RCSWD Municipal Auditor bid package.pdf

Rutland County Solid Waste District

2 Greens Hill Lane

Rutland, VT 05701

Request for Proposals for Auditing Services

BIDS MUST BE RECEIVED BY

Friday July 29, 2024

3:00 PM

Year-End Audit of Financial Statements

Request for Proposals

Rutland County Solid Waste District – Auditing Services

Rutland County Solid Waste District (RCSWD) is seeking the services of a qualified FINANCIAL

AUDITOR or FIRM to perform the year-end audit of financial statements for calendar years ending 12/31/23, 2024, 2025, 2026 and 2027. Interested parties are now requested to submit

Proposals for this service.

The objective of this RFP is to review proposals from financial auditors who are interested in providing this service and who will effectively execute all aspects of the contract in a quality, timely and effective manner; and to select a financial auditor who has the staff, municipal audit experience, and expertise to plan, organize, and successfully complete the audits.

Bid Proposals are to be submitted by 3:00 PM on Monday July 29, 2024 via hard copy (printed) proposals. Received hard-copy (printed) proposals shall be submitted to the address below. Bids received will be opened and reviewed by the District Manager for presentation to the Board of

Supervisors, Executive Board at a special scheduled meeting for awarding.

Mark S. Shea, District Manager

2 Greens Hill Lane

Rutland, VT 05701

Email: mshea@rcswd.com

Disadvantaged Business Enterprises (DBE), Minority Business Enterprises (MBE) and Women Business

Enterprises (WBE) are encouraged to participate.

NATURE OF SERVICES REQUIRED

RCSWD desires the auditor to express an opinion on the fair presentation of its general-purpose financial statements in conformity with generally accepted accounting principles for government entities as defined by the Government Accounting Standards Board (GASB). RCSWD also desires the auditor to express an opinion on the fair presentation of the combining and individual fund financial statements and schedules in conformity with GASB generally accepted accounting principles.

The audit shall be performed in accordance with generally accepted auditing standards as set forth by the American Institute of Certified Public Accountants; the standards for financial audits set forth in the U.S. General Accounting Office’s Government Auditing Standards; the provisions of the Single Audit Act of 1984 and the Single Audit Act Amendments of 1996

(when applicable); and the provisions of the U.S. Office of Management and Budget (OMB) 2

CFR, Chapter I, Chapter II, Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.

RCSWD is interested in receiving lump sum, not-to-exceed cost proposals for the performance of year-end financial audit for each of the calendar years (e.g., 2023, 2024, 2025, 2026 2027). At this time, it is not anticipating spending in excess of $750,000 in federal awards and will not require an audit in accordance with the Single Audit Act of 1984.

It is expected that in determining the extent of test procedures, full consideration will be given to the apparent effectiveness of the system on internal accounting controls. The feasibility of recommendations for improvements in the accounting system and internal controls will be discussed during the course of the engagement. In the required report on internal control, the auditor shall communicate any reportable conditions found during the audit. Reportable conditions that are also material weaknesses shall be identified as such in the report. Non-reportable conditions discovered by the auditors shall also be reported in a separate management letter, which shall include all instances of noncompliance.

The auditor will deliver an electronic copy in .PDF format of the auditor’s report and in addition to that shall print, bind and submit ten [10] copies of the audit report to RCSWD. Additional copies of the report shall be submitted to the federal cognizant audit agency and any agencies of the State of Vermont, as required.

At the conclusion of the audit, the auditor will meet with the Board of Supervisors to discuss the results of the audit and explain any findings that are included in the auditor’s management letter.

All working papers and reports shall be retained for a minimum of five years, unless the Firm is notified in writing by RCSWD of the need to extend the retention period.

DESCRIPTION OF THE MUNICIPALITY

Rutland County Solid Waste District was established in 1979, as a union municipal district that exists to cooperatively and comprehensively address the solid waste management interests of its member towns. The District is governed by a Board of Supervisors representing the communities from the 18 member towns within Rutland County with a population of 47,751.

