factor 1- Project Approach Factor 2- Corporate Experience Factor 3 - Cost Factor 4- References Factor 5- Capacity Factor 6 Local Preference Evaluation Criteria Contractor will be evaluated on Factors 1 thru Factor 1 Project Approach: Factor 2- Corporate Experience Factor 3 Cost Factor 4 References Factor 5 Capacity Factor 6 Local Preference Submittals Addendum:

3 Attachment 1 Corporate Experience Form Attachment 2 Contractor s Certification/Qualification Questionnaire Attachment 3 SC Department of Revenue Form I-312, if applicable Attachment 4 Equal Employment Opportunity Certification Attachment 5 Non-Collusion Oath Attachment 6 Drug-Free Work-place Certification Attachment 7 Local Preference Option Attachment 8 Compliance with Illegal Immigrant Act Attachment 9 Insurance Requirement Attachment 10 Subcontractor Data Form, if applicable Attachment 11 Reference Attachment 12 Organizational Conflict of Interest Attachment 13 - Statement of Financial Interest and Certificate of Non-Disclosure Contract Document 3

4 Price Proposal PRICE PROPSOAL MUST BE SENT IN A SEPARATE SEALED ENVELOPE. The FIRM OF: Hereby agree to provide the requested services as defined in Request for Proposal Internal Auditing Services. A. Provide firm fixed pricing for requested services per Scope of Work. The pricing shall include a flat fee for general internal auditing services. Travel and other related expenses shall be included in the pricing. Est. Unit of Unit Qty. Issue Price Total Item 1 FY2014/ Base 1st year 4 QTR $ $ Option Years Item 2 FY2015/ 2nd year 4 QTR $ $ Item 3 FY2016/ 3rd year 4 QTR $ $ Item 4 FY2017/ 4th year 4 QTR $ $ Item 5 FY2018/ 5th year 4 QTR $ $ Offer Notes: Total Not to Exceed items 1 5 $ 1. Evaluation will be made on the total sum of items 1 thru Price realism analysis will be performed. 3. The Commission may reject an offer as nonresponsive if it is materially unbalanced as to the price for items 1thru 5. An offer is unbalanced when it is based on prices significantly less than prices for some work, and prices which are significantly overstated for other work. 4. All allowances, fees, taxes, contractors, sub-contractors fees and prices are included in this total Proposal. 4

5 5. The Commission will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate The Commission to exercise the option(s). At a minimum, invoices shall contain the identity of the provider of the services, the date of the services, a description of the services, and any applicable taxes. The price specified shall include all taxes and duties of any kind levied by federal, state, municipal, or other governmental authority, which either party is required to pay with respect to the materials or services covered by this Agreement. Out of state Contractors are required to complete form I-312, Nonresident Taxpayer Registration Affidavit Income Tax Withholding form, Attachment 3. The prices listed in this proposal includes all pricing, including, but not limited to, all taxes and duties of any kind levied by federal, state, municipal, or other governmental authority, which either party is required to pay with respect to the materials or services covered by this Agreement. Respectfully submitted, Company Name: Representative: Address: Signature: Title: Phone: Date Submitted: 5

6 EXCEPTIONS: Offeror must sign one appropriate statement below, as applicable: ( ) Offeror understands and agrees to all terms, conditions, requirements, and specifications stated herein. Firm: Signature: ( ) Offeror takes exception to terms, conditions, requirements, or specifications stated herein (Offeror must itemize all exceptions below, and return with this RFP.): Firm: Signature: Vendors should note that any exceptions taken from the stated terms and/or specifications may be cause for their submittal to be deemed "non-responsive", risking the rejection of their submittal. 6

