HomeMy WebLinkAboutRFP - 7627 FINANCE ORGANIZATIONAL ASSESSMENTADDENDUM NO. 1
SPECIFICATIONS AND CONTRACT DOCUMENTS
Description of BID 7627: Finance Organizational Assessment
OPENING DATE: 3:00 PM (Our Clock) May 7, 2014
To all prospective bidders under the specifications and contract documents described
above, the following changes/additions are hereby made and detailed in the following
sections of this addendum:
Exhibit 1 – Questions & Answers
Exhibit 2 – Organization Charts
Exhibit 3 – External Auditor Letters
Please contact Gerry Paul, Director of Purchasing Risk Management at (970) 221-6779
with any questions regarding this addendum.
RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN
STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS
ADDENDUM HAS BEEN RECEIVED.
Financial Services
Purchasing Division
215 N. Mason St. 2nd Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707
fcgov.com/purchasing
EXHIBIT 1 – QUESTIONS & ANSWERS
1. We would like to obtain the Finance organizational chart displaying lines of
oversight.
Two organizational charts are attached as Exhibit 2. One for the CFO Finance
Organization. The other shows the entire City of Fort Collins and their
associated finance support roles (blue boxes) which do not report to the CFO.
2. It was noted in the RFP that there are 40 employees operating within the Finance
Organization, and 40 individuals that have significant interactions with the Finance
Organization. To what extent do those employee quantities represent identical
positions held by multiple individuals (e.g., 5 identical payable clerk positions, 5
identical project accountants, etc.)?
Understanding the roles and positions is part of the assessment deliverables,
especially amongst the support roles outside of the CFO Finance
Organization. Within the CFO Finance Organization I would hesitate to say
“identical”, but similar positions are as follows:
3 budget analysts
6 buyers
2 payroll specialists
3 A/P clerks
3 sales tax auditors
3 accountants
3. How many days does it take the City of Fort Collins to issue its monthly, quarterly
and yearly financials (i.e., how long is financial close)?
Monthly accounting close is 4 business days. Year-end internal fund statements
are 2.25 months. Year-end audited financials is 4.5 months.
4. What financial information is provided to those responsible for overseeing the
Finance Organization (i.e., what is the composition of the monthly, quarterly and
annual financial reporting packages)?
A sample of the typical reporting package (Financial MOR – monthly operating
report) is available at http://citynet.fcgov.com/finance/
a. Who reviews and who utilizes that information?
Primarily the Executive Leadership Team (City Manager and his direct reports) of
the City.
5. What documents does management review when trying to make Finance project
decisions?
Varies by project.
EXHIBIT 1 – QUESTIONS & ANSWERS
6. Has the City had any direct conversations or meetings with potential consultants in
What documentation advance of publishing this RFP?
No.
7. What documentation is already available for use (e.g., job descriptions and
performance evaluations, including how often these are updated and the last date
that they were updated)?
Please see attached organizational charts. Job descriptions will be available for
the assessment. Performance evaluations are not available prior to awarding the
RFP (and depending on HR privacy rules, may not be available anytime), but are
performed annually across the City.
8. What is your budget for the Finance Organizational assessment?
This is not publicly available information.
9. Is Payroll part of HR and is it in the scope?
Payroll personnel are part of finance as you will be able to see in the
organizational chart.
10. Please provide external auditor management letters from the prior 3 years.
Please see attached for “Reports to Council”, previously referred to as
“Management Letters” and included as Exhibit 3.
11. Please provide the link to the City’s most recent strategic plan.
http://citynet.fcgov.com/pdf-gateway.php/budget/files/StrategicPlanFinal3252014
12. Please identify the various intergovernmental agreements (IGAs) the City may have
in place with surrounding communities and with Larimer County.
The volume of IGAs are too numerous and time consuming to distribute at this
stage of the RFP. We can discuss and explore this topic more with the awarded
vendor.
13. Please identify the executive sponsor for this project.
Chief Financial Officer – Mike Beckstead
EXHIBIT 2 – ORGANIZATIONAL CHARTS
EXHIBIT 3 – EXTERNAL AUDITOR MANAGEMENT LETTERS
The external auditor management letters for the last three years have been uploaded in
BuySpeed as separate PDF files.