REQUEST FOR PROPOSALS

Posted: 9/18/2020
Suffolk County Office of Central Procurement on behalf of the Department of Audit and Control is Seeking Proposals For Municipal Advisory Services

Timeline

Advertised/Issue Date: September 17, 2020
Technical Questions Due: October 2, 2020 by 3:30 PM
Proposal Due Date: October 23, 2020 by 3:30 PM

Contact Information

Need Help? Please contact Bonfire directly at Support@GoBonfire.com or 1.800.654.8010 x 2 for technical questions or issues related to your submission. You can also visit their help forum at https://bonfirehub.zendesk.com/hc

Uploading your submissions

  • Upload your submission at: https://suffolkcountyny.bonfirehub.com/portal/
  • Logging in and/or uploading your file(s) does not mean your response is submitted. Proposers must successfully upload all the file(s) and MUST click the SUBMIT button before the closing time.
  • You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission. This will confirm that you have successfully submitted your proposal.
  • Each submitted item of requested information will only be visible to Suffolk County after the closing time.
  • If the file you are submitting is required by this RFP, you will not be able to complete your submission until the requirement is met.
  • Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed.
  • Please note the type and number of files allowed. The maximum upload file size is 1000 MB. Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.
  • Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Java Script must be enabled.

Late proposals will be REJECTED

RFP 2020-21 (Municipal Advisory Services)


SOLICITATION OF QUOTES

Posted: 8/10/2020

Agreed-Upon Procedures Relative to the Suffolk County Department of Public Works’ Transportation Division’s 2020 and 2021 National Transit Database Reports

The Suffolk County Department of Audit & Control (Department) is seeking proposals from qualified accounting firms to provide Agreed-Upon Procedures relative to the Suffolk County Department of Public Works Transportation Division’s annual reporting requirement for the National Transit Database for calendar year 2020 and 2021. Your proposal should include a separate outline of the “Agreed-Upon Procedures” to be conducted to provide a report for each year.

The anticipated term of the contract will be January 1, 2021 through December 31, 2022 with one (1) one-year option to renew, at the County’s discretion, with the same general terms and conditions. The Proposal submitted in response to this Solicitation, as may be negotiated by the Department, will become the basis for the contract.

The National Transit Database Final Report for 2020 must be submitted to the Office of the Federal Transit Administration no later than April 30, 2021; the report for 2021 must be submitted no later than April 30, 2022. Both draft reports should be submitted to the Department for review at least three (3) weeks prior to the report due date.

Attached for your convenience are excerpts from the Federal Transit Administration’s 2020 National Transit Database Policy Manual, which describe the scope of the services to be provided along with suggested procedures to be performed.

All work performed under the contract will be paid in accordance with the “Comptroller’s Rules and Regulations for Consultant’s Service Agreements,” (available on the Suffolk County Comptroller’s website: www.suffolkcountyny.gov/comptroller). Include with your response a Cost Proposal/Fee Schedule consisting of a Project Fee for the Agreed-Upon Procedures, which includes all professional services and out-of-pocket expenses for the project.

Proposers must meet the following minimum qualifications:

  • Certify that they are a licensed CPA/firm registered in the State of New York and in good standing
  • Certify that they meet the independence requirements of the Standards for Audit of Governmental Organizations, Programs, Activities, and Functions (Government Auditing Standards – “Yellow Book”)
  • Certify that they have no record of poor quality audit work
  • Submit evidence that they received a satisfactory peer review within the last three years.

Proposals must include the following:

  • Firm name and address (all locations)
  • Year firm was founded, history of the firm and length of time in operation
  • Describe the nature of the organization (e.g. business corporation, not-for-profit corporation, proprietorship, etc.)
  • Location from which services will be performed
  • Contact person and title for contact purposes
  • Name and title of individual(s) who will be performing work under this contract. For each professional listed, provide information regarding education, experience and expertise; provide resumes and copies of professional licenses and proof of other affiliations, if applicable
  • Description of firm’s technical experience including other accounts (clients) involving the provision of similar services
  • Description of firm’s experience in conducting audits (including number of years of experience)
  • Description of firm’s experience in conducting audits in accordance with Government Auditing Standards (including number of years of experience)
  • Provide three (3) client references for which similar services have been provided (governmental agencies preferred)
  • Provide information on the circumstances and status of any past or present civil or criminal investigations or litigation against the firm
  • Disclose the existence of any conflicts of interests, whether existing or potential, in material financial relationships and/or any family relationships between the Proposer (and their employees) and any County employee, or any other matter that may create a conflict of interest or the appearance thereof; if none exist, state so
  • Identify the nature of any potential conflict of interest the firm may have in providing audit services to the Department
  • Provide proof of professional liability insurance coverage and coverage amounts and/or limitations and exclusions
  • Completed and notarized Suffolk County Form 22 (Contractor’s/Vendor’s Public Disclosure Statement – attached)
  • Provide an all-inclusive Project Fee for the Agreed-Upon Procedures to be performed for each report period. In addition, provide a separate Project Fee for services performed during each option year. All professional services and out-of-pocket expenses shall be included in the Project Fee.

