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Request for Proposals_Annual Auditing ServicesMasterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Request for Proposal (RFP) for Annual Auditing Services DATE: February 14, 2011 Dubuque bid An- America City 2007 Finance Director Ken TeKippe recommends City Council approval to release a Request for Proposal to public accounting firms for annual auditing services for Fiscal Years ending June 30, 2011 through June 30, 2015. concur with the recommendation and respectfully request Mayor and City Council approval. MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Ken TeKippe, Finance Director t Mich el C. Van Milligen Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Ken TeKippe, Finance Director (��- SUBJECT: Request for Proposal (RFP) for Annual Auditing Services DATE: February 14, 2011 BACKGROUND Dubuque Ai-America Ci ly 1 2007 The purpose of this memo is to provide an RFP for annual auditing services for fiscal years ending June 30, 2011 through June 30, 2015. The City is required to have annual audits of its financial records by an independent public accounting firm. In 2006 the City issued an RFP for professional auditing services for the five fiscal years ended June 30, 2006 through June 30, 2010. Eide Bailly, LLP has performed auditing services for the City of Dubuque for the past five years based on the 2006 RFP. Recently the Comprehensive Annual Financial Report (CAFR) and other information for fiscal year ended June 30, 2010 was provided to the City Council. It is the appropriate time to select a firm for future years audits to allow proper planning for the audit. DISCUSSION An audit services review committee will review proposals submitted and provide a recommendation. Tentative time frame for the RFP process: February 22, 2011 March 11, 2011 March 25, 2011 April 4, 2011 April 5, 2011 Issue Solicitation for Proposal Proposals Due Committee Recommendation to City Manager City Council Approval of Firm Firms Notified of Selection The following City of Dubuque employees have been selected to comprise the audit services review committee: Ken TeKippe Jenny Larson Jean Nachtman Agnes Tauke Finance Director Budget Director Assistant Finance Director Community Development Specialist Cheryl Sheldon Chuck Goddard Joe Pregler Airport Accountant Solid Waste Agency Adm. Lead Application /Network Analyst After the release of the RFP is approved by City Council, a letter will be sent to CPA firms located in Dubuque, CPA firms that audit larger Iowa cities and other firms located outside of Iowa that have expressed an interest indicating that the Audit Services RFP and related information has been posted on the City website. In addition, the RFP will be posted on the City website so other firms could respond that don't receive a letter informing them that the RFP is available. RECOMMENDED ACTION The recommended action at the February 21, 2011 meeting is for the City Council to authorize the release of the RFP to public accounting firms to receive proposals for annual auditing services for the City of Dubuque. KT /jg Enclosure City of Dubuque, Iowa REQUEST FOR PROPOSAL FOR ANNUAL AUDITING SERVICES Dated: February 22, 2011 Website: www.citvofdubuque.org Proposals Due: MARCH 11, 2011 by 2:00 p.m. Submit ONE ORIGINAL and an Electronic Copy on CD of proposal to: Ken TeKippe Finance Director City of Dubuque 50 West 13 Street Dubuque, IA 52001 -4805 Faxed or e- mailed proposals will not be accepted. Firms are required to check the City of Dubuque website for addendums prior to submitting a proposal. I. INTRODUCTION A. General Information B. Term of Engagement C. Subcontracting II. NATURE OF SERVICES REQUIRED City of Dubuque Request for Proposal TABLE OF CONTENTS A. General B. Scope of Work to be Performed C. Auditing Standards to be Followed D. Reports to be Issued E. Special Considerations F. Working Paper Retention and Access to Working Papers III. DESCRIPTION OF THE GOVERNMENT A. General Description/Contact Person B. Fund Structure C. Budgetary Basis of Accounting D. Federal and State Financial Assistance E. Pension Plans F. Discretely Presented Component Units G. Component Unit H. Joint Ventures I. Magnitude of Finance Operations J. Computer Systems K. Internal Audit Function L. Availability of Prior Audit Reports IV. TIME REQUIREMENTS A. Proposal Calendar B. Anticipated Notification and Contract Dates C. Schedule for the Fiscal Year 2011 Audit 1. Detailed Audit Plan 2. Fieldwork 3. Draft Reports 4. Final Reports 5. Conferences and Progress Reports V. ASSISTANCE TO BE PROVIDED TO THE AUDITOR AND REPORT PREPARATION A. Finance Department and Clerical Assistance B. Electronic Data Processing (EDP) Assistance C. Work Area, Telephones, Internet, Photocopying and FAX Machine D. Report Preparation VI. PROPOSAL REQUIREMENTS A. General Requirements VII. EVALUATION PROCEDURES 1. Written Questions and Inquiries 2. Submission of Proposal B. Technical Proposal 1. General Requirements 2. Independence 3. License to Practice in Iowa 4. Firm Qualifications and Experience 5. Partner, Supervisory and Staff Qualifications and Experience 6. Similar Engagements with Other Government Entities 7. Specific Audit Approach 8. Identification of Anticipated Potential Audit Problems C. Dollar Cost Bid 1. Total All- Inclusive Maximum Price 2. Rates by Partner, Specialist, Supervisory and Staff Level Times Hours Anticipated for Each 3. Out -of- pocket Expenses Included in the Total All- inclusive Maximum Price and Reimbursement Rates 4. Rates for Additional Professional Services 5. Manner of Payment A. Audit Services Review Committee B. Review of Proposals C. Evaluation Criteria 1. Mandatory Elements 2. Technical Qualifications 3. Price D. Oral Presentations E. Final Selection F. Right to Reject Proposals APPENDICES A. City Fund Structure B. Proposer Guarantee C. Proposer Warranties D. 1. Format for Proposal for Audit Services All- Inclusive Maximum Price Summary 2. Format for Schedule of Professional Fees and Expenses to Support the Total All - Inclusive Maximum Price E. Anticipated Audit Service Agreement Reports included on the City of Dubuque website: Comprehensive Annual Financial Report for FY 2010 Dubuque Metropolitan Area Solid Waste Agency (DMASWA) Financial Statements for FY 2010 Dubuque Regional Airport Passenger Facility Charges Audit for FY 2010 GASB 45 Actuarial Valuation of Postemployment Benefit Plans as of July 1, 2008 INTRODUCTION A. General Information City of Dubuque REQUEST FOR PROPOSAL (RFP) The City of Dubuque is requesting proposals from qualified certified public accounting firms to audit its financial statements for five fiscal years ending June 30, 2011 through June 30, 2015. The annual audits are to be performed in accordance with generally accepted auditing standards, Chapter 11 of the Code of Iowa, and any other provisions applicable to audits of local government contained in the Code of Iowa, the standards set forth for financial audits in the General Accounting Office's (GAO) Government Auditing Standards, the Single Audit Act Amendments of 1996 and Office of Management and Budget (OMB) Circular A -133 Audits of States, Local Governments and Non - Profit Organizations. There is no expressed or implied obligation for the City of Dubuque to reimburse responding firms for any expenses incurred in preparing proposals or potential interviews in response to this request. One original and an electronic copy of the proposal must be received by Ken TeKippe, Finance Director, City of Dubuque, 50 West 13th Street, Dubuque, Iowa 52001 by 2:00 p.m. on March 11, 2011. The City of Dubuque reserves the right to reject any or all proposals submitted. The proposals submitted will be evaluated by an Audit Services Review Committee of City employees. During the evaluation process, the Audit Services Review Committee and the City of Dubuque reserve the right, where it may serve the City of Dubuque's best interest, to request additional information or clarification from proposers, or to allow corrections of errors /omissions. At the discretion of the Audit Services Review Committee and City of Dubuque, firms submitting proposals may be requested to make oral presentations as part of the evaluation process. The City of Dubuque reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposal, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City of Dubuque and the firm selected. It is anticipated the selection of a firm will be completed by early April, 2011. Following the notification of the selected firm it is expected a contract will be executed within three weeks of City Council approval. B. Term of Engagement A five -year contract is anticipated, subject to an annual review and annual availability of an appropriation. 