2025 Audit Services RFP St_ Marys FINAL.pdf

City of St. Marys

Request for Proposals

External Audit Services

Due Date: August 26, 2025 – 2:00 PM EST

Mailing and Hand Delivery Address:

ATTN: Sarah Lee

418 Osborne Street

St. Marys, Georgia 31558

REQUEST FOR PROPOSALS

EXTERNAL AUDIT SERVICES

THE CITY OF ST. MARYS GEORGIA IS ISSUING THIS REQUEST FOR PROPOSALS

(RFP) FOR FINANCIAL AND COMPLIANCE AUDITS AND OTHER ITEMS DESCRIBED

HEREIN.

Inquiries for Technical Information Should be Directed To:

Marsha Klecan– Finance Director

418 Osborne Street

St. Marys, GA 31558

(912) 510-4020 mklecan@stmarysga.gov

Inquiries for Procurement Information Should Be Directed To:

Sarah Lee – Purchasing

418 Osborne Street

(912) 510-4045 slee@stmarysga.gov

Completed proposals must be received at the address shown above by August 26, 2025, at 2:00

PM EST. Proposals must be received by the date and time specified. Late proposals will be disqualified. In order to be considered for selection, auditors must submit a complete response to the RFP. Incomplete proposals will not be considered if the omissions are determined to be significant. Neither faxed nor emailed submissions will be accepted. Proposals must be submitted in three parts:

(A) One (1) complete signed original of the Request for Proposals (signatures are required below and at the end of Attachment B);

(B) Three (3) copies of the Technical Proposal; and

(C) One (1) original of the Cost Proposal. The Cost Proposal must be submitted in a separate sealed envelope which specifies the name of the auditing firm and the following language: “City of St. Marys – External Audit Services” on its face.

The City of St. Marys reserves the right to reject any and all proposals submitted and to request additional information from all proposers. The City, at its sole discretion, reserves the right to mailto:mklecan@stmarysga.gov mailto:slee@stmarysga.gov award to the vendor who offers the services that best serve the interests of the City of St. Marys.

Any contract awarded will be awarded to the auditor, who, based upon evaluation of all proposals, is determined to have submitted the best proposal, considering both technical factors and cost.

In compliance with this request for proposals and to all the conditions imposed herein, the undersigned offers and agrees to furnish the services in accordance with the attached signed proposal.

“I certify that this proposal is made without prior understanding, agreement or connection with any corporation, firm or person submitting a proposal for the same materials, supplies, or equipment, and is in all respect fair and without collusion or fraud. I understand that collusive bidding is a violation of the State of Georgia and Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this proposal and certify that I am authorized to sign this proposal for the bidder. (O.C.G.A. 50-5-67). I further certify that the provisions of the official code of Georgia annotated 45-10-20 et seq.

have not and will not be violated in any respect.”

Name and Address of Firm:

