Finance Audit RFP-2 - 11-26.pdf

REQUEST FOR PROPOSAL

AGREED-UPON PROCEDURES ENGAGEMENT

FOR

STOUGHTON PUBLIC SCHOOLS

November 3, 2026

PROPOSALS DUE:

December 7, 2026

*Late proposals will be rejected

Juliette Miller, M.Ed., C.A.G.S.

Superintendent

Stoughton Public Schools

31 Pierce Street

Stoughton, MA 02072

REQUEST FOR PROPOSAL

AGREED-UPON PROCEDURES ENGAGEMENT

FOR

COVER SHEET

Proposer: ______________________________________________________________________________

Street Address: ______________________________ __________________ ____________ ____________ (Number & Street) (City) (State) (Zip)

Taxpayer Identification ____________________________________ ____________________________________ No: (Social Security Number) (OR) (Federal Identification Number)

Contact Name: __________________________________________________________________________

Telephone: __________________________________________________________________________

Email Address: __________________________________________________________________________

Fax: __________________________________________________________________________

Authorized Signature: __________________________________________________________________________

Name: __________________________________________________________________________

Title: __________________________________________________________________________

Date: _____________________________________

Table of Contents

I. Introduction 3 II. Background 3 III. Purpose 3 IV. Scope of Services 3

a. Internal Controls & Compliance 4

b. Assessment Review 4

c. Review of Significant & Unusual Transactions 4

d. Duplicate or Redundant Payments 4 V. Deliverables 4 VI. Proposal Submission Requirements 5

a. Firm Profile 5

b. Qualifications of Project Team 5

c. Technical Approach 5

d. Projected Schedule 6

e. Cost Proposal 6

f. References 6 VII. Minimum Qualifications 6 VIII. Evaluation Criteria 6 IX. District Rights 7 X. Questions 7 XI. Timing 7 XII. Submission Requirements 7

1. Proposal format & Content 7

2. Submission of Proposals 8

3. Evaluation & Selection Process 8

4. Contract Negotiations & Award 8 Price Proposal Form 9 Form A – Non-Collusion 10 Form B – Tax Compliance 10 Form C – Certification of Corporate Authorization 11

I. Introduction

Stoughton Public Schools (SPS), located in Stoughton Massachusetts, is soliciting proposals from qualified independent accounting firms to perform an Agreed-Upon Procedures (AUP) engagement covering the District’s financial operations for the period of July 1, 2023 through June 30, 2026.

The purpose of this engagement is to provide an independent assessment of selected financial processes, internal controls and compliance with applicable Massachusetts General Laws, School Committee policies and Department of Elementary and Secondary Education (DESE) guidance. The engagement is intended to promote transparency, strengthen financial oversight and identify opportunities to improve internal controls and financial management practices.

II. Background

Stoughton Public Schools Overview

Stoughton Public Schools is a public-school district serving the Town of Stoughton, Massachusetts. The District is made up of one Early Childhood Center, five elementary schools, one middle school, and one high school.

During the period covered by this engagement, the District experienced turnover within its Central Office, including changes in key financial and administrative personnel and the use of newly hired and part-time personnel.

During the engagement period, questions have arisen regarding the District’s financial practices, internal controls, documentation, expenditure authorization, accounting processes, procurement practices and financial reporting. The District has determined that an independent external review is appropriate to establish a clear factual record and identify any deficiencies requiring corrective action.

III. Purpose

The selected firm shall perform agreed-upon procedures designed to evaluate the effectiveness of selected financial processes, internal controls, statutory compliance and financial reporting practices. The engagement is not intended to serve as a financial statement audit or to express an audit opinion.

IV. Scope of Services

The selected firm shall perform procedures sufficient to evaluate the following areas:

A. Internal Controls and Compliance

Review the design and effectiveness of internal controls, policies and procedures related to:

• Cash receipts and deposits, including compliance with Massachusetts General Laws, Part I, Title XII, Chapter 71, Section 37A

• Cash disbursements, including compliance with Massachusetts General Laws, Part I, Title XII, Chapter 71, Section 16A

• Payroll processing and payroll controls

• Journal entry preparation, approval and documentation

• Budget development and approval procedures, including compliance with Massachusetts General Laws, Department of Elementary and Secondary Education requirements, municipal requirements, School Committee policies, District policies, grant requirements and other applicable regulatory requirements.

