CITY OF CORSICANA REQUEST FOR PROPOSALS (RFP) FOR ANALYSIS AND AUDITS OF MUNICIPAL FRANCHISE COLLECTIONS

CITY OF CORSICANA REQUEST FOR PROPOSALS (RFP) FOR ANALYSIS AND AUDITS OF MUNICIPAL FRANCHISE COLLECTIONS CLOSING TIME: RFP S ARE DUE NOT LATER THAN 10:00 A.M. ON January 30, 2017 200 N. 12 th STREET CORSICANA, TX 75110

NAME OF PROPOSER: NOTICE OF REQUEST FOR PROPOSALS CITY OF CORSICANA NOTICE IS HEREBY GIVEN that the City of Corsicana, Texas, will receive written sealed proposals only, for ANALYSIS AND AUDITS OF MUNICIPAL GOVERNMENT FRANCHISE COLLECTIONS, as stated in the RFP documents. The City shall receive proposals from qualified professional firms, specializing in analysis and audits of governmental franchise agreements and related revenue reporting and collections, for the City of Corsicana as outlined in the Specifications section of the RFP. Proposals may include analysis and audits of garbage, electric, gas, or cable TV franchise collections. Said RFP s must be in the office of the City Manager, City of Corsicana, 200 N. 12 th Street, Corsicana, Texas, 75110, NO LATER THAN 10:00 a.m. on Friday, January 30, 2017. RFP s that are postmarked but not received until after this deadline will not be accepted. RFP s received after the posted cut-off time will not be accepted. All RFP s are to be marked clearly on the outside "RFP FOR AUDITS OF MUNICIPAL GOVERNMENT FRANCHISE COLLECTIONS. RFP s may be mailed to 200 N. 12 th Street, Corsicana, TX 75110, or delivered by courier or in person to the City Manager s office 200 N. 12 th Street, Corsicana, Texas 75110. RFP documents may be obtained at the City of Corsicana Finance Dept., 200 N. 12 th Street, Corsicana, Texas 75110. RFP documents will be ready for pick up on and after December 27, 2016. RFP s may also be downloaded in Adobe Acrobat format on the Public Notices section of the City s website at www.cityofcorsicana.com. The City of Corsicana will not entertain RFP s received by any electronic means. The right is reserved to reject any and all Proposals or to accept the Proposal which is deemed by the City of Corsicana to be in the best interest of the City of Corsicana. The City of Corsicana also reserves the right to waive any irregularities and/or informalities in the RFP process. For further information, contact City of Corsicana Finance Dept. at (903) 654-4815 or facsimile (903) 654-4823.

Publish Dates: December 31, 2016 and January 7, 2017 Corsicana Daily Sun - Legal Publications Proof of Publication Required PART I INTRODUCTION / INFORMATION Contents 1. Summary... 4 Page 2. Description of the City... 4 3. Solid Waste Franchise... 4 4. Electric Franchise... 5 5. Gas Franchise... 5 6. Cable TV Franchise... 5 7. Contract Term... 5 8. Invoices... 5 9. Price & Cost Adjustments... 5 10. Conflict of Interest... 5 11. Independent Consultant... 5 12. Reasonable Travel Expenses... 6 PART II SCOPE OF SERVICES... 6 1. Scope of Services... 6 PART III TERMS AND CONDITIONS... 6 1. Standards of Performance... 6 2. City s Responsibilities... 7 3. Consultant s Records... 7 4. Ownership and Use of Documents... 7 5. Term and Termination of Agreement... 7 6. Insurance and Indemnity... 8 7. Miscellaneous Provisions... 9 8. Proposal Format... 10 9. Due Date and Submission... 11 10. Selection Process... 11 11. Selection Criteria... 11 12. Questions and Contacts... 12 13. Signature... 12

