MISSOURI STATE HIGHWAY PATROL
REQUEST FOR QUOTATION (RFQ)
RFQ NO.: MSHP010242012 BUYER: LOLA PARRIS
TITLE: DFF AUDIT SPECS PHONE NO.: (573)526-6173
ISSUE DATE: October 24, 2012 FAX: (573) 526-6238
E-MAIL:
TARGET DATE AND TIME: November 2, 2012 AT 5:00 PM CENTRAL TIME
MAILING INSTRUCTIONS: Print or type RFQ Number and Return Target Date on the lower left hand corner of the envelope or package. Quotations should be in MSHP office (1510 E Elm Street) by the target date and time.
(U.S. Mail) (Courier Service)
RETURN QUOTATION TO: MO STATE HIGHWAY PATROL or MO STATE HIGHWAY PATROL
ATTN: LOLA PARRIS ATTN: LOLA PARRIS
PO BOX 568 1510 E ELM STREET
JEFFERSON CITY MO 65102-0568 JEFFERSON CITY MO 65101-4118
FAX TO: (573) 526-6238 OR Email:
CONTRACT PERIOD: ONE YEAR FROM DATE OF ISSUE with TWO RENEWAL OPTIONS
DELIVER SUPPLIES/SERVICES FOB (Free On Board) DESTINATION TO THE FOLLOWING ADDRESS:
MO STATE HIGHWAY PATROL
Budget & Procurement Division
1510 E ELM STREET
JEFFERSON CITY, MO 65101
The bidder hereby declares understanding, agreement and certification of compliance to provide the items and/or services, at the prices quoted, in accordance with all requirements and specifications contained herein and the Terms and Conditions Request for Quotation (Revised 08/28/08). The bidder further agrees that the language of this RFQ shall govern in the event of a conflict with his/her bid. The bidder further agrees that upon receipt of an authorized purchase order from the Missouri State Highway Patrol or when a Notice of Award is signed and issued by an authorized official of the State of Missouri, a binding contract shall exist between the bidder and the State of Missouri.
SIGNATURE REQUIRED
DOING BUSINESS AS (DBA) NAME / LEGAL NAME OF ENTITY/INDIVIDUAL FILED WITH IRS FOR THIS TAX ID NO.MAILING ADDRESS / IRS FORM 1099 MAILING ADDRESS
CITY, STATE, ZIP CODE / CITY, STATE, ZIP CODE
CONTACT PERSON / EMAIL ADDRESS
PHONE NUMBER / FAX NUMBER
TAXPAYER ID NUMBER (TIN) / TAXPAYER ID (TIN) TYPE (CHECK ONE)
___ FEIN ___ SSN / VENDOR NUMBER (IF KNOWN)
VENDOR TAX FILING TYPE WITH IRS (CHECK ONE) (NOTE: LLC IS NOT A VALID TAX FILING TYPE.)
___ Corporation ___ Individual ___ State/Local Government ___ Partnership ___ Sole Proprietor ___Other ______
AUTHORIZED SIGNATURE / DATE
PRINTED NAME / TITLE
1. INTRODUCTION
1.1 Purpose:
1.1.1 The Missouri State Highway Patrol (MSHP) is requesting proposals for an audit of the state’s Federal
Drug Seizure Fund for the fiscal year ending June 30, 2012. MSHP has obtained an independent audit of
this fund each year.
2. Contractual Requirements
2.1 Contract:
2.1.1 A binding contract shall consist of (1) the RFQ and any amendments thereto, (2) the contractor’s response
(bid) to the RFQ, (3) clarification of the bid, if any, and (4) the Missouri State Highway Patrol’s
Acceptance of the bid by “notice of award” or by "purchase order”.
2.1.2 A notice of award issued by MSHP does not constitute an authorization for a directive to proceed with
services. Before providing services for MSHP, the contractor must receive a properly authorized purchase
order or other form of authorization given to the contractor at the discretion of the state agency.
2.1.3 The contract expresses the complete agreement of the parties and performance shall be governed solely by
the specifications and requirements contained therein.
2.1.4 Any change to the contract, whether by modification and/or supplementation, must be accomplished by a
formal contract amendment signed and approved by and between the duly authorized representative of the
contractor and MSHP prior to the effective date of such modification. The contractor expressly and
explicitly understands and agrees that no other method and/or no other document, including
correspondence, acts, and oral communications by or from any person, shall be used or construed as an
amendment of modification to the contract.
