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Fin Auditing Services 2015AGREEMENT FOR PROFESSIONAL SERVICES FOR PROFESSIONAL AUDIT SERVICES This Agreement is made and entered into this day of 2015, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and MAZE ASSOCIATES ACCOUNTANCY CORPORATION (hereinafter "CONTRACTOR"). PROJECT COORDINATION. A. CITY'S Project Manager. The Finance Director is hereby designated the PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of the progress and execution of this Agreement. B. CONTRACTOR'S Project Director. CONTRACTOR shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONTRACTOR. Katherine Yuen is hereby designated as the PROJECT DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONTRACTOR shall notify the CITY within ten (10) business days of the substitution. 2. DUTIES OF CONTRACTOR. CONTRACTOR shall perform the duties and/or provide services as described in the Request for Proposals for Audit Services (attached Exhibit A) and pursuant to the CONTRACTOR'S Proposal dated November 17, 2014 (attached Exhibit B) and incorporated herein. Adjustments will be made to the scope of the single audit for any year in which the required number of prop -rams exceed or fall short of the two programs assumed in the proposed scope. Upon mutual written consent approved by the City Manager, the parties may amend or expand the scope of services to meet financial auditing needs that exceed the assumed and proposed scope, within the cost limitations described in section 4. 3. DUTIES OF CITY, CITY shall cooperate with the CONTRACTOR in its performance under this agreement, and pay the compensation as provided in Paragraph 4. 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR pursuant to the Schedule of Fees and Expenses reflected in the CONTRACTOR'S Pricing Proposal (attached Exhibit Q, dated November 17, 2014, including the cost of local business license taxes. Federally required changes to the assumed number (2) of single audit programs will result in an incremental 39 hour/program adjustment to pricing for any year in which number of programs Rev, Date: 1/30/14 exceed or fall short of the two programs assumed in the proposed scope. Any other mutually approved additions or changes to the scope of services described in Section 2 shall not exceed 10% of the annual contract cost as shown in the Pricing Proposal. Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. 5. TERM OF AGREEMENT, The term of this Agreement shall be for four consecutive years for auditing fiscal years ending June 30, 2015 through June 30, 2018. Upon mutual agreement of the parties, the term of this Agreement shall be extended for an additional period of two years for auditing fiscal years ending June 30, 2019 and June 3 ) 0, 2020. 6. TERMLINTATION, A. Discretionary. Either party may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice, within such fifteen (15) day time period. C. Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other. D. Return of Documents. Upon termination, any and all CITY docurnents or materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and materials prepared for or relating to the performance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after termination. 7. OWNERSHIP OF DOCUMENTS. The written documents and materials prepared by the CONTRACTOR in connection with the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may use said property for any purpose, including projects not contemplated by this Agreement. 8. INSPECTION AND AUDIT. Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for inspection and audit, all documents and materials maintained by CONTRACTOR in connection with its performance of its duties tinder this Agreement. CONTRACTOR shall fully cooperate with CITY or its agent in any such audit or inspection. 2 9. ASSIGNABILITY, The parties agree that they shall not assign or transfer any interest in this Agreement nor the performance of any of their respective obligations hereunder, without the prior written consent of the other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall be void and of no effect. 10. INSURANCE. A. Scope of Coverage. During the terns of this Agreement, CONTRACTOR shall maintain, at no expense to CITY, the following insurance policies: I. A commercial general liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death, bodily injury, personal injury, or property damage. 2. An automobile liability (owned, non -owned, and hired vehicles) insurance policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence. 1 If any licensed professional performs any of the services required to be performed under this Agreement, a professional liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence"two million dollars ($2,000,000) aggregate, to cover any claims arising out of the CONTRACTOR's performance of services under this Agreement. Where CONTRACTOR is a professional not required to have a professional license, CITY reserves the right to require CONTRACTOR to provide professional liability insurance pursuant to this section. 4. If it employs any person, CONTRACTOR shall maintain worker's compensation and employer's liabiliq insurance, as required by the State Labor Code and other applicable laws and regulations, and as necessary to protect both CONTRACTOR and CITY against all liability for injuries to CONTRACTOR's officers and employees. CONTRACTOR'S worker's compensation insurance shall be specifically endorsed to waive any right of subrogation against CITY. B. Other Insurance Requirements. The insurance coverage required of the CONTRACTOR in subparagraph A of this section above shall also meet the following requirements: 1. Except for professional liability insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as additionally named insureds under the policies. 1 The additional insured coverage -under CONTRACTOR'S insurance policies shall be primary with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The "primary and 9 noncontributory" coverage in CONTRACTOR'S policies shall be at least as broad as ISO form CG20 0104 13. 3. Except for professional liability insurance, the insurance policies shall include, in their text or by endorsement, coverage for contractual liability and personal injury. 4. The insurance policies shall be specifically endorsed to provide that the insurance carrier shall not cancel, tenninate or otherwise modify the terms and conditions of said insurance policies except upon ten (10) days written notice to the PROJECT MANAGER. 5. If the insurance is written on a Claims Made Form, then, following termination of this Agreement, said insurance coverage shall survive for a period of not less than five years, 6. The insurance policies shall provide for a retroactive date of placement coinciding with the effective date of this Agreement, 7. The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured. 8. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to CITY or any other additional insured party. Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this :z Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. C. Deductibles and SIR's. Any deductibles or self-insured retentions in CONTRACTOR's insurance policies must be declared to and approved by the PROJECT MANAGER and City Attorney, and shall not reduce the limits of liability. Policies containing any self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY or other additional insured party, At CITY's option, the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney's fees and defense expenses. D. Proof of Insurance. CONTRACTOR shall provide to the PROJECT MANAGER or CITY'S City Attorney all of the following: (1) Certificates of Insurance evidencing - the insurance coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of policy language or specific endorsements evidencing the other insurance requirements set forth in this Agreement. CITY reserves the right to obtain a full certified copy of 4 any insurance policy and endorsements from CONTRACTOR. Failure to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to form and sufficiency by PROJECT MANAGER and the City Attorney. 11. INDEMNIFICATION. A. Except as otherwise provided in Paragraph B., CONTRACTOR shall, to the fullest extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold harmless CITY, its officers, agents, employees and volunteers (collectively, the "City Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of litigation, , (collectively "CLAIMS"), arising out of CONTRACTOR'S performance of its obligations or conduct of its operations under this Agreement. The CONTRACTOR's obligations apply regardless of whether or not a liability is caused or contributed to by the active or passive negligence of the City Indemnitees. However, to the extent that liability is caused by the active negligence or willful misconduct of the City Indemnitees, the CONTRACTOR's indemnification obligation shall be reduced in proportion to the City Indemnitees' share of liability for the active negligence or willful misconduct. In addition, the acceptance or approval of the CONTRACTOR's work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the CONTRACTOR's indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit or other adversarial proceeding arising from CONTRACTOR'S performance of or operations under this Agreement, CONTRACTOR shall provide a defense to the City Indemnitees or at CITY'S option reimburse the City Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in defense of such claims. B. Where the services to be provided by CONTRACTOR under this Agreement are design professional services to be performed by a design professional as that term is defined under Civil Code Section 2782.8, CONTRACTOR shall, to the fullest extent permitted by law, indemnify, release, defend and hold harmless the City Indemnitees from and against any CLAIMS that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of CONTRACTOR in the performance of its duties and obligations under this Agreement or its failure to comply with any of its obligations contained in this Agreement, except such CLAIM which is caused by the sole negligence or willful misconduct of CITY. C. The defense and indemnification obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by the insurance obligations contained in this Agreement, and shall survive the termination or completion of this Agreement for the full period of time allowed by law. 12. NONDISCRIMINATION. CONTRACTOR shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the performance of its duties and obligations tinder this Agreement. I 13. COMPLIANCE WITH ALL LAWS. CONTRACTOR shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement. CONTRACTOR shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines and all other consequences from any noncompliance or violation of any laws, ordinances, codes or regulations. CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in any third party, any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other party. 15, NOTICES. All notices and other communications required or permitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as follows: TO CITY's Project Manager: Mark Moses, Finance Director City of San Rafael 1400 Fifth Avenue P.O. Box 151560 San Rafael, CA 94915-1560 TO CONTRACTOR's Project Director: Katherine Yuen Maze & Associates Accountancy Corp. 3479 Buskirk Avenue, Suite 215 Pleasant Hill, CA 9452' ) For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 6 17. ENTIRE AGREEMENT -- AMENDMENTS. A. The terms and conditions of this Agreement, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter of this Agreement. B. This written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the CONTRACTOR and the CITY. C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to t11is Agreement. D. The terms and conditions of this Agreement shall not be altered or modified except by a written amendment to this Agreement signed by the CONTRACTOR and the CITY. E. If any conflicts arise between the terms and conditions of this Agreement, and the terns and conditions of the attached exhibits or the docuinents expressly incorporated by reference, the terms and conditions of this Agreement shall control. 18. SET-OFF AGAINST DEBTS. CONTRACTOR agrees that CITY may deduct from any payment due to CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 19. WAIVERS. The waiver by either party of any breach or violation of any term, covenant or condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, performance, or other consideration which may become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance or regulation. 20. COSTS AND ATTORNEY'S FEES. The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs (including claims administration) and attorney's fees expended in connection with such action, I 21. CITY BUSINESS LICENSE / OTHER TAXES. CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code CONTRACTOR shall pay any and all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any work performed under this Agreement, until CONTRACTOR has provided CITY with a completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification). 22. APPLICABLE LAW, The laws of the State of California shall govern this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL NANCY MA(KLE, City Manager ESTHER C. BEIRNE, City Clerk APPROVED AS TO FORM: ROBERT F. EPSTEIN, City Attdiney By: U Name: n"W'it—tAt-1 (LAi Title: 11 I Dpi: fMI M Date:Issue October 15, 2014 Response Due Date: November 17, 2014, 5 p.m. %4AYURGARY0. PHILLIPS VICEMAVOR DATION CONNOLLY C'MNCILMEMBER MARIBEFUl BL SI WN COUNCILAIEMBER KATE COON UOUNCILAIEMBFIZ ANDRLW CUN UG AN MCCULLOUGH CITY OF SAN RAFAEL REQUEST FOR PROPOSALS FOR AUDIT SERVICEI The City of San Rafael (City) is requesting proposals from qualified firms for audit services for the fiscal years ending June 30, 2015 through June 30, 2018, with the option of extending the engagement for an additional two years. These audits are to be performed in accordance with generally accepted auditing standards., the standards set forth for financial audits in the U.S. General Accounting Office's (GAO) Government Auditing Standards, the provisions of the Federal Single Audit Act and the U.S. Office of Management and Budget (OMB) Circular A- 133, Audits of State and Local Governments. In lieu, of a pre -proposal conference, the City will accept written questions through October 3 ) 1. Answers to the questions will be provided to all of those who confirm their interest in responding to the RFP. The purpose of the questions is to ensure that all proposing firms have a proper understanding of the engagement. z:l Questions and RFP clarifications (accepted through 12 noon on Friday, October 31, 2010: finance; &.eitvofsani1afael.org To be added to the list of those receiving answers to all questions submitted, please submit an email to the address above with "Audit RFP Questions" in the subject line. Those who directly submit questions will automatically be added to this list. Proposals must be received by: Monday, November 17, 2014 5 p.m, at San Rafael City Hall Attn: Mark Moses, Finance Director City of San Rafael 1400 5th Avenue, Room 204 San Rafael, CA 94901-1943 1400 FI 1`11-t AVENUE - PO Box 151560 SAN RAFAEL. CA 94915-1 W Ak'W%k,('ITYOI-SANRAr,U,[-,OR(i The City desires the external auditor to express an opinion on the fair presentation of its general purpose financial statements in conformity with generally accepted accounting principles. The City combining and individual fund and account group financial statements and schedules in conformity with generally accepted accounting principles. The auditor is not required to audit the supporting schedules contained in the comprehensive annual financial report. However, the auditor is to provide an "in -relation to" report on the supporting schedules based on auditing procedures applied during the audit of general-purpose financial statements and the combining and individual fund financial statements schedules. The City of San Rafael for the past few years has participated in and has been a recipient of the GFOA Financial Reporting Award. The auditor will be required to prepare the general purpose financial. statements and combining statements for the City's Comprehensive Annual Financial Report (CAFRI). It is anticipated that the auditor is familiar with and will provide assistance in meeting the requirements of these programs. The City will be responsible for preparing the introductory and statistical sections. The respondent will also be responsible for performing certain limited procedures involving required supplementary information required by the Governmental Accounting Standards Board as mandated by generally accepted auditing standards. The respondent will provide opinions as to the compliance with the Federal Single Audit Act and OMB Circular A-133. The respondent is not required to audit the Schedule of Expenditures of Federal Awards, However, the respondent is to provide an "in -relation -to" report on the schedule based on the auditing procedures applied during the audit of the financial statements. C. CITY FINANCIAL TRANSACTION PROCESSING AND REPORTINGCLOSE The City uses Eden Software (version 5.10.1.5) for its financial transaction processing (including accounts payable, payroll., and general ledger). The City maintains 42 funds, including one enterprise fund for parking services, and a private -purpose trust fund for the San Rafael Successor Agency. The Finance Department recently implemented ProSystern N Engagement in order to produce its government -wide and fund statements. For fiscal year 2014-2015, the City believes it can make available its government -wide financial statements and fund financial statements in addition to its trial balance and footnotes ahead of the start of final fieldwork. The Finance Department staff and responsible management personnel will be available during the audit to assist the auditors by providing information, documentation and explanations. The auditors will be expected to coordinate their services with the Finance Director and should endeavor to accomplish the audit on a phased basis throughout the year to reduce the year-end workload on the City's staff. 