7 Introduction The Charleston County Park and Recreation Commission (The Commission) is seeking proposals from qualified firms to provide internal audit services to The Commission and other related contractual matters. It is anticipated that the services will be provided over the next twelve (12) months, with the option of extending the term of the Contract for four (4) additional one year options. The Commission s prime responsibility is the development of a large, diversified county park and recreation system. The system emphasizes an enterprise approach to recreation. Each park facility offers a variety of programming, natural features and revenue generating opportunities. Enterprise operations for The Commission include facility admission and parking fees, overnight and rental facilities, waterparks, concession, retail, group services, special events, Holiday Festival of Lights, recreational programs and summer camps. Annual park visitation exceeds two million visitors per year. Proposers are encouraged to visit our website, for more information. Scope of Work The scope of work may include, but is not limited to, risk assessment of operation, report on the assessment of the entity-wide control environment, proposal for multiyear internal audit schedule, recommendation for approving operations, internal controls and reducing risk and the reporting progress and direction of the internal audits. The Commission expects a flat fee contract from the successful firm. The length of the initial contract will be a one year term with four additional one-year options. 1. The Commission will require the successful firm to: a. In conjunction with key staff and The Commission, perform a risk assessment of operations to prioritize the areas for internal audit work. From this assessment propose a multi-year internal audit schedule. b. Perform internal audits of agreed upon Division/Departments/processes each year according to a prioritized schedule. c. Have Capacity to review other areas as deemed necessary or requested by The Commission. d. Provide recommendations to strengthen internal controls in order to lower internal risk. e. Provide recommendations for implementing best practices in instances where policies, procedures and processes do not exist or should be improved upon. f. Perform operational reviews of key business processes to identify deficiencies and weakness and make recommendations for improvements. g. Work closely with external auditors and The Commission staff to ensure minimal duplication of effort. 2. The Commission and/or staff will provide the following services 7

8 a. Administer regular meetings with the Firm to determine areas of interest b. Assist the Firm when and if additional expertise, knowledge or information is necessary. c. Be primary contact for the Firm regarding audit requests. d. Implement and monitor recommendations. 3. The Commission will not require successful form to perform the annual audit of The Commission s financial statements. Expected Outcomes and Deliverables 1. Report on the assessment of the entity-wide control environment 2. Risk assessment of operations 3. Proposal for multiyear internal audit schedule 4. Recommendations, when applicable, for approving operations, internal controls and reducing risk. 5. Regularly report the progress and direction of the internal Audit Process to The Commission 6. Proposed timelines for upcoming audits reports Selection Process Proposals will be received from qualified Contractors; however, no proposal submitted may be withdrawn for a period of sixty (60) days after the date the proposals are due. The Commission will determine whether the evidence of ability to perform is satisfactory and will make awards only when such evidence is deemed satisfactory. The Commission also reserves the right to waive any irregularities and/or reject any and/or all proposals that do not adequately meet the Owner s intended quality, cannot meet the schedule, or are not within the Owner s budget constraints. The Commission also reserves the right to accept the proposal as a whole or any items listed on the Proposal Form. Listed below is the anticipated schedule: Deadline for Questions: August 9, 2013 Addenda issued, if deemed necessary: August 13, 2013 Proposals Due: August 20, 2013 Proposers, by virtue of submitting a proposal, agree to The Commission s terms and conditions herein and will take precedence over any terms and conditions submitted with the proposal, either appearing separately or included in other literature. Withdrawal of an inadvertent or erroneous proposal before award may be permitted if there is reasonable evidence of a clerical or mathematical error. A mistake of business judgment does not constitute adequate grounds for withdrawal of a proposal. In the case of any ambiguities between the proposals and contract documents, The Commission s Contract and Procurement Policy will prevail. Upon submission, all proposals become the property of The Commission and are subject to public record laws. It is the Proposer s responsibility to notify The Commission of any proprietary information listed in proposals submitted. If a proposal contains proprietary information, the Proposer shall include a 8

