267010 Supplement Letter 1.pdf
PDF 140 KB Posted
- Attached to
- RFP No. 267010 Financial Auditing Services
- Solicitation number
- S-KS0043-00016415
- Issued by
- Marion County, Oregon
About this file
This is a Supplemental Information Letter No. 1 issued by the City of Salem Finance Department Contracts & Procurement Division in response to proposer questions regarding Request for Proposals No. 267010 for Financial Auditing Services. The RFP seeks qualified independent public accounting firms to provide comprehensive financial auditing services for the City of Salem, the Urban Renewal Agency of the City of Salem, and the Salem Convention Center. The scope encompasses entity audits, management letters, Annual Comprehensive Financial Reports, financial reports for the Urban Renewal Agency, Single Audits with Schedule of Expenditures of Federal Awards, and agreed-upon procedures engagement for municipal solid waste facility financial assurance certification. The proposal closing date is April 17, 2026 at 4:00 PM local time. The engagement represents a five-year initial contract period beginning July 1, 2026, with four optional one-year renewal periods at the City's discretion. Pre-audit conferences are scheduled no later than June 1 each year, with preliminary fieldwork commencing at mutually agreeable dates. Final audit reports for the City and Urban Renewal Agency are due by December 31, while Salem Convention Center reports are due by August 31.
The prior audit engagement required total fees of $137,250 for all entities, the single audit, and agreed-upon procedures, with the current auditor serving for 10 years and eligible to propose on this engagement. The City indicates no change in scope between fiscal years ending June 30, 2026 and June 30, 2025, though implementation of GASB 103 will have minor impact and fiscal year 2027 will involve implementation of a new Enterprise Resource Planning system. The City maintains a hybrid approach preference for audit performance, incorporating both remote and on-site work to facilitate system access and communication. The accounting records for the Urban Renewal Agency are integrated with City records, while the Salem Convention Center maintains separate primary accounting records with both sets available electronically. Single Audits typically cover one or two major programs annually with no significant changes to federal funding levels anticipated. Proposers must demonstrate staff licensure for municipal audits in Oregon and good standing with the Oregon Board of Accountancy, maintain Errors and Omissions insurance with minimum limits of $2,000,000, and carry commercial general liability insurance of $2,000,000 per occurrence.
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| File | Type | Posted |
|---|---|---|
| 267010 Audit RFP Final.pdf |
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Text version
CITY OF SALEM
FINANCE DEPARTMENT
CONTRACTS & PROCUREMENT DIVISION
SUPPLEMENTAL INFORMATION LETTER #1
April 9, 2026
RFP NO. 267010
FOR: Financial Auditing Services
CLOSING DATE: April 17, 2026 at 4:00 PM (LOCAL TIME)
The following are questions submitted by Proposers and answers from the City:
Q) Are the accounting records for the Urban Renewal Agency and the Salem Convention
Center located at the City and if not, where are these records located?
A) The accounting records of the Urban Renewal Agency are essentially part of the records of the City, existing as several funds of the City.
The Salem Convention Center maintains its own primary accounting records and the City records summarized activity in a City fund.
The SCC is located very close to Salem City Hall at:
200 Commercial St SE, Salem, OR 97301.
Q) Are the accounting records for the Urban Renewal Agency and Salem Convention
Center available electronically?
A) Yes, reports and documents such as trial balances, activity detail, accounts payable invoices, payroll timecards, deposit records, etc are all either inherently electronic or are
(or can be) scanned. Remote access needed to directly examine accounts payable invoice images for example (as currently stored) could be provided.
Q) Is there a change in scope between this year and last year?
A) No change in scope for FYE 6/30/26 compared to 6/30/25. Implementation of GASB 103 is the most significant change, which will have relatively minor impact to financial statements.
FYE 6/30/27 will involve a new Enterprise Resource Planning (ERP) system, being implemented early in the FY.
Q) What were the prior audit fees, or how many hours did it take to complete the audit?
A) Unsure of auditor hours. Total fees were $137,250 including audits of all entities, single audit, and agreed-upon procedures engagement for DEQ filing.
Q) Were there any adjustments or findings noted beyond those reported?
A) Auditors occasionally note for example a period cutoff adjustment needed (e.g. accrue or defer an AP invoice) during fieldwork, that is quick and easy to correct. We needed to correct financial statement presentation of a fund that changed from non-major to major presentation (added ghost columns per GASB 100).
Q) How long has your current auditor been performing the audit, and are they invited to propose on this engagement?
A) 10 years, yes.
Q) Did you receive assistance from the auditors in providing calculations such as leases, SBITAs, pensions, etc.?
A) No. The information we receive from Oregon PERS is sufficient in combination with our calculation workpapers. We have dedicated software that helps with leases and SBITA’s.
Q) Were the auditors on site or remote during the performance of the audit, and do you prefer the audit to be performed remotely, in a hybrid format, or fully on site during the interim and final phases?
A) Prior auditors used a hybrid approach. They spent some time on site to directly access electronic systems and facilitate conversations. Much of the work was done remotely.
Salem doesn’t have a strong preference, but some in-person time tends to help with communication and establishing a good working relationship.
Q) How many Single Audits are typically performed on an annual basis, and are you expecting significant federal funding in the upcoming years?
A) Single audits are typically one or two major programs each year depending on the relative size of the first major program selected. No significant changes to federal funding levels are foreseen.
Shawna Self, CPPB
Purchasing Manager cc: File
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