1400 FIFTH AVENUE'. - PO Box 15 1560 - SAN RAFArL, CA 94915-1560 Page 3 WWW.C] I VOFSANRAFALLORG To meet the requirements of this request for proposal, the audit shall be performed in accordance with: • Generally accepted auditing standards as set forth by the American Institute of Certified Public Accountants (AICPA). • Standards for financial audits set forth in the U.S. Government Accountability Office's Government Auditing Standards (**Yellow Book"), • Provisions of the Single Audit Act, • Provisions of U.S. Office of Management and Budget Circular A-133, Audits of States, Local Governments, and Non -Profit Organizations, and • Applicable State of California audit guidelines. • Comprehensive Annual Financial Report is to be prepared by the auditing firm., to be issued on the fair presentation of the financial statements in conformity with generally accepted accounting principles. The issuance of the CAFR will be no later than October 31, following the end of each fiscal year. The audit firm will provide 15 bound copies and one camera-ready PDF. • Single Audit Report will include a City prepared Schedule of Expenditures of Federal Awards. The issuance of the Single Audit will be no later than October 31, following the end of each fiscal year. The audit firm will provide 10 bound copies of the Single Audit report with independent opinions as to the compliance with the Federal Single Audit Act and OMB Circular A -I33. When applicable., the respondents will provide independent opinions as to the compliance with State granting agencies. • Audit Report for the Child Development and Nutrition Programs in accordance with the Audit Guide issued for financial and compliance audits by the State of California Department of Education. The issuance of the Child Development Report will be no later than October 15 following the end of each fiscal year. The audit firm will provide 10 bound copies of the report. • Agreed-upon Procedures Applied to the Appropriations Limitation prescribed by Article X111-13 of the California Constitution. The Independent Accountant's Report on Agreed-upon procedures will follow the League of California Cities publication entitled Article HIB Appropriation Limitation Llniform Guidelines and the recommendations of the California Committee on Municipal Accounting White Paper covering the same subject matter. The audit firm will provide 10 copies of the report by October 31, following the end of the each fiscal year. • Memorandum on Internal Control and Required Communications will be prepared 1400Fir:r[i AVENUE - P013ox 15 1560 SAN RAI'An. CA 949[5-[560 Page 4 WWW,CfTY0FSANRAFAEJ_,0RG by the audit firm to communicate any observations for improvements in the City's financial operations and any deficiencies in internal controls that need to be addressed by the City. The audit firm will provide 10 copies of the letter by October 31, following the end of each fiscal year. In addition to bound reports noted above, the audit firm will provide one electronic version of each report to the City. No later than January 31 of each year, the audit firm and the City will establish dates and requirements for the interim audit (usually March or April) and final field work (usually early September). The City will accept proposals from firms in a two step process. Proposing firms are asked to submit their proposals in two separate sealed envelopes: the main proposal highlighting their technical and qualitative abilities and the second envelope with their pricing for the deliverables and hourly rates for additional work. The City will screen the "services proposals" for the purpose of inviting two or three firms to proposal interviews. The City will only open the pricing of the top three rated firms from the proposal screening (the City may choose to interview fewer than three firms). Proposals and unopened pricing envelopes will be kept by the City until a contract is signed with the selected firm. I To achieve a uniform review process and obtain the maximum degree of comparability, it is required that proposals be organized in the manner specified below: 1. Title Page Z:� Show the RFP subject, the name of the proposing firm, local address.. telephone number, name of contact person and date. 2. Table of Contents i. Letter of Transmittal (limit to one page) a. Briefly state the understanding of the work to be done and make a positive commitment to perform the work- within the time period. b. Give the names of the persons who will be authorized to make representations for the proposing firm, their titles, addresses and telephone numbers. 4. Profile of the Proposing firm a. Give the location of the office from which the work is to be done and the number of partners, managers, supervisors, seniors and other staff employed at the office. 1400 Flail AVENUE , PO Box 151560 -SAN RAF act, CA 94915-1560 Page 5 \AAVW.C'ITY0FS \NRAFAEL,0RG b. Describe the range of activities performed by the local office such as: audit, accounting, tax service or management services. c. Provide any additional profile information that is relevant to the firm's ability to fulfill the scope of work described in this RFP. d. Describe the firm's participation in the "Peer Review" program. Provide the date and extent of the local office's last participation. Please provide a copy of opinion of Peer Review inspection. 5. Summary of Proposal's Qualifications (in addition to minimum qualifications). a. Identify the partners, managers, supervisors and seniors who may work on the audit, including staff from other offices. b. Please specify which of those listed in "a." is licensed as a CPA with the ability to attest an opinion on an audit. c. For each person at the supervisory level or higher, please include their resumes as an appendix. d. Describe recent auditing experience similar to the type of audit requested. Specifically, address experience related to the audit of: • Municipalities complying with OMB Circular A-133. ). • Describe the engagement team experience and capabilities to assist government bond reporting requirements. • Describe the professional activities of your firm or of the staff members who support your commitment to governmental accounting. • Describe any regulatory action taken against your firm, local office, or any partners at the submitting office. 6. List of references a. Give names, addresses and telephone numbers of five current municipal audit clients served by your local office. b. Include the type of services performed, dates and length of service for each. C� 7. Using no more than one page for each question, please respond to the following: a. What action is your firm taking to prepare municipal audit clients for the implementation of GASB Statement No. 68? b. Provide a timeline covering the period from the end of final fieldwork through the production of the CAFR and other documents listed in Section E. Include key activities and deliverables from both the City and the audit firm. 140OFtFi,iiAVENUE - PO Box 151560 -SAN RAFAEL, CA 949 1 5-1560 Page 6 WUVAV.Cfl YOFS XNRAFALL.ORG 8. Schedule of audit hours needed to accomplish the reports indicated in this RFP. a. Clearly describe the position and hours of each participating member of the team to accomplish the first year of the services and the second year of the services. b. We understand the number of hours for a first year audit firm will be significant higher than the hours for subsequent 'years. c. The second year of hours should be indicative of the amount of time to be dedicated exclusive of the accumulation of the systems and permanent audit files. H. PRICING PROPOSAL (One copy) The Pricing Proposal must be submitted in a separate envelope and should include the following three components: I Cover or transmittal page specifying that the proposing firm will honor the prices for 90 days from the submittal deadline and who at the firm is authorized to negotiate the prices and contract provisions on behalf of the firm. 2. A pricing schedule as formatted similar to the one noted below indicating the prices for each component of the service by year. 3. Schedule of hourly rates for all firm positions for services outside the scope of the proposal. Rates should be specified by position and by year. f fourly rates beyond the first year may be indicated by the use of a fixed escalator (e.g. 3% or 4% per year). Please do not use escalators that are not known at this time (e.g., CPI). Pricing schedule must include all other expenses, including travel, data entry, clerical and printing costs in the total audit fee. The proposal must be on a fixed fee basis inclusive of all expenses and allocated as follows: ` — Option --tiion — 7 Optio ] 1 Year Year ------------------- --- Fiscal Year ending-' 2015 2016 2017 2018 2019 2020 �Comprehensive Annual Financial Stints :;Single Audit ;(assuming two major P_rogm �S)_-1— iChild Development Report ------------- Appropriations Limitation Agreed -Upon Procedures Report Total by Year .......... Right to re -negotiate prices: The City maintains the right to re -negotiate the prices with the selected firm before entering into L, a contract for services. If submitted prices are comparable to the other pricing envelopes opened from the top three firms, the prices submitted will most likely be used for the contract. 1400Fir,THAVFN(:[- PO 13OX 151560 -SAN RAFAEL, C9,191;-1,60 Page 7 "'WW.C!TY0FSANRAFAFL.0RG 1. EVALUATION OF PROPOSALS Proposals will be evaluated by the Audit Proposal Committee to ascertain which proposing firm best meets the need of the City. Factors to be considered are: 1. Clear understanding of the work to be performed, the ability to meet the timeframes for completing the indicated reports. t__ 2. The quality of response to the questions posed in Part G 7. (page 6) 3. The audit team's verifiable, relevant experience and independence, and demonstrated ability to provide the services described in Parts B, D and E to similar agencies. 4. The reasonableness of hours and level of staff dedicated to complete the audit services as indicated by the schedule of audit hours. All proposals will be evaluated by first using the criteria of factors I through 4, after which time the pricing proposals will be opened. After the top firms have been selected, the City may invite up to three firms for on-site interviews. Additional, less formal interviews and requests for information may be arranged anytime during the selection process to assist in making the final decision. The selected firms will interview with an evaluation panel that will include at least one member of the City Council Finance Committee on the afternoon of December 4., 2014. Those invited to interview will be notified by November 21, 2014. The pricing will be summarized for the evaluation panel. Copies of the proposals of the firms to be interviewed will be provided to the evaluation panel along with the results of the screenings, The City reserves the right to select a firm on any combination of price, experience in auditing governmental agencies, references and other features that are deemed to be in the best interests of the City. All factors will be considered in the selection process. K. ADDITIONAL INFORMATION AND CONTACT 1. The submission of a proposal shall be prima face evidence that the proposing firm has full knowledge of the scope, nature, quantity and quality of work to be performed. 2. The City will not be liable for any costs not included in the proposal and subsequent contracted -for costs. 1 The City reserves the right to conduct personal interviews of any or all proposing firms prior to the award of contract. 4. The City reserves the right to negotiate the final prices for the services with the top selected firm and the right to negotiate with any firm that submits a proposal that meets the requirements of the City and is submitted within the prescribed deadlines. 5. The City reserves the right to reject any and all proposals, the right in its sole discretion to accept the proposal it considers most favorable to the City's interest, and the right to 14001-11-Tii AVENLE - PO Box 151560 SAN RAFAFL, CA 94915-t';60 Page 8 'WAAV,C1TY0FSANRAFAEL.0RG waive minor irregularities in the procedures. 6. The City reserves the right to modify the composition of the interview panel, 7. The contracting firm shall make itself available to the City Council and management to answer questions related to audit findings. 8. Compensation for the conduct of audit service will be paid upon submission of progress billings and of a final billing, along with the required reports. 9. The successful proposing firm will be required to sign the standard City Professional Services Agreement, including meeting the City's minimum insurance requirements of - a. Comprehensive general liability insurance policy in the amount of $1,000,000 per occurrence for death, bodily injury, personal injury or property damage. b. Automobile liability (owned, non -owned and hired vehicles) insurance policy in the amount of $1,000,000 per occurrence. c. Professional liability insurance policy in the amount of $1,000,000 to cover any claims arising out of the audit firm's performance of services. 10. City staff requests that, once proposals have been submitted, no unsolicited contact and/or discussions concerning these proposals be made prior to the evaluation of all proposals. 11. The total audit staffing should be at a level sufficient to complete the audit in the time scheduled and specified in the REP. In addition, the audit staff should remain constant through each year's audit process. At least one staff member from the prior year's audit is to be a member of the subsequent year's audit team. Additional communications and information requests should be directed through the process described in Part A. Simple phone requests for copies of the City's CAM or budget information are acceptable by calling finance staff -member Van Bach at (415) 458-5001. Summary of Key Dates - Distribution/Postip_g RFP- TOctober 15, 2014 — - ------- . ....... — - ------- . .... Questions / Requests to be included on City Responses October 31, 2014 (noon) RFP submissions November 17, 2014 (5 pm.) Notification of those selected to interview November 21, 2014* 1 Interview with selection panel December 4, 2014* Final selection announced December 11, 2 0 14 - — - -- — -------- . ......... City Council Approval January 5. 2015* * These dates are subject to change at the discretion of the City-, however the City will make every effort to adhere to this schedule. 1400 Firm AVENUE - PO Box 151560 SAN RAFAELCA 94915-1560 Page 9 WWW.CITYOFSANRAFAEL.ORG PROPOSAL To Continue to Provide Professional Auditing Services For The CITY OF SAN RAFAEL Submitted By MAZE & ASSOCIATES ACCOUNTANCY CORPORATION CERTIFIER PUBLIC ACCOUNTANTS 3478 Buskirk Avenue, Suite 215, Pleasant hill, CA 94523 (925) 930-0902 — Fax - (925)-930-0135 November 17, 2014 Contact Persons Katherine Yuen, CPA Amy Meyer, CPA Vice President Vice President p (925)-930-0902, Ext. 248 W (925)-930-0902, Ext. 271 F2 katheriney mazeassociates.com 2 amym ,mazeassociates.com MMUIMMIJUNUM TABLE OF CONTENTS PROFILE OF THE PROPOSING FXRM.... ............................. .................. ........................................ ...... . Overview................................. .............. ........ ----.----....... -'----................. ........................ 3 License {oPractice inCaDfboda---...... ... -... ......... ................. ---............. -----............... 