Punta Gorda audit selection committee sets RFP timeline, aims to recommend three firms

The Punta Gorda City audit selection committee on Thursday outlined a compressed schedule and the evaluation factors it will use to solicit proposals for the city’s next financial audit.

City Clerk Scribe Welch told the committee it will "establish factors to use for the evaluation of audit services, including ability of personnel experience, ability to provide required services, and compensation," publicly announce a request for proposals and "rank and recommend no fewer than 3 firms as most highly qualified" to perform the audit work.

The committee’s work matters because state and federal single-audit requirements set firm deadlines and affect which audits are needed, committee members said. Rick Perry cited a schedule constraint: "the state has to have the audit in their hands by 06/30/2027," and noted typical audits of this type take "four to six months," so the committee must back the procurement and selection schedule into that deadline.

Why this approach: staff and procurement recommended the panel rely on sample RFP language used by other municipalities and on a committee-created "straw model" to speed drafting. Committee members agreed the RFP should include a clear scope, a technical approach requirement, corporate and team experience, references and a pricing proposal format. Procurement staff (Julie Rogan) said the city maintains vendor lists and will notify interested auditing firms once the solicitation posts, but firms generally want the solicitation itself before committing to respond.

Timeline and options: staff described a target sequence discussed at the meeting — produce a scope of work to be issued by Aug. 1, keep the solicitation open about three weeks, rank proposals in early to mid-September and present a recommendation to city council in early October so a contract can be awarded in time for the auditor to begin interim work in October. Finance Director Kristen Simeone said the city’s FY27 audit budget is set at approximately $62,750 and cautioned that asking auditors to draft the city’s financial reports would be an additional cost and is not standard practice for the city.

Evaluation details: the committee will decide whether to reserve the option for proposer presentations. Procurement staff noted presentations are optional under the city’s RFP policy: the committee may proceed with the top-ranked firm without presentations, or invite presentations if firms are close in score. Committee members discussed preferred pricing formats (fixed lump sum, not-to-exceed, or time-and-materials) and generally expressed a preference for a firm fixed price to limit risk to the city.

Logistics and next steps: members agreed to use the existing 2016 audit solicitation and several municipal RFP samples (Palm Beach Gardens, Naples, Fort Pierce, Davie, North Bay Village and Fruitland Park) as templates. The committee set follow-up meetings to finalize scope: a meeting on Wednesday to work on scope and a Friday meeting at 10 a.m. for further drafting; staff agreed to circulate the straw model and sample RFPs in advance. The committee noted quorum rules require two of three members present to conduct business.

No formal motions or votes were taken during the session. The committee adjourned after confirming schedules and that staff will send the prior solicitation documents and the straw model to members.

The committee is scheduled to reconvene to refine the scope and evaluation criteria with the goal of posting the RFP and beginning the selection process this summer.