1 C. Subcontracting If subcontracting is anticipated, the name of the proposed subcontracting firm must be clearly identified in the proposal. Following the award of the audit contract, no additional subcontracting will be allowed without the prior written consent of the City of Dubuque. II. NATURE OF SERVICES REQUIRED A. General The City of Dubuque is soliciting the services of qualified firms of certified public accountants to audit its financial statements for the fiscal year ending June 30, 2011, and each of the four (4) subsequent fiscal years. These audits are to be performed in accordance with the provisions contained in this request for proposal. The auditor will also be required to convert the City's accounting information from a cash basis to a modified accrual /accrual basis as needed. The auditor will be required to prepare a Comprehensive Annual Financial Report (CAFR) that conforms to the format prescribed by the Government Finance Officers Association (GFOA) guidelines for obtaining the "Certificate of Achievement for Excellence in Financial Reporting." The CAFR shall be prepared on modified accrual /accrual methods of accounting and shall be completed and delivered to the City Finance Director by December 1 of each year unless another date is agreed to by the City of Dubuque. The audit shall include a separate management letter and internal control letter, if appropriate, which includes recommendations affecting the financial statements, internal control, accounting systems, and legality of actions. The City will be responsible for the Transmittal Letter, Management, Discussion and Analysis (MD&A), Statistical Section (excluding schedules directly related to financial statements prepared by auditors), and cover of the CAFR, as well as the reproduction and binding of the completed report. Separate Financial Statements are required for Dubuque Metropolitan Area Solid Waste Agency DMASWA (component unit), and Dubuque Regional Airport Passenger Facility Charges (PFC) audit. Information for another component unit, Dubuque Initiatives and Subsidiaries, is included in the CAFR, but audited by another CPA firm. Financial reports for the component unit must be prepared on an accrual basis. The City maintains accounting records for these activities on a cash basis and the audit firm is required to convert the records to accrual. If the City issues additional revenue bonds, a separate financial report may be required in future years. B. Scope of Work to be Performed The City of Dubuque desires the auditor to express an opinion on the fair presentation of its general purpose financial statements in conformity with generally accepted accounting principles. The City of Dubuque also desires the auditor to express an opinion on the fair presentation of its combining and individual fund and account group financial statements 2 and schedules in conformity with generally accepted accounting principles. The auditor is required to audit the schedule of expenditures of federal awards. The auditor is not required to audit the statistical section in the CAFR. C. Auditing Standards to be Followed To meet the requirements of this RFP, the audit shall be performed in accordance with generally accepted auditing standards as set forth by the American Institute of Certified Public Accountants, Chapter 11 of the Code of Iowa, and any other provisions applicable to audits of local government contained in the Code of Iowa, the standards of financial audits set forth in the U.S. General Accounting Office's Government Auditing Standards (1994 revision), the Single Audit Act Amendments of 1996 and OMB Circular A -133, Audits of State, Local Governments and Non - Profit Organizations. D. Reports to be Issued Following the completion of the audit of the fiscal year's financial statements, the auditor shall issue: 1. An Independent Auditor's Report expressing opinion on the fair presentation of the financial statements in conformity with generally accepted accounting principles. 2. A report on internal control over financial reporting and on compliance and other matters based on an audit of financial statements performed in accordance with Government Auditing Standards. 3. A report on compliance with requirements that could have a direct and material effect on each major program and on internal control over compliance in accordance with OMB Circular A -133. 4. In the report(s) on internal controls, the auditor shall communicate any reportable conditions found during the audit. A reportable condition shall be defined as a significant deficiency in the design or operation of the internal control structure which could adversely affect the organizations' ability to record, process, summarize, and report financial data consistent with the assertions of management in the financial statements. Reportable conditions discovered during the audit shall be reported in a separate letter to management which shall be referred to in the report(s) on internal controls. The reports on compliance shall include all instances of non - compliance. 5. Auditors shall be required to make an immediate written report of all irregularities and illegal acts or indications of illegal acts of which they become aware to Michael C. Van Milligen, City Manager. E. Special Considerations 1. The City of Dubuque, Iowa has received the Certificate of Achievement for Excellence in Financial Reporting for 22 consecutive years as of June 30, 2009, and has submitted the Comprehensive Annual Financial Report for the fiscal year ending June 30, 2010 to the Government Finance Officer's Association for review. The City anticipates submitting its Comprehensive Annual Financial 3 Report for the five years covered by this Request for Proposal and does not anticipate needing any special assistance from the auditor to meet the program's requirements, but will rely on the expertise of the successful audit firm to assist the City with compliance with any new accounting principles that become effective during the period covered by this Request for Proposal. The cost of providing this assistance is to be included in the base proposal price. 2. The City of Dubuque anticipates it may prepare one or more official statements annually in connection with the sale of debt securities (normally General Obligation Bonds, Revenue Bonds or State of Iowa Revolving Loan) which will contain the general purpose financial statements and the auditor's report thereon. The auditor shall be required, if requested by the financial advisor and /or the underwriter, to issue a "consent and citation of expertise" as the auditor and any necessary "comfort letters." 3. The City of Dubuque has determined that the U.S. Department of Housing and Urban Development will function as the cognizant agency in accordance with the provisions of the Single Audit Act Amendments of 1996 and U.S. Office of Management and Budget (OMB) Circular A -133, Audits of State, Local Governments, and Non - Profit Organizations. 