REQUEST FOR PROPOSALS FOR ANALYSIS AND AUDIT OF MUNICIPAL GOVERNMENT FRANCHISE COLLECTIONS FOR THE CITY OF CORSICANA PART I INTRODUCTION / INFORMATION 1. Summary The City of Corsicana, Texas, hereinafter referred to as the City, is soliciting proposals for Analysis and Audit of Municipal Government Franchise Collections. It is the City s desire to contract with a firm to perform services as detailed below: 1. Perform an analysis of all business operations within the City that are subject to City franchise fee collection. 2. Prepare audit plan and standards to verify businesses are remitting accurately to the City of Corsicana. 3. Perform audit services of records of those businesses to verify that fees are in fact being reported and remitted accurately. The Offeror submitting the successful proposal, hereinafter referred to as the Consultant, must clearly demonstrate its ability to not only perform the audits and examine the records, but also to be able to ensure correction of records, and provide recommendations for improvements. 2. Description of the City The City of Corsicana, incorporated in 1848, is located in north central Texas, 50 miles southeast of Dallas. It currently occupies 23.28 square miles and serves an estimated population of 24,000. The City of Corsicana is empowered to levy a property tax on real property located within its boundaries. It also is empowered by state statute to extend its corporate limits by annexation, which it has done from time to time. The City of Corsicana is a Home Rule City that has operated under the City Manager/City Council form of government since the Charter was adopted 1917. The Charter was last amended by election in 2007. Policy-making and legislative authority are vested in the City Council (Council) consisting of the Mayor, who is elected at large, and four other members, all of whom are elected by Precinct. Council members serve two-year terms, with two members elected every year. The Mayor is also elected for a two-year term. The Council appoints the City of Corsicana s manager, who in turn appoints its department heads. The City of Corsicana provides a full range of services, including public safety (police and fire protection); water and wastewater services; sanitation services; emergency medical services; planning and zoning; inspection services; licenses and permits; the construction and maintenance of streets and other infrastructure; municipal court services; library services; and recreational and cultural activities. 3. Solid Waste Franchise City of Corsicana Franchise Audit RFP 2017 Page 4 of 12

The City of Corsicana has a Solid Waste Franchise agreement with Republic Waste. A copy of the contract will be provided by the City. 4. Electric Franchise The City of Corsicana has an electric franchise agreement with Oncor electric and Navarro County Electric Coop. A copy of the contract will be provided by the City. 5. Gas Franchise The City of Corsicana has a gas franchise agreement with Atmos Energy. A copy of the agreement will be provided by the City. 6. Cable TV Franchise The City of Corsicana has a cable TV franchise agreement with Northland Cable. A copy of the agreement will be provided by the City. 7. Contract Term The initial contract shall be for a one (1) year period commencing on March 1, 2017. The audit will cover 2016 Fiscal year revenues. The City shall have the option to extend the term of the contract for two (2) additional one- year periods. 8. Invoices The City will accept invoices no more frequently than once per month. Each invoice shall be accompanied by records fully detailing the basis for fees. The City will endeavor to pay all invoices completely within thirty (30) days of acceptance of the invoice, except for items questioned. The City will make every effort to notify the Consultant within ten (10) days of receipt of invoice of any items questioned. The Consultant shall prepare verification data for the amount claimed and provide complete cooperation during such investigation of any areas in the invoice subject to question. 9. Price & Cost Adjustments The prices offered and accepted must remain firm for the contract term. Proposals will be accepted for individual franchise agreement and revenue audit. 10. Conflict of Interest Consultant will disclose any potential conflict of interest the firm may have due to other clients, current or former employees, contracts or interest associated with this agreement by completing and submitting a Conflict of Interest Questionnaire Form CIQ. 11. Independent Consultant The Consultant is an independent Consultant under this Agreement. Personal services provided by the Consultant shall be by employees of the Consultant and subject to supervision by the Consultant, and not as officers, employees, or agents of the City. Personnel policies, tax responsibilities, social security, health insurance, City of Corsicana Franchise Audit RFP 2017 Page 5 of 12

