Audit Committee Binder May 29, 2019
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Audit Committee Wednesday, May 29, 2019 at 10:30 a.m. 5th Floor Board Room, Water Board Building 735 Randolph Street, Detroit, Michigan 48226 GLWater.org AGENDA (revised 5.28.2019) This document was distributed in 4 sections. The page numbers below refer to the Acrobat PDF electronic pages, not 1. CALL TO ORDER the printed number on the page. 2. ROLL CALL Binder #1-PDF page 2 3. APPROVAL OF AGENDA Binder #2-PDF page 255 4. APPROVAL OF MINUTES Binder #3-PDF page 271 A. None Binder #4-PDF page 304 5. PUBLIC PARTICIPATION 6. OLD BUSINESS 7. NEW BUSINESS 8. REPORTS A. External Auditor Request for Proposal Process i. Request for Proposal ii. Minimum Qualifications - Review of Responses Received B. External Auditor Interviews i. 10:45 am – 11:30 am – Rehmann Robson LLC ii. 11:45 am – 12:30 pm – RSM US LLP iii. 12:45 pm – 1:30 pm – Baker Tilly Virchow Krause LLP C. External Auditor Interview Deliberations D. Review Tabulation of Hours and Fees E. Next Steps 9. LOOK AHEAD Next Audit Committee Meetings A. Regular Meeting June 21, 2019 at 8 am 10. INFORMATION 11. OTHER MATTERS 12. ADJOURNMENT Date: May 21, 2019 To: Great Lakes Water Authority Audit Committee From: Dana Bierer-Casinelli, Management Professional Consultant, Internal Audit & Data Integrity Team Re: RFP 1900933 External Auditors Mandatory Qualifications Review Background: According to the Articles of Incorporation, Article 7J, the Audit Committee shall, once every three years, recommend three independent certified public accounting firms that, in the judgment of the Audit Committee, possess sufficient resources and qualifications to conduct annual financial audits of the accounts of the Authority. From the three recommendations of the Audit Committee, the Board may select the independent certified public accounting firm with whom the Authority shall execute an agreement to conduct annual financial audits for the succeeding three fiscal years of the accounts of the Authority. The Great Lakes Water Authority (GLWA) issued this Request for Proposal (RFP), RFP 1900933 on April 16, 2019. Proposal responses were received on May 20, 2019. The RFP is for qualified independent, certified public accounting (CPA) firms, licensed to practice in Michigan to perform the following. 1. Audit of the basic financial statements included within the Comprehensive Annual Financial Report (CAFR) 2. A Federal Single Audit 3. Separate audited financial statements for both the Water Fund and for the Sewage Disposal Fund 4. Consent letters, if needed, for bond transactions 5. Other technical financial services related to accounting and auditing matters The proposed contract is for audits for fiscal years 2019, 2020, and 2021. The term of the contract to perform these services with a projected, conservative end date of June, 2022 unless another audit firm is engaged by the GLWA Board prior to that date. Depending on the date that an audit firm is selected by the Board, the contract date would be no more than three (3) years. Analysis: Mandatory requirements were established in RFP 1900933. Firms must pass minimum qualifications for the proposals to be considered. From a review of the mandatory requirements, all three firms meet these mandatory requirements. See tabulation of the mandatory requirements on the next page. Budget Impact: None Proposed Action: It is recommended that the GLWA Audit Committee consider the proposals submitted by Baker Tilly Virchow Krause, Rehmann Robson, LLC, and RSM US LLP. 2 Financial Services Procurement 735 Randolph Street, Suite 1508 Detroit, Michigan 48226 Phone: 313-964-9157 RFP-1900933 External Audit Services The Great Lakes Water Authority (GLWA) is issuing this Request for Proposal (RFP) for qualified independent, certified public accounting (CPA) firms, licensed to practice in Michigan to perform an audit of its basic financial statements included within the Comprehensive Annual Financial Report (CAFR), a Federal Single Audit, a separate audited financial statement for the Water Fund and a separate audited financial statement for the Sewage Disposal Fund (referred to herein as the “Work”). The proposed contract term is for three (3) years. Solicitation Date: April 16, 2019 Issued By: Dionne Graves – Buyer Pre-Proposal Optional Meeting: Date: Tuesday, April 30, 2019 Time: 10:30 am (Eastern Standard Time) Conference dial in Location: 735 Randolph St., Detroit, Michigan 48226 available: 5th Floor, Board Room Dial in: 866-528-2256 Site Tour: Not Applicable Access Code: 1125196 Please RSVP for pre-proposal meeting to [email protected] no later than Friday, April 26, 2019 Questions/Inquiries: All questions and inquires must be directed under the solicitation number and title, open opportunities messages tab, Opportunity Q&A at https://glwater.bonfirehub.com/portal by the following: Date: Friday, May 3, 2019 Time: Time: 3:00 pm (Eastern Standard Time) Due Date: Date: Thursday, May 16, 2019 Time: 12:00 noon (Eastern Standard Time) Note: Electronic submission is required via Bonfire. A timely submittal requires that all files