RFQ document - Pasco-Hernando State College

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:
vendors@phsc.edu
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 vendors@phsc.edu, 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: Vendors@phsc.edu 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.
RFQ 14-Q01 Pasco-Hernando State College – Auditing Services
6