2.2 Contract Period:
2.2.1 The original contract period shall be as stated on page 1 of the Request for Quotation (RFQ). The contract
shall not bind, nor purport to bind, the state for any contractual commitment in excess of the original
contract period. MSHP shall have the right, at its sole option, to renew the contract for two (2) additional
one-year periods, or any portion thereof. In the event MSHP exercises such right, all terms and conditions,
requirements and specifications of the contract shall remain the same and apply during the renewal period,
pursuant to applicable option clauses of this document. However, the contractor shall understand and agree that any renewal period increases specified in the proposal are not automatic. If at the time of
contract renewal the state determines funding does not permit the specified renewal pricing increase or
even a portion thereof, the renewal pricing shall remain the same as during the previous contract period. If
such action is rejected by the contractor, the contract may be terminated, and a new procurement process
may be conducted. The contractor shall also understand and agree the state may determine funding
limitations necessitate a decrease in the contractor’s pricing for the renewal period(s). If such action is
necessary and the contractor rejects the decrease, the contract may be terminated, and a new procurement
process may be conducted.
2.3 Renewal Periods:
2.3.1 If the option for renewal is exercised by MSHP, the contractor shall agree that the prices for the renewal
period shall not exceed the maximum percent of increase for the applicable renewal period stated on the
Pricing Page of the contract.
a. If renewal percentages are not provided, then prices during renewal periods shall be the same as during the original contract period.
b. MSHP does not automatically exercise its option for renewal based upon the maximum percent of increase and reserves the right to offer or to request renewal of the contract at a price less than the maximum percent of increase stated.
2.4 Termination:
2.4.1 The Division of Purchasing and Materials Management reserves the right to terminate the contract at any
time, for the convenience of the State of Missouri, without penalty or recourse, by giving written notice to
the contractor at least thirty (30) calendar days prior to the effective date of such termination. The
contractor shall be entitled to receive compensation for services and/or supplies delivered to and accepted
by the State of Missouri pursuant to the contract prior to the effective date of termination.
2.5 Price:
2.5.1 All prices shall be as indicated on the Pricing Page. The state shall not pay nor be liable for any other
additional costs including but not limited to taxes, shipping charges, insurance, interest, penalties,
termination payments, attorney fees, liquidated damages, etc.
2.6 Prices Must Be Lowest:
2.6.1 The contractor's prices must be the lowest offered to any governmental or commercial consumer, under
the same terms and conditions.
2.7 Payment Terms:
2.7.1 The contractor shall understand and agree the state reserves the right to make contract payments to the
contractor through electronic funds transfer (EFT). Therefore, prior to any payments becoming due
under the contract, the contractor must return a completed state Vendor ACH/EFT Application, which is
downloadable from the Vendor Services Portal at:
https://www.vendorservices.mo.gov/vendorservices/Portal/Default.aspx.
Each contractor invoice must be on the contractor’s original descriptive business invoice form and
must contain a unique invoice number. The invoice number will be listed on the state’s EFT addendum
record to enable the contractor to properly apply state payments to invoices. The contractor must comply
with all other invoicing requirements stated in the IFB.
2.7.2 The contractor may obtain detailed information for payments issued for the past 24 months from the State
of Missouri’s central accounting system (SAM II) on the Vendor Services Portal at
https://www.vendorservices.mo.gov/vendorservices/Portal/Default.aspx.
2.7.3 All payment terms shall be as stated in the Terms and Conditions of the contract (see paragraph 10,
“Invoicing and Payment”) unless otherwise addressed in the IFB, or mutually agreed to by the state and
the contractor. Payment terms should be net 30 days unless otherwise stated in the IFB. No late charges
shall be applied which are not in compliance with Chapter 34.055 RSMo. This statute may be found at
http://www.moga.mo.gov/STATUTES/STATUTES.HTM.
2.8 Contractor Liability:
2.8.1 The contractor shall be responsible for any and all personal injury (including death) or property damage
as a result of the contractor's negligence involving any equipment or service provided under the terms
and conditions, requirements and specifications of the contract. In addition, the contractor assumes the
obligation to save the State of Missouri, including its agencies, employees, and assignees, from every
expense, liability, or payment arising out of such negligent act. The contractor also agrees to hold the
State of Missouri, including its agencies, employees, and assignees, harmless for any negligent act or
omission committed by any subcontractor or other person employed by or under the supervision of the
contractor under the terms of the contract.