9 cover letter indicating such information. In addition, any information in which the proposer considers proprietary MUST be clearly marked proprietary next to the relevant part of the text in order for it to be treated as such. It is anticipated that the selected Proposer will enter into the attached Blanket Purchase Agreement and Open-Ended Contract with The Commission for a period of five years, with options for additional three one year options. The initial contract period shall start on the date of the Agreement and shall terminate at the end of two years. All prices, terms and conditions shall remain firm for the initial period of the Contract and for any renewal period, unless price adjustment is requested, justified and accepted by the Commission. The Commission, at its discretion, may renew this Contract annually, up to four additional one year options, subject to satisfactory performance and with determination the renewal will be in the best interest of The Commission. Qualification and Evaluation of Proposals It is of utmost importance for firms to demonstrate qualifications, competence and capacity to provide the Contractor services for the Internal Audit Services. While The Commission is concerned about the ultimate costs for this project; the specific and primary attention to the evaluation of the proposals will include the following factors, listed in the order of importance: 1) Project approach 2) Corporate Experience 3) Cost 4) References 5) Capacity 6) Local Preference The Commission will determine the best value based upon these criteria and recommend the selection of a Proposer. The Commission reserves the right to request additional information from one or more firms after the submission of the initial proposals in order to clarify, confirm or properly evaluate any proposals. The Commission also reserves the right to negotiate terms of the contract with the intended firm pursuant to Charleston County Park and Recreation Commission s Procurement Policy. There is no expressed or implied obligation for The Commission to reimburse responding firms for any expenses incurred in preparing the proposal and/or any subsequent interview and/or requests for additional information. The Commission reserves the right to, at reasonable times; inspect the part of the business of a contractor, or any subcontractor, which is related to the performance of any contract awarded, or to be awarded, by The Commission and the books and records of such contractors and subcontractors in accordance with Charleston County Park and Recreation Commission s Procurement Policy. 9

10 Proposals for services shall include all charges including, but not limited to, taxes and duties of any kind levied by federal, state, municipal or other governmental authority which either party is required to pay with respect to services covered under this agreement and travel and other related expenses. Contractor is required to sign a copy of The Commission s contract, a copy of which is attached Criteria for Selecting Institution based on Qualifications Proposer Representations Each responding offeror, by submitting proposals, represents that: 1. The responding offeror has read and understands this solicitation (including all Attachments) and that its offer is made in accordance therewith. 2. The responding offeror has reviewed the solicitation, become familiar with the local conditions under which the service is to be performed, and correlated personal observations with the requirements of the proposed contract documents. 3. The responding offeror is qualified to provide the services required under this solicitation and, if awarded the contract, will do so in a professional, timely manner. Basis of Award The award determination shall be based on technical and price factors, not necessarily the lowest price. Following the deadline for submittal of proposals, a selection committee will review, analyze, and rank all submittals based on their response to the information requested. If desired, the selection committee may short list the number of qualified responding firms. The Commission reserves the discretion to determine the number of firms that will be on the short list. The selection committee may conduct discussions with the firm(s) submitting responses regarding the contract and shall select from among them the firm(s) deemed most qualified to provide the required service. At the discretion of The Commission, the discussions with the firm(s) may consist of written questions and responses, and/or personal interviews with members of the firm(s). If personal interviews are required by The Commission, the persons proposed to be responsible for performing the work required herein shall attend the interview. If requested, firms should be prepared to submit financial status information, which shall be held in confidence. The Commission reserves the right to reject any or all submittals and to waive defects, technicalities, and/or irregularities in any submittal. The Commission reserves the right to finalize a contract based on all factors involved in the written qualification submittal without further discussion or interviews. Basis of Evaluation for each Factor The firm shall be rated higher during evaluations if their proposal meets or exceeds the following items: (Factors 1 through 6). 10

11 Factor 1- Project Approach Basis of Evaluation: The responding offeror may be rated higher during evaluations if their proposal indicates a solid understanding of The Commission s needs and, present innovative or creative approaches in performing internal audit services. Factor 2- Corporate Experience Basis of Evaluation: The responding offeror will be evaluated in order to determine if it has demonstrated the necessary corporate experience to meet The Commission s needs in performing internal audit services. Factor 3 - Cost Basis of Evaluation: The Commission will evaluate cost based on the total price proposal submitted for items requested by name in the Price Proposal for items 1 thru 5. Analysis will be performed by one or more of the following techniques to ensure a fair and reasonable price: Prices received in response to the RFP Price realism analysis performed Factor 4- References Basis of Evaluation: Include at least 3 references that are of similar size and scope from within the past three years of the internal auditing services, preferably located within the Charleston County, South Carolina area. The Commission is interested in information that reflects a trend of satisfactory and/or an outstanding level of performance, considering: Successful completion of tasks Timely product delivery Quality products and services Cooperativeness and teamwork at all levels In addition to the above, The Commission may review any other sources of evaluation information of past performance. Other sources may include, but are not limited to, inquiries of firm representative(s), and any other known sources not provided by the firm. While The Commission may elect to consider data from other sources, the burden of providing detailed, current, accurate, and complete past performance information rests with responding firm. Based on the trend and satisfactory and/or outstanding ratings, performance may be rated higher. Factor 5- Capacity Basis of Evaluation: The responding firm will be evaluated to determine if their proposal has sufficient capacity to meet and maintain service. Capacity is determined based on ability to meet or exceed the schedule and show a sample of a critical timeline for a successful project as well as sufficient local resources and personnel that will be allocated to perform the internal audit services. 11

