Accounting Servcies RFP 25-02.pdf

Request for Proposals:

Accounting Services

Huerfano County Solicitation #2025-02 January 27, 2025

1. Summary of Request The Huerfano County Board of County Commissioners (“the County”) is seeking proposals from qualified firms of certified public accountants to provide general accounting services including, but not limited to, general ledger maintenance, month-end closing, and updates to internal controls. The County has a strong preference with accountants with experience working with county governments, particularly departments of human services, and anticipates a five-year agreement.

2. Submission Information Written submissions for the supply of the services described herein will be accepted until Friday, February 21, 2025 at 4PM MT. Any response received after that time will not be considered.

Submitted materials must be emailed in PDF Format to Carl Young, County Administrator, at administrator@huerfano.us

3. Questions Procedural and technical questions are to be submitted in writing to Carl Young, County Administrator, at administrator@huerfano.us. Questions will be accepted until Thursday, February 13, 2025 at 4PM MT. A summary of questions and answers will be released according to the schedule set below.

4. Anticipated Timeline Dates are approximations for the process steps and are subject to change.

Step Date Selection Process

One January 27, 2025 Request for Proposals Issued

February 13, 2025 Questions may be presented prior to 4PM MT on this date.

February 14, 2025 Questions and answers posted.

February 21, 2025 Responses due at 4PM MT

February 26, 2025 Committee Review of Responses.

Two February 28, 2025 Notifications of Interviews.

Wk of March 10, 2025 Interviews conducted.

Three March 17, 2025 Notification of selected finalist(s).

Four March 25, 2025 Agreement executed.

March 26, 2025 Anticipated Start Date

5. Background Huerfano County encompasses 1,593 square miles and is home to approximately 6,800 residents. The County is governed by a three-member Board of Commissioners, elected by districts to four year terms.

Huerfano County is home to two incorporated communities, Walsenburg and La Veta, as well as two unincorporated communities, Gardner and Cuchara.

Huerfano County through its staff and officers provides a variety of services including, but not limited to:

zoning and code enforcement, law enforcement, revenue assessment and collections, Road and Bridge construction and maintenance, social services, and general government administration.

The County currently uses Computer Information Concepts as its enterprise resource planning system and the County Department of Human Services uses the CYMA accounting system for County financials and CFMS for State reporting. The Treasurer uses Avenu Insights and the systems are reconciled monthly. The County is transitioning to Tyler Technologies ERP Pro System, once that transition is complete the County and its DHS will be on the same system, the Treasurer’s office will remain on Avenue Insights.

The current county budget and most recent audits can be viewed here: https://huerfano.us/board-of-county-commissioners/budgets-and-audits/

6. Outline of Services to be Provided

Huerfano County seeks a qualified accountant to provide general accounting services. The services to be provided include both shorter term projects and ongoing work, including but not limited to:

Communicate and work closely with the County’s current external audit firm to address previous outstanding audit findings and to address other areas of concern that may be identified

Assist County Staff with the transition to Tyler Technologies ERP Pro including evaluating and updating the chart of accounts including suggesting changes to improve efficiency and transparency, removing duplicate accounts.

Work with the County Department of Human Services to improve the month-end process, resolve any current and ongoing issues or concerns from DHS, and ensure compliance with Colorado State requirements and statutes.

Work with County Finance to improve the month-end processes, resolve any current or ongoing issues or concerns from County Finance, and ensure compliance with 2 CFR 200, Colorado State requirements and statutes, and generally accepted accounting principles.

Review and analyze current month-end and year-close procedures between the County Treasurer’s Office, DHS, and County Finance to improve efficiency, ensure that the County is able to produce timely and accurate financial statements.

Review the County’s internal controls and make recommendations to strengthen any areas of risk and address areas where internal controls are lacking.

Review the County’s existing procurement and grants polices and recommend improvements to ensure compliance with 2 CFR 200 and best practices.

Develop and implement Standard Operating Procedures for DHS and County Finance, including any forms, checklists, or other recommended documentation.

Provide ongoing support in accounting functions including, but not limited to: monthly account reconciliations; monthly and annual journal entries; preparing financial statements for the audit;

https://huerfano.us/board-of-county-commissioners/budgets-and-audits/ https://huerfano.us/board-of-county-commissioners/budgets-and-audits/ budget preparation and management; and financial planning.

Meet, as needed, with the Board of County Commissioners to provide recommendations for the overall management of the County’s finances and keep the board informed on any areas of concern.

7. Qualifications The selected proposer must be led by a certified public accountant licensed to practice in Colorado by the Colorado Board of Accountancy with a least five years of experience. Experience with the particular nuances of County finances, particularly departments of human services, is highly desireable.

8. Contents of Letter of Interest Written submissions for the supply of the services fully described herein will be accepted until the date set forth in the Anticipated Timeline above. Any response received after that time will not be considered.

Submissions should be no longer than 20 pages and include:

1. Cover Letter, which must include:

a. A statement of interest for working with the County to complete the scope outlined above including a summary of key points describing the respondent’s unique qualifications as they pertain to this particular scope;

b. A brief introduction to the respondent including structure, time in business, number of employees, and other data to assist in characterization of the respondent;

c. The name, address, and daytime telephone number for contact persons to whom additional selection process requests should be communicated;

d. A disclosure of the name of any employee or official of Huerfano County who could be directly and personally benefited if the proposing firm is awarded a contract pursuant to this solicitation. If there is nothing to disclose, the response shall so state.