2.8.2 The contractor shall not be responsible for any injury or damage occurring as a result of any
negligent act or omission committed by the State of Missouri, including its agencies, employees, and
assignees.
2.8.3 Under no circumstances shall the contractor be liable for any of the following: (1) third party claims
against the state for losses or damages (other than those listed above); (2) loss of, or damage to, the
state’s records or data; or (3) economic consequential damages (including lost profits or savings) or
incidental damages, even if the contractor is informed of their possibility.
2.9 Contractor Status:
2.9.1 The contractor represents himself or herself to be an independent contractor offering such services
to the general public and shall not represent himself/herself or his/her employees to be an employee
of the State of Missouri. Therefore, the contractor shall assume all legal and financial responsibility for
taxes, FICA, employee fringe benefits, workers compensation, employee insurance, minimum wage
requirements, overtime, etc., and agrees to indemnify, save, and hold the State of Missouri, its officers,
agents, and employees, harmless from and against, any and all loss; cost (including attorney fees); and
damage of any kind related to such matters.
2.10 Coordination:
2.10.1 The contractor shall fully coordinate all contract activities with those activities of the state agency.
As the work of the contractor progresses, advice and information on matters covered by the contract
shall be made available by the contractor to the state agency throughout the effective period of the contract.
2.11 Insurance:
2.11.1 The contractor shall understand and agree that the State of Missouri cannot save and hold harmless and/or
indemnify the contractor or employees against any liability incurred or arising as a result of any activity of
the contractor or any activity of the contractor's employees related to the contractor's performance under
the contract. Therefore, the contractor must acquire and maintain adequate liability insurance in the
form(s) and amount(s) sufficient to protect the State of Missouri, its agencies, its employees, its clients, and
the general public against any such loss, damage and/or expense related to his/her performance under the
contract. General and other non-professional liability insurance shall include an endorsement that adds the
State of Missouri as an additional insured. Self-insurance coverage or another alternative risk financing
mechanism may be utilized provided that such coverage is verifiable and irrevocably reliable and the State
of Missouri is protected as an additional insured.
3. Description of Fund and Records to Be Audited
3.1 The state has a Federal Drug Seizure Fund (Fund 0194), to which MSHP has access and follows the
guidelines established in the Treasury Department's "Guide To Equitable Sharing." As MSHP receives its
share of any federal forfeiture proceeds, it deposits them into Fund 0194. A portion of this money is then
appropriated by the state legislature, and MSHP spends it for law enforcement purposes. The amount
appropriated to MSHP for FY12 was $1,220,373 (of which $1,099,712 was spent). All expenditures were
for expense and equipment only; no payroll was involved. Although MSHP accounts for approximately
88% of this fund, it is also shared by the Adjutant General. The scope of the audit, however, will only be
MSHP’s portion of the fund.
3.1.2 In prior audits of this fund, MSHP has provided information such as the Federal Annual Certification
Report (attached here for your reference), copies of the equitable sharing agreement and the equitable
sharing guide, a listing of all payments from the fund by month and by object code, revenue for the year,
appropriation amounts, a monthly breakdown of the fund’s interest accrued and ending balance by agency,
and other pertinent documentation.
4. General Requirements and Form of Proposal
4.1 The contractor shall be currently licensed by and in good standing with the Missouri State Board of
Accountancy, and a copy of the license must accompany the bid. The contractor shall maintain such
license in good standing throughout the duration of the contract. The contractor’s principal officers must
be licensed Certified Public Accountants.
4.1.1 The audit performed by the contractor shall include an examination of the financial records, internal
controls, and overall operations and record keeping related to the fund. Such examination shall be made in
accordance with generally accepted auditing standards promulgated by the American Institute of Certified
Public Accountants (AICPA), with the standards for financial audits set forth by Government Auditing
Standards issued by the Comptroller General of the United States, and in accordance with the laws of the
State of Missouri. Per such standards, the contractor shall plan and perform the audit to obtain reasonable
assurance whether the financial records are free of material errors, and determine compliance with
applicable procedures and guidelines.
4.1.2 The contractor shall report any deficiencies in MSHP’s internal control structure, and report any
opportunities for internal control improvements.
4.1.3 Immediately upon the contractor’s identification or indication of either of the following, the contractor shall
verbally inform MSHP. The contractor must immediately follow-up any such verbal contact with written
notification to MSHP of the indications found.