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City of Easley discusses four-year audit services contract; questions about renewals and firm experience
Summary
City staff recommended awarding audit services to Malden & Jenkins LLC after reviewing two proposals; council members asked about contract renewability, first-year workloads and firm familiarity with Easley finances.
City of Easley staff presented a recommendation July 14 to award audit services to Malden & Jenkins LLC for an initial one-year term with up to three one-year renewals, following a request for proposals that produced two submissions.
City finance staff said Malden & Jenkins narrowly outscored Greenfinney & Cawley in the evaluation, noting both firms would be reputable choices. The presenter said Greenfinney already knows the city’s financial systems, which could make Year 1 smoother, while Malden & Jenkins would likely bring a “fresh pair of eyes” and a slightly larger regional practice.
Councilmember Ralph and other council members asked whether signing a multi-year contract would lock in fees and how automatic renewals would be handled. City staff said both firms proposed fee schedules that could be locked in over multiple years but that proposals included annual price escalations. The presenter said the resolution on the agenda described an initial term of one year with up to three renewals; staff advised council that the contract language should explicitly state renewal and termination mechanics if the council wanted annual opportunities to decline renewal.
City legal counsel said his interpretation of the intended structure was a one-year term renewable for up to three additional one-year periods and recommended clarifying that renewal or termination rights be written into the agreement. Counsel and staff both emphasized the city’s right to terminate the contract without penalty should performance issues arise.
No formal council vote on the resolution was recorded in the meeting transcript segment provided. The matter remained before council with staff recommending that contract language be clarified to reflect the council’s intent on renewals and termination rights.
Fiscal and operational details discussed
- Firms responding: Malden & Jenkins LLC and Greenfinney & Cawley (names as presented in the staff report). - Evaluation method: proposals were scored on a 100-point scale by staff reviewers (presenter, Tom, and Emily). - First-year workload: staff cautioned Malden & Jenkins’ first year would likely require more questions and staff time as the firm familiarized itself with Easley’s financial records. - Geographic footprint: staff described Malden & Jenkins as a larger firm serving multiple Southeastern jurisdictions; Greenfinney was described as a smaller regional firm familiar with Easley.
Next steps
Staff recommended the contract language be finalized to reflect whether renewals require council action each year and to preserve the city’s right to terminate without penalty. A formal vote or contract signature was not captured in the transcript excerpt.