2. Experience and Reputation

a. Describe respondent’s experience in the types of work likely to be performed;

b. Describe similar engagements performed or operations run by the respondent within the past five years; and

c. Provide contact information for engagements or operations listed. Letters of reference are also accepted.

3. Personnel and Qualifications

a. If the respondent is an individual, provide a resume that describes your expertise, experience and qualifications for this work;

b. If the respondent is a firm, provide a listing of and resumes for the team leader and any others that would support the project with a summary of each team member’s area of responsibilities, expertise, experience and qualifications for this work;

c. Describe the availability and commitment of either the individual or assigned team members to undertake the outlined work; and

d. Provide an organizational chart of the project team, if applicable.

4. Understanding and Approach

a. Describe in detail the respondent’s understanding of and approach to providing the types of services described;

b. Describe the respondent’s approach to client service, including onboarding process, communication methods and approaches, as well as availability to take on projects and answer questions; and

c. Describe the respondent’s capability and approach to meeting schedules and deadlines.

5. Fee Proposal

a. Propose specific payment terms and arrangements (e.g. hourly rate vs. retainer or a combination).

9. Selection Process The process for selection and award of the Professional Services will consist of four steps and be organized as follows:

Step One Review and scoring of Responses submitted Step Two Interviews (if required) Step Three Selection of successful respondent, negotiation of Professional Services Agreement Step Four County Commissioner approval of Professional Services Agreement

Step One: Review of Responses Following an initial screening of the responses, the committee will select what it considers the most highly qualified party to provide the services outlined in the scope of services. Selection will be based on the evaluation criteria set forth below. Those submitting responses will be ranked, and the committee will then recommend the most qualified respondents for interviews.

The following selection criteria will be the basis for the ranking of most qualified submission:

Criteria Points

Experience and Reputation 20 Points Personnel and Qualifications 20 Points Understanding and Approach 30 Points Cost Proposal 20 Points Overall Evaluation of Capabilities and Ability to Provide Required Services (Interview) 10 Points

Total 100 Points

Step Two: Interviews (if required)

1. Interviews may be conducted for the purpose of determining which respondent is the most highly qualified to perform the required work and which responds most fully understands and is able to perform the work envisioned by the County. Note that one of the above criteria is reserved for interview scoring.

2. Key personnel from interested party are required to be present and participate in the interview.

3. Respondents are asked to give a presentation on their organization and proposal. The Review

Board will then ask any questions they have of the respondent.

Step Three: Selection of Successful Respondent and Negotiation of Professional Services Agreement

1. After the successful respondent is selected, the County will negotiate a Professional Services

Agreement.

Step Four: County Commissioners Approval of Professional Services Agreement

1. The successful respondent is encouraged to attend the Commissioners’ meeting to answer any questions concerning the response, or the respondent’s qualifications.

2. The County reserves the right to undertake or award supplemental or successor contracts for work related to this Contract.

3. This solicitation shall not be binding upon the County and respondent, and no services shall be performed under the terms of the response or the Professional Services Agreement until the Contract has been reduced to writing and approved by the County Commissioners.

10. Selection and Contracting Provisions Notifications.

The County will provide timely notifications in writing (letters and/or emails) of the following actions to individuals or firms responding to the Request for Proposal as follows:

Selection of short-listed individuals or firms for interviews (if required);

Individuals or Firms not short-listed;

Selection of recommended individual or firm; and County Commissioner approval.

Right to Reject The County reserves the right to waive informalities in the responses or fees and to reject any and all responses and re-advertise this solicitation at any time prior to County Commissioner approval of the recommended firm or individual and the negotiated professional contract for services if doing so would be in the public interest, as determined by the county in its sole discretion. The County reserves the right to award this solicitation to the individual or firm that best fits the requirements outlined in the request for proposals. The County reserves the right to waive any informality in any submittal and/or reject all responses, and to accept the response that is in the best interest of the County. The County further reserves the right to: (1) negotiate a final professional contract for services that is in the best interests of the county and the public; and (2) request any additional information county deems reasonably necessary to allow the County to evaluate, rank and select the most qualified proposer to perform the services described in this solicitation.

If the County and the selected individual or firm cannot agree on the contract, the negotiations will be terminated, and the County reserves the right to begin negotiations with the next highest ranked proposer.

Procedure Requirements

1. Any individual or firm failing to submit information in accordance with the procedures set forth herein may be considered non-responsive.

2. All costs incurred by individuals or firms choosing to participate in this process shall be borne by the proposing individual or firm.

3. All responses submitted regarding this solicitation are the property of the County and will only be returned to the individual or firms if requested in writing to the County at the sole discretion of the County.

4. Late submittals shall not be accepted. It is the responsibility of the individual or firms to ensure that the response arrives at the Huerfano County Administrator’s Office, prior to the date and time stated in this solicitation.

Conflicts of Interest Any conflicts of interest whether real or perceived by the individual or firm submitting a response should be fully disclosed and explained within the response.