FEI Number: _________________________________________

Telephone: ___________________________________________

By: _________________________________________________ Please Print Name Here

Signature In Ink

Title: _______________________________________________

Email address: ________________________________________

Date: _______________________________________________

TABLE OF CONTENTS

I. GENERAL INFORMATION

A. PURPOSE

B. ANTICIPATED SCHEDULE OF EVENTS

II. CITY OF ST. MARYS AND RECORDS INFORMATION

III. STATEMENT OF NEEDS

A. AUDIT REQUIREMENTS

B. AUDIT OBJECTIVES…………………………………………………………………..2

C. REPORTING AND DELIVERY REQUIREMENTS

IV. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS

A. GENERAL PROPOSAL PREPARATION REQUIREMENTS

B. SPECIFIC PROPOSAL PREPARATION REQUIREMENTS

1. TECHNICAL COMPONENT OF PROPOSAL

2. COST COMPONENT OF PROPOSAL

V. EVALUATION AND AWARD CRITERIA

A. TECHNICAL FACTORS

B. COST FACTORS

VI. GENERAL TERMS AND CONDITIONS

A. APPLICABLE LAW AND COURTS

B. ETHICS IN PUBLIC CONTRACTING

C. DEBARMENT STATUS

D. MANDATORY USE OF TERMS AND CONDITIONS

E. CLARIFICATION OF TERMS

F. INVOICES

G. PAYMENT TERMS

H. ASSIGNMENT OF CONTRACT

I. CHANGES TO THE CONTRACT

J. DEFAULT

K. PRECEDENCE OF TERMS

VII. SPECIAL TERMS AND CONDITIONS

A. QUALIFICATIONS OF AUDITORS

B. CANCELLATION OF CONTRACT

C. AUDIT

D. REVIEW AND MONITORING

E. CONTRACT PERIOD

F. CONTRACT LIMITATIONS

G. ADDITIONAL AUDIT WORK

H. IDENTIFICATION OF PROPOSAL ENVELOPE

I. INDEMNIFICATION

J. SUBCONTRACTS

K. PROPRIETARY INFORMATION

L. OFFICE HOURS/LOCATION/PARKING

M. INTEGRATED AGREEMENT

N. WORKERS' COMPENSATION

O. SOCIAL SECURITY/EMPLOYMENT TAXES

P. HIGHER LEVEL AUDIT SERVICES

Q. CHANGES IN AUDITING STANDARDS/FEDERAL REQUIREMENTS

R. RATES FOR ADDITIONAL PROFESSIONAL SERVICES

ATTACHMENT A: CITY OF ST. MARYS AND RECORDS INFORMATION

ATTACHMENT B: MANDATORY PRE-QUALIFICATION FORM……….……………….27

ATTACHMENT C: MODEL FORMAT OF PROPOSAL……………………….…………….32

ATTACHMENT D: FORM OF AGREEMENT……………………………………………….36

IMMIGRATION & SECURITY FORMS…………………...………………………………….42

AFFIDAVIT FOR PUBLIC BENEFIT………………………...………………………………..45

LOCAL VENDOR ORDINANCE………………………………………………………………46

I. GENERAL INFORMATION

A. PURPOSE

The purpose of this Request for Proposals is to establish a contract for the professional services of a Certified Public Accountant (the "auditor") for financial and compliance audits. The Auditor must be registered as a Public Accountant in the State of Georgia and must provide a list of 10 current clients in the State of Georgia. The contract will be for five (5) consecutive fiscal years beginning with the fiscal year ended June 30, 2026, and ending with the fiscal year ended June 30, 2031 with two one-year options, subject to annual review and the annual availability of an appropriation for audit services by the City of St. Marys.

B. ANTICIPATED SCHEDULE OF EVENTS

The tentative timetable for this RFP is presented below:

Activity Target Date

Issue Request for Proposals July 28, 2025

Proposals due by 2:00 PM EST August 26, 2025

Selection Recommendation(s) September 26, 2025

Approval and Award October 6, 2025

II. CITY OF ST. MARYS AND RECORDS INFORMATION

Information regarding the City of St. Marys’ records, systems, procedures, expenditure levels, and other relevant data is included as Attachment A to this Request for Proposals.

Copies of prior audit reports, internal control survey documents, management letters, financial statements, budgets and other documents relevant to the audit engagement may be viewed on the City website at www.stmarysga.gov or by appointment by contacting the technical information coordinator listed on the cover page of this RFP.

http://www.stmarysga.gov/

III. STATEMENT OF NEEDS

A. AUDIT REQUIREMENTS

As required by the Official Code of Georgia Annotated, the audit shall be conducted in accordance with Generally Accepted Auditing Standards in the United States of

America, promulgated by the American Institute of Certified Public Accountants

(AICPA) and in accordance with the standards applicable to financial audits contained in Government Auditing Standards issued by the Comptroller General of the United

States. If a Single Audit is required as a part of the annual audit, the audit shall be performed in accordance with American Institute of Certified Public Accountants

(AICPA) Standards, Government Auditing Standards (GAAS), the Single Audit Act

Amendments of 1996, and the Office of Management and Budget (OMB) Circular A-

133, Audits of States, Local Governments, and Non-Profit Organizations

B. AUDIT OBJECTIVES

The audit shall be designed to accomplish the following objectives:

1. To determine whether the financial statements present fairly, in all material respects, the respective financial position of the governmental activities, the business-type activities, the aggregate discretely presented component units, each major fund, and the aggregate remaining fund information and the respective changes in financial position and, where applicable, cash flows, thereof, and the respective budgetary comparison for the major governmental funds in conformity with accounting principles generally accepted in the United States of America. In addition, to determine whether the combined and individual nonmajor fund financial statements are fairly stated in all material respects in relation to the basic financial statements taken as a whole.

2. Obtain an understanding of internal control over financial reporting sufficient to plan the audit by performing procedures to understand both the design of controls relevant to an audit of financial statements and whether they have been placed in operation, and assess control risk, in accordance with the American Institute of

Certified Public Accountants Statement on Auditing Standards (SAS) Number 55, Consideration of Internal Control in a Financial Statement Audit, as amended by

SAS Number 78, Consideration of Internal Control in a Financial Statement Audit:

An Amendment to SAS No. 55; and SAS No. 94, The Effect of Information

Technology on the Auditor’s Consideration of Internal Control in a Financial

Statement Audit.

3. Provide reasonable assurance that the financial statements are free of material misstatements resulting from violations of laws and regulations that have a direct and material effect on the determination of financial statement amounts in accordance with SAS Number 54, Illegal Acts by Clients, as described in SAS

Number 74, Compliance Auditing Considerations in Audits of Governmental

Entities and Recipients of Governmental Financial Assistance, and to provide reasonable assurance about whether the financial statements are free of material misstatements (whether caused by error or fraud), as described in SAS Number 99, Consideration of Fraud in a Financial Statement Audit, and SAS Number 47, Audit

Risk and Materiality in Conducting an Audit (as amended by SAS Nos. 82, 96, and

98). The Codification of Statements on Auditing Standards, Section AU 317, requires the auditor to consider laws and regulations that are generally recognized by auditors to have a direct and material effect on the determination of financial statement amounts. The auditors’ responsibility to detect and report misstatements resulting from illegal acts having a direct and material effect on the determination of financial statement amounts is the same as that for misstatements caused by error or fraud. In addition, the auditor should be aware of the possibility that illegal acts that may, in particular circumstances, be regarded as having material but indirect effects on financial statements may have occurred. If specific information comes to the auditors’ attention that provides evidence concerning the existence of possible illegal acts that could have a material indirect effect on the financial statements, the auditor should apply audit procedures specifically directed to ascertaining whether an illegal act has occurred.