Our mission is to reduce reliance on landfills through waste reduction, reuse, and recycling programs. To accomplish this, the District works closely with member-towns, schools, businesses, and institutions to provide technical assistance, education, and tools designed to reduce waste and capture valuable resources through recycling, donating and composting.

Our vision is to reduce waste in a sustainable and economical matter by giving our residents and businesses the means of recycling electronic waste, food scrap collection, household hazardous waste disposal and much more.

Our member towns include Brandon, Castleton, Clarendon, Danby, Hubbardton, Ira, Killington, Mendon, Mt. Holly, Mt. Tabor, Pittsfield, Pittsford, Poultney, Proctor, Rutland City, Wallingford, Wells, West Rutland

The schedule for the subsequent years will be in March of each year with a similar length to complete and will be mutually finalized on an annual basis. RCSWD has a total approved general budget of $2,360,425 (2023). It has a capital budget plan (CPI) of $344,500. Staffing consists of

10 full-time and 1 part-time employees. Management Staff include a District Manager, Treasurer, and Program Manager. Others include an office manager, outreach coordinator, and transfer station attendants.

The District uses the following fund types in its financial reporting:

• General Fund

• Capital Reserve Fund

• Materials Recycling Facility Fund General Fund (MRF)

• Deferred Compensation Fund

RCSWD prepares its financial statements using the modified accrual basis of accounting for governmental funds and the accrual basis of accounting for proprietary funds. RCSWD’s financial statements (are) prepared in accordance with Governmental Accounting Standards

Board Statement No. 34, Basic Financial Statements – and Management’s Discussion and

Analysis – for State and Local Governments.

PROPOSAL REQUIREMENTS

Interested Firms shall submit its proposal separated into two sections: the technical proposal and the cost proposal. RCSWD’s audited financial statements can be found on RCSWD website at https://www.rcswd.com/

The purpose of the technical proposal is to demonstrate the qualifications, competence and capacity of the Firms seeking to undertake the audit of RCSWD in conformity with the requirements of this request for proposals. The technical proposal should demonstrate the qualifications of the Firm and of the particular staff to be assigned to this engagement. It should also specify an audit approach that will meet the request for proposals requirements. The technical proposal shall provide the necessary information in the following sequence:

1. Background of the Firm. The proposer should state the size of the Firm, the size of the

Firm’s governmental auditing staff, and the number and nature of the professional staff to be assigned to this engagement. The Firm is also required to submit a copy of the report on its most recent quality control review, along with a statement of whether that quality control review included a review of specific government engagements.

2. Partner, supervisory and staff qualifications and experience. The proposer should identify the principal supervisory and management staff assigned to the engagement and disclose each person’s government auditing experience.

3. Similar engagements with other government entities. The proposal shall describe the five most significant engagements performed in the last five years that are similar to the engagement described in this request for proposals. Indicate the scope of the work and the name and telephone number of the client contact.

4. Specific audit approach. The proposal should set forth a plan of implementation, including an explanation of the audit methodology for this engagement. The work plan should include a description of tasks, estimates of work effort, time budgets, and a detailed breakdown of responsibilities of all audit personnel.

5. Specify Firms audit schedule with milestones.

Structure the cost proposal as follows:

1. This is a five-year engagement, with renewal options for additional years.

2. Total all-inclusive maximum price for the engagement for the year ending December https://www.rcswd.com/

31, 2023, and for each of the four subsequent engagement years for which RCSWD has the option of continuing in this contract.

3. Progress payments will be made on the basis of hours of work completed during the course of the engagement. Interim billing shall cover a period of not less than a calendar month and should provide sufficient detail for verifying that the work was completed.