must be uploaded and accepted by the due date and time stated above. Please allow sufficient time for files to upload. Late proposals will not be accepted. Additional Proposing firms must be prepared for oral interviews within Information: two (2) weeks of proposal submissions. Minimum qualifications are identified in Appendix C. These are scored on a pass/fail basis. A score of pass is required for evaluation of the written proposal. Late Proposals will not be Accepted Financial Services Procurement 735 Randolph Street, Suite 1508 Detroit, Michigan 48226 Phone: 313-964-9157 REQUEST FOR PROPOSAL CONTENTS Section I - Instructions to Vendors Section II - Scope of Work Section III - Format and Evaluation Criteria Appendix A - Administrative Information Appendix B – Technical Work Plan/Approach (Evaluation Criteria) Appendix C – Experience and Qualifications (Evaluation Criteria) Appendix D – Project Team and Key Individuals (Evaluation Criteria) Attachment 1 - Sample Contract/Terms and Conditions with Insurance Requirement Attachment 2 - Fee Proposal Form This page intentionally left blank Section I Instructions to Vendors 1.0. General Information 1.1. Vendors interested in submitting a response to this solicitation are required to be registered with Bonfire at https://glwater.bonfirehub.com/. Only registered vendors can submit a response. Registration is free. Any questions related to this proposal or Bonfire should be directed to the Buyer identified on the cover of this request for proposal. 1.2. By responding to this solicitation, vendors are agreeing to comply with GLWA’s Procurement Policy available on the GLWA website at www.glwater.org. 1.3. All communications pertaining to this solicitation are to be directed only to the Buyer designated on the cover of this request for proposal. 2.0. Addendums, Questions and Inquiries 2.1. It is the responsibility of the vendor to check for any addendum(s) and/or notices posted on Bonfire and to make inquiry as to the changes or notices issued. Only written notices or addendums duly issued by GLWA shall constitute revisions to this solicitation. Vendors are advised that no oral interpretation, information or instruction by any officer or employee of the GLWA shall be binding upon GLWA. 2.2. Each interpretation or correction, as well as any additional provision that GLWA may decide to include in this solicitation, will be made only as an addendum. 2.3. Should vendors be in doubt as to the true meaning of any portion of this solicitation, find any ambiguity, inconsistency, or omission herein, or intend to take exception to any requirement of the solicitation, the vendor must make a written request for an official interpretation or correction by the questions and inquiries due date of April 26, 2019 as listed on the cover page of this request for proposal. 2.4. Any addendum(s) issued by GLWA shall become part of this solicitation and shall be reflected by each vendor in preparation of its response to this solicitation. Vendors shall submit the latest revision of any form(s) or attachment(s) issued by an addendum. 3.0. Preparation and Submission 3.1. GLWA does not assume any responsibility and will not reimburse any vendor for any costs incurred, however caused, in the process of responding to this solicitation including, without limitation, preparing and submitting its response, withdrawing its response, objecting to the award, being disqualified for the award or negotiating a contract resulting from this solicitation. 3.2. The scope of Work is intended to define the minimum standard of quality. GLWA is seeking expertise that is innovative, uses technology, and presents creativity. 3.3. By submitting a response to this solicitation, the vendor affirms that except for assumptions and exceptions explicitly stated, the vendor considers its response accurate and sufficient to complete the Work. RFP Form 11303-v.2 4.2018 4 | P a g e Section I Instructions to Vendors 3.4. Documents included with this solicitation are for the vendor’s information and convenience only and do not relieve the successful vendor from its responsibility and obligation to complete contract deliverables as specified in this solicitation. 3.5. Vendors requiring any additional information beyond what is contained in this solicitation and/or communicated in pre-proposal/oral interview meetings may be required, in GLWA’s sole discretion, to provide evidence of a security clearance from the U.S. Department of Homeland Security for each person that would have access to the information. Providing evidence of the security clearance does not guarantee any firm or person access to any or all of requested information. Following receipt of evidence of the security clearance, additional information may be made available to vendors. 4.0. Additional Information 4.1. Subcontractors - Vendors shall not replace or add a subcontractor at any time after submission of its response to this solicitation unless vendor gives written notice to GLWA in sufficient time to allow GLWA to conduct an evaluation of the new subcontractor and provide all information as may be requested by GLWA.