RFP # 8119 Meydenbauer Center Independent Accountant’s Report
REQUEST FOR PROPOSALS Notice is hereby given that proposals will be received by the City of Bellevue, Washington for:
RFP # 8119 Meydenbauer Center Independent Accountants Report
by filing with the Service First Desk, 1st floor, 450 – 110th Ave. NE, Bellevue, WA, 98004 until:
Date:
May 27, 2008 4:00 pm
Time:
Proposals submitted after the due date will not be considered. Proposers accept all risks of late delivery of mailed submittals regardless of fault. A detailed Request for Proposal (RFP) information packet including general information, requested services, submittal requirements, and evaluation process is available on the City’s website at www.bellevuewa.gov. Go to “Find, Bid Information”, then select “Request for Proposals”. The City of Bellevue reserves the right to reject any and all submittals and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate the City to pay any costs incurred by respondents in the preparation and submission of their proposals. Furthermore, the RFP does not obligate the City to accept or contract for any expressed or implied services. It is the City of Bellevue's policy to assure that no person shall, on the grounds of race, color, national origin or sex, as provided by Title VI of the Civil Rights Act of 1964, be excluded from participation in, be denied the benefits of, or be otherwise discriminated against under any of its federally funded programs and activities. The City is committed to a program of equal employment opportunity regardless of race, color, creed, sex, age, nationality, disability, or sexual orientation. The successful consultant must comply with the City of Bellevue’s equal opportunity requirements. Dated this 13th day of May 2008. Jamie Robinson Contracting Services Supervisor
Published:
Seattle Times, May 13, 2008 Daily Journal of Commerce, May 13, 2008
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RFP # 8119 Meydenbauer Center Independent Accountant’s Report
City of Bellevue
Request for Proposals
Request for Proposals Information: RFP # 8119 Meydenbauer RFP Number: Center Independent RFP Title Accountant’s Report Date Issued: Contact Persons: Email Addresses: Proposals Due: May 13, 2008 Carla Beauclair CBeauclair@bellevuewa.gov May 27, 2008 @ 4:00pm Submit Proposals to: Physical City of Bellevue Address: Service First Desk Attn: Contracting Services th 450 110 Ave NE Bellevue, WA 98004 Mailing Address: City of Bellevue Service 1st Attn: Contracting Services PO Box 90012 Bellevue, WA 98009-9012
General Information
NOTICE: Notice is hereby given that proposals will be received by the City of Bellevue, Washington, for RFP # 8119: Meydenbauer Center Independent Accountant’s Report by filing with the City at the above location. PURPOSE: The purpose of this Request for Proposal is to solicit competitive proposals from qualified firms to provide a Quarterly Independent Accountant’s Report for the Bellevue Convention Center Authority which operates the Meydenbauer Center. BRIEF SCOPE OF SERVICES (Additional Detail listed in Attachment “A”): To provide quarterly Independent Accountant’s Report for the Bellevue Convention Center Authority (BCCA). QUALIFICATIONS: This project will require the firm to have the following qualifications: o Five (5) or more years of related experience in providing financial oversight services. o Experience working with municipal and regulatory entities. o Strong knowledge and/or experience monitoring financial and operating activities. o Strong written, verbal and interpersonal communication skills o Ability to meet required deadlines as demonstrated by prior project history. RFP SCHEDULE: Event RFP Release Vendor Questions (if any) Due Responses to Vendor Questions posted on internet Proposal Responses Due New Contract in Place Date May 13, 2008 May 19, 2008 by 5pm May 22, 2008 by 5pm May 27, 2008 by 4pm June 2008
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RFP # 8119 Meydenbauer Center Independent Accountant’s Report
SUBMITTAL REQUIREMENTS: Responses to this RFP must include the following information: A cover letter summarizing your philosophy, approach and the unique benefits your firm presents. A description of your firm’s experience in requested service areas, particularly financial and operating oversight. Include the number of years you has been in business, the areas of specialization, the number of employees and other pertinent information about your services. A description of your firm’s experience working with governmental entities A list of all individuals assigned to the project and their qualifications and experience in working on this type of project. A description of all applicable fees and charges (ie: hourly rate); A minimum of three (3) references relating to the services being requested with full name, title, address, phone and email addresses or fax numbers; Submittals shall be delivered in an envelope clearly marked with: RFP # 8119 Meydenbauer Center Independent Accountant’s Report by the deadline listed above. EVALUATION CRITERIA: Evaluations of submittal packet will be based on the criteria listed below. o The firm’s demonstrated qualifications to carry out the contract, which include but are not limited to the following: Firms recent experience in financial oversight and reporting services Qualifications of key personnel devoted to the project o The firms proposed fee which includes the expected total amount as well and hourly rates and other components of the total fee. Although competitive