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05-04-1994 Regular Meeting ,...." PEACHTREE CITY AIRPORT AUTHORITY MINUTES OF MEETING May 4, 1994 The regular meeting of the Peachtree City Airport Authority was held in the Authority's offices at 1130 Echo Court on May 4, 1994 at 5 p.m. Those present were: Chairman David M. Good; Members Vivian R. Brigham, Michael E. Amos, Robert B. Patterson and Daniel E. Carr; Airport Manager James H. Savage; Authority Attorney Douglas B. Warner; Recording Secretary Shirley R. Comer; and City Planner Cam McNair. I. ANNOUNCEMENTS None. II. ADDITIONAL AGENDA ITEMS ~ None. III. APPROVAL OF MINUTES A motion to approve the minutes of the April 6, 1994 Authority meeting as presented was made by Ms. Brigham and seconded by Mr. Carr. The motion passed unanimously. IV. REPORTS Airport Manager: Mr. Savage stated that in the desire to keep the meeting short so the Authority could proceed with the planned picnic in the Airport Picnic Park he would not have a report tonight. V. OLD AGENDA ITEMS None. - 1 r-" VI . NEW AGENDA ITEMS 94-05-01 Consider proposals for accounting services. Mr. Savage briefed the Authority on the bids received in response to the request for proposals (RFP) authorized at the April 6, 1994 meeting. Three companies submitted responsive bids: pyke and Pierce; Hardwick and Hardwick; and Price Computer Consulting. The details of the briefing are included in a memorandum of May 2, 1994, which is attached and made a part of these minutes. Following a brief discussion, a motion to authorize a letter of engagement with Price Computer Consulting for accounting services for the period specified in the bid proposal was made by Mr. Carr and seconded by Mr. Patterson. The motion passed unanimously. 94-05-02 Consider proposals for audit services. ",.--, Mr. Savage briefed the Authority on the bids received in response to the request for proposals (RFP) authorized at the April 6, 1994 meeting. Three companies submitted responsive bids: Pyke and Pierce; Hardwick and Hardwick; and Price and Geeslin. The details of the briefing are included in the attached memorandum. Following a brief discussion, a motion to authorize a letter of engagement with Price and Geeslin for audit services for the period specified in the RFP was made by Mr. Amos and seconded by Mr. Carr. The motion passed unanimously. VII. EXECUTIVE SESSION There were no Executive Session items to discuss. At 5:20 p.m. a motion to adjourn was made by Chairman Good and seconded by Ms. Brigham. The motion passed unanimously. ,..-, ~~J~ Attested by: ~~~ David M. Good, Chairman 2 r- MEMORANDUM DATE: SUBJECT: May 2, 1994 Peachtree city Airport Authority James H. Savage, Airport Manager AcCOWlting Services/Audit Services proposals TO: FROM: Attached please find the bid tabulation pages and the requests for proposals (RFP) for Accounting Services and Audit Services as authorized at the April 6, 1994 PCAA meeting. ~ Accounting Services: Three firms submitted responsive bids for accounting services. Upon review of the proposals for compliance with the RFP, one firm, Hardwick and Hardwick stated that they do not have experience with the Authority'S accounting system, ONE-WRITE- PLUS. Of the remaining two, both exhibited excellent qualifications, experience and submitted similar bids. However, based on its past experience with airport operations and its monthly "not to exceed" bid price for the period October 1, 1993 through September 30, 1994, it is my recommendation that the Authority authorize a letter of engagement with Price Computer Consulting for accounting services for the periods specified in the bid proposal. Audit Services: Based on a review of the three proposals received for audit services for the period October 1, 1992 through September 30, 1993, all firms submitted responsive bids that met or exceeded the skill and experience requirements of the RFP. With nearly all other things appearing equal, it is my recommendation that the Authority authorize a letter of engagement with the lowest bidder, Price and Geeslin, CPA, for audit services as outlined in the RFP, for a "not to exceed" amount of $1,800.00. , , ,...., r REQUEST FOR PR.OPOSALS ACCOUNTING SERVICES FOR THE PEACHTREE CITY AIRPORT AUTHORITY The Peachtree city Airport Authority (Authority), invites qualified independent certified public accountants, to submit proposals to perform the following accounting services: SCOPE 1. Beginning with Octoper 1993 forward, perform a review of the general ledger accounts of the Authority, preparing any adjustments necessary to prepare monthly financial statements. Additionally, if needed, review payr~ll and sales tax returns. ,.... 