4. The schedule of federal financial assistance and related auditor's report, as well as the reports on the internal controls and compliance, are to be issued as part of the CAFR. 5. The US Department of Housing & Urban Development requires the City of Dubuque Housing & Community Development Department to electronically submit their fiscal year end financial information to HUD through the Financial Assessment Subsystem for Public Housing (FASS -PH) by August 31. The Real Estate Assessment Center (REAC) requires a CPA certification after issuance of the CAFR, no later than March 31. Currently, this is prepared for the Housing Choice Voucher including Family Self- Sufficiency and Moderate Rehabilitation Programs. The review and certification of these reports is to be included in the contract cost utilizing full accrual method of accounting. 6. At the end of the audit, the final bill for services needs to be allocated between general enterprise funds, major federal programs, DMASWA, Airport PFC and REAC certification. 7. In compliance with GASB 45, the City contracted with SilverStone Group to prepare the July 1, 2010 Actuarial Valuation of Postemployment Benefit Plan. The most recent report dated July 1, 2008 prepared by APEX Management Group is posted on the city's website as part of the RFP. The City of Dubuque will require the auditor's assistance to comply with any new accounting principles that become effective during the period covered by this request for proposal. F. Working Paper Retention and Access to Working Papers All working papers and reports must be retained, at the auditor's expense, for a minimum of five (5) years, unless the firm is notified in writing by the City of Dubuque of the need to extend the retention period. The auditor will be required to make working papers available, upon request, to the following parties or their designees: City of Dubuque, U.S. Department of Housing and Urban Development, Auditor of the State of Iowa, parties designated by the federal or state governments or by the City of Dubuque as part of an audit quality review process, auditors of entities of which the City of Dubuque is a subrecipient of grant funds. In addition, the firm shall respond to the reasonable inquiries of successor auditors and allow successor auditors to review working papers relating to matters of continuing accounting significance. 11I. DESCRIPTION OF THE GOVERNMENT A. General Description of Government/Contact Person A list of City offered services may be found in the Transmittal Letter of the Comprehensive Annual Financial Report (available on the City website www.cityofdubuque.org). Lists of elected and appointed officials and department directors, and the City's organizational chart, are provided in the Introductory Section of the CAFR. Further information on the City is provided in the CAFR Management's Discussion and Analysis, and Statistical Sections. The auditor's principal contact with the City of Dubuque will be Ken TeKippe, Finance Director, phone (563) 589 -4133, fax (563) 690 -6689 or ktekippe a(�cityofdubuque.org. B. Fund Structure The City's current fund structure is provided in Appendix A. C. Budgetary Basis of Accounting The City of Dubuque prepares its budgets on a cash basis. Budgets are prepared for all of the City's governmental and proprietary funds. D. Federal and State Financial Assistance The City of Dubuque receives federal financial assistance from several federal programs; a listing of the programs and the Catalog of Federal Domestic Assistance numbers is included on pages 112 -116 of the FY 2010 CAFR. The City does not anticipate major changes in the amount of Federal or State financial assistance over the five year period covered by the contract. 5 E. Pension Plans Fiscal Year Number of Federal Programs 2006 4 2007 1 2008 2 2009 5 2010 7 The City of Dubuque participates in the Municipal Fire & Police Retirement System of Iowa (MFPRSI) and the Iowa Public Employees Retirement System (IPERS) pension plans. Both plans are defined benefit, cost - sharing, multiple - employer plans administered by state agencies. F. Discretely Presented Component Units The Dubuque Metropolitan Area Solid Waste Agency was created under the provisions of Chapter 28E of the Code of Iowa by the City of Dubuque and Dubuque County. The purpose of the Agency is to provide solid waste management for the Dubuque metropolitan area. The City appoints a voting majority of the Agency's governing board and has authority over those persons responsible for the day -to -day operations of the Agency. The Agency is presented as a proprietary fund type and has a June 30 year end. Dubuque Initiatives and Subsidiaries is a non - profit corporation organized under the laws of Iowa and Section 501(c)(3) of the Internal Revenue Code. The Organization was created to render service to the City Council of the City of Dubuque, Iowa, on matters of community interest. The Organization's articles require that its board members include two city council members, the mayor, and the city manager of the City of Dubuque, Iowa; and in the event of dissolution, any assets or property of the Organization be transferred to the City of Dubuque, Iowa. During the fiscal year 2009, the City of Dubuque, Iowa guaranteed debt issued by Dubuque Initiatives and Subsidiaries for the rehabilitation of the Roshek Building. The Organization is presented as a proprietary fund type. The Organization changed its year end from June 30 to December 31 on December 31, 2009. Consequently, the information reported in the June 30, 2010 government -wide financial statements are as of December 31, 2009 and for the six months then ended. G. Joint Ventures The City of Dubuque does not currently participate in joint ventures with other governments. H. Magnitude of Finance Operations The financial activities are performed by the City of Dubuque finance department. The principal functions performed and the number of employees assigned to each is as follows: Function Number of Employees Accounting/Treasury/Purchasing /Payroll Utility Billing /Parking Ticket Collection Meter Service Key Finance Staff Anniversary Date Ken TeKippe, Finance Director June 26, 2000 Jean Nachtman, Assistant Finance Director August 20, 2002 The budget activities are performed by the City of Dubuque budget department. The employees involved include: Jenny Larson, Budget Director August 7, 2006 Jason Hartman, Assistant Budget Director October 4, 2010 Computer Systems Hardware The City of Dubuque currently uses IBM P630 server for all payroll, general ledger and several sub - ledger systems including utility billing. The landfill and parking tickets accounts receivable systems are operated on stand -alone PCs. Software The City of Dubuque utilizes an integrated financial software system developed by Sungard Public Sector. Note: the parking ticket software runs on a Windows 2003 server. J. Internal Audit Function The City of Dubuque does not maintain an internal audit function. K. Availability of Prior Audit Reports Prior years' (2007 -2010) audit reports are available at the following Zink http:// www. cityofdubuque .org /index.aspx ?nid =1235 on the City of Dubuque website. IV. TIME REQUIREMENTS A. Proposal Calendar The following is a list of key dates pertinent to the submission of proposals: Solicitation for proposals issued Written questions deadline Responses to questions Due date for submitting proposals 7 7 FT, 2 PT 6 FT, 1 PT 1 FT, 1 PT February 22, 2011 March 4, 2011 (5:00 p.m.) March 8, 2011 March 11, 2011 (2:00 p.m.) B. Anticipated Notification and Contract Dates Firms notified of selection Contract finalized by C. Schedule for the Fiscal Year 2011 Audit 1. Detailed Audit Plan 4. Final Reports 5. Conferences and progress reports. 