employee benefits, purchasing policies and other similar administrative procedures applicable to services rendered under this Contract shall be those of the Consultant. 12. Reasonable Travel Expenses If applicable, Consultant may charge the City for actual travel expenses (at Consultant s cost), if receipts and other documentation are provided with invoices. No costs for travel, meals, or accommodations shall be incurred or charged to the City, unless prior approval is obtained from the City s authorized representative. Expenses shall not include any postage, telephone toll charges, basic office supplies, or other charges incurred in the normal course of business. PART II SCOPE OF SERVICES 1. Scope of Services Proposals from qualified firms must describe in detail the methodology, strategies, and timelines to be included in the analysis and audit plan for examining records in order to determine accuracy of the revenue due to the City. The scope of services shall include, but not necessarily be limited to the following: Objectives and Expectations Determine terms of the existing agreements under which businesses within the City operate. Perform audit services of records, for those businesses to determine if businesses operating within the City are reporting and remitting to the City of Corsicana in accordance with the existing agreements. Deliverables Provide a comprehensive report that analyzes the City s franchise fees. PART III TERMS AND CONDITIONS 1. Standards of Performance 1.1 The performance of all services by the Consultant under this Agreement will be by persons appropriately licensed or registered under State, local and Federal laws. 1.2 In performing all services under this Agreement, the Consultant will use that degree of care and skill ordinarily exercised for similar projects by professional firms who possess special expertise in the types of services involved under this Agreement. 1.3 Any provisions in this Agreement pertaining to the City s review, approval and/or acceptance of written materials prepared by the Consultant and/or its sub-consultants in connection with this Agreement will not diminish the Consultant s responsibility for the materials. City of Corsicana Franchise Audit RFP 2017 Page 6 of 12

1.4 The Consultant will perform all of its services in coordination with the City. The Consultant will advise the City of data and information the Consultant needs to perform its services and the Consultant will meet with City representatives at mutually convenient times to assemble this data and information. 1.5 In performing all services under this Agreement, the Consultant will comply with all local, State and Federal laws. 2. City s Responsibilities 2.1 The City will provide information to the Consultant regarding the City s requirements for the Consultant s services under this Agreement. The City will furnish the Consultant with copies of official data and information in the City s possession needed by the Consultant, at the Consultant s request. 2.2 The City will designate an authorized representative to act on the City s behalf with respect to this Agreement. The City will examine documents and information submitted by the Consultant, and promptly render responses to the Consultant on issues requiring a decision by the City. 3. Consultant s Records 3.1 All expense records of the Consultant will be kept on a recognized accounting basis acceptable to the City and will be available to the City at mutually convenient times (applies only if the Consultant is to be reimbursed for any expenses). 3.2 The City, its auditors, and Federal and State agencies that have monitoring or auditing responsibilities for this Agreement will have access to any books, documents, papers and records of the Consultant which are directly pertinent to this Agreement for the purpose of making audit, examination, excerpts, copying and transcriptions. 4. Ownership and Use of Documents 4.1 All documents prepared by the Consultant in connection with this Agreement will become the property of the City whether any project related to this Agreement is executed or not. 4.2 The Consultant will retain all of its records and supporting documentation relating to this Agreement, and not delivered to the City, for a period of three years, except that in the event the Consultant goes out of business during that period, it will turn over to the City all of its records relating to the Project for retention by the City. 5. Term and Termination of Agreement 5.1 The term of this Agreement begins upon its execution by the City, and will City of Corsicana Franchise Audit RFP 2017 Page 7 of 12