3 Insurance................. -.......... ..... ___ .... .......... ---....... ...... .......... ....... ___ ........ -........... ......... 3 Business License -----............... -.-------....... -.................. ___ ........................................... 3 Independence.... ......... ----...... --............ -___ ............. ... -.... .......... ....... ........ ..... ............... . National Kccu6njdou.... --...... ----..... -...... ......... ......................... ------....... -.......... -..4 --r----'--'---'--------------------'---'---------------~ Our Municipal Focus ....... ----.......... -..... -........ ---.......... ...... ...... ........ ........ ......... -6 CityClients_ ........ _-------.......... ....... ....... -_--....... ........ ..... ...... ___ ........... ........ 7 Grant and Compliance Audit -............ .......... ........ ___ ......... -...... ...... ___ ............ -'8 Transportation Expeouncm---..... ....... -------------...... -------......... ____ ....... .)O LongTerm Debt......... ......... ................ ''--'_........ ...... -....... ..... ___ ......... -.... ]O Public Financing Authorities and Mello -Roos Experience ----........ -...... ......... -....... ....... -i0 Assistive Resources .... ......... ... ....... ................. --..... -......... ----------.......... ---..... lO Client Training and Professional --...... .......... '---........ -........ -...... ............... }] Books, Periodicals, News Letters, and Professional Stundozdo---... ----......... .... ____ ... .... ...... \l Capabilities iuGeneral Consulting and Compliance Auditing .... --------....... .......... ...... ..... |l Professional Ac|ivih'--...... _-.-----------...... -..... ...... ............ --.----------l2 Internal Quality Assurance System .............. -......... .... .......... ...... ... ...... ...... ........... ......... ........... l3 SpecificAudit........ -...... ___ ... ___ .......... '--........ -.......... -............ .......... '....... l3 Specific Audit Strategy - Interim --............... .......... --_---_-'-.---....... ...... ....... 'l4 Laws Regulations and Cumoianue... ......... _--_....... -_....... ----....... ........ ''....... --l4 Specific Audit - Year End ........... ____ ...... -....... ........ -....... ......... ............ .............. ......... l5 Audit lISystems and Going Green .......... -.... .... .... .......... -.... .... -........ .-... ....... ..................... l5 Local Expertise and Resounceo-... ... .... -......... ................... ....... ... -..... -................. -...... ..... l6 Auditing Large and Complex EDP Systems ----------------...... .... -............ ......... ... lG Information System keview-... ...... ___ ........ ----.......... --.............. -....... .-....... ................ l6 System Controls and Transaction Cycle Processing \/ohfioatiou-.... ___ ..... _........................... ....... I7 Profiles, Access & Setup Controls ... ......... .......... .......... .----........ -........ ........ ----...... ..... lQ Data Extraction. ----------------.----------...... ----------......... ...... |8 Assessing Risks -Interim Phuae-............ ..... ........ -............ --'-----_'............... .... lX Fraud Considerations ................ ................................. ....... .......... -.----.-----........... ......... ..l9 Client Tailored Risk Assessment ............. .................. .............. --.----------.......... ........... 19 Client Paticipation iothe Risk Assessment Process. ... ____ ...... ----------........... ........... -.2O Assessing &iska-pinal Phase ..... '~.,---_...-...--._.--...-........ ........ -..-_........ 20 Ability toProvide Services ooa Short Notice ......... ----...... .......... -........ ....... ....... ....... --........ 20 CommunicationnndCoo,dinutiou.... ..... -----_--.............. -------_.-................ ''2l Prompt Service and Delivery of --... ............. .... .... .................................................. ........ 2| NoDisciplinary Action ....................... .......... ........ ......................... '--.......... ...... ........ -......... -.22 Federal orState Field Reviews ..... ........... ---....................... ........... ...... --'-_-...................... 22 External OuyityControl Review .......... .-..... ...... ....... -----.-------------~............ 2% PeerReview CeUmr-.... ... -....... .... ........ _--...... ---................. .................... ............. ...... ___ 23 SUMMARY OF PROPOSAL'S QUALIFICATIONS ....... ........... ................... .----... ...... ..... --- 24 AuditTeam ..... ..... --- .... ................................ ... .... —..... —......... .------_—........ .......... .... 24 8mlf—... --- '...... -................ —.... ....... ..... ....... ........ ------.------.............. 24 Qualifications and —.... .... —............ ......... ...... —.......... ------------------'25 RE, FERE NCES ........... —...... .... .................................... -----............. ...... --'---.--...... 26 CityClient List .................................................................... ...... —................... ...... .---................... 26 ADDITIONAL—................. ....................... ....... ---............................. --....... —27 New GASB Implementation...... ...... ............................................... ----....... ....... --------'Z7 Timelime— ......... ....................... —.................... ................... —'_---.......... ----_....... —2D AuditSchedule .......... ..... ......... .... —......... .......... —... ........... .......... ................... .......... ...... ................ 30 November 17, 2014 Mark Moses, Finance Director City of San Rafael 1400 5'1' Avenue, Room 204 San Rafael CA 94901-1943 Dear Mark: A M AZ E ASSO CIATES We appreciate this opportunity to submit our proposal to continue to provide external audit services for the City of San Rafael. We agree to audit the basic financial statements of the City as well as assist with the preparation of the Comprehensive Annual Financial Report (CAFR). We will also perform additional services as specified in the City's Request for Proposal, within the time periods established by the City. We are quite certain we are the most qualified firm to be your independent accountants. Maze & Associates began operating a quarter of a century ago, and since that time, we have rigorously employed our philosophy that "We are in Business to Help our Clients Succeed"! Our clients know froth experience we employ a variety of techniques, technologies and strategies to maximize effective and efficient audits without shifting our work onto our Clients staff. We have summarized our reasons below and explained them in depth in our proposal. We are the best-known regional municipal audit firm in Northern California. Over our twenty- eight year history, we have achieved national recognition with the consistent high quality of our work and with our leadership on issues such as bankruptcy trends and implications, Redevelopment Agency dissolution, GASB Statement 45, GASB Statement 34, Y2K, and municipal investment losses. Municipal auditing is our main business. We believe we have the necessary qualifications and are your best choice, • We annually audit over 200 municipalities including special districts, joint powers authorities, successor agencies, housing authorities and financing authorities, L- Z:� • We currently have forty-four City clients ranging in size from small towns to large complex cities, including seven with populations in excess of 100,000. • We have experience auditing several dozen large enterprise operations, some operated as departments or funds of our City clients and others operated as stand-alone independent special districts and authorities. • We conduct three dozen Single Audits annually. • Our firm does not make the newspapers very often, but when it does, it's for doing our job, See Proposer Qualifications — Reputation for details. We currently prepare the annual required filings for the State Controllers Office, including the Annual Report of Financial Transactions and Street Report, for many of our municipal clients. T 925.930.0902 Accountancy Corporation F 925,93c0135 3478 BunirkAvema,Sure215 E I Ra3sant 11, CA 94523 W mazeassociates,corn Our Partners are actively involved in planning, conducting and completing the audit in our it, client's offices and our Partners are available when you need them. We resolve issues on the spot while the audit is being performed. When our Partners communicate with you, the Council and Committees, their knowledge is based on detailed specifics, not information which has been filtered through several layers of review. We have a long term track record of client retention beyond our client's original contract terms because of the quality of our service. Please pay special attention to the client start dates on page 7. Our audit staff average more than 80 hours of training in municipal auditing and accounting and 1,500 hours of municipal audit experience each year. This means you do not train our staff! We are an Equal Opportunity Employer. ➢ With our qualified information security staff we have developed and employ a number of technologies to streamline our audit process, ensure open channels of communication and data transfer while securing the confidentiality of client data. These technologies include LANs, a VPN, "Leapfile" data file transfers, "Mimecast" email protection software, paperless audit workpapers, and a major upgrade of our "direct downloads" technique elkninating manual financial statement inputs and maximizing easy to use financial rollup reports. Up to half our total audit time is spent at interim each year, ensuring a smooth year-end audit. Our interim audit includes much of the work other firms postpone to year-end; we even begin the preparation of the financial statements. We have never been stied over deficient work, although we are proud to say we were stied for doing our work too well! See Proposer Qualifications - Litigation for details. r -I Our references - indeed, any of our clients, will confirm we are your best choice. As with all our audits, we are committed to continuing to provide timely, quality audit services to the City of San Rafael. We have no doubt that we are the firm best qualified to perform the services described in the request for proposal. After you have analyzed our proposal and - most important - talked with our references, we are quite confident you will agree. The proposal is a firm and irrevocable offer for a period of sixty days from the date of this proposal. Katherine Yuen, Vice President, and Amy Meyer Vice President are authorized to represent, sign for and contractually obligate Maze & Associates, a Professional Corporation, located at 3478 Buskirk Avenue, Suite 215, Pleasant Hill, CA, 94523, (925) 930-0902. We look forward to the opportunity to continue to work with the City! Yours very truly, O nil Rodricz JR:smg 2 PROFILE OF THE PROPOSING FIRM Overvieiv We are a professional services corporation located in Pleasant Hill, California. We presently have a total of forty-seven people, including eight shareholders, two Directors, four Managers, seven Supervisors, ten Z� C, Senior Associates, ten Associates and six Office Staff. Fifteen of our professional staff are California Certified Public Accountants and two additional staff are in the process of completing their applications for licensure. All of our professional staff comprise our governmental audit staff, as our firm's emphasis is on governmental auditing and accounting. Several of our professional staff have national accounting firm experience, which we have blended with the more personal approach of a smaller firm. Most of our clients are cities or other municipal entities and we do this work twelve months of the year. We limit our practice in other areas and focus on being the best municipal audit firm in Northern California. Our clients include several cities similar to the City of San Rafael in size. Our audit strategy is tailored to municipalities and is quite different from the traditional approach adapted from commercial clients by general practice accounting firms. We have focused on municipalities since our inception in 1986. We are active in GFOA, CSMFO and CMTA, and our Partners have been speakers at many GFOA, CSMFO and CMTA functions, We are in business to help our clients succeed. We help you use the ever-growing, tangle of accounting rules property, but to your best advantage, by helping you keep out of trouble and helping you do the right thing. We stay in touch throughout the year to keep you abreast Of municipal accounting developments and Z� Z_ to help you avoid problems, instead of coming in afterwards to assess the damage. We rotate our audit emphasis based on our planning meetings with you so areas that concern you can be addressed as a normal 0 part of the audit at no extra cost. License to Practice in California Maze & Associates is a properly licensed California Certified Public Accounting firm. We are members of C� the Government Finance Officers Association (GFOA) and the California Society of Municipal Finance Officers (CSIA/1170) as well as the American Institute of Certified Public Accountants and the California Society of Certified Public Accountants. All assigned key professional staff are properly licensed to practice in California. Those staff that are certified public accountants have Current California CPA licenses in the attest function, and have received more than twice the required level of continuing education, including the credits specifically required in the area ot'governmental audits. See Partner, Supervisory and Staff Qualifications and Experience — Audit Team for the resumes of the Proposed audit team. Neither our firm nor any of our employees have a record of substandard or unsatisfactory performance, nor have any claims ever been filed with any State Board of Accountancy against our firm or any of our employees. Insurance Maze & Associates maintains professional, general liability, worker's compensation and automobile insurance at limits which minimally will rnect those required by the City of San Rafael. All insurance will remain in effect through our entire term as the City of San Rafael's auditors. Business License We will obtain a business license from the City of San Rafael when we have been awarded the contract for professional auditing,, services. PROFH,E OF TE PROPOSING FIRM (Continued) Independence As independent auditors, our most valuable asset is our independence. Unlike many firms, we have never allowed our independent audit function to be used to promote consulting or other work. In fact, consulting and related work have never amounted to more than a few percent of our total revenues, while our independent audit work has amounted to over eighty percent of our revenues. Our fine and all our partners and employees are independent of the City of San Rafael and its component units as that tern is defined by the General Accountability Office's Government Auditing Standards, the American Institute of Certified Public Accountants, the California Society of Certified Public Accountants and the California State Board of Accountancy. We have no present or past professional relationships with the City or any of its Council members or employees that would compromise our independence. We will discuss in advance with the City any professional relationships being contemplated during the period of engagement that may present a potential conflict of interest. If the City and we believe any such relationship presents a conflict of interest, we will not enter into it. National Recognition We first achieved national recognition among accountants when we identified problems with municipal investments in April of 1994, months before the same problem drove Orange County into bankruptcy. While others dithered, we prepared our clients for the inevitable questions by alerting them immediately to the problem, working with GASB to address the accounting issues involved, and increasing our clients' financial statement disclosures so that the questions which came later were already answered un the financial statements. We were pleasantly surprised to see that a key disclosure element of GASB 40 is investment maturity data. Some of our client's have included maturity data in their CAFRs since 1994, when we recommended it as a way of reporting liquidity to financial statement users. In early 1999, when most accounting firms were saying that Y2K uncertainties would affect their audit opinions, we tool: a different stance. We said full disclosure of the steps taken to prepare for Y2K was sufficient for us to issue an unqualified opinion. By this tune our national reputation was such that GASB used our