4. To assure the audit is done in accordance with all SAS in effect for the year being audited.

(Additional Requirement for Audit in Accordance with Government Audit

Standards)

5. Provide reasonable assurance of detecting material misstatements resulting from violations of provisions of contracts or grant agreements that have a direct and material effect on the determination of financial statement amounts or other financial data significant to the audit objectives. If specific information comes to the auditors’ attention that provide evidence concerning the existence of possible violations of provisions of contracts or grant agreements that could have a material indirect effect on the determination of financial statement amounts or other financial data significant to the audit objectives, auditors should apply audit procedures specifically directed to ascertain whether violations of provisions of contracts or grant agreements have occurred or are likely to have occurred. In addition, auditors should be alert to situations or transactions that could be indicative of abuse, and if indications of abuse exist that could significantly affect the financial statement amounts or other financial data, auditors should apply audit procedures specifically directed to ascertain whether abuse has occurred and the effect on the financial statement amounts or other financial data.

6. To consider the results of previous audits and attestation engagements and follow up on known significant findings and recommendations that directly relate to the objectives of the audit being undertaken.

7. To ensure that audit documentation related to planning, conducting, and reporting on the audit should contain sufficient information to enable an experienced auditor who has had no previous connection with the audit to ascertain from the audit documentation the evidence that supports the auditors’ significant judgments and conclusions. Audit documentation should contain support for findings, conclusions, and recommendations before auditors issue their report.

(Additional Requirements for Audit in Accordance with the Single Audit Act and

OMB Circular A-133)

8. To determine whether the government entity complied with laws, regulations, and the provisions of contracts or grant agreements pertaining to federal awards that have a direct and material effect on each major program. With regard to internal control over compliance, the auditor is required to do the following (in addition to meeting the requirements of Government Auditing Standards): (1) perform procedures to obtain an understanding of internal control over federal programs that is sufficient to plan the audit to support a low assessed level of control risk for major programs, (2) plan the testing of internal control over major programs to support a low assessed level of control risk for the assertions relevant to the compliance requirements for each major program, and (3) perform tests of internal control (unless the internal control is likely to be ineffective in preventing or detecting noncompliance).

(Additional Requirements for Audits Conducted in Accordance with the Official

Code of Georgia Annotated)

9. To verify and test the Schedule of Nonpublic Funds, including the beginning balance of unexpended nonpublic funds, receipts and expenditures of nonpublic funds, and the ending balance of nonpublic funds for each fiscal year, sufficient to express an opinion in accordance with generally accepted government auditing standards as required by the Official Code of Georgia Annotated, Section 50-8-35.

10. To verify and test expenditures of the government’s Special Purpose Local Option

Sales Tax proceeds. In accordance with the Official Code of Georgia Annotated, Section 48-8-121, a schedule shall be included in each annual audit which shows for each project in the resolution or ordinance calling for imposition of the Special

Purpose Local Option Sales Tax the original estimated cost, the current estimated cost if it is not the original estimated cost, amounts expended in prior years, and amounts expended in the current year. The auditor shall verify and test expenditures sufficient to provide assurance that the schedule is fairly presented in relation to the financial statements. The auditor’s report on the financial statements shall include an opinion, or disclaimer of opinion, as to whether the schedule is presented fairly in all material respects in relation to the financial statements taken as a whole.

11. To verify and test expenditures of the government’s proceeds from the Governor’s emergency fund or a special project appropriation in accordance with the Official

Code of Georgia Annotated, Section 36-81-8.1. A properly completed grant certification form shall be filed on each grant with the annual audit report for each year in which such grant funds are expended or remain unexpended. If required under this Code section, the auditor shall certify that the grant funds were used solely for the express purpose or purposes for which the grant was made. The

Georgia Department of Audits and Accounts can assist with the identification of grants subject to these reporting requirements and has a Grant Certification package available containing instructions and example formats.

C. REPORTING AND DELIVERY REQUIREMENTS

The auditor will prepare the required audit reports including those required by

Government Auditing Standards and Office of Management and Budget Circular A-

133 and the Official Code of Georgia Annotated at the completion of the audit.

1. a. Standard Report on the Financial Statements.