fees are an important component of the evaluation of the proposals, proposed fees will be weighted with other factors described here. o Response of references DURATION OF SERVICES: The term of the contract with the successful party shall be from the date of the contract for a duration of four (4) years. QUESTIONS: Questions regarding this project may be directed to RFP coordinator via e-mail at CBeauclair@bellevuewa.gov no later than May 19, 2008 @ 5pm. Unauthorized contact regarding this RFP with other City employees may result in disqualification. Any oral communications will be considered unofficial and non-binding on the City. Any questions will be answered in writing and posted on the City’s website at www.bellevuewa.gov under “Find”, “Bid Information”, “Request for Proposals” no later than May 22, 2008 by 5pm. It is the responsibility of individual firms to check the website for any amendments or Q & A’s to this RFP. REJECTION OF PROPOSALS: The City reserves the right to reject any and all proposals and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate the City to pay any costs incurred by respondents in the preparation and submission of their proposals. Furthermore, this RFP does not obligate the City to accept or contract for any expressed or implied services. CONTRACT AWARD: The City reserves the right to make an award without further discussion of the submittals. The firm determined to be the apparently successful firm will be expected to enter into a contract with the City. A sample City contract is provided on the City’s website at www.bellevuewa.gov. To view a PDF version of the sample contract document click on “Find”, then click “Bid Information” and select “Professional Services Contract”. Please review this contract prior to submitting your proposal. Following consultant selection, the successful firm shall prepare a scope of work for review by the City. Once the City and Vendor have reached an agreement on the scope of services, a final contract will be prepared by the City. The foregoing should not be interpreted to prohibit either party from proposing additional contract terms and conditions during the negotiations of the final contract. If the selected Vendor fails to sign the contract within ten (10) business days of delivery of the final contract, the City may elect to negotiate a contract with the next-highest ranked Vendor. The City shall not be bound, or in any way obligated, until both parties have executed a contract. No party may incur any chargeable costs prior to the execution of the final contract. The City reserves the right to award multiple contracts to multiple Vendors for this scope of service if it is in the best interest of the City.
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RFP # 8119 Meydenbauer Center Independent Accountant’s Report CONTRACT NEGOTIATION: The City reserves the right to negotiate all elements of the submittals, proposals, terms and conditions, and/or scope of services as part of the contract negotiation process prior to any formal authorization of the contract by the City. All parties understand that if any adjustments are made to the original scope as a result of contract negotiations, a resulting change in price/cost may be necessary. EQUAL OPPORTUNITY EMPLOYMENT: The successful Vendor or Vendors must comply with the City of Bellevue equal opportunity requirements. The City of Bellevue is committed to a program of equal employment opportunity regardless of race, color, creed, sex, age, nationality or disability. TITLE VI: It is the City of Bellevue’s policy to assure that no person shall, on the grounds of race, color, national origin or sex, as provided by Title VI of the Civil Rights Act of 1964, be excluded from participation in, be denied the benefits of, or be otherwise discriminated against under any of its federally funded programs and activities. INSURANCE REQUIREMENTS: The selected Vendor or Vendors shall maintain insurance that is sufficient to protect the Vendor’s business against all applicable risks, as set forth in the city’s Standard Insurance Requirements Attachment “B” as well as the “Special Rider”. Please review insurance requirements prior to submitting your proposal. If selected Vendor is unable to meet these standard requirements, please note current or proposed insurance coverage in submittal. Standard requirements may be negotiated if it is in the best interest of the City. BUSINESS REGISTRATION AND TAXATION: The Vendor or Vendors awarded the contract will be subject to City of Bellevue Business Registration and Business Taxation as presented in the Bellevue City Code. Questions about the city’s Business and Occupation (B&O) tax should be directed to the City’s Tax office at 425-452-6851. NON-ENDORSEMENT: As a result of the selection of a Vendor to supply products and/or services to the City, Vendor agrees to make no reference to the City in any literature, promotional material, brochures, sales presentation or the like without the express written consent of the City. NON-COLLUSION: Submittal and signature of a Proposals swears that the document is genuine and not a sham or collusive, and not made in the interest of any person not named, and that the Vendor has not induced or solicited others to submit a sham offer, or to refrain from proposing. COMPLIANCE WITH LAWS AND REGULATIONS: In addition to nondiscrimination and affirmative action compliance requirements previously listed, the Vendor or Vendors ultimately awarded a contract shall comply with federal, state and