Proposals must be received by 3:30 p.m. August 28th, 2020, via one of the following methods"

E-mail to: comptroller.checklist@suffolkcountyny.gov

Deliver to:

Suffolk County Comptroller’s Office, Attn: Frank Bayer
H. Lee Dennison Executive Office Building - 9th Fl.
100 Veterans Memorial Highway
P.O. Box 6100
Hauppauge, New York 11788-0099

The County expressly reserves the right to:

  1. Reject or cancel any or all proposals or any part thereof submitted in response to this Solicitation;
  2. Withdraw the solicitation at any time, at the County’s sole discretion;
  3. Conduct contract negotiations with the next responsible Proposer should the County be unsuccessful in negotiations with the selected Proposer;
  4. Require clarification at any time during the process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of a proposal.

In accordance with Suffolk County Procurement Policy, contracts awarded under the Solicitation of Quotes method cannot exceed $25,000.00.

An award will be made based on “best value” to the County. The “best value” basis optimizes quality, cost and efficiency among responsive and responsible proposers. Questions concerning this request should be submitted in writing via fax or e-mail as noted above.

Questions should be submitted in writing via e-mail as noted above.

NTD Reporting Policy Manual Excerpt


SOLICITATION OF QUOTES

Posted: 2/10/2020

For the Procurement of Lease Accounting and Reporting Software in Compliance with Governmental Accounting Standards Board (GASB) 87

For the Suffolk County Department of Audit & Control

The Suffolk County Department of Audit & Control (Department) is seeking proposals from qualified IT software firms (Proposer) to provide a software package for the accounting and reporting of leases as both the lessee and lessor. The software must be in compliance with GASB 87.

Proposer’s software should include the following:

  • GASB 87 – Government-wide Accounting and Fund-based Accounting and Reporting, for both the lessee and lessor
  • Calculates the right of use (ROU) asset and lease liability
  • Segregation of Duties with Multiple Users: (1) Entering, (2) Approving, (3) Read Only and (4) Administration
  • Audit trail of individuals making changes
  • Amortization table generation
  • Journal Entries for entire life cycles of leases: commencement, interim, modification, impairment, extension and termination
  • Export and Import Lease Data
  • Alert Notifications for Lease Deadlines and Renewals
  • GASB 87 Lease Disclosures for Financial Statement Footnotes
  • Ability to Upload Signed Copy of the Lease

Proposals must include the following information:

  • Firm name and address
  • Year firm was founded, history of the firm and length of time in operation
  • Describe the nature of the organization (e.g. business corporation, not-for-profit corporation, proprietorship, etc.)
  • Location from which services will be performed
  • Contact person and title for contact purposes
  • Description of firm’s technical experience including other accounts (clients) involving the provision of similar services
  • Provide three (3) client references for which similar services have been provided (governmental agencies preferred)
  • Disclose the existence of any conflicts of interests, whether existing or potential, in material financial relationships and/or any family relationships between the Proposer (and their employees) and any County employee, or any other matter that may create a conflict of interest or the appearance thereof; if none exist, state so
  • Provide proof of professional liability insurance coverage and coverage amounts and/or limitations and exclusions
  • Completed and notarized Suffolk County Form 22 (Contractor’s/Vendor’s Public Disclosure Statement – attached)
  • Completed and signed Suffolk County Union Organizing Certification/Declaration – (attached)
  • Completed and notarized Suffolk County Department of Labor, Licensing & Consumer Affairs Form DOL-LHE1/2 – (attached)
  • Completed and signed Suffolk County Department of Labor, Licensing & Consumer Affairs Form DOL-LW1/38 – (attached)
  • Provide an all-inclusive Software Fee with Breakout of License Fee and Professional Service Fee
  • The County has approximately one hundred leases.

Proposals must be received by 5:00 p.m. February 28th, 2020, via one of the following methods, marked ATTN: Brenda Sloan

Fax to: (631) 853-5034

E-mail to: brenda.sloan@suffolkcountyny.gov

U.S. mail:

The Suffolk County Comptroller’s Office – 8th Floor
H. Lee Dennison Executive Office Building
100 Veterans Memorial Highway
Hauppauge, New York 11788-0099

The County expressly reserves the right to:

  1. Reject or cancel any or all proposals or any part thereof submitted in response to this Solicitation;
  2. Withdraw the solicitation at any time, at the County’s sole discretion;
  3. Conduct contract negotiations with the next responsible Proposer should the County be unsuccessful in negotiations with the selected Proposer;
  4. Require clarification at any time during the process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of a proposal.

In accordance with Suffolk County Procurement Policy, contracts awarded under the Solicitation of Quotes method cannot exceed $25,000.00.

An award will be made based on “best value” to the County. The “best value” basis optimizes quality, cost and efficiency among responsive and responsible proposers. Questions concerning this request should be submitted in writing via fax or e-mail as noted above.