Reference should be made that the audit was conducted in accordance with generally accepted government auditing standards. Auditors should include in their report on the financial statements either a (1) description of the scope of the auditors’ testing of internal control over financial reporting and compliance with laws, regulations, and provisions of contracts or grant agreements and the results of those tests or (2) reference to the separate report(s) containing that information. If auditors report separately, the opinion or disclaimer should contain a reference to the separate report containing this information and state that the separate report is an integral part of the audit and should be considered in assessing the results of the audit.

The auditor’s report on the financial statements should include an opinion, or disclaimer of opinion, as to whether the Schedule of Projects Constructed With

Special Purpose Local Option Sales Proceeds is presented fairly in all material respects in relation to the financial statements taken as a whole.

b. Report on Internal Controls.

A report on reportable conditions is required and may be written or oral in accordance with the American Institute of Certified Public Accountants’

Codification of Statements on Auditing Standards, Section AU 325.

Report on Compliance and on Internal Control Over Financial Reporting Based on an Audit of Financial Statements Performed in Accordance with

Government Auditing Standards. The report should describe the scope of the auditor’s testing of compliance with laws and regulations and present the results of those tests. The report should also describe the scope of the auditor’s testing of internal control and present the results of those tests. Also separate identification and written communication of all reportable conditions, including those reportable conditions that are individually or cumulatively material weaknesses, is required. As stated in paragraph 5.12 of Government

Auditing Standards, “auditors should report, as applicable to the objectives of the audit (1) deficiencies in internal control considered to be reportable conditions as defined in AICPA standards, (2) all instances of fraud and illegal acts unless clearly inconsequential, and (3) significant violations of provisions of contracts or grant agreements and abuse”.

If in any one year a single Audit is needed, please include those required by

Government Auditing Standards.

c. Report on Compliance With Requirements Applicable to Each Major Program and on Internal Control Over Compliance in Accordance With OMB Circular

A-133. The auditor is required to express an opinion on whether the government entity complied with laws, regulations, and with the provisions of contracts or grant agreements which could have a direct and material effect on each major program and, where applicable, refer to a separate schedule of findings and questioned costs. The report on internal control over major programs should describe the scope of testing internal control and the results of the tests, and, where applicable, refer to a separate schedule of findings and questioned costs.

If in any one year a single Audit is needed

d. In accordance with OMB Circular A-133, the auditor’s report(s) may be in the form of either combined or separate reports. The auditor’s report(s) shall include an opinion as to whether the financial statements are presented fairly in all material respects in conformity with generally accepted accounting principles and an opinion as to whether the schedule of expenditures of federal awards is presented fairly in all material respects in relation to the financial statements taken as a whole. Auditors should follow the guidance contained in the American Institute of Certified Public Accountants’ Audit Guide: Audits of

States, Local Governments, and Not-for-Profit Organizations Receiving Federal

Awards (Chapter 10 contains guidance on auditor reporting requirements and other communication considerations).

If in any one year a single Audit is needed

e. In accordance with OMB Circular A-133, a schedule of findings and questioned costs is required and should include the following three sections: (1) a summary of the auditor’s results; (2) findings related to the financial statements that are required to be reported in accordance with generally accepted government auditing standards; and (3) findings and questioned costs for federal awards.

f. Report on Grants to Municipalities program, as defined in the Official Code of

Georgia Annotated, Sections 36-40-40 and 36-40-20.

2. An electronic copy of the above reports is required in a format compatible with being inserted as part of the government’s Comprehensive Annual Financial Report.

3. A written management letter containing matters not included in the auditor's report on compliance and on internal control over financial reporting shall be prepared and presented to the government entity's director at the conclusion of each audit. This letter shall address all exceptions in accounting practices, immaterial instances of noncompliance with laws and regulations, and deficiencies in the internal control that are not reportable conditions as defined in American Institute of Certified

Public Accountants Codification of Statements on Auditing Standards, Section AU

325. Such immaterial instances of noncompliance and deficiencies in internal control that are not reportable conditions should be referred to in the report on compliance and on internal control over financial reporting (see Government

Auditing Standards, paragraphs 5.16 and 5.20). It is important to note that all audit findings required to be reported under OMB Circular A-133 must be included in the schedule of findings and questioned costs; a separate letter may not be used to communicate such matters to top management in lieu of reporting them as audit findings in accordance with OMB Circular A-133. The auditor must offer recommendations for appropriate corrective action for each item contained in the management letter.

4. Any other reports required shall be submitted to the City of St. Marys upon request.

5. A preliminary draft of all reports shall be submitted to the City at lease two (2) weeks prior to their required release date. The City will review and approve the release of all draft reports. Draft reports should be submitted to

Marsha Klecan, Finance Director

418 Osborne Street mklecan@stmarysga.gov.

6. The auditor shall send copies of the reports listed above directly to:

Marsha Klecan, Finance Director

418 Osborne Street mklecan@stmarysga.gov

IV. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS

A. GENERAL PROPOSAL PREPARATION REQUIREMENTS

1. Proposal Preparation

a. An authorized representative of the auditor shall sign proposals. All information requested must be submitted. The mandatory requirements listed in

Part IV, Section B, Paragraph 1b are required by law, regulation or will not be waived and are not subject to negotiation.

b. Proposals shall be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

c. Each copy of the technical proposal shall be bound in a single volume and relate solely to the response to the RFP. Nothing shall be included in the technical proposal which would indicate, in whole or in part, the cost component of the proposal or would be otherwise indicative of the dollar amount associated with the technical proposal. All cost component documentation should be included in a separate sealed envelope clearly labeled as to contents. Proposals should be organized in accordance with Attachment C: Model Format of Proposal.

d. Ownership of all data, materials and documentation prepared for and submitted to the City in response to the RFP shall belong exclusively to the City of St.