12 Factor 6 Local Preference Basis of Evaluation: The responding firm whose business is physically located and operating within the limits of Charleston County and who otherwise meets The Commission s vendor requirements in Attachment 7. Evaluation Criteria Each response to this Request for Proposal will be subject to the same review and assessment process. Submittals will be evaluated on the basis of the Proposal s technical capability, experience and cost. All firms submitting qualifications must provide at a minimum, their expertise and capabilities as they relate to factors 1 thru 6 with regard to internal audit services. The distinction between corporate experience and past performance is corporate experience pertains to the types of work and volume of work completed by a firm comparable to the types of work covered by this requirement in terms of scope and complexity. Past performance relates to how well a firm has performed. Contractor will be evaluated on Factors 1 thru 6. Factor 1 Project Approach: Factor and Solicitation Submittal Requirements include: 1. Description of your overall approach to internal audit services. 2. Description of your internal audit methodology. 3. Description of the risk assessment methodology that would be used to develop the internal plan. Factor 2- Corporate Experience Factors and Solicitation Submittal Requirements: 1. Proposals shall identify the qualified, knowledgeable contact person who will be the point person for the entire project. Proposals shall also provide a statement of the responding offeror s commitment that the identified individual(s) will be involved throughout the entire project and must address, at a minimum, the organizational strength and stability of the responding firm; 2. Provide the name, title, address, phone number, fax number and address of the primary contact person(s) assigned to this account; 3. Provide documentation of the firm s capability and experience which includes a. Demonstration of the offeror s ability to perform the indicated services. b. Description of previous work. c. Responsiveness and compliance with the items listed in Request for Proposal. d. Provide a general overview and brief history of your organization, including customer service philosophy, parent and/or subsidiary companies, and the number of employees; 12

13 4. Provide the address of the primary office and/or branch location that will service the account; 5. Describe the offeror s direct experience in providing similar services for other governmental agencies, specifically local government agencies located in South Carolina. Include the number of public agency clients ; 6. Include an electronic copy of the most recent audited annual financial statement and the latest 10-k report with the proposal. In addition, the successful institution is required to submit its financial statements for each year of the contract; 7. Provide a copy of firm s latest Peer Review. 8. Describe the firm s policy on changing the primary contact person; 9. Name the individuals who will work with The Commission ; and information should include: a. Identify what each person s role and responsibilities will be. b. Biographical information. c. Experience working with governmental agencies. d. Number of years experience in this field. e. Number of years with your firm. 10. Provide any other information that might be beneficial for The Commission to know regarding your ability to complete the requested engagement. 11. Provide samples of audit work reports issued in prior work which relates to the engagement. Factor 3 Cost Factor and Solicitation Submittal Requirements include: The responding offeror will be evaluated based on the total price proposal submitted; however, awards will not necessary be given to the responding offeror with the lowest price. The Commission will evaluate cost based on the total price proposal submitted for items requested by name in the Price Proposal Form. Factor 4 References Factors and Solicitation Submittal Requirements: Responding firm should ensure correct phone numbers and addresses are provided for all client points of contact as well as submit a copy of references as indicated in Certification/Qualification Questionnaire/References, Attachment 2 and 11, which contains the point of contact information for each of the three required client references. The references should: 1. Provide three recent client references (from within the past three years); 2. Provide the client s name, as well as address and telephone number for a point of contact who can provide information regarding firm s role on the providing supplies and service; 3. Submit any other information the offeror believes will enhance its position in the evaluation criteria; 13