8 April 5, 2011 April 26, 2011 Each of the following should be completed by the auditor no later than the dates indicated. The auditor shall provide the City of Dubuque, by May 15, 2011, a detailed audit plan and a list of all schedules and information to be provided by the City of Dubuque. 2. Fieldwork The auditor shall complete all fieldwork by October 31, 2011. 3. Draft Reports The auditor shall prepare draft financial statements, notes and all required supplementary schedules and statistical data. The auditor shall have drafts of the audit reports and recommendations to management available for review by the Finance Department by November 15, 2011. The Finance Department will complete a review of the draft report as expeditiously as possible. It is not expected that this process should exceed one week. During that period, the auditor should be available for any meetings that may be necessary to discuss the audit reports. Once all issues for discussion are resolved, the final signed report, arranged in a format suitable for reproduction, shall be delivered to Ken TeKippe, Finance Director, by December 1, 2011. Informal conferences and progress reports may be requested occasionally throughout the audit process. The auditor must be prepared to provide information at mutually agreeable meeting times. A presentation of the CAFR subsequent to its completion may be requested. Attendance by the auditor at the City Council meeting when the CAFR and management letter are approved is required. (Similar time schedules will be developed for audits of future fiscal years if the City of Dubuque exercises its option for additional audits). V. ASSISTANCE TO BE PROVIDED TO THE AUDITOR AND REPORT PREPARATION A. Finance Department and Clerical Assistance The Finance Department staff and responsible management personnel will be available during the audit to assist the firm by providing information, workpapers, journal entries, documentation and explanations. The preparation of confirmations will be the responsibility of the City. In addition, clerical support will be made available to the audit firm for the preparation of routine letters and memoranda. B. Electronic Data Processing (EDP) Assistance EDP personnel will be available to provide systems documentation and explanations. The auditor will be provided access to the City of Dubuque's computer hardware and financial system software for inquiries and reports. C. Work Area, Telephones, Internet, Photocopying and FAX Machine The City of Dubuque will provide the auditor adequate workspace and access to necessary telephone lines, Internet, copy machine and FAX machine. D. Report Preparation Converting the City's cash -basis financial statements to GAAP basis is the responsibility of the audit firm. CAFR preparation, editing and a final signed report, arranged in a format suitable for reproduction, shall be the responsibility of the auditor. (City responsible for printing and binding CAFR.) Special reports preparation, editing and printing shall be the responsibility of the auditor. VI. PROPOSAL REQUIREMENTS A. General Requirements 1. Written Questions and Inquiries Any inquiries concerning this proposal should be directed in writing to: Ken TeKippe Finance Director City of Dubuque 50 W. 13 Street Dubuque, IA 52001 -4805 ktekippe aC�citvofdubuoue.orq fax: 563 - 690 -6689 phone: 563- 589 -4133 Final inquiries are due by March 4, 2011 at 5:00 p.m. All answers will be posted in the form of an addendum by March 8, 2011. The addendum questions and 9 answers will be posted on the City of Dubuque website daily as they are answered. 2. Submission of Proposals The following material is required to be received March 11, 2011 (2:00 p.m.), for a proposing firm to be considered: a. One original and an electronic copy of a Technical Proposal with dollar cost bids to include the following: B. Technical Proposal Title Page Title page showing the RFP subject; the firm's name; the name, address and telephone number of the contact person; and the date of the proposal. ii. Table of Contents Transmittal Letter A signed letter of transmittal briefly stating the proposer's understanding of the work to be done, the commitment to perform the work within the time period, a statement why the firm believes it to be best qualified to perform the engagement and a statement that the proposal is a firm and irrevocable offer for 90 days. iv. Detailed Proposal The detailed proposal should follow the order set forth in Section VI. B. of this RFP. v. Appendices Executed copies of "Proposer Guarantee" and "Proposer Warranties," attached to this request for proposal (Appendix B and Appendix C). b. The proposer shall submit an original and an electronic copy on CD of the dollar cost bids. c. Proposers should provide the completed proposal to the following address: Ken TeKippe, Finance Director City of Dubuque 50 West 13th Street Dubuque, IA 52001 -4805 10 1 General Requirements The purpose of the Technical Proposal is to demonstrate the qualifications, competence and capacity of the firms seeking to undertake an independent audit of the City of Dubuque in conformity with the requirements of this RFP. As such, the substance of proposals will carry more weight than their form or manner of presentation. The Technical Proposal should demonstrate the qualifications of the firm and of the particular staff to be assigned to this engagement. It should also specify an audit approach that will meet the RFP requirements. THERE SHOULD BE NO COSTS INCLUDED IN THE TECHNICAL PROPOSAL DOCUMENT. The Technical Proposal should address all the points outlined in the RFP (including any cost information). The proposal should be prepared simply and economically, providing a straightforward, concise description of the proposer's capabilities to satisfy the requirements of the RFP. While additional data may be presented, the following subjects, items Nos. 2 through 8, must be included. They represent the criteria against which the proposal will be evaluated. 2. Independence The firm should provide an affirmative statement that it is independent of the City of Dubuque as defined by generally accepted auditing standards /the U.S. General Accounting Office's Government Auditing Standards (1994 revision). The firm also should provide an affirmative statement that it is independent of all of the component units of the City of Dubuque as defined by those same standards. The firm should also list and describe the firm's (or proposed subcontractors) professional relationships involving the City of Dubuque (or any of its component units or oversight units) for the past five (5) years, together with a statement explaining why such relationships do not constitute a conflict of interest relative to performing the proposed audit. In addition, the firm shall provide the City of Dubuque written notice of any professional relationships entered into during the period of this agreement. 3. License to Practice in Iowa An affirmative statement should be included that the firm and all assigned key professional staff are properly registered /licensed to practice in the state of Iowa. 4. Firm Qualifications and Experience The proposer should state the size of the firm, the size of the firm's governmental audit staff, and the location of the office from which the work on this engagement is to be performed. Also, state the number and nature of the professional staff to be employed in this engagement on a full -time basis and a part-time basis. 