Request for Proposals (RFP)

Suffolk County Office of Central Procurement on behalf of the Suffolk County Comptroller’s Office is Seeking Proposals For The Audit of Suffolk County’s Financial Statements

SC Purchasing RFP No. 2021-15

Commodity Code: 946 20

Submissions Due Date: July 8, 2021

(Advertised: May 20, 2021)

Suffolk County Office of Central Procurement, on behalf of the Suffolk County Comptroller’s Office, invites Proposals from certified public accountants to conduct an independent audit of the County’s annual financial statements in conformance with generally accepted auditing standards.

The specifications for this RFP are available as follows:

  1. Go to https://suffolkcountyny.bonfirehub.com/portal/ to view the offering and register to participate in the opportunity.
  2. Email tom.malanga@suffolkcountyny.gov with the RFP number. Please note that all participants will have to register for the RFP through the URL listed in #1.
  3. Call (631) 852-5196 with the RFP number and your address.

Timeline

Non-Mandatory Proposer’s Conference on June 3, 2021 at 11:00 AM

Held via Zoom – Pre-registration required for Zoom link

Technical questions due by June 17, 2021 by 3:30 PM

Proposals due July 8, 2021 by 3:30 PM

SOLICITATION OF QUOTES

Posted: 7/8/2021

Compliance with respect to Guidelines and Uniform Fee Schedules Established by

The Administrative Board for the Offices of the Public Administrators

The Suffolk County Department of Audit & Control (“Department”) is seeking proposals from qualified accounting firms (Proposers) to conduct an audit and provide a report with regard to the records of the Office of the Suffolk County Public Administrator (“Office”), in accordance with Generally Accepted Government Auditing Standards. The objective of the audit is to determine the extent of the Office’s compliance with respect to guidelines and uniform fee schedules established by the Administrative Board for the Offices of the Public Administrators. Audit services shall be for the calendar years 2021 and 2022.

Attached for your convenience are the Surrogate’s Court Procedure Article 12 (Appendix A) and the Guidelines for the Operations of the Offices of the Public Administrators of New York State (Appendix B) which outline the scope of services to be provided.

The anticipated term of the contract will be January 1, 2022 through December 31, 2023. The Proposal submitted in response to this Solicitation, as may be negotiated by the Department, will become the basis for the contract.

In accordance with Suffolk County policies and procedures, contracts for consultant services between $1,000.01 and $25,000.00 are not subject to competitive bidding requirements; however, such procurement must be conducted pursuant to a solicitation of quotes process.

All work performed under the contract will be paid in accordance with the “Comptroller’s Rules and Regulations for Consultant’s Service Agreements,” (available on the Suffolk County Comptroller’s website: www.suffolkcountyny.gov/comptroller). Include with your response a Cost Proposal/Fee Schedule consisting of a Project Fee for the Audit, which includes all professional services and out-of-pocket expenses for the project.

Proposers must meet the following minimum requirements:

  • Certify that they are a licensed CPA firm registered in the State of New York and in good standing;
  • Certify that they possess at least ten (10) years of audit experience;
  • Certify that they meet the independence requirements of the Standards for Audit of Governmental Organizations, Programs, Activities, and Functions and are compliant with Government Auditing Standards (the Yellow Book)
  • Certify that they have no record of poor quality audit work.

Proposals must include the following:

  • Firm name and address (all locations);
  • Year firm was founded, history of the firm, and the length of time in operation;
  • Describe the nature of organization (e.g. business corporation, not-for-profit corporation, proprietorship, etc.);
  • Location from which services will be performed;
  • Contact person and title for contract purposes;
  • Name and title of individual(s) who will be performing work under this contract. For each professional listed, provide information regarding education, experience and expertise; provide resumes and copies of professional licenses and proof of other affiliations, if applicable;
  • Description of firm’s technical experience including other accounts (clients) involving the provision of similar services;
  • Description of firm’s experience in conducting audits (including number of years of experience);
  • Description of firm’s experience in conducting audits in accordance with Government Auditing Standards (including number of years of experience);
  • Provide three (3) client references for which similar services have been provided (governmental agencies preferred);
  • Provide information on the circumstances and status of any past or present civil or criminal investigations or litigation against the Proposer;
  • Disclose the existence of any conflicts of interests, whether existing or potential, in material financial relationships and/or any family relationships between the Proposer (and their employees) and any County employee, or any other matter that may create a conflict of interest or the appearance thereof; if none exist, state so;
  • Identify the nature of any potential conflict of interest the firm may have in providing audit services to the Department;
  • Provide proof of professional liability insurance coverage and coverage amounts and/or limitations and exclusions;
  • Completed and notarized Suffolk County Form 22 (Contractor’s/Vendor’s Public Disclosure Statement - attached);
  • Provide an all-inclusive Project Fee for the audit services provided for each audit period. All professional services and out-of-pocket expenses shall be included in the Project Fee.

