SUBMIT QUOTATIONS TO: Request for Quotation Pasco-Hernando State College 10230 Ridge Road New Port Richey, Florida 34654 Attn: Purchasing Department Room E-114 Contact: Richard Boragine Purchasing Manager Phone: (727) 816-345 Fax: (727) 816-3315 E-mail: [email protected] RFQ No.: 14-Q04 RFQ Title: Auditing Services Website Homepage: http://phsc.edu/departments/purchasing the College Calendar: http://phsc.edu/calendar Maps/directions: http://phsc.edu/campuses Scope of Service Pasco-Hernando State College is soliciting requests for quotations/proposals from certified public accounting firms to perform periodic internal reviews of select financial transactions as well as other reviews as necessary. The periodic reviews will be conducted twice annually. Issue Date: Proposal Due Date and Time: April 24, 2015 May 4, 2015 – 4:30 p.m. (EST RFQ 14-Q01 Pasco-Hernando State College – Auditing Services 1 Introduction The intent of this Request for Quotation (RFQ) is to select one company to provide Auditing services for PascoHernando State College’s campuses located at: West Campus – 10230 Ridge Road, New Port Richey, FL 34654 East Campus – 36727 Blanton Road, Dade City, FL 33523 North Campus – 11415 Ponce de Leon Blvd., Brooksville, FL 34601 Spring Hill Campus – 450 Beverly Court, Spring Hill, FL 34606 Porter Campus at Wiregrass Ranch – 2727 Mansfield Blvd., Wesley Chapel, FL 33543 Submitted quotes are subject to the terms, conditions, and specifications contained herein and are hereby made part of this request. The quotation must be received and physically located at/in the purchasing department or electronically received no later than 4:30 p.m. on May 4, 2015. Quotations not submitted in accordance with the terms, conditions, specifications, and other instructions contained herein may be subject to rejection. Any quote that arrives in the purchasing department after this time will be disqualified. All proposing firms shall carefully examine the RFQ documents. Any ambiguities or inconsistencies shall be brought to the attention of PHSC in writing prior to the due date; failure to do so, on the part of the proposing firm, will constitute an acceptance by the proposing firm of any subsequent decision. Any questions concerning the intent, meaning and interpretations of the RFQ documents shall be requested in writing, and received by PHSC at least seven (7) calendar days prior to the due date for response. It is requested that all questions be e-mailed to [email protected], using the following subject line: RFQ 14-Q04 Auditing Services. Such inquiries regarding this RFQ must be submitted in writing to PHSC’s Purchasing Manager. PHSC will provide written answers to the questions in the form of written addendum to all proposing firms who have received the RFQ. PHSC will not be responsible for any oral instructions made by any employee(s) of PHSC in regard to this RFQ. The contract period will be a five (5) year term subject to two (2) additional one (1) year terms, upon mutual agreement. The College reserves the right to add services, reduce the scope of work, or conduct work in phases during the contract period under the same conditions and terms of this agreement. Additional services may be included in the future under the same contract. Public Records: Quotes become "public records" and shall be subject to public disclosure consistent with Chapter 119, Florida Statutes. Proposers must invoke the exemptions to disclosure provided by law in the quote, and must identify the data or other materials to be protected and must state the reasons why such exclusion from public disclosure is necessary. Proposers will be responsible for all costs, including attorney's fees, associated with defending such asserted exemptions from disclosure. Proposals may be reviewed at the purchasing office during normal working hours by appointment. Trade Secret Information: PHSC will comply with Florida Statue 815.045 in regards to trade secret information. The Proposer is required to clearly identify each item of the quote that they deem to be trade secrets as defined in s.812.081, and as provided for in s.815.04(3).This information will be expressly made confidential and exempt from the public records law. Proposer will be responsible for all costs incurred in defending the claim of trade secrets, including Attorney's fees and shall indemnify the Board, its agents, officers and employees for any and all civil or criminal fines imposed pursuant to Chapter 119, Florida Statutes. Proposer shall have no right to participate in the defense of such positions but may be invited to participate by the Board, at the Board's discretion. RFQ 14-Q01 Pasco-Hernando State College – Auditing Services 2 1. Scope of Work Pasco-Hernando State College is soliciting requests for quotations/proposals from certified public accounting firms to perform periodic internal reviews of select financial transactions as well as other reviews as