4. Unit pricing for non-audit services that are in compliance with independence standards should those be required.

5. Additional cost of a single audit if required.

Desired Schedule for Year-End 2023 (flexible, indicate proposed schedules in Proposal)

• August 12, 2024 Begin Audit

• September 9, 2024 Onsite Testing

• October 14, 2024 Complete Audit

• November 4, 2024 Deliver Draft Report for discussion

• December 4, 2024 Final Report Presented to Board of Supervises

EVALUATION CRITERIA

The Board will evaluate Proposals based on the following criteria:

1. Experience and familiarity of the Firms with audits of municipal financial statements;

2. Resources available to the Firms;

3. Favorable references from clients;

4. Availability to meet time schedule of project;

5. Timeliness of proposal schedule timeline with milestones;

6. General quality and responsiveness of Proposal;

7. Cost, including reasonableness of billing rates as related to quality of personnel.

The Board will award the contract to the selected Firm.

Cost of Proposal Preparation

The District is not liable for any costs incurred in the preparation of a response to this RFP. Firms shall bear the full cost of preparation, attending any pre-submission interviews if requested, and negotiating the final contract if selected by the District. There may be no claims whatsoever for reimbursement from the

District for costs and expenses associated with this process.

Previsions to RFP

If it becomes necessary to revise any portion of this RFP, the addendum will be sent to all providers who were mailed the original RFP and any parties who were provided copies of this RFP.

District Rights

RCSWD reserves the right to retain all proposals and to use any ideas in a proposal regardless of whether the proposal is selected. Submission of a proposal indicates acceptance by the Firm of the conditions contained in this RFP, unless clearly stated to the contrary and specifically noted in the proposal submitted and confirmed in the contract between the municipality and the selected Firm.

RCSWD reserves the right to accept or reject any proposal, at their sole discretion, and to award a contract based solely on their determination of the best proposal considering all of the circumstances, to request additional information or clarification from proposers. At the discretion of the RCSWD, Firms submitting proposal may be requested to make oral presentation as part of the evaluation process.

The District reserves the right to modify or issue changes to the original RFP, and to reject any or all proposals in the best interest of the District. The District also reserves the right to select the Firm that, in the best judgment of the District, will perform in a satisfactory and timely manner irrespective of the estimated fee for completing the service. The District may also negotiate with the Firm to modify or amend certain portions of the Proposal. Proposals received after the deadline may be accepted or rejected at the discretion of the District.

PROPOSALS

Proposal Submittal

The deadline for receiving Proposals is 3:00 PM, on Friday, July 29, 2024. Send Mail, or e-mail

Proposals to:

ATTN: Mark S. Shea, District Manager

2 Greens Hill Lane

Rutland, Vermont 05701

OR:

E-Mail to: mshea@rcswd.com with “RCSWD Request for Proposals for Auditing Services” in the memo field.

Proposal Elements

All hard copies of Proposals are to be printed using both sides of the paper. The essential elements to be included in the Proposal are:

1. A total lump sum, not-to-exceed bid for each of the five years;

2. A detailed description of staff levels and hours included in the bid, the hourly rates for each staff level, and direct costs;

3. A summary of staff expertise and credentials;

4. A schedule for performance of the audit and delivery of draft and final reports;

5. A list of references from current or former clients with similar work scopes.

mailto:mshea@rcswd.com

INSTRUCTIONS TO BIDDERS:

1. Examination of Bid Documents

Before submitting a Bid, each Bidder must (a) examine the Bid Documents thoroughly; (b) consider federal, state and local laws, ordinances, rules and regulations that may in any manner affect cost, progress, performance, or provision of the commodities and/or services; (c) study and carefully correlate Bidder’s observations with the Bid Documents, and (d) notify the District Manager or designated individual of all conflicts, errors and discrepancies in the Bid Documents.

2. Specifications

RCSWD also reserves the right to waive minor variations to specifications contained in the Invitation to Bid. This interpretation of minor variations shall be made by applicable RCSWD personnel.

3. Bid Forms

The Bid Form is included with the Bid Documents and must be used by the Bidder. Failure to do so may cause the Bid to be rejected. The forms must be submitted in good order and all blanks must be completed. Bidders may provide supporting documentation to help clarify something on the bid form, however, it shall not have to be considered if it differs or is otherwise in conflict with the information on the bid form.