Marys and will be considered a record prepared and maintained or received in the course of operations of a public office or agency and subject to public inspection in accordance with the Georgia Open Records Act, Official Code of

Georgia Annotated, Section 50-18-70, et. seq., unless otherwise provided by law.

2. Oral presentation: Auditors who submit a proposal in response to the RFP may be required to give an oral presentation of their proposal to the City of St. Marys representatives. This provides an opportunity for the auditor to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not contemplate or authorize negotiation. Oral presentation is an option of the City in its sole discretion at the City of St. Mary’s request.

3. Costs incurred to prepare a proposal are solely those of the proposer. Nothing contained within this RFP is indicative of intent by the City of St. Marys to reimburse the proposer, in whole or in part, for any costs associated with preparation, submission, or presentation of proposals.

B. SPECIFIC PROPOSAL PREPARATION REQUIREMENTS

Proposals shall be as thorough and detailed as possible, allowing the City of St. Marys to properly evaluate the auditor's capabilities in providing the required services.

Proposals should be organized in accordance with Attachment C: Model Format of

Proposal. Offerors shall submit the following items as a complete proposal:

a. The return of this complete RFP signed and filled out as required.

b. The completed Mandatory Pre-Qualification Form, Attachment B. The purpose of the Mandatory Pre-Qualification Form is to determine if the auditor meets the following mandatory criteria:

• The proposer is properly licensed for public practice as a certified public accountant in the State of Georgia.

• The proposer meets the independence requirements of the Government

Auditing Standards issued by the Comptroller General of the United

States.

• The auditor's staff working on or associated with the engagement must meet the continuing education requirements of the Government Auditing

Standards.

• The auditor does not have a record of substandard audit work.

• The proposer agrees to abide by the terms and conditions established in

Section VI, General Terms and Conditions and Section VII, Special Terms and Conditions.

Failure to meet the mandatory criteria will result in the immediate rejection of the entire proposal, and no evaluation of the technical component or the cost proposal will be made.

1. TECHNICAL COMPONENT OF PROPOSAL

A. Detailed written narrative statements on each of the following:

1. A description of the auditor's firm rendering the proposal, including whether the firm is international, national, regional, or local; the number of years in business; and the number of employees in the local office.

2. Experience in providing the services described herein, including relevant knowledge of and experience in applying applicable Federal and State of

Georgia regulations.

3. Biographies, including experience of the individuals who will be assigned to the engagement, relevant experience of each in performing financial and compliance audits of entities similar to the City of St. Marys, and recent

(past 24 months) continuing professional education of each individual assigned to the engagement.

4. A work plan to accomplish the scope defined in Section III of the RFP, including information on the timing of field work, and any overview and start-up work that would be required in the first audit year. Include the approximate date the audit will begin and end for the first year, as well as the approximate dates for delivery of the required reports. The work plan must include time estimates for and identification of each significant segment of the work, as well as the staff level to be assigned. The work plan must also include an explanation of the audit methodology to be followed to perform the services required in this request for proposals. The planned use of specialists must also be specified. When developing the work plan, reference should be made to relevant sources, including the government entity's budget and related materials, organizational charts, programs, and financial and other management information systems. A

PBC (Prepared by Client) list shall be submitted, which lists all schedules, documents, and other information that the City is expected to prepare in advance of the audit. It should clearly identify the anticipated deliverables, including format and timing expectations, to ensure adequate preparation and efficient audit execution. Proposers will be required to provide the following information on their audit approach:

a. Sampling techniques and the extent to which statistical sampling may be used in the engagement;

b. Extent of the use of ERP software in the engagement;

c. Type and extent of analytical procedures that may be used in the engagement.

d. Approach to be taken to gain and document an understanding of the government entity's internal control;

e. Approach to be taken in determining laws and regulations that will be subject to audit test work; and

f. Approach to be taken in drawing audit samples for purposes of tests of compliance.

5. The proposal should identify and describe anticipated audit problems (if any), the firm's approach to resolving these problems, and any special assistance that will be requested from the City of St. Marys.

6. For the firm's office that would be assigned responsibility for the audit, list the most significant audit engagements on the State of Georgia (maximum of five) performed in the last three (3) years that are similar to the engagement described in this request for proposals. These engagements should be ranked on the basis of total staff hours. Indicate the scope of work, date, engagement partner(s), total hours, and the name and telephone number of the client contact.

b. There should be no dollar units or total costs included in the technical component of the proposal.