refusal to follow the majority as leverage in negotiating a compromise on the Y2K issue with the American Institute of CPAs. In the years before the issuance of GASB 34, we developed a full-blown alternative to GASB's heavily criticized Dual Perspective proposal. Our alternative received favorable written comments from over one hundred and twenty-five cities and prompted many of the major changes made by GASB before they issued GASB 34. We received national recognition for this effort and one of our Partners was named to the GASB 34 Implementation Guide Task Force. I PROFILE OF THE PROPOSING FIRNI (Continued) I We have stayed active throughout the years in alerting our clients to potential issues by recognizing important trends and advising our clients of their impacts well before they become effective. We noted C� years before GASB 45 became effective that advance funding other post employment benefits had significant long term savings potentials and since 2007, we have emphasized to our clients the need to pay careful attention to the shift in the municipal debt markets from one based on insurance to one based on credit worthiness. Our work quality and financial statement clarity have earned us a solid national reputation with underwriters, bond counsel, financial advisors and others involved with debt issuances. Our clients have been involved with a broad variety of debt issues and refundmas over the years, and the quality of our work has never been an issue. Underwriters have praised our financial statements for being very clear and easy to understand. Reputation We believe quality and an emphasis on doing our job right is far more important than being cheaper than our competitors. Despite the economic pressures faced by municipalities and the need to save money, there are other, more serious concerns to be weighed. Those being perceived or actual audit failures in the municipal audit sector. The City of Bell news, especially the State Controller's Office Report on that City's audit firm, is raising serious questions about municipal audit quality. Whether this is justified or not isn't really the issue. What is at issue is the perception of poor quality in municipal audits. We have received a number of inquiries and requests for proposal from that firm's clients who desire a change in auditors. A former client of ours, which rotated to them several years ago, called us and asked if we would propose on the City's work. That Council simply did not want to expend the energy to defend whether that firm is providing quality work. We received calls from other municipalities with a different audit firm that released their fiscal 2009-10 audit reports late. The reason - the audit firm merged and rc-merged in fiscal 2009-10 and the new firm I - placed a "quality control review" on municipal audits. The end result was that CAFR extensions were needed for 2009-10. These trends indicate that it would unwise to reduce audit effort for any municipal audit. Our commitment to quality and preserving our Firm's reputation remains our top priority and serves our clients best. Clients tend to remain with Lis through their difficulties. Consider for a moment high risk audit environments, which are those entities undergoing financial stress, bankruptcy or fi-aud. For example, these clients are still clients today: 4- Richmond - Financial Stress (FYs 2002-05) -,� Millbrae — Financial Stress (FYs 2002-05) We think there are two other clients worth -v of comment. In early 2009, the City of Los Banos discovered fraud originally estimated at $400,000. This was the second case of cash receipts fraud at that City within five years, The Los Banos Council instructed staff to replace the then audit firm with a "credible auditor" - they hired Lis. After that City's forensic auditor completed their investigation, the actual fraud was revised to $1.7 million. Our audits revealed numerous material weaknesses in cash receipts and billing controls. It is clear to us that the weaknesses had been present for many years and that the weaknesses were obvious. That City no longer believes a cheap audit has value. PROFILE OF THE, PROPOSING FIRM (Continued) Lastly, we used to audit the City of Pacific Grove. In our first audit in fiscal 2003-04, we determined that their General Fund cash balances were not sufficient and included our comments in the year end management letter. Our firtir made the local paper. The article was titled: "Auditor Warns P. G. Council!" We are rarely in the news, but when we are, it is for doing our job. Our /Municipal Focus We have focused on municipalities since our inception in 1986. We are active in and our Partners have been speakers at GFOA, CSMFO, CMTA, and the CaICPA Education Foundation. Our practice includes forty-tvvo city clients and forty-one city and special district CAFR award winners—more municipal clients and more award winners than any other Northern California accounting firm or international firm branch office. Included in those totals are six award-winning Special District CAERs. Eighty percent of our practice is municipal auditing, accounting and consulting, continuing throughout the entire year. Our growth can be seen in the graph below, which shows the growth in the number of our total municipal entlih, clients in blue, City audit clients in greeji and '.y1 1: award winners in 160 150 140 130 120 Ito 100 90 80 70 60 50 40 30 20 10 1998 19991 2000 2001 2002 22003 2004 2005 2006 2007 2008 2009 2010 2011 2012 Every one of the above CAFR.9, won awards from GFOA and/or CSMFO. I PROFILE OF THE PROPOSING FIRM (Continued) _J grim= The table below summarizes our most recent experience with audits of cities. We are responsible for all phases of the work on, these clients. All of this work represents recurriug annual audit and related work; all this work and that presented in the table was completed on or before the deadline from the first year listed for each client. Trans- Retire - Sill -lie portation raenZ Fiamwing City Sitar f,,'Al7lZ RDA Audit TDA N'leasure Flails Corp. Population > 100,000 Daly City Hayward i v ffichmond 20Wz Roseville V' TM Santa Clara i0i_, v/ I/ sunnyval-, 7 Of V V, ✓ Vallejo Alameda 191 0 Atherton 201i`1) Belmont 19%1 Benicia Brentwood 7(in- VI Brisbane _q V, Cupertino 200 I" "I ✓ Dublin 2� 01-1 e V, V, El Cerrito 10W; v V/ Fairfax 20W) Gait 2Ci V, I Half Mean Bay 24174 Larkspur V' Lathrop V,✓ Livermore Los Altos V, V, MantecaV/ Martinez Millbrae V v Milpitas V, ✓ Moraga Mountain view f0l, i V, Oakley Petaluma I/ Piedmont 2U07 Pittsburg I Ponola Valley Rancho Cordova V I i 9, San Leandro I San Pablo San Rafael 2007 ✓ San Ramon 2: i 4 Sausalito -06 J South San Francisco 26"l Turlock 2tiI3 I PROFILE OF TRE, PROPOSING FIRTNI (Continued) I As you can see from the client list on page 7, we have a winning combination that has resulted in strong client loyalty and retention. Several clients wlio left have returned after seeing the difference between our firm and our competitors. Others have remained our clients after completing a full-blown proposal process, most recently Brentwood, Manteca and Belmont. Grant €a€ Complianee A utfit Experienee Our pertinent Non -Transportation Single Audit Act experience is graphed below: .4 o' a n i a vt FIT d owol c it t I lieaI th Eivi ro o ad Urban ior the Arts 1 1"—!T':i,-: MVelap- flamelml x the Human Prok!Cti,)n Client in -at Justice Security Agriculture Defense Commc—e-o Interior Roincnifie"; Services Alameda American Canyon ABAG ::Belmont :Concord Daly City s! M Davis EBNf(JD East Palo Alto ja 21 El Cerrito Is M ,EID Food Batik t Livermore Manteca Martinez 2 2 Milpitas 111 z L H bdountam View 2 a 14 Napa 3 Palo Alto Rancho Cordova Richmond ff is Roseville WFTA San Pub -to San Rafael VFPD So, Lake Tahoe M S),San Francisco Suisun City is a Sunnyvale M A tti Vallejo Waterford lWest Sacrament; I PROFILE OF THE PROPOSING FMI (Continued) Our pertinent Single Audit Act and Transportation grant experience is graphed below: c� T Airport fliglivray SUP1 Tw5u/ Idle-'Cle Impraverseni Planning & Transit U msu cs A, SLTPP/ Yarn- tides Tian Program Construction & Other U & V ISM Transit Trall NUD AC Transit ACTIA ACTA 4 + I Alameda � American Canyon ABAG 0 0 Atherton 4 Belmont 4 Brentwood 4 OCTA II Concord Daly City Davis East Palo Alto El Cerrito Galt Larkspur Livermore is � 11 4 LAVTA -4 Los Banos 4. Manteca Martinez 1) Millbrae 4 4 Milpitas # # 4 Modesto + 4 4 Mountain View Napa -41 Oakley Peninsula Corridor Joint powers Board 4 Palo Alto Formic valley Rancho Cordova Richmond Roseville Sao Carlos Sao Mateo Transit District + San Marco County Transportation Authority Sell Pablo Sun Rafael Solana, Trans Authority 0 4 South Lake Tahoe 0 0 South San Francisco 6 Suisun City 4 Sunnyvale Vallejo Water Frntrgency Transportation Authority (WETA) Waterford West Sacramento 4 WoodsidesA PROFILE Or, THE PROPOSLNG FHM (Continued) Transportation Experience We have experience on both an international airport, (e.g. San Francisco) and on regional client airports including Hayward, Livermore, South Lake Tahoe, Modesto, Rio Vista and Visalia. Our experience includes important segments such as, concessionaires and lessees, hangar rentals and construction, Federal Transit Assistance programs, fuel farms and assisting in the evaluation and ranking of Airport Operator proposals. Our Transportation experience includes audits of airports, fixed -route transit, paratransit and ferry transit operations funded by State Transit Assistance, Federal Transit Assistance, County voter approved transportation grants and Transportation Development Act grants received under Articles 3.0, 4.0, 4,5 and 8.0. We have also audited Article 3.0 projects Such as bike paths, wheelchair ramps and trails and Proposition 113 projects, Long Terin Debt Experience Because of our depth of experience with municipalities we have experience with virtually every debt type and structure. We have experience auditing revenue bonds, certificates of participation, special assessment Z7 bonds, Marks -Roos bond pools, capital appreciation bonds, variable rate demand bonds, auction rate bonds, bond anticipation notes and bonds/swap agreements with synthetic fixed interest rates. Our experience with swaps by client including the total notional amount follows: • Contra Costa Transportation Authority - $3 ) 00 million (Forward Swap corrunitment) • City of Richmond - $199 million, including a counter swap • City of Pittsburg - $156 million • City of Roseville - $115 million • South Placer Wastewater Authority- $94 million • City of Modesto - $62 million • City of San Pablo - $36 million • East Bay Municipal Utility District - $90 million Publie Financing Authorities and -Hello -Roos Experienee We have performed audits of Public Facilities Financing Authorities and Mello -Roos districts and designed firiancial statements that went beyond required disclosures to include Inception -to -Date information about capital projects. These disclosures can allow the reader to see and understand the entire scope and cost of capital projects, even though they may not remain on the Authority's books after completion. We are familiar with public financing authorities and the accounting and auditing problems that can arise with their use. We have many clients that use financing authorities in issuing debt. We have considerable experience with the "blending" of financing authority funds with other City funds. Assistive Resources viii , Uri client suppo—It is ujimi-atChed by any other fain. As a San Francisco Bay Area municipal audit niche firm with five audit partners, we are positioned perfectly to provide staff and Council with a wide variety of resources. Support ranges from turn key financial statement drafts with linked footnotes and direct download -based financial statements to professional continuing education sessions. We are active in professional organizations affecting local government and have a strong presence in neighboring local governments which keeps our knowledge current that we readily share with our clients. And we do not charge extra for the five minute phone calls throughout the year. 10 I PROFILE OF THE PROPOSING FMNI (Continued) Client Training and Professional Development We can provide you with varying levels of training and professional development resources. We provide our semi-annual continuinc, education to our staffand have on occasion opened it Up to Our clients who wish to keep their licensees current. We have also developed and conducted training specifically for our clients. Training can be general theory in nature, semi—customized or fully customized training that fits your operations. Theory intensity can be at the beginning, intermediate and advanced levels. On occasion, we have provided our clients with shorter presentations of new pronouncements and other requirements. At the City of Richmond, for example, we developed and taught monthly training sessions on virtually every major finance area to its staff over a twelve month period. Much of their staff assumed new functions in the aftermath of serious staffing cuts several years acro and their Finance Director was seeking an economical method of enhancing their knowledge base and skill sets. At the City of Livermore, we provided customized training on capital assets to their finance staff and grants management training to several departments as a means of solving coordination weaknesses. C, Books, Periotlicals, News Letters, and Professional Standards We provide Our staff and our clients, if they wish, all of the resources they need to complete their work efficiently and effectively. Our resources include all AICPA Professional Standards, AICPA Audit and Accounting Guides, GASB statements, interpretations, implementation guides and concept statements, FASBs, ARBs, APBs, Generally Accepted Government Audit Standards (The "Yellow Book"), Single Audit Regulations and website links to OMB Circulars, the SF -Sac Data Collection Form and instructions, website links for CFDA numbers, the Code of Federal Regulations and publications of the Government Accountability Office. We also have GFOA documents such as CAFR Checklists, the Governmental Accounting, Auditing and Financial Reporting Guide (the "Blue Boole'), the GAAFR Review, and ACWA newsletters. We maintain all up-to-date library of guidelines and other documents we use such as cash and investment guidelines, and Transportation Development Act regulations and guidelines, Transportation .Measures; A, B and J guidelines and regulations. And, we attend conferences by CSMFO, ACWA, AIPCA and the CaICPA Education Foundation to keep ourselves current. Capabilities in General Consulting and Compliance Auditing We also provide a variety of other services which you may need, including: Temporary Accounting Assistance - When we are not limited by independence regulations, we have provided additional accounting help in areas such as: Construction in Progress Accounting Capital Assets Owner Participation eemen AJg t/Disposition and General Ledger Journal Entries Development Agreement Accounting Forecasts and Projections ➢ Debt recording Grant Management Account analysis and cleanup 4- Preparation of Controller's Reports and annual filings - We can prepare any of the following whether you are an audit client or not., State Controller's Reports for: Annual Street Reports Za Cities Information Returns ® Special Districts, or * Transportation Planning Agencies II PROFILE OF THE PROPOSING FIRM (Continued) ,.'