Request for Proposals (RFP) #2020 for FY2020 City Exam

Date May 4, 2020

REQUEST FOR PROPOSALS (RFP)

RFP NUMBER 2020

The City of Fayette, Iowa (City) will receive proposals to perform agreed upon procedures to satisfy the annual examination requirements of Section 11.6 of the Code of Iowa for the 2019-2020 year(s) ending June 30, 2020. Attached is information relating to minimum specifications of services, data to be included in the proposal, evaluation criteria and selected information relating to the City to be examined.

Sealed proposals (2 copies) will be accepted until 12:00 p.m. (Noon), May 28, 2020, at the office of the City Hall (11 S. Main Street) in Fayette, Iowa. If mailed, the proposals should be mailed to:

Fayette City Hall

Attn: Kris McGrane

P.O. Box 28

Fayette, IA 52142

Those submitting sealed proposals should indicate on the outside of the envelope in the lower left-hand corner that it is a sealed proposal for the RFP number indicated above and the name of the firm submitting the proposal.

The contract for services will be awarded by July 20, 2020.

Further information may be obtained from Fayette City Hall at (563)-425-4316

NOTE: This form is available on the Auditor of State's website at:

http://auditor.iowa.gov/municipal/index.html

At the Municipal Oversight page, navigate to Annual Examination Agreed Upon Procedures (AUP) Engagement Request for Proposals (RFP) to access a Word version and download a copy of the RFP

I. SPECIFIC REQUIREMENTS

1. The City reserves the right to reject any and all proposals received.

2. Only proposals received at the location described and in the time frame given will be considered.

3. The original and one copy of the enclosed contract should be completed and manually signed by a partner of the firm submitting the proposal.

4. The annual examination agreed upon procedures (AUP) engagement shall be performed in accordance with the following:

a. Attestation Standards for agreed upon procedures engagements issued by the American Institute of Certified Public Accountants,

b. The Standards for Attestation Engagements contained in Government Auditing Standards issued by the Comptroller General of the United States and

c. The agreed upon procedures program guide prepared by the Office of Auditor of State (AOS).

d. Other procedures, if any, requested by the City.

5. The fees quoted in the proposal and included in the contract will be the maximum paid per hour and in total, unless an amendment to the contract is completed by both parties.

6. The AUP engagement report should conform to:

a. Reporting formats specified by the AOS,

b. Attestation Standards reporting requirements and

c. Government Auditing Standards reporting requirements.

7. The AUP engagement report should report all findings from the AUP engagement since materiality does not apply to the findings to be reported in accordance with, and as described in, Attestation Standards, AT-C 215.26 of the AICPA’s attestation standards.

8. Bound copies of the report, in a quantity sufficient to meet the needs of the City, are required to be provided by the firm awarded the contract. In addition, the firm awarded the contract shall prepare an electronic (PDF) copy of the report for submission to the AOS at This email address is being protected from spambots. You need JavaScript enabled to view it..

9. An electronic (PDF) of the report, a detailed per diem AUP engagement invoice and a copy of the news release shall be submitted to AOS at This email address is being protected from spambots. You need JavaScript enabled to view it. upon release of the report to the City.

10. Working papers shall be retained by the firm performing the AUP engagement and shall be made available to the AOS in accordance with Chapter 11 of the Code of Iowa.

II. DATA TO BE INCLUDED IN PROPOSAL

In order to simplify the review process and to obtain the maximum degree of comparability, the proposal should include the following items and be organized in the manner specified below.

A. Letter of Transmittal - optional

A letter of transmittal may be included briefly outlining the proposer’s understanding of the work and general information regarding the firm and individuals to be involved, including the local address of the office of the firm which will perform the work, the telephone number and the name of the contact person.

B. Profile of Firm Proposing - recommended

1. Provide a brief description of the size of the firm.

2. State whether the firm is in compliance with the registration requirements to engage in the practice of public accounting within Iowa.

3. State whether the firm is independent of the City in accordance with Government Auditing Standards.

4. Describe the local office from which the work will be performed.

a. Location of the office.

b. Current size of the office.

c. Size of professional staff by level, such as partner, manager, supervisor, senior and other professional staff.

d. Number of CPA’s in the office.

