Financial Audit RFQ.pdf

Bob Keefer Center for Sports and Recreation, 250 S. 32nd St., Springfield OR 97478-6302

REQUEST FOR QUOTES-

FINANCIAL AUDIT SERVICES

Springfield, Oregon

Solicitation Issued: August 12, 2025 Quotes Due: August 22, 2025

District Contact: Skylar Shane, Finance Manager

(541) 736-4037 skylar.shane@willamalane.org

This procurement is being conducted as an Intermediate Procurement under ORS 279B.070

To request this information in an alternate format, please call (541) 736-4037 or send email to skylar.shane@willamalane.org.

RFQ TABLE OF CONTENTS

INTRODUCTION Page 3

SCOPE OF SERVICES Page 5

QUOTE SUBMISSION GUIDELINES Page 10

EVALUATION AND AWARD Page 12

GENERAL TERMS Page 14

QUOTE SUBMISSION CHECKLIST Exhibit A

FIRM INFORMATION AND CERTIFICATION Exhibit B

FEE PROPOSAL Exhibit C

Article I

INTRODUCTION

1.1- Introduction

Willamalane Park and Recreation District (the “district”) is seeking quotes from qualified firms to provide annual financial audit services, beginning with the fiscal year ending June 30, 2025.

This solicitation is being conducted under ORS 279B.070 (Intermediate Procurement).

Interested firms should review the Scope of Services (Section II) and submit a quote by the deadline listed on the cover page.

Submission of a quote is at the proposer’s expense. The district is not responsible for any costs related to the preparation of responses.

1.2- District Information

Willamalane Park and Recreation District is an autonomous special district serving approximately 62,996 residents in Springfield, Oregon. Established by voter approval in September 1944, it was the first special district in the state dedicated to parks and recreation. The district is governed by a five-member elected board of directors and managed by an Executive Director, who oversees six department heads and approximately 187.10 full-time equivalent employees.

Willamalane operates parks, trails, natural areas, and recreation facilities across 21.93 square miles in Lane County, including a nearly 100,000-square-foot sports center, two aquatic facilities, an adult activity center, and the Dorris Ranch Living History Farm. The district offers recreation programs, special events, childcare services, and facility rentals, and maintains over 920 acres of natural areas.

The district’s financial structure consists of four main categories of funds:

Combined General Fund – Includes the General Fund, Building & Construction Fund, Aquatics Reserve, Sports Park Reserve, Technical Equipment Reserve, Vehicle Equipment Reserve, and Energy Conservation Reserve.

System Development Charge Fund – Accounts for system development charge revenues and related expenditures.

Bonded Debt Fund – Used to account for repayment of bonded debt obligations.

Non-Major Funds – Includes the Dorris Ranch Special Revenue Fund, BPA Stewardship Fund, and WAAC Special Revenue Fund.

The district follows the modified accrual basis of accounting. Willamalane offers its own retirement plan and is not a participant in the Oregon Public Employees Retirement

System (PERS). The district utilizes Caselle Government Accounting Software for its financial management and reporting.

1.3- Current Audit Conditions

The district prepares an Annual Comprehensive Financial Report (ACFR) in accordance with generally accepted accounting principles (GAAP) and the standards established by the Governmental Accounting Standards Board (GASB). The district has earned both the Government Finance Officers Association (GFOA) Certificate of Achievement for Excellence in Financial Reporting and the GFOA Distinguished Budget Presentation Award.

The FY25 audit will cover the period ending June 30, 2025. The district does not anticipate meeting the threshold for a single audit in FY25.

1.4 Audit History

The district’s recent Annual Comprehensive Financial Reports (ACFRs), including the independent auditor’s reports contained within each, along with adopted budget documents, are publicly available for review. These documents provide context regarding the district’s financial reporting format, disclosure practices, and prior audit scope.

ACFR: https://willamalane.org/about

Adopted Budgets: https://willamalane.org/about/budget-committee

Audit working papers from prior years may be requested directly from the district’s most recent audit firm, Isler CPA. The district’s agreement with Isler CPA has concluded.

Article II

SCOPE OF SERVICES

2.1- Scope of Audit Services

The auditor will conduct a financial and compliance audit of the district’s Annual Comprehensive Financial Report (ACFR). The ACFR will include the basic financial statements, required supplementary information, other supplementary schedules, and any necessary compliance reports.

