REQUEST FOR PROPOSAL FOR AUDIT SERVICE FOR FACC SERVICES GROUP, LLC FACC Services Group, LLC d/b/a CiviTek (CiviTek), is seeking a nationally or regionally recognized independent accounting firm to provide a quarterly audit and certification of all claims for expenditures submitted by Depositories to the Florida Department of Revenue (DOR) for Title IV-D reimbursement. Qualified accounting firms are invited to submit proposals to provide auditing services for CiviTek. Written proposals will be received electronically until 5:00 PM EST on Wednesday, October 18, 2017. Proposals received after this date will not receive further consideration. Description of CiviTek and Contract with Florida Department of Revenue CiviTek was established in 1991 to provide financial and technical services for Clerks of Circuit Court and Comptrollers. CiviTek is a wholly owned subsidiary of Florida Association of Court Clerks, Inc. (FCCC) who is the single stockholder and owner of CiviTek. CiviTek is a limited liability company, organized under the laws of the State of Florida, and governed by a seven member Board of Managers, each of whom is a Clerk of the Circuit Court, elected for a two-year term by the Clerks of the Circuit Court and Comptrollers. FCCC established CiviTek to provide support services to the Clerks of the Circuit Court and their staff. In addition, CiviTek provides projects and services for the FCCC that are legislatively required and/or requested by Clerks, allowing them to pool resources to maximize purchasing power. The DOR has contracted with FCCC to generate, transmit, integrate, synchronize, and validate data needed to support the Florida State Disbursement Unit (SDU) and the non-title IV-D component of the State Case Registry (SCR). CiviTek is performing these services on behalf of FCCC. As part of this contract, CiviTek provides support of the SDU, the non-title IV-D component of the SCR, and the transmission of the Title IV-D and non-title IV-D case data and child support payment information between the Depositories, the DOR and the SDU as required by state and federal law. This includes contracting with a certified public accounting firm, selected by CiviTek through an open competitive procurement process, to audit and certify quarterly to the Department all claims for expenditures submitted by the Depositories for Title IV-D reimbursement. Cooperative Agreements The Florida Department of Revenue, Child Support Program and the depository for each county entered into a Cooperative Agreement for the purposes of: Setting forth the Depository's statutory duties as they relate to Title IV-D child support cases; Establishing the responsibilities of the Depository with regard to the operation and maintenance of the State Disbursement Unit and non-title IV-D component of the State Case Registry as mandated by state and federal law; Defining the roles, relationships and responsibilities of the parties; Setting forth a basis for financial reimbursement as required by 45 C.F.R. 303.107(d) to the Depository for providing services; And implementing applicable provisions of chapters 28, 61 and 409, F.S., and Specifically 61.181, 61.1824, 61.1825and 61.1826, F.S. 1
Description of Required Services The firm retained will be required to perform a quarterly audit and certification, in compliance with Chapter 61.1826, Section 4(f), Florida Statutes and Title 2 U.S. Code of Federal Regulations, Part 200, Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards (Uniform Guidance), of all claims for expenditures submitted by the County depositories for Title IV-D reimbursement for each quarter. This will be done both through on-site visits in accordance with the Agreed-Upon Procedures (attached as Appendix A). As required by law, for each Title IV-D case, the firm must safeguard case information. Audit results will be provided to the Department within fifteen (15) days after completion. The contract resulting from this RFP will be for three years with options for two (2) one year renewals and includes a 90 day cancellation policy by either party. Exercise of the renewal options shall be at the discretion of the Board of Managers. Compensation Compensation for auditing services will be billed to CiviTek quarterly as services are completed. Fees quoted in your proposal and included in the contract will be the maximum paid for the term of the contract. Schedule It is the intent of CiviTek to select and appoint an auditor by November 1, 2017 to begin perform the audits starting with Fiscal Year October 1, 2017 through September 30, 2018. October 3, 2017 October 9, 2017 October 12, 2017 October 18, 2017 October 23, 2017 