5. Submit any other pertinent information required to describe the office which will perform the work.

C. Qualifications - required

1. Describe the recent local office experience in similar types of City or governmental engagements to which the proposal relates. If appropriate, include regional experience regarding similar types of entities and/or engagements.

2. Include brief resumes of all key professional members who will be assigned to the AUP engagement. The resumes should include:

a. The amount of experience the individual has in the profession.

b. A summary of similar governmental audits and/or AUP engagements on which the individual has worked.

c. A summary of the continuing professional education the individual has had in governmental accounting and auditing during the last two years.

d. A statement as to whether the individual is independent, as defined by Government Auditing Standards.

3. Describe the firm’s policy on notification of changes in key personnel to be assigned to the engagement.

4. Provide a listing of or the number of professionals in the office who are experienced in governmental audits and/or AUP engagements.

5. Describe the availability of individuals within the firm who are primarily involved in governmental audits and/or AUP engagements and reporting and with whom the AUP engagement team may consult.

6. Describe briefly the firm’s system of quality control to ensure the AUP engagement is adequately performed.

D. Scope of Services and Proposed Project Schedule - required

Briefly describe your understanding of the scope of services to be provided. Indicate a proposed time schedule for completing the work, assuming the contract will be issued on the date given in the cover letter. Include the approximate dates you would perform fieldwork, office review and report preparation and the latest delivery date of the final report.

E. Fees and Compensation - required

Provide the following information:

Estimated total hours.
Estimated out-of-pocket expenses.
Hourly rate by staff classification.
All-inclusive maximum fee and out-of-pocket expenses, which will not be exceeded.
Frequency and timing of your billing process.

III. RECOMMENDED EVALUATION CRITERIA

It is important the proposal is responsive to the data requested.

1. Cost

Overall cost, including out-of-pocket expenses, for performance of the AUP engagement.

2. Qualifications

a. Organizational structure and size of the firm.

b. Organizational structure and size of the office performing the AUP engagement.

c. Recent experience in AUP engagements.

d. Qualifications of the AUP engagement team.

e. Individuals with whom the AUP engagement team can consult.

f. Level of effort, understanding of work and timetable to complete the AUP engagement.

IV. CITY PROFILE

SUGGESTED information to include:

(1) Administrative Information:

Background information on the City,
Fiscal year(s)covered by AUP engagement,
List of the City’s funds,
Description and magnitude of the City’s accounting records,
Description of the City’s computer system(s), if applicable, and
Availability of prior reports and/or working papers.

(2) Work and Reporting Requirements:

Extent to which the City would assist the firm,
Specific scope of the AUP engagement work to be performed,
Number of copies of reports required,
List of restrictions, such as copy services or work space and
Exit conference requirements.

(3) Time Requirements:

Date of contract award,
Date records would be ready for the AUP engagement and
Date final report is due (9 months following the end of the reporting period).

SAMPLE AGREEMENT BETWEEN

________________________________________________

AND

City of Fayette, Iowa

THIS AGREEMENT made and entered into this _____day of ___________________, 2020, by and between the City of Fayette, Iowa hereinafter called “City,” and ____________________________________, hereinafter called “CPA.”

WHEREAS, the City wishes to obtain the services of the CPA to perform an agreed upon procedures (AUP) engagement to satisfy the annual examination requirements of Section 11.6 of the Code of Iowa, for the 2019-2020 year(s) ending June 30, 2020; and

WHEREAS, the CPA is equipped and staffed to perform the above AUP engagement; and

WHEREAS, this agreement is in the public interest in fulfilling the requirements of Chapter 11 of the Code of Iowa.

NOW, THEREFORE, BE IT UNDERSTOOD AND AGREED:

1. The CPA will:

A. Perform the AUP engagement for the estimated hours as noted in this agreement.

B. Begin work on the AUP engagement as specifically agreed upon with the City.

C. Perform all work in accordance with Attestation Standards issued by the American Institute of Certified Public Accountants and those contained in Government Auditing Standards issued by the Comptroller General of the United States and the agreed upon procedures program guide prepared by the Office of Auditor of State.

