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Home My WebLink AboutDoc 036 - Intent to Award - Audit SvcsDeschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org AGENDA REQUEST & STAFF REPORT For Board Business Meeting of January 29,2014 Please see directions for completing this document on the next page. DATE: January 23, 2014 FROM: David Givans Administrative Services 330-4674 TITLE OF AGENDA ITEM: "Consideration and Board chair signature of Document No. 2014-036, a Notice of intent to award contract for audit services". PUBLIC HEARING ON THIS DATE? No BACKGROUND AND POLICY IMPLICATIONS: The current contract for external audit services with Harrigan Price Fronk & Co LLP expired with the preparation of the fiscal year 2013 comprehensive annual financial report for the County and the related component units. The current auditor has audited the County for ten years after selection under several prior RFP's. The County's audit committee issued the current RFP on November 4,2013 soliciting proposals for external audit services for a five-year period (FY 2014-2018) with two one-year options. We received five proposals by the deadline of December 13,2013. The audit committee had a subcommittee review the proposals, check references, interview select candidates, and develop a recommendation to the Board. The seven-member subcommittee was comprised of five members of the audit committee, the Deputy County Administrator, and the Finance Director. The criteria for scoring the proposals were 70% weighted towards experience and qualifications and 30% towards cost. The sub committee selected the auditor Eide Bailly LLP as the best proposal and supports the recommendation of this external auditor to the Board. FISCAL IMPLICATIONS: The FY 2013 external audit services contract with Harrigan Price Fronk & Co LLP amounted to $105,747. Eide Bailly's bid cost by fiscal year in the proposal was FY 2014 $ 98,945 (this represents a 6.4% decrease over the FY 2013 cost) FY 2015 $ 98,945 FY 2016 $101,913 FY 2017 $ 99,139 FY 2018 $102,094 The above costs include the County and up to eight county service districts depending on the year. The county service districts receive separate audited annual reports and are charged for their share of the audit costs. RECOMMENDATION & ACTION REQUESTED: The audit sub committee is recommending the Board accept the Eide Bailly LLP proposal and authorize the Chair of the Board to sign the Notice of Intent to Award Contract for these services. ATTENDANCE: David Givans, County Internal Auditor (possibly one or two others fonn the audit committee may be in attendance) DISTRIBUTION OF DOCUMENTS: Original: David Givans Copy: Audit committee, Legal counsel, Bidders on bidders list (by fax, first class mail, and email) Eide Bailly LLP c/o Lealan Miller, Partner 877 W. Main Street, Suite 800 Boise, ID 83702 (208) 383-4756 fax: (208) 344-7435 Imiller@eidebaiIly.com Harrigan Price Fronk & Co, LLP c/o Candace Fronk, partner 975 SW Colorado Ave, Ste 200 Bend, OR 97702-9985 (541) 382-4791 fax: (541) 388-1124 fronk@bendcpa.com Moss Adams LLP c/o James C. Lanzarotta, Partner 975 Oak Street, Suite 500 Eugene, OR 97401 (541) 686-1040 fax: (541 )686-9673 jim.lanzarotta@mossadams.com Paully, Rogers and Co., P.C. c/o Roy R. Rogers, CPA 12700 SW 72nd Avenue Tigard, OR 97223 (503) 620-2632 fax: (503) 684-7523 royr@rascpas.com Talbot Korvola & Warwick, LLP c/o Robert G. Moody, Jr., Partner 4800 Meadows Rd, Suite 200 Portland, OR 97239-3973 (503) 274-2849 fax: (503) 274-2853 nnoody@tkw.com Board of Cou Commissioners P.O. Box 6005 • Bend, OR 97708-6005 1300 NW Wall St, Suite 206· Bend, OR 97701-1960 (541] 388-6570· Fax (541) 385-3202 www.co.deschutes.or.usJanuary 29,2014 board@co.deschutes.or.us Tammy Baney Anthony DeBone Eide Baill y LLP Facsimile: (208) 383-4756 Alan Unger c/o Lealan Miller, partner 877 W. Main Street, Suite 