2. For the period of October 1992, through September 1993, review the general ledger accounts of the Authority on an annual basis, preparing any adjustments necessary to prepare a balance sheet as of September 30, 1993, and an income statement for the y'ear then ending. Adjustments will be made on the Authority's computer software - One-write-Plus as necessary. Workpapers should be prepared on all work to allow an audit to be performed in accordance with generally accepted auditing standards and the GAO's government auditing standards. PROPOSAL Two copies of the proposal should be forwarded to: Mr. James H. Savage, Airport Manager Peachtree City Airport Authority 1130 Echo Court, Suite A P.O. Box 2371 Peachtree City, GA 30269 Each envelope shall be clearly marked "PrC!posa1 for Accounting Services" on the outside, and be received by the Authority no later than 5:00 p.m., April 28, 1994. To be considered, the proposal must include the following items: \ , 1. The CPA should provide an affirmative statement that he/she is independent of the Authority, as determined in the accounting standards. - , f 2. The CPA should provide an affirmative statement that he/she is properly licensed by the State of Georgia. . "..... 3. The CPA should provide details on experience with engagements of this type with governmenta~ entities. 4. The CPA should provide an hourly rate for the monthly services to be performed for the period October 1993, through September 1994, with a not-to-exceed monthly limit. 5. The CPA should provide an hourly rate for the accounting services to be performed for the period October 1992, through September 1993, with a not-to-exceed total limit. 6. The CPA should provide details of hisjher experience with One-Write-Plus accounting software and any experience with accounting for an airport. SELECTION CRITERIA The Authority will consider all responsive proposals on a lowest and best bid basis, considering the following criteria: 1. The skill, experience, training and the time estimates of the work to be performed. ~ 2. The prior experience and reputation of the responder. 3. The degree of responsiveness to this request. 4. Fees. OTHER ISSUES 1. The contract shall be for a period ending September 30, 1994, and beginning with the date of acceptance by the Authority, with the intention of continuing the relationship for no less than three years on the basis of an annual re- negotiation of fees. The Authority however, retains the right to solicit new accounting services proposals should it determine that it is in its best interest to do so. 2. periodic billings for services performed made be submitted as work progresses, but not more frequently than monthly. -, ~ PEACHTREE CITY AIRPORT AUTHORITY BID TABULATION SHEET DATE: =/z/w- 1\;1;)lr~~s PROJECT: BIDDER "?<.~ea.sf <:;6~$~ :ITEM Bm AMOUNT ~_....oo;:- ~I-\(l",,,; 'f'~(l""~'_ ~, c....""""OO; Q. 'to b'lS ( Poi-"'O:::""W't- 12t;...<..t11P"1 /2(: ~.I'IhN<:<~ ~ .) C. ~"'1:r"':;"'/MfnlL <..'*'i..... - .fo""".s. :1>. 1G1Io"~ !/90-1.'" - NT:tr -ro ~~c"'!> ~80" ei, ~,...(JCI~.J F, .1 /J..,l,4'DWICI<:.. '- I~)<~ 1<~p,u.,""""'47'''''''': _ f.J(ff J,-"'~&.()..o': P.z.v"" I!o.."...... p""""", S<'C>~ 13\017 I~M c.ct-l~l".j,.~4tf) A Qvli14t:t ~Il"""" ~q.3 \'v!oOo<>""--: A. C4Jw1('fwt1!5 G. t..o Q..,sC ,4.~r.:::~ 176cc,;., P1' o~ r,,..~t:I~'S) <l. eAoIt.-rC....~/~-r*,:.~ -3 s u.v'S 1:>. $7'S/?;? - iJa7 "to tiT, c'::'.J> .Iz,o-u1} E. ~/04(1t"u.:f>;.s I~. 1/ ,....., ?fILE :i Pt>.;;1W1i- (2,"fI1....S'.,....,.,..".....s C",","lAe:.5 1'~"$'''''''' - A. ,!t!)~()t.ltt."i 11. 4-+. (" ""'"'- (.,,.,-,;n.. ~~<JoJ~ Pi""....."'.-> e...~ ~A(l,."'I'~,~bI1 MIiilfL., S'G.-m^'- - 17...(.J4y:...5 '1>. /00- r.r -1-JiJ"T To!> GXC~ g93(7) , IS, c.,....I'<.<6..$ r=. " BIDS RECEIVED BY: ~~ f!tu-- I3IJl S ~c?rr)J70 I'ftwy{... "to e;PJV1 41uh~ COMPLETED TIME: c;u - /6~~ ~ ? WITNESSED BY: BUDGET AMOUNT: , , .- ,.,.-., "...... .. REQUEST FOR PROPOSAlS AUDIT OF PEACHTREE CITY AIRPORT AUTHORITY FINANCIAL RECORDS The Peachtree City Airport Authority (Authority), invites qualified independent certified public accountants (auditor), to submit proposals to perform a financial audit and related accounting services for the period beginning October 1992 through September 1993, in accordance with the following specifications: SCOPE A. Annual Financial Audit - the auditor will examine the books and records of the Authority in accordance with generally accepted aUditing standards and specifications as adopted by the membership of the American Institute of Certified Public Accountants (AICPA) in the Statement of Auditing Standards No.1, "Codification of Auditing Standards and Procedures". The examination shall result in the preparation of financial statements with auditor's opinion, which shall be unqualified. The examination and financial statements should be in conformity with principles outlined in the pronouncements of Governmental Accounting Standards Board, the Financial Accounting Board and Government Auditing Standards. B. Management