Proposals must be received by 3:30 p.m., August 6, 2021, via email:

E-mail to: Audits@suffolkcountyny.gov

The County expressly reserves the right to:

  1. Reject or cancel any or all proposals or any part thereof submitted in response to this Solicitation;
  2. Withdraw the solicitation at any time, at the County’s sole discretion;
  3. Conduct contract negotiations with the next responsible Proposer should the County be unsuccessful in negotiations with the selected Proposer;
  4. Require clarification at any time during the process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of a proposal.

An award will be made based on the best value to the County - best value basis optimizes quality, cost and efficiency among responsive and responsible proposers.

Questions concerning this request should be submitted in writing via e-mail as noted above.

Files:

Appendix A

Appendix B

SCEX 22 Public Disclosure Statement

SOQ

SOLICITATION OF QUOTES

Posted: 2/10/2020

For the Procurement of Lease Accounting and Reporting Software in Compliance with Governmental Accounting Standards Board (GASB) 87

For the Suffolk County Department of Audit & Control

The Suffolk County Department of Audit & Control (Department) is seeking proposals from qualified IT software firms (Proposer) to provide a software package for the accounting and reporting of leases as both the lessee and lessor. The software must be in compliance with GASB 87.

Proposer’s software should include the following:

  • GASB 87 – Government-wide Accounting and Fund-based Accounting and Reporting, for both the lessee and lessor
  • Calculates the right of use (ROU) asset and lease liability
  • Segregation of Duties with Multiple Users: (1) Entering, (2) Approving, (3) Read Only and (4) Administration
  • Audit trail of individuals making changes
  • Amortization table generation
  • Journal Entries for entire life cycles of leases: commencement, interim, modification, impairment, extension and termination
  • Export and Import Lease Data
  • Alert Notifications for Lease Deadlines and Renewals
  • GASB 87 Lease Disclosures for Financial Statement Footnotes
  • Ability to Upload Signed Copy of the Lease

Proposals must include the following information:

  • Firm name and address
  • Year firm was founded, history of the firm and length of time in operation
  • Describe the nature of the organization (e.g. business corporation, not-for-profit corporation, proprietorship, etc.)
  • Location from which services will be performed
  • Contact person and title for contact purposes
  • Description of firm’s technical experience including other accounts (clients) involving the provision of similar services
  • Provide three (3) client references for which similar services have been provided (governmental agencies preferred)
  • Disclose the existence of any conflicts of interests, whether existing or potential, in material financial relationships and/or any family relationships between the Proposer (and their employees) and any County employee, or any other matter that may create a conflict of interest or the appearance thereof; if none exist, state so
  • Provide proof of professional liability insurance coverage and coverage amounts and/or limitations and exclusions
  • Completed and notarized Suffolk County Form 22 (Contractor’s/Vendor’s Public Disclosure Statement – attached)
  • Completed and signed Suffolk County Union Organizing Certification/Declaration – (attached)
  • Completed and notarized Suffolk County Department of Labor, Licensing & Consumer Affairs Form DOL-LHE1/2 – (attached)
  • Completed and signed Suffolk County Department of Labor, Licensing & Consumer Affairs Form DOL-LW1/38 – (attached)
  • Provide an all-inclusive Software Fee with Breakout of License Fee and Professional Service Fee
  • The County has approximately one hundred leases.

Proposals must be received by 5:00 p.m. February 28th, 2020, via one of the following methods, marked ATTN: Brenda Sloan

Fax to: (631) 853-5034

E-mail to: brenda.sloan@suffolkcountyny.gov

U.S. mail:

The Suffolk County Comptroller’s Office – 8th Floor
H. Lee Dennison Executive Office Building
100 Veterans Memorial Highway
Hauppauge, New York 11788-0099

The County expressly reserves the right to:

  1. Reject or cancel any or all proposals or any part thereof submitted in response to this Solicitation;
  2. Withdraw the solicitation at any time, at the County’s sole discretion;
  3. Conduct contract negotiations with the next responsible Proposer should the County be unsuccessful in negotiations with the selected Proposer;
  4. Require clarification at any time during the process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of a proposal.

In accordance with Suffolk County Procurement Policy, contracts awarded under the Solicitation of Quotes method cannot exceed $25,000.00.

An award will be made based on “best value” to the County. The “best value” basis optimizes quality, cost and efficiency among responsive and responsible proposers. Questions concerning this request should be submitted in writing via fax or e-mail as noted above.

Questions should be submitted in writing by fax or e-mail as noted above.

ALL Forms (PDF)