2.2- Applicable Audit Standards

The audit must follow applicable laws and professional standards, including:

● Generally Accepted Auditing Standards (GAAS) issued by the American Institute of Certified Public Accountants

● Government Auditing Standards issued by the Comptroller General of the United States

● Minimum Standards for Audits of Oregon Municipal Corporations (OAR Chapter 162, Division 10)

2.3- Audit Service Requirements

The selected firm will be responsible for the following:

● Issue an opinion on the district’s basic financial statements, covering governmental activities, each major fund, and the aggregate remaining fund information.

● Issue an opinion on required supplementary information, including budget-to-actual comparisons for major funds, combining and individual non-major fund statements, and additional schedules related to post-employment benefits (as applicable).

● State that no opinion is being rendered on the introductory and statistical sections of the ACFR.

● Monitor current and emerging pronouncements from the Governmental Accounting Standards Board (GASB) and provide guidance to district staff on implementation and best practices. This includes assisting the district with compliance for new GASB requirements as they are issued and offering technical advice on proper application of existing GASB guidance.

● Provide informal consultation on tax, accounting, and financial reporting issues. If a matter requires extensive research or a formal written report, the scope, timing, and fees will be adjusted by mutual agreement. The district may require and expects to receive minor technical assistance during financial statement preparation or throughout the year to ensure proper implementation of GASB standards.

● Assist in preparing the district’s financial statements in conformity with generally accepted accounting principles (GAAP) based on information provided by the district. This may include preparing intermediate calculations and providing recommendations related to the presentation of information. Such assistance will be provided in a manner consistent with the auditor’s independence requirements and will not include assuming management responsibilities.

● The district will retain all management responsibilities for the financial statement preparation process and will designate a qualified individual to oversee these services, evaluate their adequacy, and accept responsibility for the results.

● Cooperate with successor auditors by responding to reasonable inquiries and providing access to prior working papers relevant to significant accounting matters and internal controls.

While the auditor is not required to render an opinion on the ACFR’s introductory section, statistical section, or certain supplemental information, assistance in preparing these sections may be requested by the district as part of the engagement.

Supplemental information refers to combined and individual financial statements and schedules, along with related data that is not essential for fair presentation but is included for additional analysis.

2.4- Auditor Deliverables

Upon completion of the annual audit of the district’s financial statements, the selected firm will provide the following to the district’s board of directors, executive director, and finance manager:

● An independent auditor’s report and opinion on whether the financial statements present fairly, in all material respects, the financial position of the district in accordance with generally accepted accounting principles (GAAP).

● An opinion on the fairness of any additional information when considered in relation to the financial statements as a whole.

● The results of limited procedures performed on the district’s Management Discussion and Analysis (MD&A) to evaluate its consistency with the audited financial statements and conformity with applicable reporting standards.

● An opinion on whether supplemental information included in the ACFR is fairly stated in all material respects in relation to the financial statements as a whole.

● A report including any required comments and disclosures relating to the auditor’s review of the district’s fiscal affairs and compliance with applicable legal requirements.

● A management letter, prepared in consultation with the board of directors, executive director, and finance manager prior to final issuance, containing recommendations and observations related to internal controls, accounting processes, compliance matters, and other issues the auditor believes warrant the district’s attention. Such recommendations will be limited to those customarily identified in connection with the audit of financial statements.

● The completed Oregon Audits Division Summary of Revenues and Expenditures in accordance with ORS 297.465.

● A report on the district’s internal controls over financial reporting and compliance with applicable laws, regulations, contracts, and grant agreements, including any instances of noncompliance that could have a material impact on the financial statements. This report will be prepared in accordance with Government Auditing Standards and will include the following statement:

“This report is intended solely for the information and use of the district’s board of directors, executive director, finance manager, specific legislative or regulatory bodies, federal awarding agencies, and if applicable, pass-through entities, and is not intended to, and should not, be used by anyone other than the specified parties.”

2.5- Audit Schedule

The auditor shall complete the audit in accordance with the timeline outlined below. The district will provide an updated schedule for each subsequent fiscal year as applicable.

FY25 Condensed Schedule Due to the timing of this solicitation, the FY25 audit will follow a condensed schedule:

● September 2025 - Preliminary work, including planning meetings, internal control documentation, and document requests.

● October 2025 - Interim and year-end fieldwork.

● Mid-November 2025 - Submission of draft reports and recommendations to the board of directors.

● December 2025 - Completion of review, and provision of all recommendations, revisions, and comments for the ACFR.

● December 2025 - Presentation of the final audit report to the board of directors at a public meeting and submission of the Oregon Audits Division Summary of Revenues and Expenditures in accordance with ORS 297.465.

Normal Audit Year Schedule

● June - Preliminary work, including planning meetings, internal control documentation, and document requests.