October 27, 2017 RFP posted Question submissions due to CiviTek by 5:00 PM Answers posted to website by 5:00 PM RFP submissions due to CiviTek by 5:00 PM Meeting of RFP Evaluation Committee Selection of Firm; response to all submitting firms Proposal Form Firms submitting proposals should respond completely to the questions listed on the following page. All proposals should be submitted electronically to Michelle Seitzmeir at mseitzmeir@flclerks.com by 5:00 PM EST on Wednesday, October 18, 2017. Only proposals received within the time frame given will be considered. Proposals must be signed, preferably by a partner in order to be considered. The Contract, if any, shall be awarded to the responsible firm whose proposal is most advantageous to CiviTek, based upon the evaluation criteria set forth in the RFP. Any proposal may be rejected where it is determined to not be competitive, or where the cost is not reasonable. Any firm must affirmatively agree and certify that it will comply with all applicable federal, state, and local laws and regulations. Firm agrees to honor its proposal for no less than 90 calendar days after the submission date stated in this RFP (or until execution of a final contract with the selected firm). 2
Evaluation procedure and Criteria Proposals submitted in response to this request will be reviewed in light of the major evaluation criteria set forth on the attached "Questionnaire", which are not in order of importance. Proposals deemed to be fully responsive to this RFP will be reviewed for additional information in the selection process. The RFP Evaluation Committee reserves the right to reject any and all proposals and to waive any failure to comply with the terms of this RFP. Selection will be made in the sole and absolute discretion of the RFP Evaluation Committee and CiviTek. Questions Questions regarding this RFP or CiviTek shall be made in writing and directed to Michelle Seitzmeir. Ms. Seitzmeir can be reached at mseitzmeir@civiteksolutions.com. All questions must be received electronically by 5:00PM, October 9 th. All questions and answers will be posted on our website: www.civiteksolutions.com by 5:00 PM, October 12 th. Once the RFP is issued by CiviTek, respondents are prohibited from contacting any member of the Evaluation Committee, CiviTek, or DOR regarding the subject matter of this RFP other than the contact stated above. Doing so shall disqualify the firm/individual from further consideration. 3
QUESTIONNAIRE 1. Identify the office of your firm that would have primary responsibility for this potential audit engagement. Include a statement attesting the firm is in compliance with registration and licensing requirements to engage in the practice of public accounting in Florida, as well as possesses all necessary insurance coverage to perform these services. 2. Identify & provide references for at least 3 institutions that are presently audited by: The office of your firm that would have primary responsibility for this potential audit engagement. or By national branches of your firm. 3. Provide name and brief professional qualifications, including years of experience in auditing, of partners, managers and senior staff who would be assigned to this potential engagement. Describe the firm s policy on notification of changes in key personnel. 4. Summarize the findings of the most recent peer review of your firm particularly as the review relates to the public sector on a national and local level. 5. Detail firm's major outstanding lawsuits alleging audit deficiencies, if any. 6. Please submit a project plan for performing quarterly audits on an annual basis by county. Include: a. A written narrative describing the method or manner in which the auditor proposes to satisfy the requirements as described, with a corresponding schedule. b. The firm s system of quality control to ensure the audit is adequately performed. 7. Provide a detailed cost proposal for the annual cost for quarterly audits for the duration of the contract (all 5 years), not to exceed $185,000 per year. Please include: a. Itemized Audit Services Cost a. Estimated total hours to complete quarterly audits b. Estimated out of pocket expenses c. Hourly rate by staff classification d. All-inclusive maximum fee and out-of-pocket expenses, which will not be exceeded. 4
Selection Criteria Each proposal will be evaluated on a scale of 1 to 25. 1. Corporate Background 5 points a. Experience of Firm/References b. Background of personnel c. Results of Peer Review Study d. Audit deficiency lawsuits 2. Audit Plan- 10 points a. Project plan narrative b. Schedule c. Quality Control 3. Cost 10 points a. Audit Services cost 5