local laws, statutes and ordinances relative to the execution of the work. This requirement includes, but is not limited to, protection of public and employee safety and health; environmental protection; waste reduction and recycling; the protection of natural resources; permits; fees; taxes; and similar subjects. PUBLIC RECORDS: Under Washington state law, the documents (including but not limited to written, printed, graphic, electronic, photographic or voice mail materials and/or transcriptions, recordings or reproductions thereof) submitted in response to this RFP (the “documents”) become a public record upon submission to the city, subject to mandatory disclosure upon request by any person, unless the documents are exempted from public disclosure by a specific provision of law. If the city receives a request for inspection or copying of any such documents it will promptly notify the person submitting the documents to the city (by U.S. mail and by fax if the person has provided a fax number) and upon the written request of such person, received by the city within five (5) days of the mailing of such notice, will postpone disclosure of the documents for a reasonable period of time as permitted by law to enable such person to seek a court order prohibiting or conditioning the release of the documents. The city assumes no contractual obligation to enforce any exemption. COOPERATIVE PURCHASING: RCW 39.34 allows cooperative purchasing between public agencies (political subdivisions) in the State of Washington. Public agencies that file an Interlocal Joint Purchasing Agreement with the City of Bellevue may also wish to procure the goods and/or services herein offered by the selected Vendor. The selected Vendor shall have the option of extending its offer to the City of Bellevue to other agencies for the same cost, terms and conditions. The City of Bellevue does not accept any responsibility for agreements, contracts or purchase orders issued by other public agencies to the Vendor. Each public agency accepts responsibility for compliance with any additional or varying laws and regulations governing purchase by or on behalf of the public agency. The City of Bellevue accepts no responsibility for the performance of the Vendor in providing goods and/or services to other public agencies, nor any responsibility for the payment price to the Vendor for other public agency purchases.
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RFP # 8119 Meydenbauer Center Independent Accountant’s Report
Attachment “A” Scope of Services
o To perform quarterly financial oversight including an Independent Accountant’s Report for the Bellevue Convention Center Authority (BCCA Performing quarterly review of the financial documents of the BCCA for the completeness and accuracy based upon the Financial Oversight Committee (FOC) Monitoring Plan. o The attached Bellevue Convention Center Quarterly Review worksheet is provided for reference. Financial oversight should consider, but not be limited to, each of these areas during the quarterly review. o Issuing a quarterly report based upon the above mentioned review o Occasional review and modification of the FOC Monitoring Plan, as directed by the FOC or the City of Bellevue. o Other duties as agreed upon.
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RFP # 8119 Meydenbauer Center Independent Accountant’s Report
Bellevue Convention Center Authority Quarterly Review ______________________________________________________________________________________ Done W/P By Date Ref. A. Cash 1. Review bank reconciliations and other cash work papers for reasonableness. _____ _____ _____ a. Foot and agree to bank statements and the general ledger. _____ _____ _____ b. For any material reconciling items agree to subsequent bank statements and/or inquire with BCCA personnel. _____ _____ _____ B. Accounts Receivable 1. Scan aging for reasonableness of all account balances and inquire about any material or unusual balances. _____ _____ _____ 2. Foot the aging and agree to the general ledger. _____ _____ _____ 3. Review allowance for doubtful accounts for reasonableness and inquire about anything unusual. _____ _____ _____ C. Prepaid Expenses 1. Review schedule of prepaid expenses for reasonableness and inquire about any material or unusual balances. _____ _____ _____ 2. Foot and agree schedule to the general ledger. _____ _____ _____ D. Funds on Deposit With Trustee 1. Review activity in the trustee bank statements. Agree unusual and material transactions to entry in the general ledger. 2. Review calculations of accrued interest for reasonableness. 3. Agree the bank balances and the accrued interest from the statements and schedules to the general ledger. E. Fixed Assets 1. Review the fixed asset schedules, current period additions and deletions, and calculation of depreciation expense for reasonableness. Inquire about any unusual items. a. Foot the schedule and agree the asset and accumulated depreciation balances and depreciation expense for the current period from the schedules to the general ledger.
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F. Other Assets 1. Review the Capitalized Site Costs account to ensure that only the annual site option payments are recorded in this account. _____ _____ _____ 2. Note 1> Client no longer has option payments 3. Note 2> Client chose not to add procedures for capitalized expansion costs. G. Deferred Charges 1. Review the schedules which calculate the amortization of the bond issue costs for reasonableness.
