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Home My WebLink AboutRFP - Audit ServicesDeschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.o g AGENDA REQUEST & STAFF REPORT For Board Business Meeting of January 14, 2009 Please see directions for completing this document on the next page. DATE: December 30, 2008 FROM: David Givans Administrative Services 330-4674 TITLE OF AGENDA ITEM: Consideration of Chair signature of 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 th,„; preparation of the fiscal year 2008 comprehensive annual financial report for the County. The current auditor has audited the County for five years under a prior RFP. The County's audit committee issued the current RFP on November 3, 2008 soliciting proposals for external audit services for a three-year period (FY 2009-20011) with two one-year options. We received six proposals by the deadline of December 12, 2008. The audit committee had a subcommittee review the proposals and made recommendations to the full audit committee. The seven member subcommittee was comprised of three members of the audit committee, the county internal auditor, the finance director, accounting manager, and deputy county administrator. The criteria for scoring the proposals were 70% weighted towards services and 30% towards cost. The subcommittee selected the auditor Harrigan Price Fronk & Co LLP as the best proposal. The audit committee supports the recommendation of this external auditor to the Board. FISCAL IMPLICATIONS: The total cost by Fiscal Year in the proposal was FY 2009 $ 98,678 (this represents a 6.2% increase over the $92,900 FY 2008 cost) FY 2010 $103,636 FY 2011 $108,595 The above costs include the County and the nine county service districts. The county service districts receive separate audited annual reports and are charged for their share of the audit costs. RECOMMENDATION & ACTION REQUESTED: The audit committee is recommending the Board accept the Harrigan Price Fronk & Co LLP proposal and authorize the Chair of the Board sign the Notice of Intent to Award Contract for these services. ATTENDANCE: Jade Mayer, Chair of the Deschutes County Audit COmmittee David Givans, County Internal Auditor DISTRIBUTION OF DOCUMENTS: original: David Givans Copy: Audit committee, Legal counsel, Bidders on bidders list (by fax & first class mail) Eide Bailly LLP c/o Lealan I. Miller, Partner 877 W. Main Street, Suite 800 Boise, ID 83702 (208) 383-4719 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 Merina & Company, LLP c/o John Merina, Managing Partner 5499 Amy St West Linn, OR 97068 (503) 723-0300 fax: (503) 723-9946 Moss Adams LLP c/o James C. Lanzarotta, Partner 805 SW Broadway, Suite 1200 Portland, OR 97205 (503) 242-1447 fax: (503)274-2789 Paully, Rogers and Co., P.C. c/o Roy R. Rogers, Shareholder 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 SW Macadam Ave, Suite 400 Portland, OR 97239-3973 (503) 274-2849 fax: (503) 274-2853 January 14, 2009 Harrigan Price Fronk & Co. LLP Candace S. Fronk, partner 975 SW Colorado, Suite 200 Bend, Oregon 97702 Sent via fax (5 pgs) and First Class mail Board of County Commissioners 1300 NW Wall St, Suite 200 • Bend, OR 97701-1960 (541) 388-6570 • Fax (541) 385-3202 www.co.deschutes.or.us board@co.deschutes.or.us Tammy Baney Dennis R. Luke Alan Unger Facsimile: (541) 388-1124 RE: Deschutes County Request for Proposal: Audit Services (Fiscal Years 2009-2011) NOTICE OF INTENT TO AWARD CONTRACT On January 14, 2009 the Board of County Commissioners of Deschutes County, Oregon, considered proposals for the above -referenced service. The Board of County Commissioners determined the best proposal for the service was Harrigan Price Fronk & Co. LLP. This Notice of Intent to Award Contract is issued pursuant to Oregon Administrative Rule (OAR) 137-047-0610. A copy of this Notice is being provided to each firm or person that submitted a proposal for the service. Any firm or person, which believes 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 the above address. The seven (7) calendar day protest period will expire at 5:00 PM on Wednesday, January 21, 2009. Any protest must be in writing and specify any grounds upon which the protest is based. A copy of OAR 137-047-0700 is attached to this Notice. If a protest is filed, a hearing will be held at 10:00 a.m. on Wednesday, January 28, 2009, 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 Board of County Commissioners unless the Board, for good cause, rescinds this Notice before the expiration of the protest period. The successful proposer will be required to sign a contract executed by Deschutes County. Page 1 of 5 - Intent to Award Audit Services Contract DOC#2009-010 Enhancing the Lives