* Training and Continuing Education — Generic or customized to fit your needs! Governmental Accounting - Beginning, Intermediate and Advanced Levels Grant Accounting and Management 'Bank Reconciliations Management and Accounting ➢ Cash and Investments -« Operational Segment Audits such as: Cash collection controls and procedures Loans receivable management Accounting for Receivables and Revenues >, Accounts Payable and Purchasing Capital Asset Accounting Debt Accounting and Management Information System Security and Microsoft training r- Police evidence room > Cal -Card and Purchasing Card Project Length Audits such as Construction in Progress project audits and Joint Powers Authority member equity calculations. LLease/Fi•anchise/TOT/Independent Operator Agreement Audits including rent recalculations, revenue controls, payroll/independent contractor compliance and more. -:- Pre -award Operator/Contractor Analysis and Audits, such as Preaward audits of Engineering Firms funded by CALTRANS Independent Analysis of Proposed Airport Operators ➢ Independent Analysis for Prospective Fire Service Providers -. Information Systems Support customized to fit your needs- ➢ Information System Reviews and Audits Network Vulnerability Scans ➢ Security and Access Reviews Professional Activity Security and Microsoft Certified Training Microsoft Small Business Specialist Microsoft Professional Accountants Network We are active members of the Government Finance Officers Association and the California Society of Municipal Finance Officers as well as the American Institute of Certified Public Accountants and the California Society of Certified Public Accountants. We are also a member of the Association of California Water Agencies (ACWA). We are frequent speakers at various organizations; some of our pertinent presentations are listed below: In May 2009, Cory Biggs, our former CEO, was a speaker at the annual Governmental Accounting and 11 'on Foundation of the Callilfbinia Society of Certified Public Auditing Conference hosted by tine Educations I I I I r Accountants. This annual conference is held for CPAs for the purpose of keeping CPAs current on issues affecting Governmental Accounting and Auditing. At the conference, Cory presented "The Auditor's Perspective" on auditing municipalities on the verge of, or in bankruptcy. His presentation followed remarks made by the City of San Rafael Assistant Finance Director and the City's bankruptcy attorney, He was also requested to provide an update at the 2010 conference. IN PROFILE OF THE PROPOSING FIRl`vI (Continued) Also in 2009, Cory spoke at the semi-annual conference of the California Municipal Treasurer's Association on "Maintainine, a Good Relationship with Your Auditor" in which he discussed techniques for treasury staff to use when working with auditors to achieve a meaningful, thorough audit process. This discussion included a heavy focus on cash and investment processes and procedures, compliance, financial reporting and disclosures. In August 2007, Cory presented Trust Fund Alternatives for Funding Retiree Health Care Benefits at a symposium sponsored by ABAG. In August 2006, Cory, made two presentations at a Symposium on the Implementation of GASB 445, C, sponsored by ABAG. One presentation was a summary of the Statement and its impacts on municipalities and the other presentation explored funding options and ramifications of the Statement. Z� In February 2006, Cory presented "Cost Impacts from Implementing GASB 45, Accountin of Financial Roprthigy by Employers for Post -employment Benefits Other then Pensions", to the San Mateo Finance Officers Group. He was also a speaker at the 2005 CSMFO Annual Conference, on "How to Stay Out of Trouble" regarding identification of adverse fiscal trends in local governments and appropriate responses. We attend CSMFO Northern California chapter meetings on a regular basis, and we have served as speakers on various occasions. We all attend the CSMFO Annual Conference, at which our Partners have been speakers. We have also attended the League of California Cities' annual Financial Management Seminars. Amy Meyer and Katherine Yuen serve on the Governinental Accounting and Auditing Committee of the California Society of CPAs. Internal Quality Assurance Sjisten, Every one Of Our audit and assurance engagements has an Engagement Partner responsible for the successful completion of the work as well as ensuring we maintain quality levels that satisfy professional standards. Our very high Partner to staff ratio of one to five is double that of traditional firms. We specifically structure our work for on-site Engagement Partner participation while the audit is being conducted. This structure is done by design to ensure we have active on the job oversight of staff and timely completion of the work. We have always subjected our audit and assurance engagements to a second Quality Assurance Review. Historically this was performed by a second partner. However, over the past several -ears audit quality controls standards have been revised and enhanced. Standards issued by the American Institute of Certified Public Accountants and General Accountability Office now form the guidance in determining adequate quality controls for audit firms. While not required by the Standards, we believed it would be better to have an independent second review of the work by someone without engagement responsibilities and to have that person report to the shareholders directly as a group rather than any one shareholder. Spec" AudiiApproac' it Our audit strategy is designed specifically for municipalities. We perform half our audit well before year- end so we can identify problems early. Our strategy maximizes our efficiency and lessens the load on our clients. When engaged to prepare the financial statements, we prepare proformas of them for your review, well before year-end and we give you detailed interim and final -phase checklists of all the items we will need from you months in advance. We have integrated GASB 34 requirements into our strategy so that there is a searnless transition to the entity -wide statements. 13 PROFILE OF THE PROPOSLNG FIRM (Continued) We will plan the audit in detail and prepare an Audit Plan which details the information we will need from you to complete our interim and year-end audits, along with the person responsible for preparing it and the date they will have it ready. We tailor it to refer directly to the schedules you already prepare. We do not require special reports or reconciliations just for our audit. We have -found that coordinating our team and our client's staff works very well because it helps minimize the impact on your staff at year end. This way the Audit Plan includes most data we need from you so you and your staff can plan and schedule your work accordingly. Our clients know from prior experience with our firm, that we excel at minimizing our impact on City staff. Specific Audit StrategyInterim Unlike older -style firms, we perform most of our important work at interim, well before the end of the fiscal year. We use our interim work to identify and solve problems and plan the year-end closing and audit in detail. Well before we begin our interim work we'll send you a list of the items we'need, so you will have time to prepare. We forecast many year-end amounts at interim, so that we can limit the amount of work required at year- end and concentrate instead on areas of concern. For example, we normally perform all our cash and investment testing at interim, including sending confirmation letters to depositories and determining financial statement categorizations, Performing these last two steps at interim allows plenty of time to follow up on confirmations or resolve questions about the proper categorization of an investment without delaying the audit, As another example, we test long -ten -n debt at interim and forecast year-end balances and transactions for each debt issue. We use remote inquiry as much as possible at interim, in order to increase our efficiency and reduce our impact on your staff. We can download Council Minutes and other documents from your Website for review. Combining these abilities with our checklists has allowed us to perforin larger portions of the audit in our own offices and reduce our questions to writing so that you have more tune to deal with them. Laws, RegqulationN and Camplianee Our audits are designed to ensure that we test transactions for ng compliance with the Single Audit Act and p 0 other applicable laws and regulations, including the California Government Code, provisions of applicable Grant guidelines, California Constitution Gann Limit requirements, requirements of local measures, Transportation Development Act requirements, etc. We identify applicable laws and regulations as part Of Our audit planning each year. The California Government Code has many provisions and underlying regulations relating to investments and the investment policy, all of which are tested as part of our audit of cash and investments. That Code and the underlying regulations also form the basis of our compliance audit tests of Housing Successors, Child Development Programs, debt and other areas. 14 PROFILE OF THE PROPOSING FIRM (Continued) To the extent possible, we also begin our tests of compliance with laws and regulations at interim, including use of the OMB Circular A-1313 and the Compliance Supplement and any other applicable compliance guidelines. Even if the work cannot begin until year-end we determine the applicable laws and regulations for our compliance testing so that we may incorporate the necessary information in our year-end closing checklist. Our audit samples for purposes of compliance vary based on the grant or compliance guidelines and are program -specific. The samples are stratified to ensure we test transactions that are representative of the costs charged to grants, Specific Audit Strategi—Year End At year-end we do not repeat any of the work we performed at interim. Instead, we focus on the items in your Audit Plan and on the Basic Financial Statements. Our year-end audit field -work actually starts in our office, so that when we do arrive in your offices we are fully prepared and we minimize our impact on your operations. In our offices, we cross-reference or reconcile your Audit Plan information, reports and schedules. The Engagement Partner performs our detailed Analytical Review and emails our questions to you in advance of our arrival in your offices. Our experience is that this Analytical Review identifies any issues remaining after our interim work, as well as most potential audit adjustments. This gives all of us time to address these items in person while the audit field -work is proceeding, instead of by telephone, fax and e-mail afterward. When we start work in your offices, we will need you to complete your responses to the Analytical Review, but we will not need much of your time and we will not ask for more schedules or reports. Our Engagement Partner and Supervisor will meet with you on the first day of the year-end audit to discuss any remaining unanswered Analytical Review questions, review the status of the year-end closing and to determine if modifications to our year-end approach are needed. This meeting sets the stage for the year- end audit. At the conclusion of our year-end work, our Partner and Supervisor will review the final financial statement drafts with you and your staff. The following week, our Quality Assurance Director will perform a "quality assurance review" of the financial statements and workpapers so that we will be ready to sign the financial statements as soon as the City approves them. We designed this strategy specifically to fit cities and the complications introduced by GASB 34. It requires our Partners to be fully and actively involved in the planning and performance of the work and it allows us to `ssue final firiancial statements and reports inimediatelly after we finish our field -work m your offices. You will find our strategy allows you to control the audit process, enables you to spread the work over the year as you wish and greatly reduces the pressure at year end. Audit IT Systems, Security and Going Green Hand-in-hand with our continuing investment in our people has been our 'increased investment in systems and hardware support. Eight years ago our systems work was handled by an outside consultant. Today, we have a full-time staff of three people who maintain our state-of-the-art systems capabilities and provide increasing levels of such service to our clients. 15 PROIFILE OFi THF, PROPOSLNG FUM (Continued) Every person on our staff is provided with a Windows operating system PC networked with other audit team PCs and a printer via our own wireless LAN establish at the start of each audit in our client's office. In 2008, we completely eliminated hardcopy workpapers by converting to ProSystems fx Engagement paperless audit software published by Commerce Clearing House. We use Word as our word processor and Excel for preparation of financial statements and schedules and Outlook for personal information management. Because of our shift from hardcopy documentation to softeopy and our obligation under professional standards to maintain confidentiality of client data, we instituted state-of-the-art security protections to ensure client data remains confidential and secure. For example, many CPAs use email as a method of communicating financial data to and from clients. But emails are not secure communications! We therefore employ a secure data file transfer system called "Leaffile" under which we exchange data files with our clients using a secure website. This keeps data confidential and has the added benefit of permitting downloads of large excel files or Nficrosoft Office files that may be erroneously rejected by some email scanning software. In the event one of our staff works out of town or teleconunutes, they access data via our virtual private network. Our VPN, LANs, and audit software are password protected and encrypted to ensure your data remains confidential and secure. We will also use some type of connection to the internet during our audit, but coordinate it with our client's IT Staff to ensure there are no breaches in security or protocols. Local Expertise and Resources Our expertise and resources are local which provides our clients with timely on -the -spot responses to issues and questions as they arise. Our Audit Supervisors are on site daily while the audit team is in the field. Our Engagement Partners are on site at least weekly checking on progress, discussing and resolving issues with the Audit Team, as well as meeting with our client as needed. In cases of highly complex operations or unusual issues, our Technical Review Partner is brought out to meet with the audit team and provide technical support, consultation and participate in meetings with our clients as needed. With all our resources available locally, our clients are assured of in depth, timely audits and expedient resolutions to questions and issues as they arise. A udifing Large and Complex EDP Systems Our approach to auditing EDP systems encompasses information system reviews, system controls and transaction cycle processing, verification and data extraction. .Information System Review Information System Security became an important part of financial statement audits and we have performed an Information Systems Review (ISR) with every audit since 2001. Unlike our competitors, we extend our review to not only encompass the financial system, but also the network environment that houses that system. From our perspective, the internal controls that are present in the overall network environment are critical to understanding the internal controls over the financial system. N PROFILE OF THE PROPOSING FIRM (Continued) Unlike financial statements, there are currently no authoritative standards that local governments must employ to ensure that adequate and appropriate IT controls are designed and implemented. We extensively researched this area and concluded it was most appropriate to base our ISR on the certification and accreditation -framework developed by the National Institute of Standards and Technology (NIST) for the Federal Information Security Management Act (FISIVIA) which is the minimum security required for federal government agencies information systems. NIST recommends states, local governments and Indian tribes comply with these standards as well. Our reviews include procedures to determine that your systems are adequately protected from unauthorized internal access, provide for reasonable measures to ensure continuation of service, provide for security of data from physical or network access and have internet access defenses including hacker prevention, detection and deterrent systems. Our information systems reviews are performed by qualified information security professionals who hold at least the Information Systems Audit and Control Association's (ISACA) Certified Information Systems Auditor (CISA) or the (ISC)2's Certified Information Systems Security Professional (6SSP). Both certifications require continuing professional education. As a value added service we will provide the City with a matrix of the City's maturity as compared with NIST's certification and accreditation framework. Each internal control taken from NIST SP 800-53Revl is ranked in this maturity matrix and an average score is provided to the City to give the City a benchmark. System Controls and Transaction Cycle Processing- Verification With any data processing system upon which we intend to rely as a means of reducing substantive testing, we perform a variety of tests to verify the accuracy of transaction processing, the reliability of system control points and authorization controls, appropriateness of profile structures including Super -user rights access, and automated functionality such as sub -ledger integration and auto journal entry validity and set up controls. Gaining an understanding of the design of relevant procedures, controls and authorization levels is t' integrated with our risk assessment procedures discussed under the Client Tailored Risk Assessment section below. As part of our risk assessment process we identify those transaction cycles we intend to rely on. Both processing procedures and controls that are to be relied on are tested with our audits. Transaction cycle processing and control tests typically involve sampling techniques. Most of our transaction samples are selected and tested during the interim portion of our work. Each sample will run from thirty to filly transactions in size. We use interval and judgment sampling techniques with a high degree of stratification. Most municipalities operate more than one major revenue system. Therefore, we typically determine which revenue transactions are processed with common procedures and controls and deem that to be a single population and subject it to a single sample. Other revenue cycles processed with separate controls are tested with their own samples. For example, it is common for separate samples to be selected for governmental receipts and each major enterprise fund. Transaction cycles we sample are dependent on materiality to each client's financial statements but typically include, payroll, disbursements, receipts, loans receivable, investments and budget transactions and in accordance with the requirements of Statement of Auditing Standards 499 we also sample journal entries. Samples from each grant audit or major federai award program are also made. Samples are triple purpose samples and we test n for correct recording., compliance with applicable policy or regulation and key control attributes - both manual and automated. This includes verification of sub -ledger integration and auto journal entry validity, if needed. 