Audit RFP - City of Seaside.pdf

(503) 738-5511 cityofseaside.us

989 Broadway Seaside, OR 97138

City of Seaside in collaboration with

Sunset Empire Park and Recreation District

Audit Request for Proposals

1. Introduction

The City of Seaside, Oregon (“City”), in collaboration with the Sunset Empire Park and Recreation District (“District”), invites proposals from qualified independent Certified Public Accounting (CPA) firms licensed in the State of Oregon to provide municipal auditing services.

This solicitation is intended to result in:

A contract with the City of Seaside; and

Potentially, a separate but coordinated contract with the District

While both entities anticipate selecting the same firm, each entity reserves the right to contract independently.

Audit services must comply with:

ORS 297.425 (Municipal Audits)

Minimum Standards for Audits of Oregon Municipal Corporations

Government Auditing Standards (Yellow Book)

2. Estimated Schedule

RFP Issued April 1, 2026

Questions Due April 15, 2026

Proposals Due May 3, 2026

Interviews (if conducted) May 11-15, 2026

Selection May 22, 2026

Contract Start July 1, 2026

3. Background

City of Seaside

The City of Seaside operates under a Council–Manager form of government and provides a full range of municipal services including police, fire, water, wastewater, stormwater, streets, parks, and general administration.

Key financial and operational information:

Annual budget: approximately $35–$40 million Approximately 40 funds (with active efforts underway to streamline and reduce fund structure) Staffing: approximately 100–125 employees, including full-time, part-time, and seasonal staff Financial system: Caselle municipal accounting software

The City prepares financial statements in accordance with applicable accounting standards and submits required reports to the State of Oregon.

Sunset Empire Park & Recreation District

The District provides parks, recreation, and community programming services within the Seaside area and operates as a separate municipal corporation.

Key financial and operational information:

Annual budget: approximately $4 million 4 funds (with active efforts underway to streamline and reduce fund structure) Staffing: approximately 55-65 employees, including full-time and part-time, Financial system: Incode by Tyler Technologies

4. Scope of Services

The selected firm shall perform annual audits for the City (and potentially the District) for a three-year period, with optional extensions.

Audit Services

The auditor shall:

Audit financial statements in accordance with:

o GAAP o Government Auditing Standards o Oregon Minimum Audit Standards Express an opinion on the financial statements Perform Single Audit (if applicable) Evaluate internal controls and compliance Prepare or assist with preparation of financial statements, as needed Complete all required filings with the Oregon Secretary of State

Deliverables

Independent Auditor’s Report Financial statements (draft and/or final, as agreed) Management letter with findings and recommendations Required State reporting submissions

Meetings and Coordination

Planning/entrance conference Coordination during interim and final fieldwork Exit conference Presentation to governing body (City Council and/or District Board, as requested)

Additional Services

Technical accounting assistance throughout the year Consultation on GASB pronouncements and implementation

5. Proposal Requirements

To allow for a comprehensive review, proposals should include:

A. Firm Qualifications

Experience auditing Oregon municipal governments Peer review results Experience with similarly sized entities

B. Project Team

Identification of engagement partner, manager, and key staff Relevant governmental audit experience

C. Audit Approach

Description of audit methodology Proposed timeline and scheduling Approach to communication and coordination

D. References

At least three (3) Oregon municipal clients

E. Fee Proposal

Fixed fee for each year of the proposed contract term Identification of first-year vs. recurring costs Hourly rates for additional or optional services

6. Selection Process

The City will review all proposals and select the firm it determines to be most qualified and best suited to meet the City’s needs.

The City reserves the right to:

Conduct interviews with one or more firms Request additional information or clarification Negotiate scope, schedule, and fees with the selected firm Reject any or all proposals

This procurement is conducted as a personal services contract consistent with ORS 279B.060, and selection will not be based solely on price.

7. Submission Requirements

Proposals must be received by:

May 3, 2026 at 11:59PM

Submit to:

City of Seaside zfleck@cityofseaside.us and

Sunset Empire Park and Recreation District Skyler Archibald, Executive Director Sarchibald@sunsetempire.com

Proposals shall:

Be clearly labeled: “RFP – Audit Services” Include an authorized signature Be valid for 180 days

Late proposals will not be accepted.

8. General Terms

The City and District reserve the right to:

Reject any or all proposals Waive minor informalities Cancel or modify the solicitation

This procurement is conducted under:

ORS Chapter 279B (Public Contracting for Services) Applicable local purchasing policies

The selected firm must:

Be licensed to practice in Oregon Comply with all applicable federal, state, and local laws Maintain required insurance Certify compliance with Oregon tax laws (ORS 279B.110)

9. Contract Term

Initial Term: Three (3) fiscal years Optional extensions: up to two (2) additional one-year terms Subject to mutual agreement and satisfactory performance

10. Cooperative Procurement

This RFP is being issued jointly with the Sunset Empire Park & Recreation District.

The City will administer the solicitation process Each entity will enter into its own contract The selected firm may be awarded:

o One contract (City only), or o Two contracts (City and District)

This approach is consistent with cooperative procurement practices under ORS 279A.200–279A.220.