end upon the Consultant s completion, and the City s acceptance, of all services described in this Agreement. 5.2 This Agreement may be terminated by either party upon 30 days prior written notice should the other party fail substantially to perform in accordance with its terms through no fault of the party initiating the termination. 5.3 This Agreement may be terminated at will by the City upon at least 60 days prior written notice to the Consultant. 5.4 In the event of termination as provided in this Section, the Consultant will be compensated for all services performed to the termination date which are deemed by the City to be in accordance with this Agreement. This amount will be paid by the City upon the Consultant s delivering to the City all information and materials developed or accumulated by the Consultant in performing the services described in this Agreement, whether completed or in progress. The expense of the reproduction of these items will be borne by the City. 6. Insurance and Indemnity 6.1 The Consultant will hold harmless, indemnify and defend the City and its employees, agents, officers and servants from any and all lawsuits, claims, demands and causes of action of any kind arising from the negligent or intentional acts, errors or omissions of the Consultant, its officers, employees or agents. This will include, but not be limited to, the amounts of judgments, penalties, interest, court costs, reasonable legal fees, and all other expenses incurred by the City arising in favor of any party, including the amounts of any damages or awards resulting from claims, demands and causes of action for personal injuries, death or damages to property. 6.2 The Consultant will procure and maintain at its expense insurance with insurance companies authorized to do business in the State of Texas, covering all operations under this Agreement, whether performed by the Consultant or its agents, sub-consultants or employees. Before commencing the work the Consultant will furnish to the City a certificate or certificates in a form satisfactory to the City, showing that Consultant has complied with this paragraph. All certificates will provide that the policy will not be canceled until at least 30 days written notice has been given to the City, and will name the City as an additional insured on all coverages except workers compensation and professional liability. The kinds and amounts of insurance required are as follows: Workers Compensation Insurance: In accordance with the provisions of the Workers Compensation Act of the State of Texas. Liability Insurance: (1) Commercial general liability insurance with a combined single limit of $500,000 for each occurrence and $500,000 in the aggregate, (2) Motor Vehicle liability insurance in an amount not less than City of Corsicana Franchise Audit RFP 2017 Page 8 of 12

$250,000 for injuries to any one person, $500,000 on account of any one accident and in an amount of not less than $250,000 for property damage. 6.3 The stated limits of insurance required by this Paragraph are minimum only-- they do not limit the Consultant s indemnity obligation, and it will be the Consultant s responsibilities to determine what limits are adequate. These limits may be met by basic policy limits or any combination of basic limits and umbrella limits. The City s acceptance of certificates of insurance that do not comply with these requirements in any respect does not release the Consultant from compliance with these requirements. 7. Miscellaneous Provisions 7.1 The City reserves the right to accept or reject, in part or in whole, any portion of a proposal and/or reject all proposals when in its judgment such action is deemed necessary and in the best interest of the City. The City also reserves the right to waive or dispense with any of the formalities contained herein regarding the proposal. 7.2 Omissions and incomplete responses, which materially affect the City s ability to evaluate a proposal, may render the proposal non-responsive. 7.3 This Agreement is governed by the law of the State of Texas. Exclusive venue for any dispute arising under this Agreement is in Navarro County, Texas. 7.4 As to all acts or failures to act by either party to this Agreement, any applicable statute of limitations will commence to run and any alleged cause of action will be deemed to have accrued when the party commencing the cause of action knew or should have known of the existence of the subject act or failure to act. 7.5 The Consultant hereby affirms that Consultant and Consultant s firm have not made or agreed to make any valuable gift whether in the form of service, loan, thing, or promise to any person or any of his/her immediate family, having the duty to recommend, the right to vote upon, or any other direct influence on the selection of Consultants to provide professional services to the City within the two years preceding the execution of this Agreement. 7.6 In performing the services required under this Agreement, the Consultant will not discriminate against any person on the basis of race, color, religion, sex, national origin, age or disability. 7.7 All references in this Agreement to any particular gender are for convenience only and will be construed and interpreted to be of the appropriate gender. The term will is mandatory in this Agreement. 7.8 Should any provision in this Agreement be found or deemed to be invalid, this Agreement will be construed as not containing the provision and all other provisions which are otherwise lawful will remain in full force and effect, and City of Corsicana Franchise Audit RFP 2017 Page 9 of 12