● July - Interim fieldwork.

● November - Year-end (fall) fieldwork.

● Early December - Submission of draft reports and recommendations to the board of directors.

● December - Completion of review, and provision of all recommendations, revisions, and comments for the ACFR.

● December - Presentation of the final audit report to the board of directors at a public meeting and submission of the Oregon Audits Division Summary of Revenues and Expenditures in accordance with ORS 297.465.

2.6- Reporting of Errors, Irregularities, and Violations

If, during the course of the audit, the auditor identifies any errors, irregularities, illegal acts, or indications of illegal acts, they shall provide a written report to the district’s board of directors, executive director, and finance manager as soon as reasonably possible after such matters are discovered. The auditor shall also advise on any corrective actions or recommendations deemed necessary in connection with these findings.

2.7- Reporting to the Board of Directors

The auditor shall ensure the district’s board of directors is informed of key matters arising during the audit. This includes the auditor’s responsibilities under GAAS, significant accounting policies, notable estimates and judgments, significant audit adjustments, relevant information in documents containing the audited financial statements, and any disagreements or significant discussions with management. The board shall also be advised of any consultations with other accountants, significant issues identified prior to engagement, difficulties encountered in performing the audit, and any other technical matters the auditor considers important for the board’s awareness.

2.8- Retention of Audit Documentation

The auditor shall, at its own expense, retain all working papers and reports for at least seven years after completion of the audit, or longer if required by applicable laws, regulations, or grant agreements, unless the district requests an extension in writing.

Upon request, these materials shall be made available to the district, the Oregon Secretary of State Audits Division, state or federal granting agencies, and any parties authorized by governmental entities or the district for audit quality review purposes.

2.9- GFOA Certificate of Achievement Support

The district has recently been awarded the Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association (GFOA). The auditor shall assist the district in implementing all comments and recommendations provided in the GFOA’s Summary of Grading Results for its ACFR and review the district’s required responses prior to submission to the GFOA.

2.10- District Responsibilities

Willamalane Park and Recreation District (WPRD) will:

● Complete final year-end closing entries and provide the auditor with a trial balance by fund and all supporting accounting details necessary to conduct the audit.

● Prepare requested work papers in advance of interim and/or final fieldwork.

● Provide access to WPRD’s financial records and systems as needed to perform the audit.

● Generate necessary confirmation letters based on templates supplied by the auditor.

● Prepare a draft Annual Comprehensive Financial Report (ACFR), including all related schedules and statements, Management’s Discussion and Analysis in accordance with GAAP and GASB, and any supplemental information, and provide the draft ACFR to the auditor prior to the start of final fieldwork.

● Submit the final ACFR to the Government Finance Officers Association (GFOA) for consideration of the Certificate of Achievement for Excellence in Financial Reporting.

● Make appropriate staff available during the audit to provide information, documentation, and explanations as required.

● Provide the auditor with a physical workspace for fieldwork at the Bob Keefer Center, equipped with power, internet access, printer, and photocopier.

Article III

QUOTE SUBMISSION GUIDELINES

3.1- Timeline

Event Date RFQ Issuance August 12, 2025 Quotes Due August 22, 2025

Quotes will be reviewed promptly after the deadline, and the district anticipates selecting a firm within two weeks of the closing date.

3.2- Changes to the Solicitation

If any changes are made to this solicitation, the district will send updated information to all firms invited to submit a quote.

3.3- Quote Format

Quotes should be clear, concise, and address the items listed in Section 3.4. Extra materials such as brochures, promotional graphics, or elaborate covers are not needed and will not influence evaluation.

Electronic submission in a single PDF file is preferred. If submitting a hard copy, print double-sided where possible and use materials containing post-consumer recycled content.

3.4- Quote Content

Proposals must include the following components, presented in the order listed:

● Completed Firm Information and Certification form (Exhibit B).

● Fee Proposal (Exhibit C) with all anticipated costs.

● Brief description of your firm’s relevant experience with governmental audits.

● Your approach to completing the audit and meeting the schedule in Section 2.5.

● Names, qualifications, and roles of key staff who will work on the audit.

3.5- Submission Instructions

Email your quote in PDF format to:

Skylar Shane, Finance Manager Email: skylar.shane@willamalane.org Due by: August 22, 2025 Late submissions may not be considered.

3.6- Public Records & Confidentiality

Quotes are subject to Oregon Public Records Law and may be disclosed upon request.

If your submission contains confidential information, clearly mark those portions. The district will make reasonable efforts to protect such information, but cannot guarantee confidentiality when disclosure is required by law.

