HomeMy WebLinkAboutResolutions - 1980.09.04 - 12183Miscellaneous Resolution: 9543 Date: 9/4/80
BY: PUBLIC SERVICES COMMITIEE - Henry William Hoot, Chairman
IN RE: FINANCIAL PROCEDURES MANUAL
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Mr. Chairperson, Dadies and Gentlemen:
WHEREAS the Oakland County Board of Commissioners by Miscellaneous
Resolution No. 6546 and 8883 applied for and was granted the designation as
Prime Sponsor by the U. S. Department of Labor to administer the provisions
of the Comprehensive EMployment and Training Act of 1973 and the Comprehensive
EMployment and Training Act Amendments of 1978; and
WHEREAS the Department of Labor has mandated that the Employment
and Training Division have, as a working tool, a Financial Procedures Manual;
and
WHEREAS sufficient administrative funds for Consulting Services were
established and are currently available in our Fiscal Year 1980 Budget; and
WHEREAS the Employment and Training Division in accordance with
41 CFR 29.70.216 solicited and received seven proposals to conduct services
in accordance with the Request for Proposal's functional work statement.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of
Commissioners approve the award of a contract to the Certified Public Accounting
Firm of Plante and Moran in the fixed price amount of $19,000 consistent with.
the attached selection criteria.
BE IT FURTHER RESOLVED that the Chairperson. of the Board of Commissioners
be and is hereby.- authorized to execute said contracts,
Mr. Chairperson, on behalf of the Public Services Connittee, I. move the
adoption of the foregoing resolution.
PUBLIC SERVICES 00WITEEE
8/29/80
FINANCIAL PROCEDURES MANUAL
SELECTION PROCESS OVERVIEW'
. Request for Proposals for a Professional Services Contract were
mailed to a list of prospective offerors.
, A Bidders conference was held in Committee Room A.
. Seven proposals were received by the established deadline of August
11, 1980.
• Four independent evaluators were assigned to read, evaluate and
establish a point score for all proposals. The four independent
evaluation scores were added, averaged and totaled. The proposals
were then ranked from one to seven with the highest point score
being number one. The Certified Public Accounting Firm of Plante
and Moran was ranked number one and are our recommendation for
award of a contract.
. The following attached supporting documents - are;
1, "Work Statement" as reflected in the Request for
Proposal.
2. Evaluation Score Sheet Instructions for Independent
Evaluator.
3, Proposal Evaluation Summary Sheet,
8/29/80
WORK STATEMENT
Develop a Prime Sponsor Financial Procedures Manual that complies with
Public Law 94-524 (The CETA Act) and the TUesaiv, May 20, 1980 CETA
Federal Regulations that addresses at a minim, the following functions
within our accounting section:
1. General
2. Petty Cash
3. Cash Receipts
4. Cash Disbursements
5. Accruals
6. Purchases
7. Payroll
8. Property
9. Grants and Contracts
The Financial Procedures Manual must reflect the cash-flow in terms
of Letters of Credit, obligations, expenditures and accruals. Include
detailed comments concerning each financial report required by the
Department of Labor (DOL) and how it relates to each of these three
functions within the cash-flow. The end product shall demonstrate
the incorporation of knowledge acquired from on-site observations of
on-going procedures and practices in addition to improvements based
on the contractor's expertise in the field of financial systems design
as it relates to the needs and exigencies of the CETA program. The
Financial Procedures Manual shall also establish and provide :idequate
control of grant or agreement funds and other assets; ensurc' H1c. accuracy of
financial data; andprovideoperational efficiency and interal controls.
Project Control and Reports.
1. The contractor will carry out this project under the direction
and control of the Division Manager of the Employment and Training Division
or his designee.
2. Although there will. be continuous liaison with the contractor team,
the Prime Sponsor's project director or his designee will meet weekly, as a
minimum, with the contractor's project manager for the purpose of reviewing
progress and providing necessary guidance to the contractor in solvirz
problems which arise.-
3. The contractor will submit brief written bi-weekly summaries
of progress which outline the work accomplished during the reporting period,
work to be accomplished during the subsequent reporting period, problems,
real or anticipated, which should be brought to the attention of the Prime.
Sponsor's project director or his designee, and notification from previously
agreed upon work. plans.
4. Within five (5) working days of the award of the contract, the
contractor will submit to the Prime Sponsor's project director or his
designee for approval of a work plan which includes the' following:
(a) the contractor's project organizational structure.