11 If the proposer is a joint venture or consortium, the qualifications of each firm comprising the joint venture or consortium should be separately identified and the firm that is to serve as the principal auditor should be noted, if applicable. The firm is also required to submit a copy of the report on its most recent external quality control review, with a statement whether that quality control review included a review of specific government engagements. The firm shall also provide information on the results of any federal or state desk reviews or field reviews of its audits during the past three (3) years. In addition, the firm shall provide information on the circumstances and status of any disciplinary action taken or pending against the firm during the past three (3) years with federal or state regulatory bodies or professional organizations. Highlight activities in the governmental sector, including Special Designations, consulting, membership in government organizations and sponsorship of governmental CPEs. 5. Partner, Supervisory and Staff Qualifications and Experience Identify the principal supervisory and management staff, including engagement partners, managers, other supervisors and specialists, who would be assigned to the engagement. Indicate whether each such person is registered or licensed to practice as a certified public accountant in Iowa. Provide information on the government auditing experience of each person, including information on relevant continuing professional education for the past three (3) years, listing courses completed and membership in professional organizations relevant to the performance of this audit. Provide as much information as possible regarding the number, qualifications, experience and training, including relevant continuing professional education, of the specific staff to be assigned to this engagement. Indicate how the quality of staff over the term of the agreement will be assured. Engagement partners, managers, other supervisory staff and specialists may be changed if those personnel leave the firm, are promoted or are assigned to another office. These personnel may also be changed for other reasons with the express prior written permission of the City of Dubuque. However, in either case, the City of Dubuque retains the right to approve or reject replacements. Consultants and firm specialists mentioned in response to this RFP can only be changed with the express prior written permission of the City of Dubuque, which retains the right to approve or reject replacements. Other audit personnel may be changed at the discretion of the proposer provided that replacements have substantially the same or better qualifications or experience. 6. Similar Engagements with Other Government Entities 12 For the firm's office that will be assigned responsibility for the audit, list the most significant engagements (maximum - 5) performed in the last three years that are similar to the engagement described in this RFP. These engagements should be ranked on the basis of total staff hours. Indicate the scope of work, date, engagement partners, total hours, and the name and telephone number of the principal client contact. 7 Specific Audit Approach C. Dollar Cost Bids The proposal should set forth a work plan, including an explanation of the audit methodology to be followed, to perform the services required in Section II of this RFP. In developing the work plan, reference should be made to such sources of information as City of Dubuque's budget and related materials, the organizational chart, manuals and programs, and financial and other management information systems. Proposers will be required to provide the following information on their audit approach: a. Proposed segmentation of the engagement b. Level of staff and number of hours to be assigned to each proposed segment of the engagement c. Sample size and the extent to which statistical sampling is to be used in the engagement d. Extent of use of EDP software in the engagement e. Type and extent of analytical procedures to be used in the engagement f. Approach to be taken to gain and document an understanding of the City of Dubuque's internal control structure g. Approach to be taken in determining laws and regulations that will be subject to audit test work h. Approach to be taken in drawing audit samples for purposes of tests of compliance 8. Identification of Anticipated Potential Audit Problems The proposal should identify and describe any anticipated potential audit problems, the firm's approach to resolving these problems and any special assistance that will be requested from the City of Dubuque. 1. Total All- Inclusive Maximum Price 13 The dollar cost bids should contain all pricing information relative to performing the audit engagement as described in this RFP. The total all- inclusive maximum price to be bid is to contain all direct and indirect costs including all out -of- pocket expenses. The City of Dubuque will not be responsible for expenses incurred in preparing and submitting the technical proposal or the dollar cost bids. The first page of the dollar cost bids should include the following information (See Appendix D, page 1): a. Name of Firm b. Certification that the person signing the proposal is entitled to represent the firm, empowered to submit the bids, and authorized to sign a contract with the City of Dubuque. c. A summary of all- inclusive price for each individual year of the engagement. Bid for audit with maximum four major programs plus additional cost for additional major programs, if any. 1. Auditor prepares financials. 2. City prepares financials. d. A total all- inclusive maximum price for the five (5) year engagement. 2. Rates by Partner, Specialist, Supervisory and Staff Level Times Hours Anticipated for Each. Pages two (2) through six (6) of the dollar cost bids should include a schedule of professional fees and expenses that supports the total all- inclusive price for the 2011 fiscal year of the engagement and each of the four (4) subsequent fiscal years, presented in a format similar to Appendix D, page 2. 3. Out -of- pocket Expenses Included in the Total All- inclusive Maximum Price and Reimbursement Rates. Out -of- pocket expenses (i.e. travel, lodging, etc.) for firm personnel will be reimbursed. All estimated out -of- pocket expenses to be reimbursed should be presented in the dollar cost bids in a format similar to Appendix D, page 2. All expense reimbursements will be charged against the total all- inclusive maximum price submitted by the firm. 4. Rates for Additional Professional Services If it should become necessary for the City of Dubuque to request the auditor to render any additional services to either supplement the services requested in this RFP or to perform additional work as a result of the specific recommendations included in any report issued on this engagement, then such additional work 14 B. Review of Proposals 5. Manner of Payment VII. EVALUATION PROCEDURES shall be performed only if set forth in an addendum to the contract between City of Dubuque and the firm. Any such additional work agreed to between City of Dubuque and the firm shall be performed at the same rates set forth in the schedule of fees and expenses included in the dollar cost bids. Progress payments will be made on the basis of requests of the audit firm. Interim billings shall cover periods of not less than a calendar month. The City will not pay more than ninety percent (90 %) of a single year's fees before the delivery of the final auditors' opinion and reports requested by the Request for Proposal. A. Audit Services Review Committee Proposals submitted will be evaluated by an Audit Services Review Committee of City employees. The Audit Services Review Committee will use a point formula during the review process to score proposals. Each member of the Audit Services Review Committee will score each technical proposal by each of the criteria described in Section VII.C. below. The Audit Services Review Committee will determine a composite technical score for each firm, based on a combination of the individual scores. At this point, firms with an unacceptably low technical score will be eliminated from further consideration. After the composite technical score for each firm has been established, the dollar cost bids will be added to the technical score based on the price bids. The maximum score for price will be assigned to the firm offering the lowest total all- inclusive maximum price. Appropriate fractional scores will be assigned to other proposers. The City of Dubuque reserves the right to retain all proposals submitted and use any idea in a proposal regardless of whether that proposal is selected. C. Evaluation Criteria Proposals will be evaluated using three sets of criteria. Firms meeting the mandatory criteria will have their proposals evaluated and scored for both technical qualifications and price. The following represent the principal selection criteria which will be considered during the evaluation process. 