The Bid must be signed by one duly authorized to do so and in cases where the Bid is signed by a deputy or subordinate, the principal’s proper written authority to such deputy or subordinate must accompany the Bid.

Bids by corporations must be executed in the corporate name by the President or other corporate officers accompanied by evidence of authority to sign. The corporate address and state of incorporation must be shown below the signature.

Bids by partnerships must be executed in the partnership name and signed by a duly authorized partner whose title must appear under the signature and the official address of the partnership must be shown below the signature.

4. Award of Contract

If the contract is to be awarded, it will be awarded to the most responsible and responsive Bidder for the base Bid whose evaluation by RCSWD indicates to RCSWD that the award will be in the best interests of RCSWD and not necessarily to the lowest Bidder.

5. Insurance

Bidders must submit copies of their current certificate(s) of insurance prior to execution of the Contract.

Failure to do so may cause termination of the Contract and Bid.

PRIOR TO AWARD OF THE CONTRACT, THE SUCCESSFUL BIDDER SHALL SUBMIT

CERTIFICATE(S) OF INSURANCE EVIDENCING THE REQUIRED COVERAGES AND

SPECIFICALLY PROVIDING THAT RCSWD IS AN ADDITIONAL NAMED INSURED OR

ADDITIONAL INSURED WITH RESPECT TO THE REQUIRED COVERAGE AND THE

OPERATIONS OF THE SUCCESSFUL BIDDER UNDER THE CONTRACT. Insurance

Companies selected must be acceptable to RCSWD. All of the policies of insurance so required to be purchased and maintained shall contain a provision or endorsement that the coverage afforded shall not be canceled, materially changed or renewal refused until at least thirty (30) calendar days written notice has been given to RCSWD by certified mail.

The Successful Bidder shall procure and maintain at its own expense and keep in effect during the full term of the Contract a policy or policies of insurance which must include the following coverage and minimum limits of liability:

Solid Waste District Rutland County

Insurance Requirements Checklist

Items marked “X” must be provided

X General Liability Minimum Limits Required

Commercial General Liability $ 1,000,000 General Aggregate Product/Completed

Operations Agg.

X Occurrence Form $ 1,000,000 Personal & Advertising Injury

$ 1,000,000 Each Occurrence

X Workers Compensation and

Employers Liability

Statutory

X Professional Liability Errors and Omissions

$ 1,000,000 Aggregate

X RCSWD must be named insured. Copy of policy required

X The Certificate of Insurance must show Rutland County Solid Waste District as an additional insured

X Certificates must be given to RCSWD 30 days prior to a written notice of cancellation, non-renewal, or adverse change.

X Certificate must identify Contract Title

6. Summary of Documents to be Submitted by Bidders

The following is a summary of documents, copies of which may be included in the Bid documents, which are to be completed and submitted by Bidders:

• Bid Proposal

• Bid

• Business and Taxpayer Identification Information (Or W9)

• Proof of Liability Insurance & Worker’s Compensation

• Sample Agreement

• Notice to Proceed

ADDITIONAL INSTRUCTIONS TO BIDDERS

BID: RCSWD Auditing Services

1. Default

In the event the Successful Bidder shall default in any of the terms, obligations, restrictions or conditions in the Contract, RCSWD shall give the Successful Bidder written notice by registered, certified mail of the default and that such default shall be corrected, or actions taken to correct such default shall be commenced within ten (10) calendar days thereof. In the event the Successful Bidder has failed to correct the condition(s) of the default, or the default is not remedied to the satisfaction and approval of RCSWD. RCSWD shall have all legal remedies available to it, including, but not limited to termination of the Contact in which case the Successful Bidder shall be liable for all procurement and re-procurement costs and any and all damages permitted by law arising from the default and breach of the Contract.

