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Basic Information

Reference Number

0000296817

Issuing Organization

Indian River Mosquito Control District

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

IRMCD RFP 2022-02

Title

IRMCD RFP 2022-02 Bookkeeping & Accounting Services Consultant

Source ID

PU.AG.USA.2111901.C13333476

Details

Location

United States, Florida, Indian River County

Purchase Type

Duration: 3 years

Piggyback Contract

Description

Introduction

The Indian River Mosquito Control District (IRMCD) is accepting Requests for Proposals (RFP) for Bookkeeping and Accounting Services. The objective of this RFP is to solicit formal proposals from qualified and experienced individual(s) or firms with a proven record of accomplishment with similar public sector entities. Proficiency and access to QuickBooks Accountant Software is required. The contract term will be for a (3) year period with option to renew for an additional (3) year period.
Proposals shall be submitted electronically to Lisa Ridley, via L.Ridley@irmosquito2.org by 12:00PM EST on September 27, 2022. Proposals received after deadline will not be considered.

Organizational Background

The District is an independent taxing district which was legislatively established in 1925 and provides mosquito control services Indian River County. The District government has been organized according to the Council–Administrator form of government. As such, the Board of Commissioners (Board) sets policy, adopts legislation, and approves the budget. The Board appoints an administrator to conduct the day-to-day district business, to prepare the budget, to oversee department heads, and to recommend policy to the board. The District employs 30 full-time employees. The District’s operating budget is approximately $7.2 million which is generated primarily by ad valorem property taxes. (Refer to www.irmosquito.com for more information about the District.)

Scope of Services

The firm or individual(s) selected will be responsible for providing the following services:

Bookkeeping Services

Perform monthly reconciliation of bank accounts using QuickBooks software from backup file and unopened bank statements provided by the Administrative Unit
Record monthly interest from all bank accounts into QuickBooks software
Provide monthly reconciliation reports from QuickBooks as supporting documentation for reconciliation
Review General Ledger, and Balance Sheet report any discrepancies monthly.
End of year public fund deposit record review
Review all adjusting journal entries and supporting documentation monthly. Report any accounting anomalies

Support

Provide assistance, guidance, and suggestions throughout the year to the Administrative Staff at Indian River Mosquito Control District with QuickBooks
Report any internal control procedure deficiencies in compliance with accepted accounting principles

(Note: Subcontracting is not authorized)

Timeline

The tentative schedule for selection of a consultant to perform the work is as follows:
Action ItemDate(s)
Issue Request for Proposals8/17/2022
Deadline for Proposal Submissions8/31/2022
Recommendation and Approval by Board of TrusteesTBD
Execute Contract and Notice to ProceedTBD

Proposal

Proposals should not include any material to be returned to the responding firm and should be a concise statement. All Proposals must be emailed to Lisa Ridley by 12:00pm EST on September 27, 2022. Hard copy proposals will not be accepted. Proposals must include the following information:

Organizational Information
- - Legal name of firm
  - Type of entity
  - Contact name
  - Contact address, phone number, email
  - Website
  - Name of person authorized to enter into contact on behalf of firm
  - Primary services
  - Primary market/customers
  - Number of years in business

Statement of Qualifications: Provide sufficient information and related experience of personnel who will perform IRMCD bookkeeping/accounting services. Include resumes of the persons directly responsible for this contract and other professionals directly involved. Resumes shall include all relevant experience during the last three years with governmental entities similar to IRMCD, education, CPA licenses and continuing education of the individuals, if applicable. Provide a statement describing the scope of work as you understand it.
Cost of Services: Provide a total cost estimate, include a rate schedule for computing any extra work not specified in the contracted scope of work.
Key Personnel: Identify the key personnel and their back-ups, if any, that will be assigned to provide services. Include experience of each person, responsibilities, years of experience (both overall and with current firm), any applicable licenses and /or certifications.

References: Please provide at least three references from customers with similar operations to IRMCD. Include contact names, phone numbers, email addresses and industry.
Insurance: Verify that your firm can fulfill the insurance requirements as described
Debarment or other Disqualification: Respondent must disclose any debarment or other disqualification as a supplier of vendor at the federal, state, or local government level. Respondent must describe the nature of the debarment/ disqualification, including where and how to find such detailed information.

