Item L5M
C ounty of f Monroe
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BOARD OF COUNTY COMMISSIONERS
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Mayor George Neugent, District 2
The Florida. Ke Se
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Mayor Pro Tern David Rice, District 4
Danny L. Kolhage, District I
Heather Carruthers, District 3
Sylvia J. Murphy, District 5
County Commission Meeting
July 19, 2017
Agenda Item Number: L.5
Agenda Item Summary #3159
BULK ITEM: No DEPARTMENT: County Clerk of Court
TIME APPROXIMATE: STAFF CONTACT: Veronica Herrera (305) 292 -3411
N/A
AGENDA ITEM WORDING: Approval of request from the Audit Selection Committee to
authorize a negotiating team consisting of a designate from the Board of County Commissioners
(BOCC) and representatives from the Clerk and the County Attorney's Office to negotiate a fixed fee
contract with the top ranked firm in accordance with Section 218.391(4)(a), Florida Statutes; also,
approval of request from the Audit Selection Committee that the BOCC allow the term of the
contract to be negotiable rather than requiring a three year contract with two -one year renewals with
the audit firm as in the prior contract.
ITEM BACKGROUND: In April 2017, the Monroe County Audit Selection Committee
(composed of Tax Collector Danise D. Henriquez, Chair; Property Appraiser Scott Russell, Vice -
Chair; Commissioner Danny Kolhage; Clerk of Court & Comptroller Kevin Madok; Supervisor of
Elections R. Joyce Griffin; and Monroe County Sheriff Office's Administrative Chief Mike Rice)
issued a Request for Proposals (RFP) from interested audit firms, for performing the annual external
audits of Monroe County, the Constitutional Officers and the Monroe County Land Authority. The
process for forming the Audit Selection Committee and issuing the RFP is laid out in Section
218.391(3)(c), Florida Statutes.
Ten firms submitted proposals to perform external auditing services. Of the ten firms, seven came to
Key West on June 26, 2017 to present to the Committee why their firm should be selected. At the
June 26 meeting, the Committee evaluated and ranked qualified firms (final scores attached).
Section 218.391(3)(e), Florida Statutes, requires the Audit Selection Committee to rank the firms in
order of preference and forward the names of at least three firms to the BOCC in order of preference.
The three firms with the highest scores, deemed to be the most highly qualified to perform the
auditing services, in order of preference, were:
(1) Cherry Bekaert
(2) Clifton, Larson, Allen
(3) Carr, Riggs & Ingram
The Selection Committee did not ask proposers about desired compensation in the RFP. Under
Section 218.391(4)(a), the names of the recommended firms in order of preference are forwarded to
the governing body (the BOCC), which then attempts to negotiate a contract, including
compensation, with the top ranked firm. If the BOCC is unable to reach a contract with that firm, it
concludes negotiations with the first ranked firm and undertakes negotiations with the second firm,
and similarly goes t the third firm if necessary.
Under F.S. 218.391(4)(c), the governing body may appoint one or more designees to conduct
negotiations on its behalf.
When Monroe County last sought audit services in 2012, the County Clerk and the County Attorney
worked together to negotiate the contract. It is recommended that the same team again be designated
to negotiate the contract as required by s. 218.391(4)(a), Florida Statutes, together with a designate
from the BOCC, if it so desires. The Selection Committee also recommended that the negotiations
include consideration of a contract term that is less than the three year term with two -one year
renewals that Monroe County previously entered into with the audit firm.
PREVIOUS RELEVANT BOCC ACTION:
At the July 18, 2012 meeting, the BOCC approved the execution of a contract with audit firm Cherry
Bekaert & Holland to provide auditing services to Monroe County, its Constitutional Offices, and
the Monroe County Land Authority. At the BOCC meeting on December 11, 2013, the BOCC
approved the First Amendment to the Audit Contract. At the BOCC meeting on June 10, 2015, the
BOCC approved the Second Amendment to the Audit Contract.
CONTRACT /AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval of request to authorize the County Attorney and a
BOCC- designee to proceed with negotiating a fixed fee audit contract in accordance with Section
218.391, Florida Statutes based on the recommendations made by the Audit Selection Committee.
DOCUMENTATION:
2017 Ranking Form - FINAL 06 -26 -2017
FINANCIAL IMPACT:
Effective Date:
Expiration Date:
Total Dollar Value of Contract:
Total Cost to County:
Current Year Portion:
Budgeted:
Source of Funds:
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing:
Grant:
County Match:
Insurance Required:
Additional Details:
If yes, amount:
N/A
REVIEWED BY:
Kevin Madok Skipped
Cynthia Hall Completed
Kathy Peters Completed
Board of County Commissioners Pending
06/29/2017 11:27 AM
07/03/2017 10:29 AM
07/03/2017 1:32 PM
07/19/2017 9:00 AM
MONROE COUNTY, FLORIDA
AUDIT COMMITTEE
SUMMARY OF RANKING FORM
MONROE COUNTY AUDIT SELECITON COMMITTEE - MEETING JUNE 26, 2017
FINAL SCORES - 2017 RFP FOR AUDITING SERVICES
Committee Member'
Crowe
Horwath
Marcum'
Cherry
Bekaert
Rehmann
Robson
Clifton
Larson
Allen
Carr, Riggs &
Ingram
Moore,
Stephens,
Lovelace
RSM
Lanigan &
Associates'
Mauldin &
Jenkins
Danise D. Henriquez (Tax Coll)
60
80
90
65
100
85
82
65
60
55
Scott Russell (Prop App)
94
92
96
84
90
89
88
90
84
88
Danny L. Kolhage (BOCC)
95
85
100
80
100
98
85
91
75
80
Kevin Madok (Clerk)
74
80
96
61
87
83
87
84
52
64
Joyce Griffin (SOE)
UNABLE TO ATTEND DUE TO ILLNESS - NO SCORE SHEET
Mike Rice (MCSO)
90
95
100
80
98
99
85
93
55
65
Total 413 432 482 370 475 454 427 423 326 352
Committee Rankings: 1 2 3