2. Questions on these Specifications or Bid Requirements must be addressed to:

Mark S. Shea, District Manager

802-775-7209; ext. 203 mshea@rcswd.com mailto:mshea@rcswd.com

Bidder agrees to perform all work described in the bid proposal for the following lump sum:

Bidder Information

Bidder Name:

Bidders Address:

Bidder Initials: ________

BID SCHEDULE

RCSWD Auditing Services

Year Quantity Amount: Unit Price

2023 Lump

Sum

Per lump sum (in writing)

2024 Lump

2025 Lump

2026 Lump

2027 Lump

Authorized Bidder Signature: _____________________________________________

BUSINESS AND TAXPAYER IDENTIFICATION INFORMATION

BIDDER MAY SUBSTITUTE IRS FORM W-9

THIS BUSINESS IS A: (Please check one)

( ) Individual

( ) Corporation

( ) Sole Proprietorship

( ) Partnership

( ) Non-Profit Entity

( ) Other, Please Describe:

LICENSED OR OTHERWISE AUTHORIZED TO DO BUSINESS BY THE STATE OF:

TAXPAYER IDENTIFICATION NO. (TIN) :( ) ( ) - ( ) ( ) ( ) ( ) ( ) ( ) ( ) OR

SOCIAL SECURITY NUMBER ( ) ( ) ( ) - ( ) ( ) - ( ) ( ) ( ) ( )

LEGALLY ISSUED IN THE NAME OF:

DOING BUSINESS AS (D/B/A):

ADDRESS:

TOWN/TOWN, STATE, ZIP:

NOTE:

Your bid may be rejected if you do not complete and submit this page with your bid.

Checks in payment of obligations by RCSWD will be made payable to your legally issued name unless you state a D/B/A (doing business as). Federal Tax reporting, if required, will also be in your legal name.

Failure to submit this form with your Bid/RFP response may result in your Bid/Proposal being rejected as unresponsive.

SUBMIT THIS FORM OR IRS FORM W9 WITH THE BID

SAMPLE AGREEMENT

THIS AGREEMENT, made this day of _ , 2024 by and between

RCSWD, hereinafter called “OWNER” and ___________________ doing business as (an individual, a partnership, or a corporation) hereinafter called “FIRM”.

WITNESSETH: That for and in consideration of the payments and agreements hereinafter mentioned:

1. The Firm will commence and complete the construction of:

RCSWD Auditing Services.

2. The FIRM will commence the WORK required by the CONTRACT DOCUMENTS on the date of issuance of the NOTICE TO PROCEED and will complete the same not-later-than 8/12/2024, unless the period for completion is extended otherwise by the

CONTRACT DOCUMENTS or Change Order. The FIRM acknowledges that the date of the beginning and the time for completion of the WORK are essential conditions of the

CONTRACT DOCUMENTS.

3. The FIRM agrees to perform all work described in the CONTRACT DOCUMENTS and comply with the terms therein for the sum of $_______________ or as shown in the

BID schedule.

4. The term “CONTRACT DOCUMENTS” means and includes the following:

• Bid Proposal

• Bid

• Business and Taxpayer Identification Information (Or W9)

• Proof of Liability Insurance & Worker’s Compensation

• Sample Agreement

• Notice to Proceed

IN WITNESS WHEREOF, the parties hereto have executed, or cause to be executed by their duly authorized officials, this Agreement in Three (3) copies, each of which shall be deemed an original on the date first above written.

OWNER: RCSWD

BY:

District Manager

FIRM:

BY:

Name:

Title:

Address:

NOTICE TO PROCEED

To: ________________________ Date: _____________

(Firm)

Project: RCSWD Auditing Services

You are hereby notified to commence WORK in accordance with the Agreement dated

_____________, 2024. The date of completion of all WORK is as specified in the Agreement.

Owner: RCSWD

By: Mark S. Shea

Title: District Manager

ACCEPTANCE OF NOTICE

Receipt of the above NOTICE TO PROCEED is hereby acknowledged by:

Firm Name: _____________________________________________

By (Signee): __________________________________________________

Title: ________________________________________________________

Date: ________________