D. Immediately inform the City, the Auditor of State and the County Attorney if the AUP engagement discloses any irregularity in the collection or disbursement of public funds or other findings the CPA believes represent significant noncompliance as required by Chapter 11 of the Code of Iowa.

E. Provide access to its working papers to the Auditor of State in accordance with Chapter 11 of the Code of Iowa.

2. Conditions of Payment:

A. It is understood the fees for the services set forth above shall be reimbursed at the following hourly rates:

Classification	Estimated Hours	Hourly Rate
______________	_____________	__________
______________	_____________	__________
______________	_____________	__________
______________	_____________	__________

B. The CPA shall present an invoice for services in the following manner: a hard copy to Fayette City Hall, 11 S. Main Street, P.O. Box 28, Fayette, IA 52142.

C. Payment shall be made within 45 days of receipt of the invoice.

D. The total reimbursement shall not be for more than $________, except as specifically agreed by the City and the CPA.

3. Termination of Agreement:

A. The City may terminate this contract without notice if the CPA fails to perform the covenants or agreements contained herein.

B. The CPA shall be paid for all work satisfactorily performed to the date of termination.

IT WITNESS THEREOF, the City and CPA have executed this AGREEMENT as of the date indicated below:

CPA ____________________ City of Fayette

By ______________________________ By _________________________________

Title ____________________________ Title ________________________________

Date ____________________________ Date _______________________________

RECOMMENDED EVALUATION CRITERIA AND TECHNIQUES FOR RESPONSES TO REQUESTS FOR PROPOSALS

Evaluation of responses to a request for proposal is based upon a 100-point rating system. A maximum of 25 points is assigned to the cost of the bid proposal, and a maximum of 75 points is assigned to the qualifications of the bidding firm or individual. The techniques used to evaluate these two components are described below.

Criteria: COST

Evaluation Value: 25 points

Evaluation Technique: For each firm evaluated

Cost Score = Lowest cost of all proposals received

Proposal cost for this firm x 25

Criteria: QUALIFICATIONS

Evaluation Value: 75 points

Evaluation Technique: Subjective scoring for the following factors:

Qualification Factor		Possible Points
1. Organizational structure and size of the entire firm (resources available – personnel and research, existence of areas of specialization, commitment to governmental auditing and AUP engagements, etc.)		0-5
2. Organizational structure and size of office performing the AUP engagement (resources available – personnel and research, existence of area of specialization, commitment to governmental auditing and AUP engagements, etc.)		0-5
3. Recent experience in similar engagements (involvement in local governmental audits and/or AUP engagements, extensiveness, variety, length of time performing governmental examinations, etc.)		0-15
4. Qualifications of the AUP engagement team (level of experience as accountants, auditors or governmental auditors, variety of experience, % of time devoted to governmental engagements, number of CPA’s involved, training, etc.)		0-25
5. Individuals with whom the AUP engagement team can consult (level and variety of experience, number of CPA’s, training, etc.)		0-5
6. Level of effort, understanding of work and timetable to complete the AUP engagement (number of hours, projected timetable, commentary showing understanding of the City and general knowledge of what is required, etc.)		0-20
Total points – Qualifications		0-75

Each firm’s total evaluation score is the sum of its cost score plus its qualification score. The maximum score is 100 points.

Public Notice of Public Hearing for Loan

NOTICE OF MEETING OF the City of Fayette, IOWA ON THE MATTER OF THE PROPOSED AUTHORIZATION OF A LOAN AND DISBURSEMENT AGREEMENT AND THE ISSUANCE OF NOT TO EXCEED $31,000 TO LEASE A POLICE 2020 CHEVY TAHOE FROM K.S. STATE BANK, AND THE PUBLIC HEARING ON THE AUTHORIZATION AND ISSUANCE THEREOF

PUBLIC NOTICE is hereby given that the City Council of the City of Fayette, Iowa, will hold a public hearing on the 18th day of May, 2020, at 6 o'clock P.M., in the Council Chambers or via online/telephone conference due to COVID-19 (per Iowa Code 21.8), City Hall, 11 South Main Street, Fayette, Iowa, at which meeting the City Council proposes to take additional action for the authorization of a Loan and Disbursement Agreement by and between the City and K.S. State Bank, and the issuance of not to exceed $31,000 to evidence the obligations of the City under said Loan and Disbursement Agreement, in order to provide funds to pay the costs of the 2020 Chevy Tahoe. The Notes will constitute general obligations or be payable out of the general fund.