necessary. The periodic reviews will be conducted twice annually in September (for the period January 1 through June 30th) and March (for the period July 1 to December 31st) and will include the following: Twice Per Year Review the records of approximately 20 bookstore deposits to validate accurate calculations and timely deposits. Conduct unannounced change fund counts during the fiscal year at each of the five campus bookstores. Review 40 accounts payable vouchers to validate proper supporting documentation and timely payment. Review 35 purchasing card vouchers/accounts to validate accurate calculations and compliance with Florida Statutes and College Policy. Review 10 travel reimbursement vouchers to validate accurate calculations and compliance with Florida Statutes and College policy. Once Per Year Review the payroll records of 40 employees (faculty, staff and students) to validate accurate calculations for pay and fringe benefits based on supporting documentation. Review the accounts receivable records of 30 student accounts to validate that accounts receivables are correct and payments applied correctly. Review student records of 30 students to determine whether grade changes were supported by the authorized institutional representative and were timely recorded in the students’ records. Review student records of 30 students to determine whether official transcripts issued were supported by the signature of authorized person(s). Review student records of 20 students to determine whether course substitutions were supported by the appropriate documentation Review student records of 30 students to determine whether students receiving diplomas had met the requirements for graduation documented by transcripts on file. Review student records of 25 students to determine whether financial aid appeals were appropriate, complied with Board policy and were supported by the appropriate documentation Reports Submit a written report to the College President in November and April of each year indicating the results of the review Review of other issues identified by Management as negotiated or substituted for reduction in items noted above as necessary. RFQ 14-Q01 Pasco-Hernando State College – Auditing Services 3 2. Minimum Requirements The individual or company submitting the proposal must: Be a Certified Public Accountant and licensed to do business in the State of Florida. Have experience in auditing not-for-profit institutions (educational institutions preferred) Have knowledge of and familiarity with Federal guidelines, Florida Statutes, Florida State Board of Education Administrative Rule 6A-14, and best business practices. Submission Requirements Please submit an electronic (PDF) proposal to: [email protected] no later than May 4, 2015 with the following information: 1. Firm Overview/Experience a. Proposer Information Form (attached) b. History Overview of Company c. Firm References (attached form for three to five companies) d. Staff Qualifications and Resources (Including resumes of staff that will be assigned to account) 2. Fee Structure The costs for performing these internal reviews during the year as outlined above and the bases for requesting an increase in cost for the subsequent years. 3. Evaluation Process A meeting of the Proposal Evaluation Committee will occur on or around May 7th, 2015 to review and rate all submitted quotations initially deemed to be responsive. The Evaluation Team Two representatives from Financial Services One representative from Student Development One representative from Financial Aid Criteria for Reviewing Quotations Firm Experience (70%) Fee Structure (30%) Results will be posted on the College’s website at: http://PHSC.edu/departments/purchasing after the evaluation process is completed The College shall be the sole judge of its own best interests, the proposals, and approval of the resulting contract. The College’s decisions will be final. RFQ 14-Q01 Pasco-Hernando State College – Auditing Services 4 Proposer Information Form Proposer Name: Formerly: Mailing Address: City, State, Zip: Street Address: City, State, Zip: Contact Person: Title: E-mail Address: Website Home Page: Type of Business: (Check one) Incorporated in the State of: Date: Corporation # of Years: Proposer is a M/WBE/SDVBE: Yes No Sole-Proprietorship Partnership Federal Employer Identification Number: __ __ - __ __ __ __ __ __ __ Joint Venture SSN (if Sole-Proprietorship or Partnership): __ __ __- __ __- __ __ __ __ Only required if FEIN is not provided Telephone Number: ( ) Toll Free Telephone Number: ( ) Fax Number: ( RFQ 14-Q01 Pasco-Hernando State College – Auditing Services ) 5 Reference Form Company: Contact Name: E-mail Address: Address: City, State, Zip + 4: Phone Number: ( ) Fax Number: ( ) Contract Term: Summary of Work: Comments: Proposer: ______________________________________ This form may be copied as needed. 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