(b) contractor's planning table with names and titles of
personnel assigned to the project.
(c) the project breakdown showing sub-projects, activities and
tasks, and resources required and allocated to each.
(d) a time - phased plan in proper sequence for completing the
project.
8/13/80
EVALUATION SCORE SHEET INSTRUCTIONS
For independent Evaluator
A. Price Evaluation: . 20 Points -
The un i it price s that which the offeror indicated in his proposal.
The price score is determined using the formula:
Lowest Price of All Offers Received X 20 = Price Score Price of Proposal Being Evaluated
B. Capability and Qualifications: 40 Points
This criteria includes the ability of the contractor to meet the terms
of this REP, especially the time constraints, and the quality, relevance,
and recency of similar projects completed by the contractor. Emphasis
will also be placed on the soundness of the contractor's approach to the
problem including the techniques to be used for collecting and analyzing
data, sequence and relationship of major steps, and methods for managing
the study. Examples of some items to be considered:
1. Auditing programs financed by Federal Government
2. Auditing State, county or local government activities
3. Auditing non-profit organizations
4. Designing and/or installing accounting systems
5. Organizational size and structure
6. Offeror's understanding of work to be performed
7. Prior experience auditing or designing and installing
accounting systems
C. Professional Personnel: 40 Points
This refers to the competence of professional personnel who would be
assigned to the job by the contractor. Qualifications of professional
personnel will be measured by education and CETA Prime Sponsor experience,
with particular reference to experience on projects similar to that
described in this RFP. Emphasis will be placed upon the qualifications
of the project manager and the amount of dedicated management planned
for this project by the contractor. Examples of some items to be
considered:
1. Audit team makeup
2. Overall supervision to be exercised
Total Evaluation Score
Total scores are a combination of the composite scores. The total mean
average is derived by dividing the total by three (3).
ORGANIZATION
Plante and Mbran
Quoted Fixed
Price
$19,000.00
Point Score
5
Alam, Morris & Co,
Alexander Grant & Co.
Fox and Company
Watson, Rice & Co.
.Parms, Phillip,
Harris and Co.
Doeren Mayhew & Co.
$ 4,905.00
$33,788.00
$15,000.00
$22,800.00
$10,714.00
Point Score
36
Point Score
37
29
36
32
PROPOSAL EVAT UYTION
T::•.'.1VIARIT
FINM PROCT2I..1:_. MANUAL
WIT2h--CrLteria for Selection
8/28/80
PRICE: 20 POINTS CAPATITITY&QUALIFICATION; 40 POINTS
This criteria includes the 'ability of
the contractor to meet the terms of
the REP, especially the time con-
straints, and the quality, relevance,
and recency of similar projects com-
pleted by the contractor. Emphasis
will also be placed on the soundness
of the contractor's approach to the
problem including the techniques to
be used for collecting and analyzing
data, sequence and relationship of
major steps, and methods for managing
the study.
TROFESSIONAL'PERSONNEL: 40 POINTS
This refers to the competence of
professional personnel who would be
assigned to the job by the contractor
Qualifications of professional per-
sonnel will be measured by education
and CETA Prime Sponsor experience, -
with particular reference to exper-
ience on projects similar to that
described in this REP. Emphasis
will be placeduponthequalifications
of the project manager and the amount
of dedicated management planned for
this project by the contractor.
TOTAL
POINT
SCORE RANK
bid
#9543 September 4, 1980
Moved by Hoot supported by Aaron the resolution be adopted.
AYES: Wilcox, Aaron, Caddell, DiGiovanni, Doyon, Dunaskiss, Fortino,
Gabler, Gorsline, Hobart, Hoot, Kelly, Lewand, McDonald, Moffitt, Montante,
Moore, Page, Patterson, Perinoff, Pernick, Peterson, Price. (23)
NAYS: None. (0)
ABSTAIN: Moxley. (1)
A sufficient majority having voted therefor, the resolution was adopted.
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lynn D. Allen, Clerk of the County of Oakland and
having a seal, do hereby certify that I have compared the annexed copy of
Miscellaneous Resolution #9543 adopted by the Oakland County Board of
Commissioners at their meeting held on September 4, 1980
with the original record thereof now remaining in my
office, and that it is a true and correct transcript
therefrom, and of the whole thereof.
In Testimony Whereof, I have hereunto set my hand and
affixed the seal of said County at Pontiac, Michigan
- Lith September 80 this ........................day of...,...,....... .19....
Lynn D. Allen...................,..Clerk
Clerk