4/28/2020 City Information Update

UPDATE ON CITY BUILDINGS – CLOSED TO PUBLIC WALK-INS THROUGH MAY 15^TH: Fayette City Hall, the Fayette Police Department and the Fayette Community Library will continue to do our part in helping to minimize the spread of COVID-19 by limiting face to face contact. To continue to meet Governor Reynolds recommendations, the public will not be able to come inside and communicate face to face at these public facilities through the end of the day on Friday, May 15^th, 2020. At that time, we will re-evaluate the situation and extend the date if need be. We not only want to protect ourselves, but we want to protect YOU, too. These facilities will not be closed. We encourage people to call or email to communicate with city employees and officials. City employees will still be working during their normal hours at this time and assisting everyone through the telephone, email and mail.

UPDATE ON GOVERNOR REYNOLDS MOST RECENT PROCLAMATION ON 4/27/2020: I do want to stress that things are changing quickly, so if you have any questions or concerns, please dial 2-1-1 for clarifications or questions on the most recent proclamations. Iowa Governor Kim Reynolds signed a new proclamation yesterday and I wanted to clarify some things. Fayette county, which includes the city of Fayette, is still under the same restrictions that have been in place and the restrictions have been extended until May 15^th. That means restaurants, fitness centers, bars, salons, playgrounds, campgrounds, etc. are still closed. Restaurants are still able to provide carry-out/drive-through/delivery orders, as they have been doing. The proclamation also indicates that a gathering of people inside parked cars, trucks, or other enclosed motor vehicles shall not constitute a gathering of more than 10 people if no more than 10 people are inside each vehicle, all people remain inside the vehicle at all times. It is still strongly encouraged that all vulnerable Iowans, including those with preexisting medical conditions and those older than 65, in all counties of the state to continue to limit their activities outside of their home, including their visits to businesses and other establishments and their participation in gatherings of any size and any purpose. You may still use recreational trails and take walks/bike rides around town, but please use social distancing and other recommended guidelines to help minimize the spread of COVID-19. Again, if you have specific questions or need clarifications, we recommend you call 2-1-1.

FAYETTE COUNTY RECYCLING BINS/LANDFILL: Fayette County Recycling Bins/Landfill: The Fayette County Transfer Station/Landfill (10275 Kornhill Road) will resume operations May 1, 2020. The transfer station will be open regular hours Monday-Friday, 8am-3pm, and the 2^nd and 4^th Saturday of each month from 8am-11am. All materials delivered is self-unloading. The recycling bins will begin to be placed in the communities on May 1^st. Please ensure that all recyclables are placed in proper compartments and free of plastic bags, films and Styrofoam. You may contact the Fayette County Transfer Station at 563-425-3037 for further questions.

2019 Water Quality Report

Click here to view the 2019 Water Quality Report for the City of Fayette.

4/14/2020 City Information Update

The public will not be able to come inside and communicate face to face at Fayette City Hall, the Fayette Police Department and the Fayette Community Library until Friday, May 1, 2020. At that time, we will re-evaluate the situation and extend the date if need be. We not only want to protect ourselves, but we want to protect YOU, from COVID-19. These facilities will not be closed. We encourage people to call or email to communicate with city employees and officials. City employees will still be working and assisting everyone through the telephone, email and mail.

