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HomeMy WebLinkAbout2026 06 01 Auditor Selection Committee Meeting Minutes�f1%NTZ AUDITOR SELECTION COMMITTEE i REGULAR MEETING MINUTES } rt JUNE 1, 2026 Incorpo19 9 'n CITY HALL -COMMISSION CHAMBERS 01) F-1 CITY OF WINTER SPRINGS, FLORIDA CALL TO ORDER Chairperson Kevin McCann called the Monday, June 1, 2026 Regular Meeting of the Auditor Selection Committee at 2:00 p.m. in the Commission Chambers of the Municipal Building (City Hall,1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Chairperson Kevin McCann, present Committee Member Daivd Withee, present Committee Member Marco Santoro, present Interim City Clerk Tristin Tarrant, present Also present: Ms. Holly Queen, Director, Finance Department 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 1lJ-141441zIZfji Chairperson McCann opened "Public Input". No one spoke Chairperson McCann closed "Public Input". CONSENT AGENDA 300) Not Used PUBLIC HEARINGS AGENDA 400) Not Used REGULAR AGENDA CITY OF WINTER SPRINGS, FLORIDA MINUTES AUDITOR SELECTION COMMITTEE REGULAR MEETING -JUNE 1, 2026 PAGE 2OF2 500) Request For Proposal - RFP 04-21 HQ for Audit Services Finance Director Holly Queen gave a presentation reviewing the purpose of the committee, the proposed evaluation criteria, scoring methodology, tentative procurement schedule, and shared the previously used Request for Proposal (RFP) as the baseline for the one that will be posted for this year. The evaluation criteria that was utilized in the pervious RFP was shared showing the scoring stretched across four categories due to Florida Statue calling out that price cannot be a high determining factor when awarding a bid. An adjectival scoring methodology of zero to four (0- 4) was also confirmed for use in evaluating proposals. The Committee member's adjectival rating score is multiplied by the percentage of maximum points (weight) resulting in a total score for that section with the Finance Department responsible for calculating and entering price scores on behalf of committee members. The committee discussed and confirmed availability for a proposal evaluation meeting scheduled for Tuesday, July 14, 2026, from 3:00 PM to 5:00 PM, at City Hall. The determination of whether formal firm presentations/interviews would be conducted was deferred until the responses were received. Committee Member Withee, who served on the prior 2021 committee, noted that interviews had proven valuable during the selection process and letthe applicants relayed experience and responsiveness not readily apparent from written submissions alone. The proposed procurement schedule was reviewed for the Committee. Finance Director Queen confirmed that the RFP document would be updated with current dates, personnel references, budget figures, standard city terms and conditions, and receive legal review prior to posting. The committee expressed confidence in the document and Finance Director Queen confirmed the committee would receive the updated RFP once corrected for reference. THE COMMITTEE CAVE CONSENSUS TO ADOPT THE PROPOSED RFP WITH THE NECESSARY CLERICAL FIXES. VOTE: MCCANN (AYE); WITHEE (AYE); SANTORO (AYE) REPORTS ADJOURNMENT Chairperson McCann adjourned the Meeting at 2:47 pm. o� Minters RESPECTFULLYSUBMITT °gyp°�a�� tv1/V� 1959 Co TRISTIN TARRANT INTERIM CITY CLERK 1�( ` '�0/e county'F� NOTE: These Minutes were approved at they \� 2026 Auditor Selection Committee.