Okaloosa County BOCC — December 4, 2012 — reading text

personnel to be assigned to the engagement and the quality of the firm's management support personnel to be available for technical consultation. Attachment: Internal Auditing Services (1292 : Internal Auditing Services) iv. References from persons knowledgeable of the Firm’s ability to fulfill the terms of the contract. v. Adequacy of Audit Approach, including the specific approach to the entity wide review of internal controls and the risk assessment model. vi. Cost C. Oral Presentations During the evaluation process, the Selection Committee may, at its discretion, request any one or all firms to make oral presentations. Such presentations will provide firms with an opportunity to answer any questions the Selection Committee may have on a firm's proposal. Not all firms may be asked to make such oral presentations. D. Final Selection The Selection Committee will determine three finalists. After evaluation of the qualifications herein and the submitted schedule of professional fees and expenses, the Selection Committee will recommend the top-ranked firm for approval by the Okaloosa County Board of County Commissioners. V. RFP Procedures A. General Requirements 1. Proposal Submission Proposals must be submitted with all required submissions included. Failure to comply may preclude consideration of the proposal. Each Proposer is responsible for full and complete compliance with all laws, rules and regulations which may be applicable. Proposers desiring to provide services as described herein shall submit proposals, an original and seven (7) copies in a sealed envelope or box labeled on the outside of the envelope or box, “Professional Internal Auditing Services,” and delivered not later than 4:00 p.m., Friday, 2/22/2013, to the attention of Purchasing Department. HAND DELIVER OR MAIL TO: Okaloosa County Purchasing Department Attn: Richard L Brannon 11 Packet Pg. 398  9.2.a.a 602-C North Pearl St. Crestview, FL 32536 Note: Crestview, Florida is “not a next day guaranteed delivery location” by delivery services. LATE PROPOSALS WILL NOT BE CONSIDERED. Upon submission, all proposals become the property of the County which has the right to use any or all ideas presented in any proposal submitted in response to this Request for Proposals, whether or not the proposal is accepted. The cost for development of the written proposal and the oral presentation are entirely the obligation of the Proposer and shall not be chargeable in any manner to Okaloosa Attachment: Internal Auditing Services (1292 : Internal Auditing Services) County. 2. Proposal Opening Proposal Opening shall be public on the date and time specified on the proposal form. It is the firm’s responsibility to assure that their proposal is delivered at the proper time and place. Offers by telegram, facsimile, or telephone are not acceptable. Note: Crestview is “not a next day guaranteed delivery location” by delivery services. 3. Right to Waive & Reject a) The Board, in its absolute discretion, may reject any proposal of a proposer that has failed, in the opinion of the Board, to complete or perform an Okaloosa County contracted project in a timely fashion or has failed in any other way, in the opinion of the Board, to perform a prior contract in a satisfactory manner, and has directed the Okaloosa County Purchasing Director to emphasize this condition to potential proposers. b) There is no obligation on the part of the County to award the proposal to the lowest proposer, and the County reserves the right to award the proposal to proposer submitting a responsive proposal with a resulting negotiated agreement which is most advantageous and in the best interest of Okaloosa county, and to reject any and all proposals or to waive any irregularity or technicality in proposals received. Okaloosa County shall be the sole judge of the proposal and the resulting negotiated agreement that is in its best interest and its decision shall be final. c) The Board of County Commissioners reserves the right to waive any informalities or reject any and all proposals, in whole or part, to utilize any applicable state contracts in lieu of or in addition to this proposal and to accept the proposal that in its judgment will best serve the interest of the County. d) The Board of County Commissioners specifically reserves the right to reject any conditional proposal and will normally reject those which made it impossible to determine the true amount of the proposal. 4. Disqualification of Proposers 12 Packet Pg. 399  9.2.a.a Any of the following reasons may be considered as sufficient for the disqualification of a proposer and the rejection of his proposal or proposals: a) More than one proposal for the same work from an individual, firm or corporation under the same or different name. b) Evidence that the proposer has a financial interest in the firm of another proposer for the same work. c) Evidence of collusion among proposers. Participants in such collusion will receive no recognition as proposers for any future work of the County until such participant shall have been reinstated as a qualified proposer. Attachment: Internal Auditing Services (1292 : Internal Auditing Services) d) Uncompleted work which in the judgment of the County might hinder or prevent the prompt completion of additional work if awarded. e) Failure to pay or satisfactorily settle all bills due for labor and material on former contracts in force at the time of advertisement of proposals. f) Default under previous contract. g) The Board, in its absolute discretion, may reject any proposal of a proposer that has failed, in the opinion of the Board, to complete or perform an Okaloosa County contracted project in a timely fashion or has failed in any other way, in the opinion of the Board, to perform a prior contract in a satisfactory manner, and has directed the Okaloosa County Purchasing Director to emphasize this condition to potential proposers. 5. Discrimination Clause An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity. 6. Payment Will be negotiated with the successful contractor. 7. Terms The term of this contract will be for three (3) years with one (1) three (3) year optional renewal if in agreement by both parties. 8. Collusion By offering a submission to this Request for Proposals, the Proposer, and in the case of a joint proposal, each Proposer certifies the Proposer has not divulged to, discussed 13 Packet Pg. 400  9.2.a.a or compared his proposal with other Proposers and has not colluded with any other Proposer or parties to this proposal whatsoever. 9. Subcontract/Joint Proposals If subcontracting or joint proposals are to be done, that fact, and the name of the proposed subcontracting firms, must be clearly identified in the proposal. Following the award of the audit contract, no additional subcontracting will be allowed without the express prior written consent of Okaloosa County. 10. Lobbying Proposers, their agents and associates shall not contact or solicit any County Attachment: Internal Auditing Services (1292 : Internal Auditing Services) Commissioner, County employee, or official regarding this Request for Proposals during any phase of this Request for Proposals. Failure to comply with this provision may result in disqualification of the Proposer, at the option of the County. Only that individual listed as the contact person in the specifications shall be contacted. 11. Proposal Information For information relating to proposal, contact Richard Brannon at the Okaloosa County Purchasing Department, 602-C North Pearl St, Crestview, FL 32536; 850-689- 5960. 12. Availability of Prior External Audit Reports Interested proposers who wish to review prior years’ audit reports and management letters should also contact Richard Brannon. 14 Packet Pg. 401  9.2.a.a INSURANCE REQUIREMENTS (Appendix A) Contractor’s Insurance A. The CONTRACTOR shall not commence any work in connection with this Agreement until he has obtained all required insurance and such insurance has been approved by the Okaloosa County Risk Manager. B. All insurance policies shall be with insurers licensed to do business in the State of Florida, and any insuring company is required to have a minimum rating of A, Attachment: Internal Auditing Services (1292 : Internal Auditing Services) Class X in the Best Key Rating Guide published A. M. Best & Co., Inc. C. All insurance shall include the interest of all entities names in and its respective agents, consultants, servants and employees of each and all other interests as may be reasonably required by Okaloosa County as Additional Insured. The coverage afforded the Additional Insured under this policy shall be primary insurance. If the Additional Insured have other insurance that is applicable to the loss, such other insurance shall be on an excess or contingent basis. The amount of the company’s liability under this policy shall not