Grass, Weeds, Vines and Brush 2020 Reminder

GRASS, WEEDS, VINES AND BRUSH

The City of Fayette would like to remind residents in Fayette of the Fayette City Code regarding grass, weeds, vines and brush. Fayette City Code Chapter 52 requires owners of residential and commercial property to cut their grass, weeds, vines and brush when it exceeds approximately eight inches in height or which are obnoxious or unsightly. For the first violation of this chapter in each calendar year on a parcel of property, the City of Fayette shall notify the property owner by certified U.S. mail, return receipt requested, or served by personal service of a sworn Law Enforcement Official that a condition that violates the terms of Chapter 52 exists and shall notify the property owner of the actions that must be performed to correct the condition within five days from the date that the notice is received. For subsequent violations on the same parcel of property owned by the same person in the same calendar year a written notice will not be sent. If the property owner fails to maintain the property as required under Chapter 52 after notice was given, the City of Fayette shall order the work to be done by city employees or by a contractor. The total cost of the expense of the work done, including any administrative fees, shall be paid by the property owner. For more information, view Fayette City Code Chapter 52 at Fayette City Hall.

City Administrator/Clerk Kris McGrane

4/7/2020 City Information and Updates

KLOCK’S ISLAND CAMPGROUND CLOSED: The Governor signed a new proclamation yesterday that included closing down campgrounds. Klock’s Island Campground will be closed to campers until further notice. The play equipment is also closed until further notice. The park is still open for walkers, bikers and other recreational activities, however, please practice social distancing and other recommended guidelines to help minimize the spread of COVID-19. The recreational trails will also remain open.

FAYETTE COMMUNITY LIBRARY STILL OFFERING CURB-SIDE PICK-UP: The Governor also closed libraries, however, with permission from the Iowa Governor’s office and the State Library of Iowa, we may continue to offer curb-side pick-up for library materials. The Fayette Community Library has many online resources on their newly updated website, fayettelibrary.lib.ia.us. You may also call them at 563-425-3344 to inquire about “curb-side” pick-up materials. Yes, you will still be able to check-out books and movies at this time. The library personnel have a special “disinfection” process they follow for all the materials that are returned to our library.

WELCOME JOSHUA BARKER: At last night’s council meeting, the city council hired Joshua Barker as our new Fayette Police Officer. Joshua replaces Sgt. Brian Waid, who recently transitioned to another larger police department. Joshua is 13-year veteran of the United States Army and started his career in the mental health field. Joshua has been attending Upper Iowa University. He will start working for the City of Fayette this week. Fayette Police Officer Stone Allen has accepted a position with a larger police department. It is always difficult to see great employees move on from Fayette, however, we wish him the best of luck.

FAYETTE COUNTY RECYCLING BINS/LANDFILL: The Fayette County Transfer Station/Landfill (10275 Kornhill Road) is closed to the public until further notice. They will only be taking garbage from the garbage trucks and general contractors. The recycling bins located next to the U.S. Post Office will temporarily be removed until further notice to help minimize the spread of COVID-19. You may contact the Fayette County Transfer Station/Landfill at 563-425-3037 if you have any questions.

Flushing Hydrants on Tuesday, April 7, 2020

The Fayette Public Works Department will be flushing the fire hydrants on Tuesday, April 7, 2020 starting at 7AM (weather permitting - rain dates April 8 & 9). Residents may experience rusty water.

3/31/2020 City Information and Updates

UPDATE ON CITY BUILDINGS – CLOSED TO PUBLIC WALK-INS THROUGH APRIL 15^TH: Fayette City Hall, the Fayette Police Department and the Fayette Community Library will continue to do our part in helping to minimize the spread of COVID-19 by limiting face to face contact. The public will not be able to come inside and communicate face to face at these public facilities through Wednesday, April 15^th, 2020. At that time, we will re-evaluate the situation and extend the date if need be. We not only want to protect ourselves, but we want to protect YOU, too.

PLAY EQUIPMENT AT PARKS CLOSED: The playground equipment at the Fayette City Parks are now closed until further notice to help minimize the spread of COVID-19. The recreational trails will remain open for people to enjoy during this time, however, please make sure you practice social distancing (at least 6 feet away from people).
FAYETTE COUNTY TRANSFER STATION/LANDFILL: The Fayette County Transfer Station/Landfill (10275 Kornhill Road) is closed to the public until further notice. They will only be taking garbage from the garbage trucks and general contractors.