17 PROFILE OF THE PROPOSING T (Continued) Profiles, Access and Setup Controls Despite advances in information technology automation and system control features, classic segregation of duties concepts remain a mainstay for providing adequate internal controls. What has changed, however is the necessity to determine system profile structures and actual system access. We inquire how our clients establish and maintain system profiles for relevant staff with the objective of detemiming ,whether controls are in place to provide for adequate segregation of duties and to determine if system profiles are appropriate based on the individual's duties. We also determine how our clients monitor access and we test access through reviews of access logs, observation and in some extreme cases, with fully observed access attempts. We will also inquire about procedures and controls used to ensure only those system functions and controls assigned to an employee are in fact setup in system profiles. Considerations include Super User Rights, system profile set up, and system authorization functionality such as transaction initiation, review and approval, automated entry setup and posting, Work typically involves inquiry of staff with Super - User Rights and determining how the organization provides a check and balance against the possibility that one person with Super -User kights can intentionally or inadvertently assign unauthorized access. We often review access logs and examine approvals of profile changes and review authorization levels. Data Extraction We employ rather simple data extraction techniques these days since most modem systems provide easy download capabilities to text or Excel files. We have been utilizing data extraction for over fifteen years. We first be -an data extraction as a means of downloading data from our clients financial systems for upload directly into the financial statements. Then we expanded this to include transaction details, account information and other data contained in our clients systems that we need for audit. Our Chief Operations Officer, Chris Hunt, oversees our data extraction needs and has successfully worked with all of our clients and their systems to achieve data extractions for our use. We are extremely adept at converting from text, delimited and fixed width files, and with every system used by clients, Assessing Risks — Interim Phase Beginning with fiscal 2007-2008 audits, a new set of Statements of Auditing Standards became effective and required that most auditors change the way they audit. Much of this new guidance came out of the aftermath of highly publicized audit failures such as Enron, Global Crossings and the like. The Statements make it clear that a generalized one -size -fits all audit approach will not be permitted. An audit must be based on a unique audit strategy customized to fit each client and its industry. The primary objective of these Standards is to require the auditor's application of an audit risk model. The concept is that a set of financial statements should be evaluated for the underlying risks of material misstatement. Then, a customized audit should be tailored to test for misstatements and verify that controls are designed and in place to prevent and detect misstatements. We have consistently employed a risk based concept from our firm's inception in 1986. Our audit checklists and prograrns were originated by reference to Audits of Local Governments published by the Practioners' Publishing Company (PPC), a third party vendor specializing in producing audit guides for unique industries. But, we have not simply used their guide as our approach. We have customized it further for the simple reason that California municipalities have many unique risks not faced by municipalities in other states. As you know, California state law and applicable regulations cover a wide variety of areas such as cash and investment management, redevelopment compliance, transportation development act programs, and child development programs. Indeed, even revenues of California municipalities are unusual and complex such as the Triple Flip and Proposition 1A securitization. 18 PROFILE OF THE PROPOSD;G FIRM (Continued) Our primary objective in an audit of each client's financial statements is to opine on whether the financial statements, including disclosures, are free of material misstatement. Our opinion must be based on sufficient, appropriate audit evidence that we obtain and this evidence must be documented. To achieve this objective, we further refine our approach to be responsive to each individual audit. We may reduce the scope of our substantive audit tests provided we conclude there are effective specific controls in place which would detect and correct misstatements due to errors or fraud. Fraud Considerations Beginning with our 2004 audits, we employed additional audit steps required by Statement of Auditing Standards #99, Consideration of Fraud in a Financial 5tatement Audit. SAS 1199 requires auditors to consider risk areas that may be susceptible to fraud and to then modify their audit strategy. We have been employing a variation of the SAS -#99 concept since the early 1990's. For example, for many of our recurring clients, we visited all of their cash collection sites. We performed cash counts and reviewed cash handling practices and procedures, including security measures employed to limit access to cash. This and our planning meetings with our clients staff have resulted in the inclusion of a variety of special emphasis areas in our audits. We combine our fraud consideration brain storming sessions with our overall risk assessment process discussed below - Client Tailored Risk Assessment Our strategy to assessing risk- begins with a brainstorming session of our audit team where they review your prior year financial statements and operations to identify areas of major audit risk. We also incorporate our consideration of other factors such as the risk of fraud, the economy, regulatory complexities or changes, credit market conditions and others into our initial assessment. We may also compare unusual transactions and estimates to those used by other municipalities or to current trends and issues. Since we are a niche firm specializing in California municipalities this is relatively easy. For example, certain development agreements are unique to municipalities. These agreements usually contain complex financial transactions and legal restrictions. With so much experience in this area we can quickly design an efficient response to these risks. Major audit risks are further evaluated through consideration of relevant assertions to determine inherent risk due to error or fraud. For example, cash on hand has a relative higher inherent risk of loss due to theft than an infrastructure asset. High and medium inherent risk audit areas are further evaluated to determine relevant internal controls needed to prevent, detect and correct errors or fraud. We start our evaluation of your internal controls by interviewing staff and meeting with Department heads as needed, We review policies and procedure manuals and other documentation to determine the design of procedures and controls. As part of our evaluations we document narrative memoranda outlining the duties of each pertinent person as well as our GRID evaluation of the important nexus control points. The GRJD is our own design; it is a two -axis chart we use to identify potential conflicts of duties in vour controls. We enhance our evaluation by reviewing systern profile reports, paying special attention to super -user rights. This data is then used to determine the presence or absence of compensating controls designed to mitigate conflicts of duties vested in a single individual. We then test to verify that procedures and controls are operating effectively such that they reduce the risk that errors or fraud could occur and go undetected and 'uncorrected. We use a variety of techniques to verify controls are effective including: sampling, observation, documentation of reviews, examining system access reports and comparisons with other data, 19 PROFILE OF THE PROPOSING FMNI (Continued) After this has been completed, we assess the risk of material misstatement which is determined by the relative inherent risk of an area and the associated control risk to plan our substantive tests. That is, the risk that controls are not in place or are not operating effectively. Areas with a low risk of material misstatement assessment may receive limited substantive procedures while those with a high risk of material misstatement will receive significant substantive procedures. We then design our final phase audit plan to ensure we obtain sufficient appropriate evidence about the financial statements and disclosures. Specific audit procedures are developed and documented in our audit programs and we develop potential internal control points for further evaluation as to significance and communicate those to staff. Client Participation in the Rusk Assessment Process Of course, any risk assessment process is incomplete without our clients' active participation. We hold meetings with senior finance staff and others within the organization to discuss their views and assessments of risks affecting the financial statements. Our inquiries are backed up by reviews of the annual budget, mid -year budget revisions, internal audit reports, grantor performance and monitoring correspondence and any other pertinent data we deem relevant. We must also establish two-way communication with the Council or Audit Committee which we typically accomplish by meeting to discuss the audit process and timing, management representations and fraud considerations. For those organizations without an Audit Committee, we typically attend a Council meeting or meet with representatives of the Council. Assessing Risks - Final Phase Although the majority of our evaluations and testing of internal controls is completed with our interim testing, it is during the final phase that actual year end balances, transactions and disclosures are known and our substantive procedures are employed. These procedures and data often reveal unusual or unexpected results that must be considered in the risk assessment process. Risk assessment processes are iterative and cumulative. That is, we must continually re-evaluate our assessments based on information and procedures gathered. It is not uncommon for an initial assessment and the corresponding substantive audit work to be restructured as a result of new data. Indeed it is the intent of current audit standards that the audit be responsive to risks. Our substantive procedures are selected to be responsive to the assessed risk and relevant assertion and typically involve analytical procedures, third -party confirmation, estimation techniques, mini -max tests, trend analyses, recomputations, corroboration with other tests, tests in total, sampling and comparisons to data gathered in other municipal audits. Risk assessment procedures would be incomplete without an evaluation of the adequacy of our evidence obtained including internal control tests, any significant deficiencies or material weaknesses and substantive test results. These factors are considered prior to the release of our opinion in a final re- assessment process that includes our quality assurance review. Ability to Provide Services on a Short Notice We are always ready to provide our clients with the services they need. Depending on the amount of work involved we can adjust our calendar to accommodate smaller projects at any time. Larger projects can be problematic during our peak busy season which lasts from mid-September through December. During those months, our approach to providing services on a short notice is predicated on the principle that we must satisfy our existing obligations before accepting new work. In the rare instance that we are unavailable due to existing commitments, we have a number of recommended consultants that can assist the City. INM PROFILE OF T11E PROPOSING ,, Conznaunication and Coordination We will meet with you at the start of each phase of work and conduct an exit conference at the end of each phase of work. This will ensure you know everything we do, with plenty of time to address any issues. Two key objectives for a well run audit are to ensure timely communication of the audit results and to provide for seamless coordination of the external auditors with City staff. The concept is virtually identical to our Accounting Issues Memorandum and detailed Interim and Closing Checklists that we typically prepare for our clients. The Accounting Issues Memorandum concept was originated by one of our staff over a decade ago to function as a partner's brief of an engagement's status. It worked so well we expanded it to all our audits and share it with our clients. It has proven to be an indispensable communication and coordination tool ever since. This informal memo condenses and summarizes the audit status and issues as of the end of our interim work. It includes housekeeping matters, major and minor potential findings, scheduled audit fieldwork start and finish dates, etc. We produce this memo right in your office before the conclusion of our interim work, so you have an idea of what we've found so far and whether there are areas that need work. Our Memorandum on Internal Control is drafted at year-end and may include significant issues raised with our interim phase Accounting Issues Memorandum as well as issues arising from our year-end work. We review a draft with you, so that you will have plenty of time to consider the facts and discuss our findings before the audit results are presented to the Council and Committees. Prompt Service and Delivery of'Reports Financial information, like fish, must be as fresh as possible and this is an important part of our service. We have always focused on reducing financial statement turn -around time and we have never missed a deadline. We normally complete the review of the final draft of the financial statements on the last day of our Field -work iii our clients' offices or within two weeks thereafter. Our audit strategy emphasizes detail planning and coordination of our staff and client staff to complete the audit as efficiently as possible. We have found that completing all our work and our reports as part of our Field -work dramatically reduces the time required to issue final reports to our clients. Our strategy allows our clients ample time to review all report drafts before issuance, while ensuring that all reports are issued timely. Many clients have been able to advance the date on which their reports are presented to Council. 