2. COST COMPONENT OF PROPOSAL

For use following the technical phase of the procurement, the following information must be included in a separate sealed envelope marked "For Cost Phase Only" as specified in this RFP, Section VII, Part H:

➢ Total hours required to complete the engagement for each year by personnel levels (i.e., total hours for partner, manager, supervisor, senior, and junior).

➢ Total fees for audit services for each year.

➢ An amount of professional services, in hours, is allowed each year without additional cost to the City of St. Marys. Such services will not be directly related to the annual audit.

A separate cost proposal is required for each year of the contract period specified in

Section VII, Part E of this Request for Proposals.

Out-of-pocket expenses for firm personnel (e.g., travel, lodging and subsistence) will be reimbursed at the rates used by the City of St. Marys for its employees. All estimated out-of-pocket expenses to be reimbursed must be presented in the sealed dollar cost bid in the format recommended in Attachment C. All expense reimbursements will be charged against the total, all-inclusive maximum price submitted by the firm. By submitting a proposal, the proposer certifies that the firm will accept reimbursement for travel, lodging, and subsistence at the prevailing rates for employees of the City of St. Marys.

V. EVALUATION AND AWARD CRITERIA

The following factors will be considered during the evaluation:

A. TECHNICAL FACTORS

1. Responsiveness of the proposal in clearly stating an understanding of the work to be performed, including making all required statements and affirmations. Proposals should be organized in accordance with Attachment C: Model Format of Proposal.

The following elements will be considered:

• Appropriateness and adequacy of proposed procedures.

• Necessity of procedures.

• Reasonableness of time estimates.

• Appropriateness of assigned staff levels.

• Timeliness of projected completion.

2. Technical experience of the firm.

3. Qualifications of staff, including recent pertinent continuing education.

4. Size and structure of the firm.

5. Prior experience with the firm with emphasis on report and work paper quality and track record of meeting agreed-upon delivery dates.

B. COST FACTORS

Although cost is a significant factor, it will not be the dominant factor. Cost will be given more importance when all the other evaluation criteria are relatively equal. The general approach is to first identify all qualified, responsive proposers and then to award the audit to the lowest cost proposer in that group.

If there is reason to believe that an unreasonably low proposal has been made, it will be rejected. One method of measuring reasonableness is to divide the proposed cost by a reasonable average hourly rate to determine the number of hours of effort that might be expected.

Any proposal that does not include all the required statements and affirmations called for in this RFP will be automatically rejected as not being responsive.

VI. GENERAL TERMS AND CONDITIONS

A form of Agreement for Audit Services to be executed between the auditor and the City of St.

Marys is included herein as Attachment D. Sections VI and VII contain general and special terms and conditions which will be incorporated into the Agreement by reference.

A. APPLICABLE LAW AND COURTS

This solicitation and any resulting contract shall be governed in all respects by the laws of the State of Georgia. The auditor shall comply with applicable federal, state, and local laws and regulations.

B. ETHICS IN PUBLIC CONTRACTING

By submitting their proposals, all auditors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other auditor, supplier, manufacturer or subcontractor in connection with their proposals, and that they have not conferred on any City of St.

Marys employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged. Auditors specifically certify by submitting their proposal that they are not in violation of the Official Code of Georgia Annotated, Sections 16-

10-2 and 16-10-22, for acts of bribery and/or conspiracy in restraint of free and open competition in transactions with state or political subdivisions.

C. DEBARMENT STATUS

By submitting their proposals, all auditors certify that they are not currently debarred from submitting bids or proposals on contracts by any agency of the State of Georgia or the federal government, nor are they an agent of any person or entity that is currently debarred from submitting bids on contracts by any agency of the State of Georgia or the federal government.

D. MANDATORY USE OF TERMS AND CONDITIONS

Return of the complete document is required. Modification of or additions to the

General Terms and Conditions of the solicitation may be cause for rejection of the proposal; however, the City of St. Marys reserves the right to decide on a case-by-case basis, in its sole discretion, whether or not to reject such a proposal.

E. CLARIFICATION OF TERMS

If any prospective auditor has questions about the specifications or other solicitation documents, the prospective proposer should contact the person listed for Technical

Information inquiries no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the City.

F. INVOICES

All interim and final invoices for services ordered, delivered and accepted shall be submitted by the auditor to:

City of St. Marys

Attn: Marsha Klecan

418 Osborne Street for approval before payment by the City.

G. PAYMENT TERMS

The City of St. Marys will make payment within 30 days of receipt of a proper invoice for interim and final billings, provided that the billing has been approved by the City.

H. ASSIGNMENT OF CONTRACT

A contract shall not be assignable by the auditor in whole or in part without the written consent of the City of St. Marys

I. CHANGES TO THE CONTRACT

The City of St. Marys may order changes within the general scope of the contract at any time by written notice to the auditor. Changes within the scope of the contract include, but are not limited to, things such as the place of delivery. The auditor shall comply with the notice upon receipt. The auditor shall be compensated for any additional costs incurred as the result of such order and shall give the City of St. Marys a credit for any savings. Said compensation shall be determined by mutual agreement between the City of St. Marys and the auditor in writing.