1. Mandatory Elements a. The audit firm is independent and licensed to practice in the state of Iowa. b. The firm has no conflict of interest with regard to any other work performed by the firm for the City of Dubuque. 15 c. The firm adheres to the instructions in this RFP on preparing and submitting the proposal. d. The firm submits a copy of its last external quality control review report and the firm has a record of quality audit work. 2. Technical Qualifications: (Maximum Points - 75) a. Expertise and Experience 1. The firm's past experience and performance on comparable government engagements 2. The quality of the firm's professional personnel to be assigned to the engagement and the quality of the firm's management support personnel to be available for technical consultation 3. The firm's experience with federal and state financial assistance programs. b. Audit Approach 1. Adequacy of proposed staffing plan for various segments of the engagement 2. Adequacy of sampling techniques 3. Adequacy of analytical procedures 3. Price: (Maximum Points - 25) D. Oral Presentations During the evaluation process, the Audit Services Review Committee may request one or more firms to make oral presentations. Such presentations will provide firms with an opportunity to answer any questions the Audit Services Review Committee may have on a firm's proposal. All firms may not be asked to make oral presentations. E. Final Selection The City of Dubuque will select a firm based upon the recommendation of the Audit Services Review Committee. The recommendation of the committee will be subject to approval of the City Manager and City Council. It is anticipated that a firm will be selected by April 5, 2011. Following notification of the firm selected, it is expected a contract will be executed between both parties by April 26, 2011. F. Right to Reject Proposals 16 Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposal unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City of Dubuque and the firm selected. The City of Dubuque reserves the right without prejudice to reject any or all proposals. Thank you for your firm's interest in providing audit services to the City of Dubuque. FUND DESCRIPTION GENERAL 100 GENERAL 101 DRA GAMING 102 DRA DISTRIBUTION SPECIAL 200 TORT LIABILITY 205 TRUST & AGENCY 210 TIF- METRIX/NORDSTROM 212 TIF - QUEBECOR 220 TIF -ADV DATA COMM 222 TIF - CARTEGRAPH 225 TIF -TECH PARK SOUTH 230 TIF -E. 7TH STREET 232 TIF - KERPER BLVD 240 TIF- DOWNTOWN 241 TIF- DOWNTOWN LOAN POOL 242 TIF - ICE HARBOR 243 DBQ BREWING MALTING 250 ROAD USE TAX 252 CUSTOMER FACILITY CHARGE 255 SPECIAL ASSESSMENT 260 COMMUNITY DEVELOPMENT 262 COMMUNITY DEVELOPMENT DIS 265 UDAG REPAYMENTS 270 STATE RENTAL REHAB 271 STATE HOME PROGRAM 275 LEAD PAINT GRANT 280 SECTION 8 HOUSING 290 CABLE TV 292 CABLE EQ UPDATE 295 EXPENDABLE LIBRARY GIFTS CAPITAL 300 STREET CONSTRUCTION 350 SALES TAX CONSTRUCTION 360 GENERAL CONSTRUCTION 370 GOLF CONSTRUCTION 380 DOG TRACK CONSTRUCTION 390 AIRPORT CONSTRUCTION 391 PASSENGER FACILITY 395 PARKING -DOCK FACILITY DEP CITY OF DUBUQUE FUNDS AND FUND GROUPS 18 FUND DEBT SERVICE 400 DEBT SERVICE 440 BOND ISSUES DESCRIPTION PERMENANT 500 LYONS PEONY TRUST 550 LIBRARY GIFTS TRUST ENTERPRISE 600 TRANSIT 610 SEWAGE FACILITY OPERATION 620 STORM WATER OPERATION 630 PARKING OPERATION 640 WATER UTILITY OPERATION 670 REFUSE COLLECTION 680 SALT OPERATIONS 700 AMERICAS RIVER PROJECT 710 SANITARY SEWER CONSTRUCTI 720 STORM WATER CONSTRUCTION 730 PARKING FACILITY CONSTRUC 740 WATER CONSTRUCTION INTERNAL SERVICE 800 ENGINEERING SERVICE 810 GARAGE SERVICE 820 GENERAL SERVICE 830 STORES /PRINTING 860 HEALTH INSURANCE RESERVE 880 WORKERS' COMP INS RESERVE AGENCY 900 CABLE EQUIPMENT FUND 910 DOG TRACK BOND DEPRECIATI COMPONET UNIT 940 DMASWA- GENERAL 941 DMASWA -DNR planning PROPOSER GUARANTEE APPENDIX B The proposer certifies it can and will provide and make available, as a minimum, all services set forth in Section II, Nature of Services Required. Signature of Official: Name (typed): Title: Firm: Date: 19 A. Proposer warrants that it is willing and able to comply with State of Iowa laws with respect to foreign (non -state of Iowa) corporations. B. Proposer warrants that it has and will maintain an errors and omissions insurance policy providing a prudent amount of coverage for the willful or negligent acts, or omissions of any officers, employees or agents thereof. C. Proposer warrants that it will not delegate or subcontract its responsibilities under an agreement without the prior written permission of the City of Dubuque. D. Proposer warrants that all information provided by it in connection with this proposal is true and accurate. Signature of Official: Name (typed): Title: Firm: Date: PROPOSER WARRANTIES 20 APPENDIX C Proposal for Audit Services: PROPOSAL FOR AUDIT SERVICES ALL - INCLUSIVE MAXIMUM PRICE SUMMARY FOR THE CITY OF DUBUQUE Fee for each Auditor Additional Major Prepares Program (over If City Prepares Financials 4) Financials Price of First Year of Engagement $ $ $ (FY11) Price of Second Year of Engagement $ $ $ (FY12) Price of Third Year of Engagement $ $ $ (FY13) Price of Forth Year of Engagement $ $ $ (FY14) Price of Fifth Year of Engagement $ $ $ (FY15) Total All- Inclusive Maximum Price $ $ Proposal of Address Authorized Signer Date 21 APPENDIX D Page 1 Employee Classification Partners Managers Supervisory Staff Staff Clerical Other (specify): Subtotal Out -of- Pocket Expenses: Meals and lodging Transportation Other (detail): SCHEDULE OF PROFESSIONAL FEES AND EXPENSES FOR THE AUDIT OF THE [YEAR] FINANCIAL STATEMENTS FOR THE CITY OF DUBUQUE Adjustment to Maximum Price Hours Hourly Rates Total all- inclusive maximum price for FY 2011 audit engagement $ (Schedule Must Be Completed for Each of Five Audit Years) 22 APPENDIX D Page 2 Total AUDIT SERVICE AGREEMENT BETWEEN THE CITY OF DUBUQUE, IOWA AND [CPA FIRM] This Agreement is entered into this day of April, 2011, between the City of Dubuque (City) and [CPA Firm]. RECITALS APPENDIX E Page 1 WHEREAS, City desires to obtain the services of [CPA Firm] to perform the annual audit as required by Iowa Code Section 11.6 for the five fiscal years ending June 30, 2011; June 30, 2012; June 30, 2013; June 30, 2014; and June 30, 2015; and WHEREAS, [CPA Firm] desires to perform the audit services for City with the terms and conditions set forth in this Agreement; and WHEREAS, this Agreement is in the public interest in fulfilling the requirements of Iowa Code Chapter 11. NOW, THEREFORE, in consideration of the foregoing recitals and the covenants and conditions set forth in this Agreement, the parties agree as follows: 1. Services: [CPA Firm] shall provide audit and financial reporting services to City as specified in attached Proposal dated , 2011 and the attached Request for Proposal for Professional Auditing Services dated February 22, 2011 (the RFP), incorporated herein by this reference. 