21 PROFIEL>L OF THE PROPOSING F (Continued) No Disciplinary Action We have no record of substandard or unsatisfactory performance, nor have any claims ever been filed with any State Board of Accountancy against our firm or any of our employees. Federal or State Field Reviews We have not been subject to any Federal or State Field Reviews of our audits during the past three years We have not been sued over poor work quality, nor have we paid any such claims out of court in the past five years. But we are proud to say we have been sued! This was an action by a third -party contractor who filed suit to prevent us from issuing a report critical of their operation and their method of determining the amount of revenue they should share with our client. This action was not settled out of court; but went to judgment. In that case the Superior Court of the State of California held in our favor and dismissed us from the proceedings without prejudice. hi other words, the Court decided that our report should be issued without any change. In the words of our insurance representative, "You are the only accounting firm we know of that has been sued for doing their work RIGHT!" External Quality Control Revieiv We are members of the Quality Review Program of the AICPA, which means we subject ourselves to a peer review of our workpapers and quality control procedures every three years by independent accountants specializing in such work. Our most recent peer review was completed in 2011; we again received a rating of pass, the highest level of assurance possible. This peer review included a review of four goverrnmental and non-profit audit engagements, including a Special District. A copy of our most recent peer review opinion is located at the end of this section. Our municipal audit reports are subject to annual reviews by various branches of the Office of the State Controller. District audit reports and Single Audit Act reports reports receive particular scrutiny. During the past five years every one of these reports has been accepted as submitted. Of course, all of our clients' CAFRs are also reviewed by CSMFO and GFOA for award consideration; every report submitted has won an award from one of these organizations. 22 PROFILE OF THE PROPOSING FIRM (Continued) Peer Review Letter t JE>" G.u,,, Eii era PCW1I & Sint FCr,D, i i G CFA — CIL l flf IFF"j ICIAC:CCI,'� IAN I S t �t, � i _ r„�tj H A ..,.,,d.,... System Review Report To the Shareholders Maze & Associates and the Peer Review Committee ofthe California Society of CPAs We have reviewed the system of quality control for the accounting and auditing practice of Maze & Associates (the firm) in effect for the year ended May 31, 2011. Our peer review was conducted in accordance with the Standards for Performing and Reporting on Peer Reviews established by the Peer Review Board at' the American Institute of Certified Public Accountants. The firm is responsible for designing a system of quality control and complying with it to provide the firm with reasonable assurance of performing and reporting in conformity with applicable professional standards in all material respects. Our responsibility is to express an opinion on the design of the system of quality control and the firm`s compliance therewith based on our review. The nature, objectives, scope, limitations of, and the procedures performed in a System Review are described in the standards at yyAgyp.aicpa.orL,!prstumnmar-v. As required by the standards, engagements selected for review included engagenicnts performed under Garter•nmenr.9ucliritig5ranclerrds. In our opinion, the system of quality control for the accountina and auditing practice of Maze Associates in effect for the year ended May 31, 201 I, has been suitably designed and complied with to provide the firm with reasonable assurance of performing and reporting in conformity with applicable professional standards in all material respects. Pines can receive a rating of puss, pn.t.V with deficiency (ies) or -jail. Maze & Associates has received a peer review rating of pass. October 5, 201 1 GC4��.(mci�Cour-I ® Sanl�iern�r=:iinr� `�.)=1-1�? F,.0J_ux.5547 23 SU�lAd Y OF PROPOSALS Q LTALIFICATIONS Audit Team We are proposing to assign Katherine Yuen as Engagement Partner, Amy Meyer as Technical Review/Alternate Partner, Grace Zhang as Manager and Chris Thomas as Supervisor to your audit. We will also have Donald Hester, our Information Technology Director, perform a review of your information system as it relates to our work and our Quality Assurance Director, Cory Biggs, perform a zt'n Quality Assurance Review of all our reports and workpapers. We understand that engagement partners, managers, directors and other supervisory staff may be changed only with the express written permission of the City. We will balance out our resources with our Senior Associates and Associates to form frilly leveraged teams. All of our audit staff are experienced with Comprehensive Annual Financial Reports, large enterprise operations, retirement plans, Single Audits, capital assets and infrastructure, long term debt, including swaps and related compliance and continuing disclosures, and all other aspects of municipal accounting and financial reporting. We provide our clients continuity while introducing enough new people to keep our perspective fresh and a, provide you with the benefits of rotation. We intend to retain all the people assigned to your audit throughout this year's entire engagement. In future years we plan to rotate no more than one person on each segment whom we will replace with someone of equal experience. Brief resumes of our proposed team members can be found in the Appendix: Staff Training We believe the level of training we provide is unmatched by any other accounting firm. Our audit staff n receives an average of 80 hours of continuing education annually, including an average of over 48 hours of municipal audit and accounting training. These are twice the amount required by professional standards. Our program places heavy emphasis on governmental accounting and auditing classes conducted by our C, own staff, supplemented by courses offered by the California Society of Certified Public Accountants, the American Institute of Certified Public Accountants, the Government Finance Officers Association, the California State Municipal Finance Officers Organization and the Association of California Water Agencies. We accomplish this task by reserving a solid week in January or February and another week in July solely for staff training. Our training is very specific and very participatory; lectures are almost non- existent as people are involved in a continual give-and-take format designed to educate while it helps us improve our services. We deal with specific clients and situations, we solve problems and do case studies, and we train people for real-life situations through role-play exercises. Everyone is equal in these exercises and everyone contributes their own experience in the field and the ideas they have formulated from that experience. Suggestions coming out of staff training sessions are the source of most of the service improvements and refinements we make each year. 24 Y OF PROPOSAL'S QIfAI,II+ICN17IONS (Continued) A listuig of our continuing education courses provided to all our staff, both certified and non -certified, over the past three years is as follows: Arca(Course 2010 Spring Summer 40 Hrs. 40 Hrs. 2011 2012 2013 Spring Summer Spring Summer Spring Summer 40 Hrs. 40 Hrs. 40 Hrs. 4011rs, 1 Mrs. 40 Firs. A _ : s eat Municipal Audit - Practice Analysis and Review (z1 p_l- ID ITA CA (l 0 Nianaging Municipal Audits - Audit Supeivisors ! C ( Gi Cities it] the News Quality Control I [1 GAAP' Updates Cash, Debt, and Capital Asset Auditing Updates FA Researching CCII, Best Practices Consulting/ Governmental Accounting r I GASBXASu Update P3 G GASB 34 -Training G (� Journal Entry Testing LLI Compliance Audits Transportation Audits - TDA, STH' and Measures A, B, C RDA Compliance iii GA (_R M EH Single Audit Compliance GI 1n (13 94 Housing Authority Audits and REAL Submissions lel Prop 1 B Testing - Audit Standards Update [ 1 New SASs, Risk Assessment and Impacts on Approach Assessing Internal Control Risks/ Sample Sixes f �9 Updating our Audit Approach SAS 1121111.5, Memorandum on Internal Control Workshop � (� Compliance Auditing (SAS 117) fA Yellow hook Update C9 TTIPaperiess/other Team Building: Building and Maintaining Effective and Successful Teams Gia CCII Paperless Audit Sofhvare/ Trial Balance Function G4 (a (TA 0 (Ii IT Information Systems Review Updates Proress'sonal 1,iability Insurer Loss Prevention Seminar la -1 P i M [i;VD Qualifications and Continuity Our people accumulate over 1500 hours of purely municipal audit and accounting experience annually, far more than in any general service accounting firm. And we keep the same people on the job, normally for at least three years. We provide our clients continuity while introducing enough new people to creep our perspective fresh and provide you with the benefits of rotation. We intend to retain all the people assigned to your audit throughout this year's entire engagement. In future years we plan to rotate no more than one person on each segment whom we will replace with someone of equal experience. 25 MIN NOR= We do everything we can to ensure continuity because it helps you, it helps our staff and it helps us. We M schedule the entire year in advance to avoid conflicts, and we give priority to clients who are able to accurately predict the date their books will be closed, so that the staff on their audit will not be affected if another client's closing or audit is delayed. We attempt to match personalities as well as skills and abilities so that our staff and yours will get along well. City Client List Please see the listing of all of our city clients on page 7. City ofMonntain Heiv - A client since 2001 Principal contact -- Patty J. Kong, Assistant Finance and Administrative Services Director, (650) 903- 6316 Engagement Partner - Katherine Yuen Workscope and Reports: Audits: Comprehensive Annual Financial Report Revitalization Authority including Redevelopment Compliance Report Shoreline Regional Park Community Basic Component Unit Financial Statements Single Audit Act Report Transportation Development Act including Compliance Report Memorandum on Internal Controls Agreed Upon Procedures GANN Gatekeeper Program (tests of costs charged to development fees) Golf Course Secret Shopper and Revenue Procures Lessee Revenue and Control Procedures (Michaels) Lessee Revenue and Control Procedures (Silicon Shores) Lessee Revenue and Control Procedures (Livenation) OV qf11tqward-- A client from 1996 to 2007, rotated back to Maze & Associates in 2011 Engagement Partner - Katherine Yuen Principal contact ---Dustin Clausen (510) 583-4014 Work -scope and reports: Comprehensive Annual Financial Report Memorandum on Internal Control Single Audit Act Report Gann Limit Agreed Upon Procedures Report Measure B Compliance Report Transportation Development Act Report Sewer Enterprise Fund Financial Statements Water Enterprise Fund Hayward Public Financing Authority Deferred Compensation Plan Financial Statem-entas In F_ REFERENCES (Continued) City of Richmond- A client since 2005 Principal contact - James Gains, Finance Director, J510) 620-6740 Engagement Partner - Amy Meyer Workscope and reports: Comprehensive Annual Financial Report Single Audit Act Report Gann Limit Agreed Upon Procedures Report Memorandum on Improvements in Internal Controls Richmond Joint Powers Financing Authority Basic Intermediate and Advanced Governmental Accounting Training Annual Report of Financial Transactions (State Controller's Report) Richmond Housing Authority (w/ REAQ Richmond Housing Authority Properties RHA Single Audit City qfBrenhvood - A client since 2007 Principal contract - Pam Eliler, Director of Finance- (925) 516-5460 Engagement Partner - Aniv Meyer rne Workscope & Reports: Comprehensive Annual Financial Report Memorandum on Internal Control Gann Limit Agreed Upon Procedures Report Transportation Development Act Audit Single Audit Report City of Santa Clara --A client since 2011 Engagement Partner - Mark Wong Principal contact — Linh Lam, Senior Accountant, (408) 615-20.55 Staff hours -1,060 Workscope and reports: Comprehensive Amival Financial Report Recommendations for Improvements in Internal Control Report on Silicon Valley Power Report on Sports and Open Space Authority Proposition 111 Agreed Upon Procedures Opinion Single Audit Act Reports ADDITIONAJINFORMATION ,,Ve;v GASB Implementation We will provide the City with whatever support it needs with regard to gaining an understanding of new pronouncements affecting the financial statements and o!lr audits. Our consistent approach is To provide our clients with advance identification of new GASBs as they are issued. With every audit, we provide overviews of new pronouncements including effective dates and we review these with staff. 27 ADDITIONAL INFORMATION (Continued) In the year of implementation we proforma new disclosures and add on additional data requests to our interim. and closing checklists. For complex rules, we prepare course materials and conduct training and education sessions during interim for finance and other affected City staff to ensure they understand the requirements. We include the new GASB provisions as well as any additional resources such as implementation guides, practical application examples and additional technical resources and contacts. After staff has had a chance to think about the City's operations we conduct a follow-up conference to determine the potential impact to the financial statements and audit. hi unusual cases we will schedule additional field work before year end to ensure the new rules do not affect year end timing. Beginning in fiscal year 2015, the City will be required to implement the provisions of GASB Statement No. &8, Accounting and Financier[ Reporting for Pensions — an amendinent of GASB Statenlent'Vo. 27, which will have a significant impact on the City's financial statements and footnote disclosures related to the CalPERS pension plan. Although it is anticipated that CalPERS will be able to provide the infonnation necessary for the implementation of the new pronouncement for the year ended June 30, 2015, that information is not expected to be available until the fall of 2015, so we are not able to determine whether the pronouncement will result in an increase to the scope of the audit. As soon as that information is available, we will clearly communicate any revisions to the scope of the audit to the City and whether those changes affect the audit fee. Thne Line We have timed our audits to complete all or your reports so they are ready to print by your deadline. Our timeline below is aimed at meeting those deadlines, but does not affect the timing of your closing. Of course, our timetable may be adjusted to fit your needs. We will start our work as soon as you appoint us your auditors, with an entrance conference as soon as possible. Our final audit will commence in our office, in August, 2015, when we will collect the financial statement drafts, reconciliations and other items on our Annual Closing Checklist from you and bring them back to our office. We will start our fieldwork, in your office two weeks after receiving these items. We will review your final draft CAIR and our management letter with you at our exit conference in late September. This date allows you weeks for your final review and more than sufficient time to print your financial statements. M ADDITIONAL INFORMATION (Continued) Our proposed Time Line follows: December 2014: Final Award, execute contract March/April 2015: Prepare Interim Checklist Entrance conference and detailed audit plan Complete interim audit tests Review and revise financial statement formats and disclosures and provide comments Prepare Annual Closing Checklist Prepare Accounting Issues Memorandum Prepare draft recommendations, if any Complete GAIN Report Interim exit conference July/August: City closes books, completes preparation of data on Annual Closma Checklist August 2015: We review Annual Closing Checklist information We prepare draft financial statements. We perform Partner Level Analytical Review of fund -level statement and email questions to City. City answers email Analytical Review questions. We refine audit scope based on answers to analytical review questions, )tember 2015: Final phase entrance conference, start of year-end field -work in the City's office Finalize answers to Analytical Review questions Complete Fund -level year-end audit tests. Complete entity -wide audit tests We complete drafts of reports: September 7-25: City prepares Management's Discussion & Analyses We review Management's Discussion & Analysis Drafts are finalized and approved October I —15: We perforin a Quality Assurance Review Complete final chanes October 30 or earlier: November: Present audit reports to the Council 29 ADDITIONAL DATA (Continued) We have consistently achieved this Timeline every year. Audit Schedule We have timed our audit to complete all your reports so that they are ready to print by your deadlines. We will start our work as soon as you appoint us _your auditors, with an entrance conference as soon as possible. Please see the proposed segmentation of the engagement on the schedule at the end of this section. KM CITY OF SAN RAFAEL Proposed Engagement Segments and Budget 31 Partners Budgeted Hours Staff Audit Activities Engagement Alt -nate Manager I Supervisor I A'1-63ia I Office Total Planning & bud4et/ConfirrolChecklists 1,00 4.06 4 CX) 160 11,00 .'':SAS M9,9 Fraud Assessment 8.00 minutes -resolutions Re ort 600 2-00 12.00 12m 8 OG 40.00 urvlsinnlreviuw `^ 10,00 16,00 40,00 66.00 lConferences & meetings 4,00401) 6 UU IManagement letter 1.00 2 CO 4.00 1 GCI 3,00 4. 