• Budget transfers and authorization procedures

• Use of Excess and Deficiency (E&D) funds, including verification that expenditures were authorized through School Committee action where required

• Evaluate compliance with contract awards/executions greater than or equal to $10,000

B. Assessment Review

Review and compare the annual municipal assessment calculations billed to the Town of Stoughton with the actual financial results and supporting documentation to determine accuracy and consistency

C. Review of Significant and Unusual Transactions

Review significant or unusual financial transactions occurring during the engagement period to determine whether they were:

• Properly authorized

• Adequately supported by documentation

• Recorded accurately

• Consistent with District policies and applicable laws

Proposing firms are encouraged to recommend and appropriate materiality or dollar threshold for identifying significant transactions as part of their methodology

D. Duplicate or Redundant Payments

Evaluate disbursement activity for duplicate, redundant or otherwise questionable payments and identify opportunities to strengthen preventive controls

V. Deliverables

The selected firm shall:

• Review relevant financial statements, accounting records, budgets, supporting documentation and other records for the engagement period

• Conduct interviews with District personnel and other individuals deemed necessary to complete the engagement

• Evaluate the effectiveness of existing internal controls related to the agreed-upon procedures

• Provide periodic status updates throughout the engagement

• Prepare a comprehensive written report summarizing:

o Procedures performed o Factual findings o Identified control deficiencies or areas of concern o Recommendations for corrective actions and process improvements

The final report shall be suitable for presentation to the School Committee, the member municipalities and the public

VI. Proposal Submission Requirements

Proposals shall include the following information:

A. Firm Profile

Provide a description of the firm, including:

o Years in business o Organizational structure o Areas of specialization o Experience providing services to Massachusetts governmental entities

B. Qualifications of Project Team

Identify the engagement team and provide resumes highlighting relevant experience, professional certifications and specific expertise related to governmental accounting, internal controls, agreed-upon procedures or forensic accounting.

C. Technical Approach

Describe the firm’s proposed methodology including:

o Planning process o Risk assessment approach o Interview process o Sampling methodology o Analytical procedures o Quality control procedures o Expected deliverables

D. Project Schedule

Provide a proposed timeline identifying major milestones from contract award through issuance of the final report

E. Cost Proposal

Provide a detailed fee proposal that includes:

o Fixed professional fees o Hourly rates if applicable o Estimated reimbursable expenses o Any optional or additional services and associated costs

F. References

Provide contact information for at least three governmental clients, preferably Massachusetts municipalities or regional school districts, for whom similar services have been performed within the past five years.

VII. Minimum Qualifications

Firms responding to this RFP should demonstrate the following qualifications:

o A minimum of ten (10) years of experience providing governmental auditing, agreed-upon procedures, or forensic accounting services to Massachusetts municipalities, including K-12 school districts.

o Demonstrated experience evaluating governmental internal controls, financial reporting and compliance with Massachusetts laws and regulations.

o Availability of qualified professionals, including Certified Public Accountants (CPAs) o Knowledge of Massachusetts school district finance, municipal assessments, DESE financial reporting requirements and municipal accounting practices.

VIII. Proposal Evaluation Criteria

Proposals will be evaluated using the following criteria:

1. Qualifications, certifications and experience of the firm and assigned personnel.

2. Demonstrated experience performing similar engagements for Massachusetts municipalities and regional school districts

3. Technical understanding of governmental accounting, internal controls and applicable

Massachusetts laws and regulations

4. Quality, completeness and practicality of the proposed methodology

5. Independence, objectivity and absence of conflicts of interest

6. Ability to complete the engagement within the proposed schedule

7. Overall value and cost-effectiveness of the proposal

IX. District Rights

The District reserves the right to:

Reject any or all proposals Waive informalities or minor irregularities Request additional information or interviews from proposers Negotiate the final scope of services with the selected firm Cancel this solicitation if it is determined to be in the District’s best interest

Submission of a proposal does not obligate the District to award a contract

X. Questions

Questions regarding this Request for Proposals shall be submitted in writing to the District’s designated procurement contact by the date identified in the procurement schedule.

Responses to substantive questions will be shared with all prospective proposers.

XI. Timing

RFP Release Date: November 3, 2026

Deadline for Proposers to submit written questions: On or before November 20, 2026

Please email Kathy Lanzarotto, k_lanzarotto@stoughtonschools.org with any questions.

Responses will be emailed in the form of an addendum to those on the plan holders list as well as posted to the Town’s website.