2. Requirements: [CPA Firm] agrees to all representations, commitments, and warranties presented in their Proposal. Exceptions to any part of the requirements must be clearly identified. The order of precedence shall be: [CPA Firm's] signed Audit Service Agreement, Proposal, and the RFP. 3. Insurance: [CPA Firm] shall provide insurance in accordance with attached schedule C and maintain coverage during the term of this agreement. 23 4. Indemnity Agreement: [CPA Firm] will save, defend, hold harmless and indemnify the City from any claims arising out of the performance of this Agreement which are the result of the negligence of the [CPA Firm], its employees, officers, and agents. 5 Conditions of Payment: City agrees to pay fees for services as stated in the attached Schedule of Professional Fees and Expenses. The fees shall be paid as earned on a monthly billing cycle. Ten percent of the earned fee may be retained until completion of the audit and financial reports issued. Payment shall be made within 30 days of receipt of invoice. [CPA Firm] agrees to provide an itemized statement of total audit expenses at the completion of the audit in the format required by the Auditor of the State of Iowa 6. Termination of Agreement: City may terminate this Agreement at any time by giving 90 days written notice to [CPA Firm] if City determines in its sole judgment that [CPA Firm] has failed to perform the covenants or agreements contained herein. City may also cancel the audit services for any specific fiscal year if City is advised by the Auditor of the State of the Auditor's intent to conduct the audit. IN WITNESS WHEREOF, the parties have executed this Agreement as of the date set forth above. CITY [CPA FIRM] By By Name (Print) Name (Print) Title Title Date Date 24 APPENDIX E Page 2 INSURANCE SCHEDULE C INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE CITY OF DUBUQUE 1. All policies of insurance required hereunder shall be with an insurer authorized to do business in Iowa. All insurers shall have a rating of A better in the current A.M. Best Rating Guide. 2. All Certificates of Insurance required hereunder shall provide a thirty (30) day notice of cancellation to the City of Dubuque, except for a ten (10) day notice for non- payment, if cancellation is prior to the expiration date. 3. shall furnish a signed Certificate of Insurance to the City of Dubuque, Iowa for the coverage required in Paragraph 6 below. Such Certificates shall include copies of the following endorsements: a) Commercial General Liability policy is primary and non - contributing. b) Commercial General Liability additional insured endorsement. c) Governmental Immunities Endorsement. , shall upon request, provide Certificates of Insurance for all subcontractors and sub -sub contractors who perform work or services pursuant to the provisions of this contract. Said certificates shall meet the insurance requirements as required of 4. Each certificate shall be submitted to the contracting department of the City of Dubuque. 5. Failure to provide minimum coverage shall not be deemed a waiver of these requirements by the City of Dubuque. Failure to obtain or maintain the required insurance shall be considered a material breach of this agreement. 6. Contractor shall be required to carry the following minimum coverage /limits or greater if required by law or other legal agreement: a) COMMERCIAL GENERAL LIABILITY General Aggregate Limit $2,000,000 Products - Completed Operations Aggregate Limit $1,000,000 Personal and Advertising Injury Limit $1,000,000 Each Occurrence Limit $1,000,000 Fire Damage limit (any one occurrence) $ 50,000 Medical Payments $ 5,000 25 Completion Checklist INSURANCE SCHEDULE C (Continued) INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE CITY OF DUBUQUE This coverage shall be written on an occurrence form, not claims made form. All deviations or exclusions from the standard ISO commercial general liability form CG 0001 or Business owners BP 0002 shall be clearly identified. Form CG 25 04 03 97 `Designated Location (s) General Aggregate Limit' shall be included. Governmental Immunity endorsement identical or equivalent to form attached. Additional Insured Requirement: The City of Dubuque, including all its elected and appointed officials, all its employees and volunteers, all its boards, commissions and /or authorities and their board members, employees and volunteers shall be named as an additional insured on General Liability including "ongoing operations" coverage equivalent to ISO CG 20 10 07 04. b) Automobile $1,000,000 combined single limit. c) WORKERS COMPENSATION & EMPLOYERS LIABILITY Statutory for Coverage A Employers Liability: Each Accident $ 100,000 Each Employee Disease $ 100,000 Policy Limit Disease $ 500,000 d) PROFESSIONAL LIABILITY $1,000,000 e) UMBRELLA/EXCESS LIABILITY* *Coverage and /or limit of liability to be determined on a case -by -case basis by Finance Director. ❑ Certificate of Liability Insurance (2 pages) ❑ Designated Location(s) General Aggregate Limit CG 25 04 03 97 (2 pages) ❑ Additional Insured CG 20 10 07 04 ❑ Governmental Immunities Endorsement 26 THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR ADD'L INSRD TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE DATE (MM!DD/YY) POLICY EXPIRATION DATE (MMIDDNY) LIMITS A X GENERAL X LIABILITY COMMERCIAL GENERAL LIABILITY Zip Code INSURER A: Insurance Company EACH OCCURRENCE $ 1, 000, 000 DAMAGE TO RENTED PREMISES (Ea occurrence) $ 50 000 INSURER D: CLAIMS MADE 1 X OCCUR MED EXP (Any one person) $ 5, 000 PERSONAL 8 ADV INJURY $ 1,000,000 GENERAL AGGREGATE $ 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: — 1 PRODUCTS - COMP /OP AGG $ 1,000,000 POLICY I X I JEC Ti LOC A AUTOMOBILE X LIABILITY ANY AUTO ALL OWNED AUTOS SCHEDULED AUTOS HIRED AUTOS NON -OWNED AUTOS COMBINED SINGLE LIMIT (Ea accident) $ 1, 000, 000 BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PR PERTY ODAMA (Per accident) $ GARAGE LIABILITY ANY AUTO AUTO ONLY - EA ACCIDENT $ OTHER THAN EA ACC $ AUTO ONLY: AGG $ A EXCESS/UMBRELLA LIABILITY 17 OCCUR 1 I CLAIMS MADE e C 1 e/ EACH OCCURRENCE $ 1,000,000 AGGREGATE $ 1,000,000 DEDUCTIBLE RETENTION $ 0 $ $ X $ A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE Oyes, describe under EXCLUDED? If yes, describe under SPECIAL PROVISIONS below CC `J O f V .O� S X TORY LIMITS I I R E.L. EACH ACCIDENT $ 100, 000 E.L. DISEASE - EA EMPLOYEE $ 100 , 000 E.L. DISEASE - POLICY LIMIT $ 500, 000 A OTHER Professional Liability $1,000,000 DESCRIPTION OF OPERATIONS /LOCATIONSNEHICLES /EXCLUSIONS ADDED BY ENDORSEMENT /SPECIAL PROVISIONS The City of Dubuque is an additional insured on general liability policies including ongoing & completed operations coverage equivalent to ISO CG 2010 0704 & CG 2037 0704. General Liability policy is primary & non - contributing. Form CG 2504 0397 'Designated Locations" general liability aggregate limit is included. Governmental immunities endorsement is included. ACORD CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) 12/7/2007 PRODUCER (563) 123 -4567 Insurance Agency Street Address City ST FAX (563) 987 -6593 Zip Code THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. INSURERS AFFORDING COVERAGE NAIC # INSURED Company Street Cit St Zip Code INSURER A: Insurance Company INSURERS: INSURER C: INSURER D: INSURER E: COVERAGES CERTIFICATE HOLDER City of Dubuque 50 West 13th Street Dubuque, IA 52001 ACORD 25 (2001/08) INS025 (01 asps AMS CANCELLATION AUTHORIZED REPRESENTATIVE VMP Mortgage Solutions, Inc. (800)327 -0545 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES. e ACORD CORPORATION 1988 Page 1 of 2 IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. srEci Sdhd Pr fes ACORD 25 (2001/08) INS025 (o108)os AMS Page 2 of 2 POLICY NUMBER: COMMERCIAL GENERAL LIABILITY CG 25 04 03 97 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. DESIGNATED LOCATION(S) GENERAL AGGREGATE LIMIT This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Designated Location(s): ANY AND ALL COVERED LOCATIONS (If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement.) A. For all sums which the insured becomes legally obligated to pay as damages caused by "occur- rences" under COVERAGE A (SECTION I), and for all medical expenses caused by accidents under COVERAGE C (SECTION I), which can be attributed only to operations at a single desig- nated "location" shown in the Schedule above: 1. A separate Designated Location General Aggregate Limit applies to each designated "location ", and that limit is equal to the amount of the General Aggregate Limit shown in the Declarations. 