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RFP # 8119 Meydenbauer Center Independent Accountant’s Report
Done By Date 2. Foot the schedules and agree the cost, accumulated amortization, and amortization expense to the general ledger H. Accounts Payable 1. Review the operating accounts payable listing for reasonableness and inquire about any material unusual or old balances. 2. Review the reconciliation of the operating accounts payable listing to the general ledger account balance for reasonableness. 3. Foot the schedules and agree to the general ledger. 4. Review the construction accounts payable listing for reasonableness and inquire about any material unusual or old balances. 5. Review the reconciliation of the construction accounts payable listing to the general ledger account balance for reasonableness. 6. Foot the schedules and agree to the general ledger. I. Deferred Revenue 1. Review the schedule of deferred revenue for reasonableness and inquire about any material unusual individual customer account balances. 2. Foot and agree the schedule to the general ledger. 3. Review the reconciliation of the schedule of deferred revenue to the settlement account cash balance for reasonableness.
W/P Ref.
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J. Accrued Payroll 1. Review the schedule of accrued payroll for reasonableness and inquire about anything unusual noted. _____ _____ _____ 2. Review the reconciliation of the schedule of accrued payroll to the month-end ADP payroll journal for reasonableness. _____ _____ _____ 3. Foot the schedule and agree it to the general ledger. _____ _____ _____ K. Sales Tax Payable 1. Review the schedule of sales tax payable for reasonableness and inquire about anything unusual noted. 2. Foot the schedule and agree it to the general ledger.
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L. Other Accrued Liabilities 1. Review schedules of other accrued liabilities for reasonableness and inquire about anything unusual noted. _____ _____ _____ 2. Inquire as to the completeness of the other accrued liabilities. _____ _____ __ __ 3. Foot and agree the schedules to the general ledger. _____ _____ _____ M. Retainage Payable 1. Review the balance to ensure no new charges have been recorded to this _____ _____ _____ account. 2. Check retainage cash account on the trustee bank statement to be sure no payments have been made. If payments have been made the liability should have been reduced accordingly. _____ _____ _____
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RFP # 8119 Meydenbauer Center Independent Accountant’s Report
Done By Date N. Special Obligation Revenue Bonds Payable 1. Review the balance to ensure that only the principal of bond issuance liability is recorded in this account. O. Accrued Interest on Bonds 1. Review the accrued interest worksheet for reasonableness and inquire about anything unusual noted. 2. Foot and agree the worksheet to the general ledger. P. Contributed Capital 1. Review the schedule of contributed capital for reasonableness and inquire about any material additions or deletions.
W/P Ref.
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Q. Retained Earnings 1. Agree all retained earnings reserves from the reserve requirements schedule to the general ledger. _____ _____ _____ R. Revenue from City of Bellevue 1. Review the schedule of revenues received from the City of Bellevue (Hotel/Motel taxes) for reasonableness and compare it to the budget and the projection in the finance plan. Inquire about significant variances. 2. Foot and agree the schedule to the general ledger. S. Operating Revenues and Expenses 1. Review the worksheet that calculates the current periods revenue and expenses by category (Food & Beverage, Event Services, Rent, Parking and Other) for reasonableness. Compare revenues and expenses to prior periods and the budget and inquire about significant variances. 2. Foot and agree the worksheet to the general ledger. Non-Operating Revenues and Expenses 1. Review the worksheet that calculates the current periods revenues and expenses by financial statement line items for reasonableness. Compare the revenues and expenses to prior periods and the budget and inquire about significant variances. 2. Foot and agree the worksheet to the general ledger.
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T.
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U. Fund Reserves Confirm draws of reserves as specified in the latest finance plan.
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RFP # 8119 Meydenbauer Center Independent Accountant’s Report
Done By Date
W/P Ref.
V. Financial Statements 1. Agree all financial statement line items to supporting work papers. 2. Foot and crossfoot all financial statements. 3. Review to ensure all dates in the financial statement headings, etc. have been updated for the current period.
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RFP # 8119 Meydenbauer Center Independent Accountant’s Report
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RFP # 8119 Meydenbauer Center Independent Accountant’s Report
SPECIAL RIDER
TO ATTACHMENT “B” INSURANCE REQUIREMENTS for
Professional Service Contracts
Add the following to section A. Minimum Insurance:
5. Consultant’s Errors & Omissions or Professional Liability with limits not less than $1,000,000 per claim and as an annual aggregate.
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