800 Boise, ID 83702 Sent via fax (3 pgs) & First Class mail RE: Deschutes County Request for Proposal: Audit Services (Fiscal Years 2014-2018) NOTICE OF INTENT TO AWARD CONTRACT On January 29, 2014 the Board of County Commissioners of Deschutes County, Oregon, considered proposals for the above-referenced service. The Board of County Commissioners determined the successful proposer for the service was Eide Bailly LLP of Boise, Idaho. This Notice of Intent to Award Contract is issued pursuant to Oregon Revised Statute (ORS) 279B.135. A copy of this Notice is being provided to each firm or person that submitted a bid or proposal for the project. Any firm or person which believes that they are adversely affected or aggrieved by the intended award of contract set forth in this Notice may submit a written protest within seven (7) calendar days after the issuance of this Notice of Intent to Award Contract to the Board of County Commissioners of Deschutes County, Oregon, at Deschutes Services Building, 1300 NW Wall Street, Bend, Oregon 97701. The seven (7) calendar day protest period will expire at 5:00 PM on Wednesday, February 5, 2014. Any protest must be in writing and specify any grounds upon which the protest is based. Please refer to Oregon Administrative Rules OAR 137-047-0740. If a protest is filed, a hearing will be held at 10:00 a.m. on Wednesday, February 12,2014 before the Board of County Commissioners of Deschutes County Oregon, acting as the Contract Review Board, in the Deschutes Services Building, 1300 NW Wall Street, Bend, Oregon 97701. If no protest is filed within the protest period, this Notice of Intent to Award Contract becomes an Award of Contract without further action by the County unless the Board of County Commissioners, for good cause, rescinds this Notice before the expiration of the protest period. Page 1 of3 -Intent to Award Audit Services Contract DOC#20 14-036 Enhancing the Lives o!Citizens by Delivering Quality Services in a Cost-Effective Manner The successful bidder or proposer on a Deschutes County project is required to execute four (4) copies of the Contract, which will be provided when the contract is negotiated. In addition to the execution of Contract, the contractor will be required to provide one or more certificates of insurance together with endorsements naming Deschutes County as an additional insured. All contract copies will need to be returned to the County for execution. After all parties have signed the contract, a copy of the contract will be forwarded to you along with a notice to proceed. If you have any questions regarding this Notice of Intent to Award Contract, or the procedures under which the County is proceeding, please contact Deschutes County Legal Counsel Bend, OR 97701, telephone (541) 388-6625 or FAX (541) 383-0496. Sincerely, BOARD OF COUNTY COMMISSIONERS DESCHUTES COUNTY, OREGON Tammy Baney, Chair Enclosures: cc w/enc: Transmitted by Facsimile and First Class Mail on January 29, 2014, to All Bidders (3 pages) Page 2 of3 " Intent to Award Audit Services Contract DOC#2014-036 External Audit Services RFP Bidders List (Alphabetical) Eide Bailly LLP c/o Lealan Miller, Partner 877 W. Main Street, Suite 800 BOise, ID 83702 (208) 383-4756 fax: (208) 344-7435 Harrigan Price Fronk &Co, LLP c/o Candace Fronk, partner 975 SW Colorado Ave, Ste 200 Bend, OR 97702-9985 (541) 382-4791 fax: (541) 388-1124 Moss Adams LLP c/o James C. Lanzarotta, Partner 975 Oak Street, Suite 500 Eugene, OR 97401 (541) 686-1040 fax: (541 )686-9673 Paully, Rogers and Co., P .C. c/o Roy R. Rogers, CPA 12700 SW 72nd Avenue Tigard, OR 97223 (503) 620-2632 fax: (503) 684-7523 Talbot Korvola & Warwick, LLP c/o Robert G. Moody, Jr., Partner 4800 Meadows Rd, Suite 200 Portland, OR 97239-3973 (503) 274-2849 fax: (503) 274-2853 Page 3 of 3 • Intent to Award Audit Services Contract DOC#20 14·036