Addendum 1 RFP 2.26.25.1 Financial Auditing Services~1.pdf
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- Solicitation number
- S-63400-00012920
- Issued by
- Oregon
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This is Addendum #1 to a Request for Proposals (RFP 2.26.25.1) issued by the David Douglas School District in Portland, Oregon, for Financial Auditing Services. The addendum, dated March 19, 2025, addresses fourteen questions and clarifications submitted by prospective bidders regarding the audit scope and district operations. Key clarifications include confirmation that the district will experience only a spend-down of federal ESSER funding in fiscal year 2024-2025 with no new funds or significant changes from the prior year, allowing bidders to reference the previous audit as a general guide. The district's finance team consists of approximately 15 staff members with varying tenure and experience levels, ranging from two to fourteen years with the district. The district uses SERPP/iVisions accounting software and debtbook software for lease and SBITA tracking. Final audit procedures typically begin in mid-September following the district's August book closure, with minimal subsequent adjusting entries required during fieldwork.
Prior audit costs totaled $50,000 for fiscal year 2022-2023 and $48,400 for fiscal year 2023-2024, with detailed breakdowns provided for financial statement audits, single audits, and implementation services. The district prepares its own accrual entries and requires no consultation services beyond standard audit scope. Bidders are permitted to include sample engagement letters and may submit exceptions to the sample contract with their proposals, with no page limit restrictions for questions and exceptions. The district expects contract negotiation to occur post-award rather than during the proposal phase, and vendors must sign an annual engagement letter on commercially reasonable terms as part of the engagement requirements.
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Text version
David Douglas School District Learn – Grow - Thrive
Ken Richardson, Superintendent I 11300 NE Halsey Street, Portland, Oregon 97220 I Phone 503-252-2900 I Fax 503-256-52 18
RFP 2.26.25.1
REQUEST FOR PROPOSALS FOR
FINANCIAL AUDITING SERVICES
ADDENDUM #1
This addendum, together with the original Request for Proposals, shall form the complete Request for Proposals. This addendum sets forth only the changes and additions, which are to be made in the original Request for Proposals. The original documents remain in full force and effect except as specifically modified in this addendum.
This addenda describes questions/clarifications requested as of March 19, 2025:
• Question #1: Are there any significant differences between the fiscal years 2024-2025 and 2023-2024 that we should be aware of? Specifically, we would like to know if we can refer to the prior audit as a general guide (e.g., new debt, new funds, etc.).
Response: The only change would be the spend down of the federal ESSER funding in 24-25. No new funds. Yes you can use the prior audit as a general guide.
• Question #2: Were there any disagreements or issues with the prior auditor?
Response: No disagreements. The only issues are getting the audit completed timely and communication about that.
• Question #3: Could you provide details on the size of the Finance team and their years of experience?
Response: 4 payroll staff (7-9 years w/ district), 3 financial analysts (two have 1 year w/ district but 3+ years outside of district) , 1 grant writer, (10 years w/ district), 3 accounts payable staff (2-12 years w/ district), 1 accounts receivable staff (2 years w/ district), 1 accounting manager (vacant), 1 financial systems manager (has been filling in as accounting manager) 12 years w/ district, Director (14 years w/ district, 25 years school finance)
• Question #4: What accounting software does the District currently use?
Response: SERPP/iVisions
• Question #5: Would you be able to share the District's auditing expenses for the fiscal years 2022-2023 and 2023- 2024?
Response: 22-23 $50,000; 23-24 $48,400
• Question #6: May you please provide for us a breakdown of the district’s prior audit contract details by fee and estimated hours?
Response: 2022-23: FS Audit $42,500, single audit $3,500, additional single audit program $3,000, GASB 96 implementation $600, Bond Issuance and new major fund $400. 2023-24: FS Audit: $38,900, Single Audit $3,500, 2 additional major programs $3,000 each.
• Question #7: What services have been provided to the district by your auditors in the past as presented in the consultation hourly fees?
Response: There have not been any consultation fees.
• Question #8: Does the district maintain their own account or contract with outside parties with respect to debt book tracking of leases and SBITAs?
Response: The district uses debtbook software for the leases and sbitas
• Question #9: Does the district prepare their full accrual entries, or will the district require assistance with preparation of these entries?
Response: The district prepares entries.
• Question #10: When does the district typically close their books and final audit procedures begin?
Response: The district typically closes the books in August. Our auditors typically would come mid September for final procedures.
• Question #11: How many adjusting journal entries were recorded by the district subsequent to the beginning of final audit procedures?
Response: Only 1 adjusting journal entry was made after the start of the final audit fieldwork (9/9/24 - 9/13/24)
• Question #12: Regarding the sample contract provided, to ensure adherence with professional standards, are vendors allowed to include exceptions provided by our legal team within the proposal or will there be a contract negotiation period following award? If we are to submit exceptions with the proposal, will those count in the page limit of 30 pages?
Response: Exceptions should have been requested with the questions. No page limit for questions.
• Question #13: Our process also includes a requirement to sign an annual engagement letter on commercially reasonable terms. Is DDSD amendable to signing that? Should we include a sample engagement letter in our response?
Response: You should include a sample engagement letter.
• Question #14: Regarding the sample contract provided, to ensure adherence with professional standards, are vendors allowed to include exceptions provided by our legal team within the proposal or will there be a contract negotiation period following award? If we can include these exceptions with the proposal, can they be excluded from the page limit?
Response: Please refer to response provided in question #12.
Addendum #1 issued March 19, 2025. Signature required below and form to be submitted with any proposals submitted.
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