2. The Designated Location General Aggregate Limit is the most we will pay for the sum of all damages under COVERAGE A, except dam- ages because of "bodily injury" or "property damage" included in the "products- completed operations hazard ", and for medical expenses under COVERAGE C regardless of the num- ber of: a. Insureds; b. Claims made or "suits" brought; or c. Persons or organizations making claims or bringing "suits ". 3. Any payments made under COVERAGE A for damages or under COVERAGE C for medical expenses shall reduce the Designated Loca- tion General Aggregate Limit for that desig- nated "location ". Such payments shall not re- duce the General Aggregate Limit shown in the Declarations nor shall they reduce any other Designated Location General Aggre- gate Limit for any other designated "location" shown in the Schedule above. 4. The limits shown in the Declarations for Each Occurrence, Fire Damage and Medical Ex- pense continue to apply. However, instead of being subject to the General Aggregate Limit shown in the Declarations, such limits will be subject to the applicable Designated Location General Aggregate Limit. B. For all sums which the insured becomes legally obligated to pay as damages caused by "occur- rences" under COVERAGE A (SECTION 1), and for all medical expenses caused by accidents under COVERAGE C (SECTION 1), which can- not be attributed only to operations at a single designated "location" shown in the Schedule above: 1. Any payments made under COVERAGE A for damages or under COVERAGE C for medical expenses shall reduce the amount available under the General Aggregate Limit or the Products - Completed Operations Aggregate Limit, whichever is applicable; and 2. Such payments shall not reduce any Desig- nated Location General Aggregate Limit. CG 25 04 03 97 Page 1 of 2 CG 25 04 03 97 C. When coverage for liability arising out of the "products- completed operations hazard" is pro- vided, any payments for damages because of "bodily injury" or "property damage" included in the "products-completed operations hazard" will reduce the Products - Completed Operations Ag- gregate Limit, and not reduce the General Ag- gregate Limit nor the Designated Location Gen- eral Aggregate Limit. D. For the purposes of this endorsement, the Defi- nitions Section is amended by the addition of the following definition: Page 2 of 2 Copyright, Insurance Services Office, Inc., 1996 "Location" means premises involving the same or connecting lots, or premises whose connection is interrupted only by a street, roadway, waterway or right -of -way of a railroad. E. The provisions of Limits Of Insurance (SECTION III) not otherwise modified by this endorsement shall continue to apply as stipulated. CG 25 04 03 97 Name Of Additional Insured Person(s) Or Organization(s): The City of Dubuque, including all its elected and appointed officials, all its employees and volunteers, all its boards, commissions and /or authorities and their board members, employees and volunteers. Location(s) Of Covered Operations Information required to complete this Schedule, if not shown above, will be shown in the Declarations. POLICY NUMBER: THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS - SCHEDULED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE A. Section I1 — Who Is An Insured is amended to include as an additional insured the person(s) or organization(s) shown in the Schedule, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by: 1. Your acts or omissions; or 2. fhe acts or omissions of those acting on your behalf; CG 20 10 07 04 B. COMMERCIAL GENERAL LIABILITY CG 20 10 07 04 in the performance of your ongoing operations for the additional insured(s) at the location(s) desig- nated above. With respect to the insurance afforded to these additional insureds, the following additional exclu- sions apply: This insurance does not apply to "bodily injury" or "pioper1y damage" occurring after: Page 1 of 2 1. All work, including materials, parts or equip- ment furnished in connection with such work, on the project (other than service, maintenance or repairs) to be performed by or on behalf of the additional insured(s) at the location of the covered operations has been completed; or All terms and conditions of this policy apply Page 2 of 2 2. That portion of "your work" out of which the injury or damage arises has been put to its in- tended use by any person or organization other than another contractor or subcontractor engaged in performing operations for a princi- pal as a part of the same project. unless modified by this endorsement. © ISO Properties, Inc., 2004 CG 20 10 07 04 CITY OF DUBUQUE, IOWA GOVERNMENTAL IMMUNITIES ENDORSEMENT 1 Nonwaiver of Governmental Immunity. The insurance carrier expressly agrees and states that the purchase of this policy and the including of the City of Dubuque, Iowa as an Additional Insured does not waive any of the defenses of governmental immunity available to the City of Dubuque, Iowa under Code of Iowa Section 670.4 as it is now exists and as it may be amended from time to time. 2. Claims Coverage. The insurance carrier further agrees that this policy of insurance shall cover only those claims not subject to the defense of governmental immunity under the Code of Iowa Section 670.4 as it now exists and as it may be amended from time to time. Those claims not subject to Code of Iowa Section 670.4 shall be covered by the terms and conditions of this insurance policy. 3. Assertion of Government Immunity. The City of Dubuque, Iowa shall be responsible for asserting any defense of governmental immunity, and may do so at any time and shall do so upon the timely written request of the insurance carrier. 4. Non - Denial of Coverage. The insurance carrier shall not deny coverage under this policy and the insurance carrier shall not deny any of the rights and benefits accruing to the City of Dubuque, Iowa under this policy for reasons of governmental immunity unless and until a court of competent jurisdiction has ruled in favor of the defense(s) of governmental immunity asserted by the City of Dubuque, Iowa. No Other Change in Policy. The above preservation of governmental immunities shall not otherwise change or alter the coverage available under the policy. SPECIMEN 33 Firm Name Authorized Signature and Position Held in Firm Address Print Name City State Zip Phone Fax Ken TeKippe Finance Director 563 -589 -4133 Masterpiece on the Mississippi 34 Dubuque All-America City II it! 2007 Audit Services RFP ADDENDUM ACKNOWLEDGEMENT (Faxed or e- mailed proposals will not be accepted.) Deadline Date for City posting Addendum(s): Tuesday, March 8, 2011 RFP Proposal Due: Friday, March 11, 2011 by 2:00 p.m. Questions submitted in regard to the Audit Services RFP and responses to the submitted inquiries have been posted to the City of Dubuque website as of March 8, 2011. This form acknowledges receipt of all addendum(s) and is not valid unless signed below by an authorized representative of firm AND included with proposal submission documents. The City of Dubuque reserves the right to reject any or all proposals. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * I acknowledge receipt of this addendum and will include this form with submitted proposal documents.