J. DEFAULT

In case of failure to deliver goods or services in accordance with the contract terms and conditions, the City of St. Marys, after due notice, may procure them from other sources and hold the auditor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the

City of St. Marys may have.

K. PRECEDENCE OF TERMS

Paragraphs A through J of these General Terms and Conditions shall apply in all instances. In the event there is a conflict between any of the other General Terms and

Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

VII. SPECIAL TERMS AND CONDITIONS

A. QUALIFICATIONS OF AUDITORS

The City of St. Marys may make such reasonable investigations as deemed proper and necessary to determine the ability of the auditor to perform the work, and the auditor shall furnish to the City all such information and data for this purpose as may be requested. The City of St. Marys further reserves the right to reject any bid if the evidence submitted by, or investigations of, such auditor fails to satisfy the City that such auditor is properly qualified to carry out the obligations of the contract and to complete the work/furnish the item(s) contemplated therein.

B. CANCELLATION OF CONTRACT

The City of St. Marys reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the auditor. Any contract cancellation notice shall not relieve the auditor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation. In the event of termination by mutual agreement, the auditor shall be compensated for all hours worked at the specified contractual rate.

If, through any cause other than acts of God, floods, fires, storms, strikes, lockouts, riot, insurrection, acts of the public enemy, war, or other like restrictions beyond the control of the parties rendering performance under the contract impossible, the auditor fails to fulfill in a timely and proper manner obligations under the contract, the City of St.

Marys shall have the right to terminate the contract on written notice to the auditor specifying the effective date of termination.

The auditor shall not be relieved of liability to the governmental entity for damages sustained by virtue of any breach of the contract by the auditor. The City of St. Marys may withhold or require to be withheld any payment to the auditor for the purpose of setoff until such time as the exact amount of damages is agreed upon or is otherwise determined.

In the event of termination for whatever reason all property and finished or unfinished documents, data, studies, and reports prepared by the auditor shall become the property of the City of St. Marys. Nothing contained herein shall prevent the auditor from preparing and maintaining a complete set of workpapers relating to the audit.

C. AUDIT

The auditor hereby agrees to retain all books, records, working papers, and other documents relative to this contract for three (3) years after final payment. The City of

St. Marys, its authorized agents, and federal and state regulatory and grantor agencies, including the Georgia Department of Audits and Accounts, shall have full access to and the right to examine any of said materials during said period at no cost to either the City of St. Marys or any other entity authorized to examine said materials.

D. REVIEW AND MONITORING

The City of St. Marys reserves the right to conduct any review it may deem advisable to assure services conform to the specifications. An employee of the City of St. Marys will be designated as audit monitor to discuss issues that need to be resolved and may require periodic progress reports. The monitor will review the financial statements and may provide limited assistance to the auditor by way of comments and suggestions for enhancements to the report prior to its preparation in final form. The monitor will also be available for technical assistance concerning the interpretation of state laws, regulations and policies.

E. CONTRACT PERIOD

The contract period shall be for a period of five (5) years beginning with the fiscal year ended June 30, 2026, through the fiscal year ended June 30, 2031, with two one-year options, subject to annual review and the annual availability of an appropriation for audit services by the City of St. Marys.

F. CONTRACT LIMITATIONS

During the contract period, the auditor agrees not to submit proposals on or perform any accounting, consulting, compilation and review, or any other services outside the scope of this contract for the City of St. Marys without the prior written approval of the

City of St. Marys.

G. ADDITIONAL AUDIT WORK

If, during the audit, any party determines that a change in the scope of the audit work is necessary, the discovering party shall promptly notify the other parties in writing. The parties shall then determine whether the contract shall be amended to provide for an adjustment in the audit work to be performed by the auditor. In no event shall any payment be made for audit work beyond the scope of the original contract until the contract has been amended as provided in Section VII, Item M, Integrated Agreement.

H. IDENTIFICATION OF PROPOSAL ENVELOPE

If a special envelope is not furnished, or if return in the special envelope is not possible, the signed proposal shall be returned in a separate envelope or package, sealed and identified as follows:

From: _________________ Name of Auditor

Due Date

Time

Street, or Box Number

RFP Number

City, State, Zip Code

RFP Title

The envelope shall be addressed as directed on Request for Proposals page of this solicitation. Contained within the envelope will be

1. A completed, signed copy of this Request for Proposals,

2. All information necessary for the technical proposal, and

3. A separate sealed envelope containing the cost information, specifically labeled

"For Cost Phase Only".

Proposals may be hand delivered to the designated location in the office issuing the solicitation. No other correspondence or other proposals should be placed in the envelope.