Questions should be submitted in writing by fax or e-mail as noted above.

ALL Forms (PDF)


SOLICITATION OF QUOTES

Posted: 12/11/17

Agreed-Upon Procedures Relative to the Suffolk County Department of Public Works’ Transportation Division's 2017 and 2018 National Transit Database Reports

The Suffolk County Department of Audit & Control (“Department”) is seeking proposals from qualified accounting firms (Proposers) to provide Agreed-Upon Procedures relative to the Suffolk County Department of Public Works Transportation Division’s 2017 and 2018 National Transit Database Reports. Your bid proposal should encompass Agreed-Upon Procedures to be conducted for the two separate periods of the County’s annual reporting requirements.

The anticipated term of the contract will be January 1, 2018 through December 31, 2019 with one (1) one-year option to renew, at the County’s discretion, with the same general terms and conditions. The Proposal submitted in response to this Solicitation, as may be negotiated by the Department, will become the basis for the contract.

The 2017 National Transit Database Final Report must be submitted to the Office of the Federal Transit Administration no later than April 30, 2018. The draft report should be submitted to the Department for review at least three (3) weeks prior to the due date.

Attached for your convenience are excerpts from the Federal Transit Administration’s 2017 National Transit Database Policy Manual, which describe the scope of the services to be provided along with suggested procedures to be performed.

All work performed under the contract will be paid in accordance with the "Comptroller’s Rules and Regulations for Consultant’s Service Agreements," (available on the Suffolk County Comptroller’s website). Include with your response a Cost Proposal/Fee Schedule consisting of a Project Fee for the Agreed-Upon Procedures, which includes all professional services and out-of-pocket expenses for the project.

Proposers must meet the following minimum qualifications:

  • Certify that they are a licensed CPA/firm registered in the State of New York and in good standing;
  • Certify that they meet the independence requirements of the Standards for Audit of Governmental Organizations, Programs, Activities, and Functions (Government Auditing Standards – “Yellow Book”);
  • Certify that they have no record of poor quality audit work;
  • Submit evidence that they received a satisfactory peer review within the last three years.

Proposals must include the following:

  • Firm name and address (all locations);
  • Year firm was founded, history of the firm, and the length of time in operation;
  • Describe the nature of organization (e.g. business corporation, not-for-profit corporation, proprietorship, etc.);
  • Location from which services will be performed;
  • Contact person and title for contract purposes;
  • Name and title of individual(s) who will be performing work under this contract. For each professional listed, provide information regarding education, experience and expertise; provideresumes and copies of professional licenses and proof of other affiliations, if applicable;
  • Description of firm’s technical experience including other accounts (clients) involving the provision of similar services;
  • Description of firm’s experience in conducting audits (including number of years of experience);
  • Description of firm’s experience in conducting audits in accordance with Government Auditing Standards (including number of years of experience);
  • Provide three (3) client references for which similar services have been provided (governmental agencies preferred);
  • Provide information on the circumstances and status of any past or present civil or criminal investigations or litigation against the Proposer;
  • Disclose the existence of any conflicts of interests, whether existing or potential, in material financial relationships and/or any family relationships between the Proposer (and their employees) and any County employee, or any other matter that may create a conflict of interest or the appearance thereof; if none exist, state so;
  • Identify the nature of any potential conflict of interest the firm may have in providing audit services to the Department;
  • Provide proof of professional liability insurance coverage and coverage amounts and/or limitations and exclusions;
  • Completed and notarized Suffolk County Form 22 (Contractor’s/Vendor’s Public Disclosure Statement - attached);
  • Provide an all-inclusive Project Fee for the Agreed-Upon Procedures to be performed for each report period. In addition, provide a separate Project Fee for services performed during each option year. All professional services and out-of-pocket expenses shall be included in the Project Fee.

Proposals must be received by 3:30 P.M., January 5, 2018, via one of the following methods:

Fax to: 631-853-5964, Attn: Frank Bayer

E-mail to: frank.bayer@suffolkcountyny.gov

Deliver to: Suffolk County Comptroller’s Office, Attn: Frank Bayer
H. Lee Dennison Executive Office Building – 9th Fl.
100 Veterans Memorial Highway
P.O. Box 6100
Hauppauge, NY 11788-0099

The County expressly reserves the right to:

  1. Reject or cancel any or all proposals or any part thereof submitted in response to this Solicitation;
  2. Withdraw the solicitation at any time, at the County’s sole discretion;
  3. Conduct contract negotiations with the next responsible Proposer should the County be unsuccessful in negotiations with the selected Proposer;
  4. Require clarification at any time during the process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of a proposal.

In accordance with Suffolk County Procurement Policy, contracts awarded under the Solicitation of Quotes method cannot exceed $25,000.00.

An award will be made based on “best value” to the County. The “best value” basis optimizes quality, cost and efficiency among responsive and responsible proposers. Questions concerning this request should be submitted in writing via fax or e-mail as noted above.

NTD Audit