Article IV

EVALUATION AND AWARD

4.1- Evaluation Criteria

The district will consider the following when selecting a firm:

● Relevant experience with governmental audits, especially for Oregon local governments.

● Understanding of the district’s needs and ability to meet the proposed schedule.

● Qualifications of the proposed audit team.

● Reasonableness of proposed fees in relation to the scope of work.

4.2- Evaluation Process

The District will review all quotes that meet the requirements of this solicitation.

Evaluation will be based on the criteria listed in Section 4.1. Quotes will not be scored using a point system but will be assessed on overall best value to the district.

4.3- Rejection of Quotes

The district may reject any quote that does not comply with the requirements of this solicitation.

4.4- Selection and Award

● All quotes received by the deadline will be reviewed to ensure they meet the requirements of this solicitation.

● The district may request clarifications or additional information.

● Selection will be based on best value to the district, considering the evaluation criteria in Section 4.1.

● The district reserves the right to negotiate final terms before awarding a contract.

4.5- Quote Clarifications

The district may request clarification of quotes. Clarifications must be limited to explaining information already submitted.

4.6- Verification of Past Performance

The district may contact references and review past performance information as part of the evaluation.

4.7- Notice of Award & Negotiation

The district will notify the selected firm in writing. If an agreement cannot be reached, the district may negotiate with another firm.

Article V

GENERAL TERMS

5.1- Procurement Method

This solicitation is being conducted under the Intermediate Procurement process in

ORS 279B.070.

5.2- District Rights

The district reserves the right to:

● Cancel the solicitation at any time if it is in the district’s best interest.

● Reject any or all quotes.

● Negotiate with one or more firms to obtain the best value.

● Amend the scope of work if needed before contract execution.

5.3- Protests

Any protest of this solicitation or the award must be submitted in writing to the district’s finance manager within three business days of notice.

5.4- Minimum Qualifications

At the time of submission, the lead auditor must hold a current license in good standing from the Oregon Board of Accountancy as an Oregon municipal auditor and be listed on the Municipal Roster or Mobility Roster.

5.5- Contract Terms

The initial contract will cover audit services for the fiscal year ending June 30, 2025, with the option to renew for up to four additional one-year terms at the district’s discretion.

5.6- Compliance with Law

The selected firm must comply with all applicable laws, rules, codes, and regulations in performing the services.

Exhibit A

EXHIBIT A – QUOTE SUBMISSION CHECKLIST

This checklist is provided to help you prepare a complete and organized quote. It is the proposer’s responsibility to ensure all required items are included and follow the instructions in this solicitation.

o Exhibit B – Firm Information and Certification o Exhibit C – Fee Proposal o Brief description of relevant experience with governmental audits (can be included in body of email or PDF) o Description of your proposed approach to completing the audit and meeting the schedule in Section 2.5 o Names, qualifications, and roles of key staff assigned to the audit

Exhibit B

EXHIBIT B – FIRM INFORMATION AND CERTIFICATION

Firm/Company Name: ___________________________________________

Street Address: ________________________________________________

City, State, Zip Code: __________________________________________

Primary Contact Name: _________________________________________

Primary Contact Title: __________________________________________

Primary Contact Phone: _________________________________________

Primary Contact Email: _________________________________________

Resident Proposer (ORS 279A.120): Yes ☐ No ☐ If No, State: _____________

Lead Auditor Licensed in Oregon & on Municipal or Mobility Roster: Yes ☐ No ☐

Name: ___________________________________ MUNI #: ___________________

Authorized Negotiator:

Title: ________________________________________

EEO Policy in Place: Yes ☐ No ☐

Certification

By signing below, the undersigned certifies:

● They have read and agree to the requirements in this solicitation.

● All information provided is true and accurate.

● The firm is authorized to perform financial audit services in Oregon and meets the minimum qualifications described in Section 5.4.

Signature: _______________________________________ Date: _______________

Printed Name: ____________________________________ Title: _______________

Exhibit C

EXHIBIT C – FEE PROPOSAL

Provide a detailed fee proposal for audit services for each fiscal year ending June 30, 2025 through June 30, 2029. Include estimated hours by staff category, hourly rates, and all anticipated expenses.

Category Hourly Rate Estimated Hours Total Fees Notes

Partners

Managers

Supervisory Staff

Professional Staff

Support Staff

Travel

Other (specify)

Additional Information:

● Fees should include all expenses necessary to complete the scope of work.

● If your fee is subject to change in future years, please note your assumptions.

● The district may negotiate final pricing before awarding the contract.

TOTAL PRICE OF AUDIT: ________________________