14 4. Include reputation and previous experience of the responding offeror and its products and services; 5. Provide at least three (3) references that are of similar size and scope of service utilization as The Commission s internal audit services, preferably local government agencies located in South Carolina; and 6. Address how many public sector clients, both within and outside of South Carolina, have terminated services in the last three years. Factor 5 Capacity Factor and Solicitation Submittal Requirements include: 1. Ability to meet a schedule; and 2. Description of the responding firm s approach to timelines and scheduling. Factor 6 Local Preference Factors and Solicitation Submittal Requirements include: 1. Firm whose business is physically located and operating within the limits of Charleston County and who otherwise meets The Commission s vendor requirements in Attachment 7. Submittals All proposals submitted will become the property of The Commission and are subject to public record law. If proposal contains proprietary information the Proposer shall include a cover letter indicating the proposal contains such information. In addition, any information in which the proposer considers proprietary, MUST be clearly marked proprietary next to the relevant part of the text in order for it to be treated as such. Submit qualifications in the following format: Title Page: Title page showing the Request for Proposal subject; the Team name; the name, addresses, and telephone number of a contact person; and the date of the submittal. Table of Contents: Provide Table of Contents to aid the evaluation of the qualifications. Transmittal Letter: A signed letter of transmittal briefly states the Offeror s understanding of the work to be done, the commitment to perform the work, a statement why the Team believes it to be best qualified to perform the engagement, and a statement that the submittal is a Team and irrevocable offer for one hundred twenty (120) days. Detailed Submittal: The purpose of the detailed submittal is for the Offeror to demonstrate their qualifications, competence, and capacity to provide internal audit services to The Commission in conformity with the requirements of this solicitation. Offeror shall submit a qualification for this project meeting the minimum requirements listed. Address each item listed in the Evaluation Criteria based on the ability of your Team as required. Offerors should address all the points outlined herein including 1) Project Approach, 2) Corporate Experience, 3) Cost, 4) Reference, Capacity, and 6) Local Preference Option, if applicable. Corporate Experience Form This is Attachment #1. 14

15 Certification/Qualification Questionnaire - This is Attachment #2. I-312: This is Attachment #3. Please sign and return with proposal, if applicable. Equal Employment Opportunity Certification: Please sign the Equal Opportunity Certification which is Attachment #4. Non Collusion Oath: Please sign and return with proposal the Non-Collusion Oath which is Attachment #5. Drug-Free Workplace Certification: Please sign the Drug-Free Workplace Act which is Attachment #6. Local Preference Option: Please sign and return, if applicable with proposal which is Attachment #7. Compliance with Illegal Immigration Form: Please sign and return with proposal which is Attachment #8. Insurance Requirement: This is Attachment #9 Subcontractor Data Form: Please submit with proposal, if applicable, this is Attachment #10. Reference Please submit with proposal. This is Attachment 11 Organizational Conflict of Interest This is Attachment #12 Statement of Financial Interest and Certificate of Non-Disclosure Will be required to be signed with proposal. This is Attachment #13 Proposer is encouraged to provide any additional options and fees for services they may offer that are not listed in the RFP. Each proposal will be evaluated and a firm will be selected in accordance with this RFP. Contractor is required to sign a copy of The Commission s contract, a copy of which is attached. All technical questions shall be submitted in writing no later than 2:00 PM on August 9, 2013 to the attention of Ms. Lanna Wright, Charleston County Park and Recreation Commission, 861 Riverland Drive, Charleston, SC or by to An addendum, if deemed necessary, will be posted on the website, Price Proposals must be sent in a separate sealed envelope. Submit one original clearly marked Original and four (4) copies in the following format: 8-1/2 x 11, font size 12, and a maximum of 75 pages. Provide the proposals in three ring binders with a cover page including name of Institution, address, phone, and fax numbers, contract number and point of contact. Proposals must be received no later than 2:00PM on August 20, All proposals must be sent to the attention of Ms. Lanna Wright, Procurement Manager, 861 Riverland Drive, Charleston, SC and clearly marked on the bottom left hand corner, Internal Audit Services RFP# All Price/Price Structure proposals must be sent in a separate sealed envelope to the attention of Ms. Lanna Wright, Procurement Manager, 861 Riverland Drive, Charleston, SC and clearly marked on the bottom left hand corner Price Proposal Internal Auditing Services RFP# [name of firm]. 15

16 Addendum: Submitter acknowledges that it is the submitter s responsibility to determine whether an Addendum has been issued. If so, the submitter must obtain copies of such Addendum from the Commission s website and agrees to be bound by all Addenda that have been issued for this Request for Proposal. If an addendum is issued, the submitter shall sign and return each addendum with the proposal submitted. 16

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