of Citizens by Delivering Quality Services in a Cost -Effective Manner 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, 1300 NW Wall Street, Bend, Oregon 97701. Telephone (541) 388-6625 or FAX (541) 383-0496. Sincerely, BOARD OF COUNTY COMMISSIONERS DESCHUTES COUNTY, OREGON Tammy Baney, Chair Enclosures: OAR 137-047-0610 and OAR 137-047-0700 cc w/enc: Transmitted by Facsimile and First Class Mail on January 14, 2009, to All Bidders (5 pages) Page 2 of 5 - Intent to Award Audit Services Contract DOC#2009-010 The Oregon Administrative Rules DEPARTMENT OF JUSTICE DIVISION 47 MODEL RULES PUBLIC PROCUREMENTS FOR GOODS OR SERVICES 137-047-0610 Notice of Intent to Award (1) Notice of Intent to Award. The Contracting Agency shall provide Written notice of its intent to Award to all Bidders and Proposers pursuant to ORS 279B.135 at least seven (7) Days before the Award of a Contract, unless the Contracting Agency determines that circumstances justify prompt execution of the Contract, in which case the Contracting Agency may provide a shorter notice period. The Contracting Agency shall document the specific reasons for the shorter notice period in the Procurement file. (2) Finality. The Contracting Agency's Award shall not be final until the later of the following: (a) The expiration of the protest period provided pursuant to OAR 137-047-0740; or (b) The Contracting Agency provides Written responses to all timely -filed protests denying the protests and affirming the Award. Stat. Auth.: ORS 279A.065 & 279B.135 Stats. Implemented: ORS 279B.135 Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05; DOJ 19-2007, f. 12-28-07, cert. ef. 1-1-08 137-047-0700 Protests and Judicial Review of Special Procurements (1) Purpose. An Affected Person may protest the approval of a Special Procurement. Pursuant to ORS 279B.400(1), before seeking judicial review of the approval of a Special Procurement, an Affected Person must file a Written protest with the Contract Review Authority for the Contracting Agency and exhaust all administrative remedies. (2) Delivery. Notwithstanding the requirements for filing a writ of review under ORS chapter 34 pursuant to ORS 279B.400(4)(a), anAffected Person must deliver a Written protest to the Contract Review Authority for the Contracting Agency within seven (7) Days after the first date of public notice of the approval of a Special Procurement by the Contract Review Authority for the Contracting Agency, unless a different protest period is provided in the public notice of the approval of a Special Procurement. (3) Content of Protest. The Written protest must include: (a) A detailed statement of the legal and factual grounds for the protest; Page 3 of 5 -Intent to Award Audit Services Contract DOC#2009-010 (b) A description of the resulting harm to the Affected Person; and (c) The relief requested. (4) Contract Review Authority Response. The Contract Review Authority shall not consider an Affected Person's protest of the approval of a Special Procurement submitted after the timeline established for submitting such protest under this rule or such different time period as may be provided in the public notice of the approval of a Special Procurement. The Contract Review Authority shall issue a Written disposition of the protest in a timely manner. If the Contract Review Authority upholds the protest, in whole or in part, it may in its sole discretion implement the sustained protest in the approval of the Special Procurement, or revoke the approval of the Special Procurement. (5) Judicial Review. An Affected Person may seek judicial review of the Contract Review Authority's decision relating to a protest of the approval of a Special Procurement in accordance with ORS 279B.400. Stat. Auth.: ORS 279A.065 & 279B.400 Stats. Implemented: ORS 279B .400 Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05; DOJ 20-2005, f. 12-27-05, cert. ef. 1-1-06 Page 4 of 5 - Intent to Award Audit Services Contract DOC#2009-010 External Audit Services RFP Bidders List (Alphabetical) Eide Bailly LLP 877 W. Main Street, Suite 800 Boise, ID 83702 (208) 383-4719 fax: (208) 344-7435 Harrigan Price Fronk & Co, LLP 975 SW Colorado Ave, Ste 200 Bend, OR 97702-9985 (541) 382-4791 fax: (541) 388-1124 Merina & Company, LLP 5499 Amy St West Linn, OR 97068 (503) 723-0300 fax: (503) 723-9946 Moss Adams LLP 805 SW Broadway, Suite 1200 Portland, OR 97205 (503) 242-1447 fax: (503)274-2789 Paully, Rogers and Co., P.C. 12700 SW 72nd Avenue Tigard, OR 97223 (503) 620-2632 fax: (503) 684-7523 Talbot Korvola & Warwick, LLP 4800 SW Macadam Ave, Suite 400 Portland, OR 97239-3973 (503) 274-2849 fax: (503) 274-2853 Page 5 of 5 - Intent to Award Audit Services Contract DOC#2009-010