00 4.00 Accounting Issues Memo 4,,Ki 100 6.00 Analytical review 4010- 4Av ... 16.00 Adjustments T t ......... ..... IOU 2.00 GRID -Internal Control Evaluation 6AQ 6.1}0 Information systems Review Cash &- investments 4,00 'G 00 4.00 40,00 jReVennelRuceivables 26 ..00 26.00 Interfunds 5,00 8.00 Notesiloans receivables 12 GO 12.00 Capitol Assets 37 32.00 Accounts 00 24.00 Payroll/Accrucd liabilities 21.001 24.00 Lone'V.rm Debt 1,5.00 PERSiOPEB 600 6.00 Fund balance & net position 6_G0 6.00 Self iwwraocelclaons 8,00 - ----------- 8.00 Discrete Component unit 8,00 8.00 Journal entry trsfin;,, 400 4.00 Budget 611,10 6.00 Subtotal - Com P-1, Letter 27.00 2.00 44.00 100AR0 232.00 10.00 415.00 Additional Services: Single Audit (I Program) 1.00 4.00 6.00 1 32.00 2.00 45.00 Child Development Program Report 1.00 4.0(18.00 45.00 2.00 60.00 Gann Limit Agreed Upon Procedures OeSO 0.50 1.00 5.00 L(e) 8.00 GRANDTOTAL 29.50 2.00 52.50 I 115 U70 314.00 15.00 528.00 31 APPEN-DLX I KATHERINE' YUEN, CPA, Engagement Partner — Katherine is a year-round municipal auditor and has been with Maze & Associates for t6 years. She has helped her clients in implementing various accounting standards including, GASB Statements 34 Basic Financial Statements- -and Alonagenient's Discussion and Analysis— ,for State and Local Governinents, 45 Accounting and Financial Reporting by Employers for Postemployment Benefits Other Than Pensions, and 54 Fund Balance Reporting and Governmental Fund Type Definitions. Katherine has received over two hundred and forty hours of continuing education in the past three years as an instructor and participant. Over the years, she has taught classes both externally and internally on topics including GASB Statements implementation, auditing techniques under the Government Auditing Standards, and internal controls environment. Katherine currently serves on the Governmental Accounting and Auditing Committee of the California Society of Certified Public Accountants, which provides practical guidance to CPAs in the area of governmental accounting, and auditing in an effort to improve the quality of financial reporting on governmental entities. n Katherine is also a member of the American Institute of Certified Public Accountants and the California Society of Certified Public Accounts. Katherine holds a Bachelor of Science degree in Business Administration from the University of California, at Berkeley. She is a Certified Public Accountant in the State of California. City of Alameda Alameda Mayors' Conference Alameda Power and Telecom Alameda Reuse and Redevelopment Authority Association of Bay Area Governments Town of Atherton Bay Area Air Quality Management District City of Benicia City of Belmont City of Campbell Central Contra Costa County Solid Waste Authority City of Daly City City of Davis East Bay Recreation and Park District El Dorado Irrivation District City of Emeryville Town of Fairfax City of Galt City of HaNyt.vard Hindu Culture and Community Center Town of Larkspur City of Lathrop Las Trampas, hic. Livermore Area Recreation and Park District City of Los Altos City of Los Banos 32 Town of Los Gatos City of Manteca City of Martinez City of Millbrae City of Milpitas City of Monterey City of Napa City of Newark City of Oxnard City of Palo Alto City orPetaluma City of Pinole City of Pleasant Hill City of Roseville City of San Carlos City of San Mateo City of San Rafael City of San Ramon San Ramon Valley Fire Protection Agency Small Cities Organized Risk Effort (SCORE) City of South Lake Tahoe South Placer Wastewater Authority City of Tracy City of Walnut Creek City of Woodland Town of Woodside APPENDIX (Continued) zLiVy MEYER, CPA, Technical Revie;vlAlfernate Partner - Amy graduated from the University of the Pacific in 1993 with a B.S. in Accounting and a minor in Information Systems, and has worked with Maze & Associates since 1993. Amy is a California CPA and is a member of the California Society of CPAs and the American Institute of Certified Public Accountants. Amy has assisted several of our clients with their computer applications and is very comfortable using a variety of systems. She has been involved with a number of accounting and GASB, irriplementation training classes customized to our clients' needs. Amy is also our PC applications expert.. Amy currently serves on the Governmental Accounting and Auditing Committee of the California Society of Certified Public Accountants, which provides practical guidance to CPAs in the area of governmental accounting and auditing in an effort to improve the quality of financial reporting on governmental entities- Amy is also a CAFR reviewer for GFOA. She has accumulated three hundred four hours of continuing education during the last three years as an in-house instructor and participant. She has gained valuable experience on the audits of the following: City of Alameda City of Mountain View Alameda Power and Telecom City of Oakley City of Albany City of Palo Alto City of American Canyon Redwood Empire Municipal Insurance Fund Town of Atherton City of Rancho Cordova Association of California Water Agencies Joint City of Richmond Powers Insurance Authority City of Rio Vista City of Brentwood City of Rocklin California Joint Powers Risk Management Authority City of Roseville City of Concord Town of San Anselmo City of Dublin City of San Carlos East Bay Regional Park District City of San Pablo City of El Cerrito City of Santa Clara City of Hercules Livermore Area Recreation and Park District City of Livermore Town of Los Gatos City of Manteca City of Martinez City of Milpitas City of Modesto City of Saratoga South Placer Wastewater Authority City of Tracy City of Turlock City of Vallejo City of Waterford West Contra Costa Transportation Advisory Committee Citv of Woodland GF-4CE ZHANG, CPA, Manager - Grace graduated fToin Assumption University in Bangkok. Thailand, with a BBA in Finance and received her MBA in Finance from Case Western Reserve University, Ohio, in 2001. She has received over two hundred and forty hours of continuing education in the last three k, years. Grace has been a certified public accountant since 2006, and is a member of the AICPA and Ca!iL-,T.;aSoc--tyofCPA's. Grace -has participated Iii the following audits: City of Campbell Contra Costa Water District City of Cupertino City of Daly City City of East Palo Alto City of Hayward City of Livermore 33 City of Palo Alto City of Piedmont City of Richmond 12ictimond Housing Authority City of San Carlos City of Sausalito City of Vallejo APPENDIX (Continued) Grace Zhang (Continued) Livermore Amador Valley Transportation Authority Silicon Valley Animal Control Authority City of Martinez City of South. Lake Tahoe City of Milpitas City of South San Francisco City of Mountain View West Bay Sanitary District City of Sunnyvale Town of Woodside City of Newark CHRJS THOMAS, CPA, Supervisor — graduated from Sonoma State University in 2007 with a BSE Degree in Business Administration with a concentration in Accounting. Chris has received 240 hours of continuing education in the past three years. Chris is a Certified Public Accountant in the State of California- Chris has participated in the following audits. City of Alameda City of American Canyon City of Belmont City of Brentwood City of Brisbane City of Concord Contra Costa Water District Contra Costa Mosquito and Vector Control District City of Davis Delta Diablo Sanitation District East Bay Municipal Utilities District East Contra Costa Fire Protection District City of East Palo Alto City of El Cerrito EI Dorado Irrigation District City of Hayward City of Larkspur City of Manteca City of Martinez City of Millbrae City of Napa City of Newark Partners in School Innovation Placer County Water Authority City of Pleasant Hill Town of Portola Valley City of Rancho Cordova City of Richmond Richmond Housing Authority City of Roseville City of San Carlos City of San Pablo City of San Rafael Solan Irrigation District City of South Lake Tahoe City of Stockton City of Suisun City City of Vallejo City of Waterford CORY B-IGGS, CPA, Quality Assurance Director - Cory is a graduate of CSU Hayward with a B.S, in Business, emphasis in Accounting. He is a California CPA with over twenty nine years experience, three with Deloitte, Haskins & Sells, three with Seiler & Company, a large Bay Area local firm, and the rest with us. He is a member of the AICPA and California Society of CPA's. Cory's experience includes cities, school districts, and a variety of high-tech and commercial for-profit organizations. He is a CAFR reviewer for the GFOA and was a member of the Professional and Technical Standards Committee which summarizes and makes the final determination for CSMF0 awards for Cities. Cory has accumulated three hundred twenty hours of continuing education in the past three years as on in-house instructor and participant. His relevant municipal experience includes: City of Alameda Liven-nore AmadorNalley Transit Authority City of American Canyon City of Los Altos Association of Bay Area Governments Town of Los Altos Hills 34 APPENDIX (Continued) I Coty Biggs (Continued) Town of Atherton City of Belmont Belmont San Carlos Fire Department Belmont Net Six Joint Powers Authority Belmont South San Mateo Police Authority City of Capitola Coastside Countv Water District City of Concord Contra Costa County Bond Funds Contra Costa Transportation Authority City of Cupertino City of Daly City City of Dublin ,Dublin San Ramon Services District East Bay Municipal Utility District City of El Cerrito El Dorado Irrigation District City of Emeryville City of Hayward Town of Hillsborough City of Livermore Livermore-Amador Valley Transit Authority Livermore Area Recreation and Park District Town of Los Gatos City of Manteca City of Martinez City of Millbrae City of Milpitas City of Modesto City of Mountain View City of Napa City of Palo Alto Placer County Water Agency City of Pleasant Hill Town of Portola Valley Richmond Housing Authority San Francisco Bay Area Water Emergency Transit Authority San Francisco Bay Transit Water Emergency Authority City of San Carlos City of San Rafael San Ramon Valley Fire Protection District Santa Clara Valley Water District City of Saratoga City of South Lake Tahoe South Lake Tahoe Basin Waste Management Authority City of South San Francisco City of Vallejo DONALD E. HESTER IT Director -Donald's clients include local municipalities, non -profits, corporations and federal government agencies, specializing in a wide array of compliance programs and security assessments such as PCE FtSMA. COBIT, JUL and IS027002. He is a guest lecturer and speaker on security topics for CMTA, CSMF 0, MISAC, CISOA, ISACA and others and he has served on various advisory committees and as a subject matter expert in information technology and security. Donald also teaches IT Audit and Forensics at the University of Sar. Francisco and. Microsoft courses for Los Positas College, San Diego City College and for the Ca One program of the California State Chancellor's office. Donald graduated with honors from the American Military University with a Bachelor's Degree in Security Management with a concentration in Information Security. Ile has nearly Cl 20 years of experience in the security field. Donald has been with us for ten years now and has received more than 320 hours of continuing education in the past three years and has over 900 hours of instructional work. His certifications include; CISSP, CISA, CAP, MCT, MCITP, MOTS, MCSE Securioy, MCSA Security, MCDST, Security+ and CTT+. Donald is also a Chairman and past Treasurer for the Brentwood Veterans Memorial Building and Commandant and past Treasurer for the Delta Diablo Det. 1155 Marine Corps League. 35 COST PROPOSAL TO CONTINUE TO PROVIDE PROFESSIONAL AUDITING SERVICES FOR THE CITY OF SAN RAFAEL 2� r. MAZE & ASSOCIATES 3478 Buskirk Avenue, Suite 215 Pleasant Hill, CA 94523 (925) 930-0902 Contact Persons Katherine Yuen - e-mail address - katherincyCi�i-nazeassociates.com Amy Meyer - e-mail address .- amyrn(��-)mazeassociatesxom November 17, 2014 COST PROPOSAL Certification Katherine Yuen and Amy Meyer are authorized to submit this proposal and negotiate and sign a contract with the City of San Rafael. Our offer is firm and irrevocable for a period of ninety days from the date of this proposal, Total Cost of Audit Our Total All -Inclusive Maximum Prices for the services specified in the Request for Proposal for the fiscal years ending June 30, 2015 through June 30, 2020 are detailed at the end of this section. Our Total All-inclusive Maximum Prices for the services specified in the RFP are firm Fixed fees. Our policy is to attempt to keep our clients fees constant after inflation. Therefore, the fees for years subsequent to 2015 have been adjusted by 3.00% per year. Additional Services Any additional services will be performed and billed only on the City's prior authorization at our standard billing rates. Fees Our fees are firm fixed prices. In determining our fees, we understand that the City's records will be in condition to be audited; that is, transactions will be properly recorded in the general ledger and subsidiary records, these accounting records and the original source documents will be readily available to use, we will be furnished with copies of bank reconciliations and other reconciliations and analyses prepared by the City and City personnel will be reasonably available to explain procedures, prepare audit correspondence and obtain files and records. :Manner of Payment Progress billings will be sent on the basis of actual audit work completed during the course of the engagement. We do not bill for out-of-pocket expenses as they are included in our stated all-inclusive maximum price. We do not post separate rate structures for municipal audit work. We view this work as being every bit as important and valuable as the work we perform for other clients and we put our best people on it. Any consulting work you request will be performed at the same rates as our audit work, Cost Rationale We have always completed our work in the time budgeted and for the agreed upon fee. We have never :n requested additional fees for work within the scope of the audit after our work was completed. As always. we Finish what we start, regardless of the accuracy of our budgets. CITY OF SAN RAFAEL SCHEDULE OF PROFESSIONAL FEES AND EXPENSES FOR THE AUDITS OF THE FTNANCTAL STATFNIENTS FOR THE YEARS ENDED JI. -NE 30 NOTES: Out -o( -Pocket expenses are included in our standard hourly rate i2 i Our policy is to attempt to keep our clients fees constant alter inflation. Therefore, the Ices for years subsequent to 2015 have been adjusted for the estimated CPI increase Q1'3-0- . i',) Estimated hours are expected to remain constant, (4) Rates are aruruaEy adjusted for a 10,o cost ofliving adjustment, Option Year-,, Hourly Totals (2) Hours Rates 2015 2616 2017 2018 2019 2020 Comprehensive Annual Financial Report &- Manaacmenr Letter: Partners 29,00 33o0 SMOO 58,961 S9.230 SOJO7 59,79-Y 510,086 Manager 4400 st55 6,920 7,025 7,236 7-453 7,677 7.90L7 Supervisor 100.0Q 120 12,000 12,360 12,731 !3,113 11506 13.911 Associates 232,00 85 I9,720 20,312 20,921 21,549 22,195 22.861 Office 10.00 65 650 670 690 711 732 754 Total Comprehensive Annual Financial Repo 41500 47,890 49,328 50,808 31333 53.902 19 Additional Reports: Single Audit (2 Programs) 84.00 8,300 8,549 8,805 9,069 9,341 9,621 Child Development Program Report 60,00 5,835 6,010 6,190 oX6 6-56-, G764 Gann Limit Agreed Upon Procedures 8.00 838 863 889 916 943 971 Out-ol'-pocket expenses (1) Total firm fixed fete 567.00 362,863 564,750 566,692 S68,694 570,753 ............. ...... ..... 572.815 Schedule of Hourly Rates by Position By Year Rate., per Hour14) Position 2015 2 () i 6 2017 20I8 2019 2020 Partners 5300 5309 5313 5328 S338 5348 Manager 5155 5160 5165 5170 5175 $ISO Supervisor $120 S124 5128 5132 5136 5140 Associate.; 585 S88 S91 594 S97 Slop Office S65 W S69 S71 573 S7,5 NOTES: Out -o( -Pocket expenses are included in our standard hourly rate i2 i Our policy is to attempt to keep our clients fees constant alter inflation. Therefore, the Ices for years subsequent to 2015 have been adjusted for the estimated CPI increase Q1'3-0- . i',) Estimated hours are expected to remain constant, (4) Rates are aruruaEy adjusted for a 10,o cost ofliving adjustment,