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Home My WebLink About2021 06 23 Auditor Selection Committee.pdfAUDITOR SELECTION COMMITTEE REGULAR MEETING AGENDA WEDNESDAY, JUNE 23, 2021 - 9:00 AM CITY OF WINTER SPRINGS CITY HALL 1126 EAST STATE ROAD 434, WINTER SPRINGS, FLORIDA 32708 1 CALL TO ORDER Roll Call Invocation Pledge of Allegiance Agenda Changes AWARDS AND PRESENTATIONS 100. Not Used INFORMATIONAL AGENDA 200. Not Used PUBLIC INPUT Anyone who wishes to speak during Public Input on any Agenda Item or subject matter will need to fill out a “Public Input” form. Individuals will limit their comments to three (3) minutes, and representatives of groups or homeowners' associations shall limit their comments to five (5) minutes, unless otherwise determined by the City Commission. CONSENT AGENDA 300. Approval of the Tuesday, May 18, 2021 Auditor Selection Advisory Committee Meeting Minutes Minutes PUBLIC HEARINGS AGENDA 400. Not Used REGULAR AGENDA 500. Discussing and evaluating bids received for Request for Proposal 04-21 HQ “Audit Services” RFP 04-21 HQ Short List REPORTS PUBLIC INPUT Anyone who wishes to speak during Public Input on any Agenda Item or subject matter will need to fill out a “Public Input” form. Individuals will limit their comments to three (3) minutes, and representatives of groups or homeowners' associations shall limit their comments to five (5) minutes, unless otherwise determined by the City Commission. 2 ADJOURNMENT PUBLIC NOTICE This is a Public Meeting, and the public is invited to attend and this Agenda is subject to change. Please be advised that one (1) or more Members of any of the City's Advisory Boards and Committees may be in attendance at this Meeting, and may participate in discussions. Persons with disabilities needing assistance to participate in any of these proceedings should contact the City of Winter Springs at (407) 327-1800 "at least 48 hours prior to meeting, a written request by a physically handicapped person to attend the meeting, directed to the chairperson or director of such board, commission, agency, or authority" - per Section 286.26 Florida Statutes. "If a person decides to appeal any decision made by the board, agency, or commission with respect to any matter considered at such meeting or hearing, he or she will need a record of the proceedings, and that, for such purpose, he or she may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based" - per Section 286.0105 Florida Statutes. 3 CITY OF WINTER SPRINGS, FLORIDA MINUTES AUDITOR SELECTION COMMITTEE REGULAR MEETING MAY 18, 2021 CALL TO ORDER Chairperson Rob Elliot called to order the Tuesday, May 18, 2021 Regular Meeting of the Auditor Selection Committee at 9:00 a.m. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Chairperson Rob Elliott, present Committee Member Michael Blake, present Committee Member Carol Conroy, present via phone Assistant to the City Clerk Tristin Motter, present A moment of silence was followed by the Pledge of Allegiance. No changes were made to the Agenda. AWARDS AND PRESENTATIONS 100. Not Used INFORMATIONAL AGENDA 200. Not Used PUBLIC INPUT Chairperson Elliott opened “Public Input”. No one spoke Chairperson Elliott closed “Public Input”. 4 CITY OF WINTER SPRINGS, FLORIDA MINUTES AUDITOR SELECTION COMMITTEE REGULAR MEETING – MAY 18, 2021 PAGE 2 OF 3 PLANNING AND ZONING BOARD/LOCAL PLANNING AGENCY REGULAR MEETING | WEDNESDAY, JUNE 5, 2019 | PAGE 2 OF 3 CONSENT AGENDA 300. Not Used PUBLIC HEARINGS AGENDA 400. Not Used REGULAR AGENDA 500) Request For Proposal - RFP 04-21 HQ for Audit Services Cover Page Mrs. Maria Sonksen, Director, Finance Department gave a presentation overview of the purpose and criteria of the Committee. Mrs. Sonksen explained evaluation and scoring process the Committee will perform when Request for Proposals (RFPs) are received and reviewed. Continuing, Mrs. Sonksen reviewed the Draft RFP which was prepared in accordance with best practices as set forth by the Government Finance Officers Association (GFOA) Handbook. Discussion ensued about amount of committee members for compliance purposes, and the schedule for the RFP. Further discussion took place regarding conducting in-person interviews for the respondents of the RFPs and making them a requirement. Consensus was given among the Committee that interviews would be conducted on a specific day for the top three (3) respondents. Staff will contact the Committee Members to set the interview date. The Committee also came to agreement that they would each receive an electronic and paper copy of the responses. "I MAKE A MOTION THAT WE AMEND THE RFP PROPOSAL, SECTION 312-B TO READ “FOUR (4) ORIGINAL SETS OF DOCUMENTS IN PAPER FORM AND ONE (1) PDF SET”." MOTION BY COMMITTEE MEMBER BLAKE. SECONDED BY CHAIRPERSON ELLIOTT. DISCUSSION. VOTE: CHAIRPERSON ELLIOTT: AYE COMMITTEE MEMBER BLAKE: AYE COMMITTEE MEMBER CONROY: AYE MOTION CARRIED. 5 CITY OF WINTER SPRINGS, FLORIDA MINUTES AUDITOR SELECTION COMMITTEE REGULAR MEETING – MAY 18, 2021 PAGE 3 OF 3 PLANNING AND ZONING BOARD/LOCAL PLANNING AGENCY REGULAR MEETING | WEDNESDAY, JUNE 5, 2019 | PAGE 3 OF 3 Continuing, questions were asked in regards to scoring and scoring changes. The Committee determined there would be an initial scoring and then after the interviews there would be a final scoring as to give the best recommendation. "I MAKE A MOTION THAT WE AMEND SECTION 5.06 OF THE RFP AND ALLOW STAFF TO CRAFT LANGUAGE TO ALERT ANY RESPONDENTS THAT SCORING FOLLOWING FINAL INTERVIEWS WILL START OVER." MOTION BY COMMITTEE MEMBER BLAKE. SECONDED BY CHAIRPERSON ELLIOTT. DISCUSSION. VOTE: COMMITTEE MEMBER BLAKE: AYE COMMITTEE MEMBER CONROY: AYE CHAIRPERSON ELLIOTT: AYE MOTION CARRIED. The Committee further asked staff what the City required of the Auditor to further help their decision when scoring and to know what to look for when analyzing the responses. REPORTS PUBLIC INPUT Chairperson Elliott opened “Public Input”. No one spoke Chairperson Elliott closed “Public Input”. ADJOURNMENT Chairperson Elliott adjourned the Regular Meeting at 9:56 am. RESPECTFULLY SUBMITTED: _____________________________________ TRISTIN MOTTER ASSISTANT TO THE CITY CLERK NOTE: These Minutes were approved at the __________, 2021 Auditor Selection Committee. 6 City of Winter Springs Audit Services RFP 04-21 HQ Bids were received by the following firms in alphabetical order: Carr Riggs & Ingram Mauldin & Jenkins McDirmit Davis Purvis Gray MSL CPAs & Advisors – Statement of No Bid Submittal Bids are currently being reviewed and will be discussed at the next Auditor Selection Committee Meeting scheduled for June 23rd at 9:00 AM located in the City of Winter Springs Commission Chambers, 1126 East SR 434, Winter Springs Fl 32708. Any award made by the City Commission as a result of this meeting shall be made at a subsequent, publicly noticed City Commission meeting and conform to the RFP and applicable State laws and local Ordinances. The City of Winter Springs Reserves the right to accept or reject any RFP in its sole discretion or not make any award. 7