Accounting Services RFP 25-02 Q_A.pdf

Request for Proposals:

Accounting Services

Huerfano County Solicitation #2025-02 Questions and Answers

Q: The 2023 audit was completed on December 31, 2024. What occurred in 2024 that caused this to happen?

A: The audit was delayed for a couple of reasons: (1) lack of coordination and communication between County Finance and DHS, which currently have separate books; (2) staff turnover and loss of institutional memory combined with a gap between accountants impacted DHS.

Q: It appears from the County’s website that accounting services were bid in 2023. Is that correct? Why is the County bidding this again? How much was the County paying for this service? How much time did the other accounting firm spend on this project?

Q: Has this, or similar work been performed by a consultant in the past? If so, can you provide an estimate of their hours, annually? Can you provide their rates?

A: The County conducted a bidding process for accounting services in 2022 with a different and shorter term scope which was completed towards the end of 2023. This new scope for this process was defined in late 2024 and early January 2025 in response to the difficulties the County experienced with the 2023 audit and the findings contained therein. By the time the County defined this new scope, the previously awarded firm’s business model had shifted substantially towards auditing rather than accounting. The previous firm's rate was $180 per hour and approximately 550 hours were spent working with the County.

Q: Do you believe that the majority of the work can be done remotely, or do you envision someone will be on-site?

Q: Is the County open to work being performed remotely?

A: The majority of the work can be done remotely, though we expect at least one site visit will be helpful in the first year.

Q: How many people are in the finance department? How long have they worked for the County?

Q: How many staff members are in the County Finance department?

Q: Do you have an existing accounting/grant team?

A: The County Finance Department has 2 full time employees. The Finance Officer joined the County in Fall 2022 and the Accounting Clerk joined the County in Fall 2023. The County DHS has one Accountant who has served in that role since Spring 2024.

Q: Besides implementing new software, what other changes does the County anticipate over the next few years?

A: Aside from the policy and procedure updates discussed in the Scope of Work, the County does not anticipate any other changes.

Q: How many adjustments were proposed in last year’s audit?

A: The County Auditor recommended 15 adjusting journal entries.

Q: Is the 2023 audit report available? It is not posted on the County’s website.

A: The 2023 Audit is posted on the County’s website at https://huerfano.us/board-of-county-commissioners/budgets-and-audits/ Here is a direct link to the document:

https://drive.google.com/file/d/1I7oBFZN3M1L9QGhKmWFnTKjZU6Q1Oh6A/view

Q: Do you have any prior audit findings or other areas of concerns that you anticipate the consultant assisting to address once engaged?

A: The 2023 Audit included two findings and the County wants to ensure that internal controls, as well as processes and procedures, adequately address both findings. The findings were directly related to cash reconciliation and audit preparation.

Q: Can you provide examples of issues or concerns DHS currently is in need of a consultant to assist with?

A: The switch to Tyler Technologies is a major focus for the County and its DHS. Combining the County and DHS books as well as developing internal controls, policies, and procedures to take advantage of these new capabilities is a significant part of the County’s efforts to address the 2023 audit findings.

Q: How do you anticipate the consultant reviewing internal controls and making recommendations? Is the County in need of an overall internal control review, or are there certain areas the County plans to request for review?

A: The County has to update its procurement policy and grants management policy. Beyond these efforts the County does not anticipate a specific project to review internal controls, but refinements and updates to internal controls will certainly be part of the effort to develop SOPs.

Q: Can you provide examples of Standard Operating Procedures you would like the consultant to develop and implement for DHS and County finance?

A: The County would like to develop and document SOPs around month end close, year end close, and purchase orders/requisitions

Q: Who currently prepares monthly account reconciliations, monthly and annual journal entries, financial statements for the audit, budget preparation and management, and financial planning? Does the County anticipate that this individual will continue to perform these tasks once the consultant is engaged?

https://huerfano.us/board-of-county-commissioners/budgets-and-audits/ https://drive.google.com/file/d/1I7oBFZN3M1L9QGhKmWFnTKjZU6Q1Oh6A/view

A: County Staff currently perform these tasks and we anticipate that they will continue to perform these tasks with the assistance of the consultant.

Q: How do you prefer the fee to be structured?

A: The County requests that interested parties propose a fee structure.

Q: Our firm is a licensed Pennsylvania CPA firm performing work in several states with the required experience to perform these services. The RFP states a Colorado CPA requirement. Per current standards from the National Association of State Boards of Accountancy, https://cpamobility.nasba.org/, there is mobility to practice in Colorado as a Pennsylvania CPA. Will this mobility allow us to meet your CPA requirement?

Q: The RFP states that: “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.” Would the County accept a CPA in licensed in Maryland to lead the project, considering National Associations of State Boards of Accountancy’s (NASBA) and Uniform Accountancy Act (UAA) license equivalency?

A: The mobility/license equivalency is sufficient for us to review the proposal and give fair consideration.

Q: The RFP indicates a 20 page limit. Can we include the required resumes and project team organization chart as an appendix that wouldn’t be counted in the 20 page limit?

A: The resumes and project team organizational chart are part of the requested submission and need to be included in the 20 pages.

Q: Does the County currently have documentation surrounding its monthly close process and interface with DHS and the County Treasurer’s Office?

A: The County has documentation, in the form of spreadsheets, that are used to balance with the Treasurer. A process to interface with DHS has not been set up yet.

Q: In what month / quarter does the County typically close its books?

A: The County’s books for the preceding year are typically closed around March.

Q: Does the County currently prepare their financial statements, notes, and RSI or is this function outsourced to the County’s external auditor? Is this a process the County would like to bring in-house?

A: This function is outsourced to the County’s external auditor. The County has not had internal discussions on this subject, but is willing to have those discussions with the selected respondent.

Q: When are you planning to move to Tyler Technologies? Have you begun this process, if not, when is the implementation date?

A: The process to move to Tyler has already begun, but we have not gotten far enough to have an implementation date. Based on previous discussions we think the implementation of the finance module will happen this summer.

Q: How often would you like us to visit onsite, as opposed to virtually?

A: We are confident that a site visit will be helpful in the first year. After that site visits would be on an as needed basis, no more than once a year.

Q: Have you changed auditors since your last audit?

A: No, the County has not switched auditors.

Q: Could you please clarify the budget for accounting services? I looked at the 2025 budget but could not tell what portion of Professional Services will be allocated to accounting services.

A: The County has not set a specific budget for accounting services. This solicitation was developed in response to the 2023 audit, which was not completed by when the budget was adopted. Budget will be reallocated to accommodate an agreed upon scope with the chosen consultant.

Q: Regarding item 8. Contents of Letter of Interest, do you require a separate letter of interest or can our statement of interest be included in the cover letter? In the submission instructions, we are asked for a statement of interest in the cover letter.

A: We do not require a separate letter of interest. Contents of Letter of Interest is just the title of Section 8, which details submission requirements.

Request for Proposals:Accounting Services