to this end the provisions of this Agreement are declared to be severable. 7.9 All services provided pursuant to this Agreement are for the exclusive use and benefit of the City. 7.10 The City is governed by the Texas Public Information Act (the Act ), Chapter 552 of the Texas Government Code. This Agreement and all written information generated under this agreement may be subject to release under the Act. The Consultant shall not make any reports, information, data, etc. generated under this Agreement available to any individual or organization without the written approval of the City. 7.11 The City and the Consultant, respectively, bind themselves, their partners, successors, assigns and legal representatives to the other party to this Agreement and to the partners, successors, assigns and legal representatives of such other party with respect to all covenants of this Agreement. The City and the Consultant may not assign, sublet or transfer any interest in this Agreement without the written consent of the other. 7.12 This Agreement represents the entire and integrated Agreement between the City and the Consultant and supersedes all prior negotiations, representations or agreements either written or oral. 7.13 Any exhibits and/or attachments attached to this Agreement are incorporated by reference into this Agreement as though included verbatim herein. 7.14 In the event of any conflict between these Terms and Conditions and the provisions of any exhibit or attachment to this Agreement, these Terms and Conditions will govern and control. 8. Proposal Format Section 1 Cover Letter - Proposal overview and introduction of the organization to include background information, management structure, related qualifications to perform the services, years in business, etc. Section 2 Names, qualifications, experience with similar projects, and proposal chart with responsibilities of key personnel that will be assigned to the engagement along with descriptions of the responsibilities. Section 3 Provide at least three references for similar service including the company name, address, contact person, phone number, email and length of service. Section 4 Technical Proposal Include sample contract outlining scope of work. Describe in detail the methodology, strategies, and procedures for accomplishing the scope of work specified in this RFP. City of Corsicana Franchise Audit RFP 2017 Page 10 of 12

Section 5 Cost Proposal - Services to be offered are to be clearly delineated with summary of each item and whether it is to be included as part of a base cost or an optional service along with the cost for each item. Section 6 Deliverable Proposal Provide samples of deliverables as described in this RFP including reports and/or interactive reporting website. Section 7 Include any optional services which may be provided to the City as well as any additional information which would be helpful in evaluating the submittal. Section 8 Completed forms: Ethics Commission Form 1295 Conflict of Interest Questionnaire Form CIQ 9. Due Date and Submission The City of Corsicana will accept sealed Proposals for Analysis and Audit of Franchise Collections until 10:00 A.M., on Monday, January 30, 2017, in the City Manager s Office. Proposals received after this time will not be considered. One (1) original and two (2) copies of the response, including all required forms, are required. The original must be marked ORIGINAL. Please mark on the outside of the envelope and on any carrier s envelope: RFP for Analysis and Audit of Municipal Government Hotel Occupancy Tax Reporting and Collections and/or Audit of Sales Tax Collections", and send to: City of Corsicana Administration City Manager s Office 200 N. 12 th Street Corsicana, Texas 75110 Electronic transmission or facsimile of Proposals will not be accepted. Proposals will be opened on Monday, January 30, 2017 at 10:00 A.M. Attendance is not required. 10. Selection Process All proposals received by the City in response to this RFP will be reviewed by City staff. A short list of firms may be identified for interviews. As required under Local Government Code 2254, upon appropriate evaluation of all submitted proposals, the City will rank up to three Candidates that it considers to be the most qualified to provide services to the City of Corsicana. Proposals will be assessed against evaluation criteria below. City staff will recommend a qualified firm to the Corsicana City Council. The City Council will make the final selection of the consultant on or after February 13,2017. Notification of proposal acceptance may be made via e-mail or written formal confirmation. The City City of Corsicana Franchise Audit RFP 2017 Page 11 of 12

will select the proposal that offers the best value for the City based upon the selection criteria below. 11. Selection Criteria 30% - Experience and qualifications 30% - Cost 20% - Project team, methodology, and timeline 20% - References 12. Questions and Contacts Questions regarding this RFP may be directed to Virginia Richardson, Director of Finance, at grichardson@ci.corsicana.tx.us not less than four business days prior to the proposal due date. All questions must be submitted in writing. Telephone inquiries will not be considered. 13. Signature Signature Date Title Company Name City of Corsicana Franchise Audit RFP 2017 Page 12 of 12