Questions Regarding Solicitation

IRMCD will respond to questions and requests for clarification to the Request for Proposal in written RFP Addendum(s) as needed, these will be posted via bidnet direct: https://www.bidnetdirect.com/florida/indianrivermosquitocontrol solicitation inquiries should be directed by email to Lisa Ridley (L.Ridley@irmosquito2.org). No verbal requests will be accepted. All requests for clarification must be receive by 12:00PM EST on 9/23/2022.

Response Preparation

IRMCD is not liable for any cost, fee, or expense incurred by any of the respondents in replying to this RFP, whether selected or not. Each responding consultant shall protect, defend, indemnify, and hold
harmless the District from any and all liability, claims, and expenses whosoever incurred by, or on behalf of the entity participating in the preparation of its response to this RFP. Such non-reimbursable, fees, and expenses include, but are not limited to, each of the following:

Preparing the proposal and related information in response to this RFP
Negotiations with the District on any matter related to this procurement
Costs associated with interviews, meetings, travel, or presentations
All other expenses incurred by responding consultant prior to the date of award and a formal
notice to proceed

Insurance Requirements

Respondent, at respondent’s sole cost and expense and for the full term of the resultant contract or any extension, shall obtain and maintain at least all of the insurance requirements of IRMCD.
Proof of insurance coverage shall be provided as part of the proposal and shall include the insurance types and required coverages specified below. Upon award of the contract IRMCD shall be named as an additional insured by separate endorsement.

General Liability
Workers Compensation or Specified Exemption

General Conditions and Requirements

The District reserves the right to conduct contract negotiations with any consultant (whether or not it has submitted a proposal), to verify the information in any proposal, to waive any informality in the process, to alter the selection process in any way, to request additional information or clarifications, to allow corrections of errors or omissions, to revise the scope of services and work, to extend the deadline for submission, to withdraw this request for proposals at any time without prior notice, to reject any and all proposals, and to decide whether or not to contract with any consultant.
IRMCD makes no representation that any contract will be awarded to any consultant responding to this request. Nothing in this request for proposals shall be construed to obligate the District to negotiate or enter into a contract with any particular firm. This request for proposals is not an offer to contract.
All submitted proposals shall become the property of the District. The District shall have the right to copy, publicly review and discuss, retain, and dispose of each proposal. All responses received by the District will be considered public records subject to disclosure under the Florida Public Records Act.
Proposals may be submitted electronically as a PDF. Please be succinct. Unnecessarily elaborate or lengthy responses or other presentations beyond those needed to give sufficient and clear response to the request for proposals requirements are not desired. Proposals should not exceed 10 pages

Evaluation Criteria

The following factors will be used when evaluating the proposals. The factors are not listed in order of importance.

Responsiveness to Request for Proposal Specifications
Pricing
Qualifications of firm
Qualifications of staff
References
Demonstrated capability to perform work as requested

Public Records

All Proposals submitted in response to this RFP become the property of IRMCD. Information in the Proposal, unless specified as trade protected, may be subject to public review. Any information contained in the Proposal that is proprietary must be clearly designated. Marking the entire Proposal as proprietary will be neither accepted nor honored.

Payment and Invoicing

The consultant shall submit all invoices to Indian River Mosquito Control District monthly. Failure to submit accurate and complete invoices may cause invoice to be rejected. All invoices shall list a single unique invoice number for processing, it may contain letters and/or numbers. Invoices are normally paid within (20) calendar days of receipt of an invoice, except in the case where items being billed are called into question. IRMCD will notify the consultant within (5) days of receipt of an invoice for any items questioned. The consultant shall prepare verification data for the amount claimed and provide complete cooperation during such investigation.

Dates

Publication

08/17/2022 01:52 PM EDT

Bid Intent

Not Available

Question Acceptance Deadline

08/29/2022 02:00 PM EDT

Questions are submitted online

Closing Date

08/31/2022 12:00 PM EDT

Contact Information

Lisa Ridley

772-562-2393

l.ridley@irmosquito2.org

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

No Pricing

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	Yes	No
No entries

Additional Bidding Instructions

Proposals shall be submitted electronically to Lisa Ridley, via L.Ridley@irmosquito2.org by 12:00PM EST on August 31, 2022. Proposals received after deadline will not be considered.

Disclaimer Thank you for your interest in our bid opportunities and we welcome you to submit a response. Please be sure to review and comply with all specifications and requirements.