STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: September 23, 2020
COUNCIL DISTRICT(S): N/A
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize a five-year professional services contract for audit of the City's financial operations and grant activities for fiscal year ending September 30, 2020 through September 30, 2024 - Weaver and Tidwell, LLP, most advantageous proposer of six - Not to exceed $4,231,500 - Financing: General Fund ($3,748,000), Sanitation Operation Fund ($7,500), Capital Projects Funds ($12,500), Dallas Water Utilities Fund ($12,500), Aviation Fund ($55,000), Dallas Convention Center Hotel Development Corporation ($107,000), Downtown Connection TIF ($55,000), and Dallas Employee Retirement Fund ($234,000) (subject to annual appropriations)
Body
BACKGROUND
This professional services contract will provide auditing services for the City's financial operations and grant activities for fiscal year ending September 30, 2020 through September 30, 2024. The City Charter (Chapter III, Section 19) requires an annual independent audit of the City's books of account, records, and transactions by one or more certified public accountants. The Single Audit Act of 1996, as amended, also requires an audit of grantees who have received federal grants exceeding certain thresholds. The City Charter requires the City Council to select the external auditor, which it does through its standing finance committee, the Government Performance and Financial Management Committee (GPFM).
The City issued a Request for Competitive Sealed Proposals for audit services. Six firms submitted proposals and presented before GPFM on August 24, 2020.
GPFM committee members graded the proposals on experience and approach. The Office of Procurement Services graded cost and timeframe and the Office of Business Diversity graded the Business Inclusion and Development Plan. The full list of factors is below.
• Prior governmental audit experience 35 points
• Cost and timeframe 30 points
• Audit approach 20 points
• Business Inclusion and Development Plan 15 points
The City also requested pricing for the audit of various component units as part of this solicitation. The cost of the services for those component units, as well as the cost to each of the City’s enterprise and other funds, are broken down below, and will be paid for by the component units.
As part of the solicitation process and in an effort to increase competition, the Office of Procurement Services used its procurement system to send out email notifications to vendors registered under relevant commodity codes. To further increase competition, the Office of Procurement Services uses historical solicitation information, the Internet, and vendor contact information obtained from user departments to contact additional vendors. Additionally, in an effort to secure more competition, the Office of Business Diversity sent notifications to chambers of commerce and advocacy groups to ensure maximum vendor outreach.
On November 10, 2015, the City Council authorized a living wage policy that requires contractors to pay their employees a “living wage” rate as established annually by the Massachusetts Institute of Technology Living Wage Calculator for Dallas County by Resolution No. 15-2141. The current calculated living wage during the solicitation process of this contract is $11.71; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
The Government Performance and Financial Management Committee was briefed by memorandum on the Request for Competitive Sealed Proposal (RFCSP) for the external audit services for FY 2020 - 2024, on May 22, 2020.
On August 24, 2020, presentations were made to the Government Performance and Financial Management Committee by the six firms who submitted proposals for the RFCSP for External Audit Services received on July 9, 2020.
The Government Performance and Financial Management Committee will be briefed by memorandum regarding this matter on September 18, 2020.
FISCAL INFORMATION
|
Fund |
FY 2020 |
FY 2021 |
Future Years |
|
General Fund |
$738,500.00 |
$745,000.00 |
$2,264,500.00 |
|
Sanitation Operation Fund |
$ 1,500.00 |
$ 1,500.00 |
$ 4,500.00 |
|
Capital Projects Funds |
$ 2,500.00 |
$ 2,500.00 |
$ 7,500.00 |
|
Dallas Water Utilities Fund |
$ 2,500.00 |
$ 2,500.00 |
$ 7,500.00 |
|
Aviation Fund |
$ 11,000.00 |
$ 11,000.00 |
$ 33,000.00 |
|
Dallas Convention Center Hotel Development Corporation |
$ 20,500.00 |
$ 21,000.00 |
$ 65,500.00 |
|
Downtown Connection TIF |
$ 11,000.00 |
$ 11,000.00 |
$ 33,000.00 |
|
Dallas Employee Retirement Fund |
$ 46,000.00 |
$ 46,300.00 |
$ 141,700.00 |
|
Total |
$833,500.00 |
$840,800.00 |
$2,557,200.00 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Plan adopted on October 22, 2008, by Resolution No. 08-2826, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Category |
M/WBE Goal |
M/WBE % |
M/WBE $ |
|
$4,231,500.00 |
Other Services |
23.80% |
23.8% |
$1,007,097.00 |
|
• This contract exceeds the M/WBE goal. |
|
• Weaver and Tidwell, LLP - Local; Workforce - 40.57% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Request for Competitive |
• Utilized for high technology procurements, insurance procurements, and other goods and services |
|
Sealed Proposal |
• Recommended offeror whose proposal is most advantageous to the City, considering the relative importance of price, and other evaluation factors stated in the specifications |
|
|
• Always involves a team evaluation |
|
|
• Allows for negotiation on contract terms, including price |
The Office of Procurement Services received the following proposals from solicitation number BKZ20-00013099. We opened them on July 10, 2020. This professional services contract is being awarded in its entirety to the most advantageous proposer.
*Denotes successful proposer
Proposers Address Score Amount
*Weaver and 2300 North Field St. 91.17 $4,231,500.00
Tidwell, LLP Suite 1000
Dallas, TX 75201
BKD, LLP 14241 Dallas Pkwy. 83.58 $4,602,150.00
Suite 1100
Dallas, TX 75254
RSM US LLP 13155 Noel Rd. 82.79 $4,922,980.00
Suite 2200
Dallas, TX 75240
Crowe, LLP 750 North St. Paul St. 81.13 $5,118,900.00
Suite 850
Dallas, TX 75201
McConnell & 14200 Midway Rd. 80.10 $4,959,450.00
Jones, LLP Suite 110
Dallas, TX 75244
Clifton Larson 5001 Spring Valley Rd. 79.94 $4,712,980.00
Allen, LLP Suite 600W
Dallas, TX 75244
OWNER
Weaver and Tidwell, LLP
John Mackel, Chief Executive Officer
David Rook, Chief Operation Officer