letter - the auditor shall provide a report on internal accounting control and a memorandum of advisory comments upon conclusion of the engagement. C. Compliance audit - the auditor shall provide a compliance audit for the contract period for all Federal grants disbursed by the Federal Aviation Administration and all state grants appropriated by the Georgia Department of Transportation. REPRESENTATIONS OF THE AUDITOR A. The auditor must represent that he is independent as that term is defined in the Ethical Rules of the AICPA. B. The auditor must represent that he is licensed to perform the audit as provided in applicable laws of the state of Georgia. C. The auditor must represent that adequate supervision of any accounting staff used to review data will be provided on a day-to-day basis during the audit. ~ The auditor must represent that the resulting work papers created during the review shall provide an adequate indication of the ~ork accomplished and will be available to any subsequent auditors for a nominal copying charge. E. The auditor must represent whether or not he is a member of the Private Companies Practice section of the AICPA, how long he has been a member, and whether or not he has successfully completed a peer review of his accounting/auditing practice. D. F. The auditor must represent whether or not he has complied with the continuing education requirements as found in the current edition of Government Auditing Standards. PROPOSAL Two copies of the proposal should be forwarded to: "....., Mr. James H. Savage, Airport Manager Peachtree city Airport Authority 1130 Echo Court, Suite A P.O. Box 2371 Peachtree City, GA 30269 Each envelope shall be clearly marked "Proposal for Audit Services" on the outside, and be received by the Authority no later than 5:00 pm, April 28, 1994. The proposal shall include: A. A statement by the prospective auditor of his understanding of the work to be done with descriptions of the audit approach and illustrations of the procedures to be employed. B. The approximate date the audit will begin (including preliminary field work) and end, as well as the approximate date for delivery of the financial statements and management letter. C. Estimated hours required to complete the engagement by personnel levels, i.e., total hours for partner, manager, supervisor, junior, etc. D. Hourly rates for each level of personnel involved in the engagement and a not-to-exceed limit on total fees charged. E. Biographies, including experience of the individuals who will be assigned to the engagement, and the relevant experience level and recent continuing professional education of each. - , F. Names, addresses and telephone numbers of clients who may be contacted for reference. Please include a minimum of three current clients and at least one former client. /""""1 MEETINGS Conferences with the Airport Manager should be scheduled by the selected auditor before .and after the preliminary work and at the end of the field work. The purpose of these meetings is to keep the Authority informed as to the progress of the. audi t and to answer any questions that might arise during the period. A draft of the final report shall be provided to the Authority for review and comments prior to the issuance of the audit report. SELECTION CRITERIA The Authority will consider all responsive proposals on a lowest and best bid basis, considering the following criteria: A. The skill, experience, training and the time commitments of the specified persons who will perform the services requested. B. The prior experience and reputation of the auditor. ,-. C. The degree of responsiveness to this request. D. Fees. OTHER ISSUES A. The contract shall be for the term outlined, with the intention of continuing the relationship for no less than three years on the basis of an annual re-negotiation of fees. The Authority however, retains the right to solicit new audit proposals should it determine that it is in its best interest to do so. B. Periodic progress billings may be submitted as work progresses, but not more than monthly. ~ "....., PEACHTREE CITY AIRPORT AUTHORITY RECORD OF ATTENDANCE AS OF: May 31, 1994 REGULAR MTNGS REG SPCL CLD SPECIAL TOTAL MEETINGS ATND ATNDC MEETINGS CALLED ATNDC LAST 12 % LAST 12 MEETNGS % MONTHS MONTHS ATND DAVID GOOD 12 11 92% 2 2 93% VIKI BRIGHAM 12 11 92% 2 2 93% BOB PATTERSON 12 9 75% 2 1 71% DAN CARR * 5 5 100% 1 1 100% MIKE AMOS 12 11 92% 2 2 93% . * New Member as of January 1, 1994. - - l': MEMBERS DATES ABSENT MEETING DATES TYPE DAVID GOOD 06/09/93 R 06/09/93 REG 07/07/93 REG VIKI BRIGHAM 09/01/94 R 07/21/93 SPCL BOB PATTERSON 01/27/94 S 08/04/93 REG 04/06/94 R 09/01/93 REG 07/07/93 R 10/06/93 REG 08/04/93 R 11/03/93 REG 12/01/93 REG DAN CARR 01/05/94 REG 01/27/94 SPCL 02/02/94 REG 03/02/94 REG MIKE AMOS 04/06/94 R 04/06/94 REG 05/04/94 REG