I. INDEMNIFICATION

The auditor agrees to indemnify, defend and hold harmless the City of St. Marys, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the auditor/any services of any kind or nature furnished by the auditor, provided that such liability is not attributable to the sole negligence of any City of St. Marys employee or to failure of City of St. Marys employees to use the materials, goods, or equipment in the manner described by the auditor on the materials, goods, or equipment delivered.

J. SUBCONTRACTS

No portion of the work shall be subcontracted without prior written consent of the City of St. Marys. In the event that the auditor desires to subcontract some part of the work specified herein, the auditor shall furnish the City of St. Marys the names, qualifications and experience of their proposed subcontractors. The auditor shall, however, remain fully liable and responsible for the work/service to be performed by his/her subcontractor(s) and shall assure compliance with all requirements of the contract.

K. PROPRIETARY INFORMATION

The City of St. Marys will not accept responses to Requests for Proposals in cases where the auditor declares the entire response to the RFP to be proprietary information.

The auditor must designate in the smallest increments possible that part of the proposal which is deemed to be proprietary.

L. OFFICE HOURS/LOCATION/PARKING

Office space and a telephone will be provided for the representative of the auditor to perform all field work. The location of this space will be as close as possible to the location of the accounting records and accounting staff. To the extent possible, schedules and other data will be prepared by the City of St. Marys' accounting department. It is the City of St. Marys’ policy to aid in the audit process where deemed feasible and appropriate to help reduce costs. The audit monitor designated by the City of St. Marys will be responsible for notifying the contractor of the location of the accounting and financial records, City of St. Marys’ office hours, and the availability of parking at the City of St. Marys location.

M. INTEGRATED AGREEMENT

Any resulting contract represents the entire and integrated agreement between the auditor and City of St. Marys and supersedes all prior negotiations, representations, or agreements, whether written or oral. The contract may only be amended by written agreement of the auditor and the City of St. Marys.

N. WORKERS' COMPENSATION

The auditor shall be required at all times during the term of this agreement to subscribe and comply with the Workers' Compensation laws of the State of Georgia and to save harmless the City of St. Marys from any and all liability from or under said act.

O. SOCIAL SECURITY/EMPLOYMENT TAXES

The auditor shall be and remain an independent contractor with respect to all services performed hereunder and shall accept full exclusive liability for the payments of any and all contributions or taxes for Social Security, Unemployment Benefits, pensions, and annuities now or hereafter imposed under any State or Federal laws which are measured by the wages, salaries, or other remuneration paid to persons employed by the auditor on work performed under the terms of this agreement.

The auditor further shall obey or satisfy all lawful rules, regulations, and requirements issued or promulgated under said respective laws by any duly authorized State or

Federal officials. The auditor shall indemnify and save harmless the City of St. Marys from any contributions, taxes, or liability referred to in this article.

P. HIGHER LEVEL AUDIT SERVICES

If the auditor becomes aware that the City of St. Marys is subject to audit requirements that may not be encompassed in the terms of the contract, he or she shall communicate this situation immediately to the City of St. Marys audit monitor, that in accordance with the established contract certain relevant legal, regulatory, or contractual requirements may not be met.

Q. CHANGES IN AUDITING STANDARDS/FEDERAL REQUIREMENTS

As professional auditing standards or Federal auditing requirements change, the auditor shall adjust his/her auditing techniques and reporting formats and criteria so the new standards and requirements are met. Any additional hours used by the auditor as a result of such changes that would cause the auditor to exceed the proposed hours as submitted in the Cost Proposal shall be treated as provided by Section VII, Item G, Additional Audit Work, and Section VII, Item M, Integrated Agreement.

R. RATES FOR ADDITIONAL PROFESSIONAL SERVICES

If it should become necessary for the City of St. Marys to request the auditor to render any additional services to either supplement the services requested in this request for proposals or to perform additional work as a result of the specific recommendations included in any report issued on this engagement, then such additional work shall be performed only if set forth in an addendum to the contract between the City of St.

Marys and the firm. Any such additional work agreed to between the City of St. Marys and the firm shall be performed at the same rates as set forth in the schedule of fees and expenses included in the sealed dollar cost bid.

ATTACHMENT A:

CITY OF ST. MARYS AND RECORDS INFORMATION

The City of St. Marys is a chartered city established in 1787 and located in the southeastern corner of the state of Georgia in Camden County with a population of 18,507. The budget for the audit period of June 30, 2025 for all funds is $79,770,831. Prior year audit reports are available online at www.stmarysga.gov.

The financial statements consist of sixteen governmental-type funds and four enterprise-type funds.

The statements are prepared on the cash basis during the year and adjusted to the modified accrual basis at year-end by the Finance Department. The audit is to be conducted at the individual fund level.

The City of St. Marys utilizes Tyler Technology’s Incode for accounting management. The

Municipal Court System utilizes Courtware Solutions, Inc. The City currently has multiple bank accounts at Ameris Bank and other cash and investment accounts with other secondary banking service providers. The majority of the accounting records are computerized. Maintaining the records and preparing reports are the responsibility of the Finance Director.