RFP Due Date: December 7, 2026 at 12noon Execution of Contract: ASAP

Work Begins: Winter 2026/7

XII. Submission Requirements

1. Proposal Format and Content

Each proposal should include the following sections:

• Title Page

• Cover Letter

• Organizational Narrative

• Technical Proposal

• Price Proposal mailto:k_lanzarotto@stoughtonschools.org

2. Submission of Proposals

• The Stoughton Public Schools will receive sealed proposals one (1) original, five (5) copies and one (1) thumb-drive (pdf) for Agreed-Upon Procedures Engagement for

Stoughton Public Schools and one (1) original of their price proposal containing complete information as requested and required by the terms of the RFP. Proposals must be submitted in a sealed envelope marked “Proposal – Agreed-Upon Procedures

Engagement for Stoughton Public Schools” on the outside of the envelope and the

Price Proposal Form in a SEPARATE sealed envelope marked “Price Proposal – Agreed-

Upon Procedures Engagement for Stoughton Public Schools”.

• Proposals must be completed in ink or typewritten and delivered to: Stoughton Public

Schools 31 Pierce Street, Stoughton, MA 02072, on or before 12noon on December 7, 2026.

• No late, incomplete, faxed or electronically mailed proposals will be accepted. Proposals must be received by the Superintendent’s office and in the possession of the Assistant

Superintendent of Finance & Operations on or prior to the exact time and date indicated above in order to be considered. Any late, incomplete, faxed or electronically mailed proposal(s) will be rejected.

3. Evaluation and Selection Process

• Proposals will be evaluated based on the criteria outlined in the RFP, including experience, technical approach, organizational capacity, community engagement, cost, compliance and risk management.

• The evaluation process will be conducted by a review committee appointed by

Stoughton Public Schools consisting of members with relevant expertise and impartiality.

• Bidders may be invited to participate in interviews or presentations as part of the evaluation process at the discretion of the review committee.

• The selection of the successful bidder will be based on the most advantageous proposal considering both technical merit and cost-effectiveness.

4. Contract Negotiation and Award

• Upon completion of the evaluation process, the selected bidder will be notified in writing and invited to enter contract negotiations with Stoughton Public Schools.

• The contract terms will be negotiated in good faith and in accordance with

Massachusetts procurement laws and regulations.

• If contract negotiations are unsuccessful with the selected bidder, Stoughton Public

Schools reserves the right to enter negotiations with the next highest-ranked bidder or to cancel the RFP and pursue alternative procurement methods as deemed necessary.

PRICE PROPOSAL FORM

AGREED-UPON PROCEDURES ENGAGEMENT FOR

This form is to be submitted in a sealed envelope SEPARATE from the Technical Proposal.

Agreed-Upon Procedures Engagement:

Fixed Professional Fees: $ _____________________

Hourly Rates, if applicable $ _____________________

TOTAL SERVICE FEES: $ _____________________

Fees Projections:

TOTAL ADDITIONAL FEES: $ _____________________

Proposer’s Name: _________________________________________________________

Name of Individual or Company Making Proposal

Company Name: ______________________________________________________________

Address: _____________________________________________________________________

Phone: _______________________ Email: _________________________________________

This price quote includes the cost of all labor, materials, insurance and all other necessary expenses to fulfill the conditions of the contract in the time stated. All travel costs to be incurred by the awarding company are part of the proposal price and shall be paid by the company awarded.

NOTE: One (1) executed copy of the price proposal is to be submitted

Acknowledgement of Addendum #’s __________________________________________

NOTE: If the proposer is a corporation, indicate state of incorporation under signature and affix corporate seat; if a partnership, give full names and residential addresses of all partners; if an individual, give residential address if different from business address and if operating as a d/b/a/ give full legal identity. Attached additional pages as necessary.

REQUIRED FORMS TO BE SUBMITTED WITH PROPOSAL

FORM A

NON-COLLUSION

This undersign certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word “person” shall mean any natural person, business, partnership, corporation, union, committee, club or other organization, entity or group of individuals.

(Signature of authorized individual submitting proposal)

(Printed Name)

(Name of Proposer)

(Date)

FORM B

TAX COMPLIANCE

Pursuant to M.G.L. c. 62C, §49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

(Federal Tax Identification or Social Security Number)

FORM C

CERTIFICATE OF CORPORATE AUTHORITY (if applicable):

I, ___________________________________ certify that I am the ________________________ of the corporation name as Bidder in the Bid included herein, that _______________________, who signed said Bid on behalf of the Bidder was then ___________________________ of said corporation, that I know his signature, that his signature thereon is genuine and that said Bid was duly signed, sealed and executed for and in behalf of said corporation by authority of its governing body.

(Corporate Seal)

(Secretary-Clerk)