REQUEST FOR PROPOSALS Auditor 2025 FINAL~1.pdf

REQUEST FOR PROPOSALS

FOR AUDIT SERVICES

Date: December 15, 2025

Contact Person: Bobbi Price City Manager

(541) 547-3565

I. GENERAL INFORMATION

A. INTRODUCTION

The City of Yachats (CITY) is a City in Lincoln County, Oregon. The financial records of the CITY are organized into “funds” which relate to services performed by the CITY. The operation of each fund account group is documented by a separate set of self-balancing accounts which compromise the fund’s assets, liabilities, fund equities, revenues and expenditures (expenses).

The financial statements summarize these funds into governmental Fund Types and Proprietary Fund Types, as well as, the Urban Renewal Fund.

B. SCOPE

The CITY proposes to enter into a contract for audit services with an independent Certified Public Accounting Firm. The scope of work shall also include consultations by telephone throughout the year, as needed, for accounting and financial presentation related items. The duration of the contract will be for three years with the option of the CITY to renew for additional years.

The audit of the City’s financial statements shall be performed in accordance with auditing standards generally accepted in the United States of America, the provisions of Oregon Revised Statutes, as specified in Oregon Administrative Rules 162-010-0000 through 162-010-0320 of the Minimum Standards for Audits of Oregon Municipal Corporations, as well as any other applicable audit guidelines needed for compliance and reporting, and perform tests necessary to provide the following opinions:

1. An opinion that CITY’s general purpose financial statements fairly represent

CITY’s financial condition and results of operations in accordance with Generally Accepted Accounting Principles (GAAP).

2. An opinion that individual grants were examined for accuracy and that CITY has complied with material terms of state grant contracts.

3. The independent auditor shall review the information systems of accounting and internal control, develop audit programs to adequately test those systems, and form an opinion with respect to the financial statements of the municipal corporation.

4. Audit comments and disclosures required to municipal corporations under Oregon law.

5. As may be necessary, a management letter to CITY’s City Council identifying weaknesses or breakdowns in internal controls that could cause a material misstatement of CITY’s financial conditions, or that could unnecessarily expose CITY to risk or loss.

6. A management letter to CITY’s City Manager identifying any recommendations that may improve financial operations but are not included in the management letter to CITY’s City Council as necessary.

7. Present audit to CITY’s City Council.

C. CITY PROVIDED SERVICES

CITY will prepare and make available to the Contractor on the first day of substantive testing a trial balance, reconciliations of all balance sheet accounts, reconciliations of all revenue accounts, and any other schedules specified by the Contractor.

CITY will provide written descriptions of the accounting systems for cash receipts, cash disbursements, payroll, purchasing, grant record keeping and other systems as requested by the Contractor.

CITY will make its staff available to assist in locating and copying documents and typing client representation letters and confirmation requests.

D. DESCRIPTION OF FINANCIAL SYSTEM

CITY uses a computerized accounting system. Springbrook Software is used for general ledger, cash receipts, accounts payable, payroll and generation of financial statements.

The prior year audit and management letters are available upon request. The financial records are well organized with clear audit trails.

All accounting functions are performed by the Finance Department. This may include electronic fund transfers or direct deposits.

E. EVALUATION OF PROPOSALS

An evaluation committee consisting of the City Manager and Finance Committee will review and evaluate proposals, which will be rated on the following criteria:

• Suitability of the proposal for CITY’s requirements

• Qualifications of key personnel assigned to the project

• Substantiated performance capabilities and proven service to the proposer

• Experience with auditing other councils of governments or local units of governments

• Cost of proposal

CITY reserves the right to determine that any or all proposals are unacceptable.

CITY may require one or more of the proposers to make an oral presentation.

II. PROPOSERS INSTRUCTIONS

A. RFP SCHEDULE

1. Issuance of RFP by CITY December 15

2. Submission of proposals no later than 5 p.m. January 8

3. Public opening of proposals at 9 a.m. January 9

4. Demonstration, if required, completed January 9

5. Evaluation completed January 15

6. Contract negotiated and signed January 20

B. PROPOSAL FORMAT

Proposal should be submitted on 8 ½” by 11” paper. Proposers should make the text brief and concise without sacrificing detail required for evaluation. The evaluators do not want to see promotional material unless it is directly relevant to the evaluation criteria. The proposal should include the following information:

Provide the name and location of the office from which work will be done.

Discuss the previous relationships between proposer and other public entities within the State of Oregon. Provide references that can be contacted by CITY.

Discuss policies on notification of changes in key personnel.

Provide a management overview of its company, service, support, continuing education and other matters that it feels would be of benefit to the evaluation of the proposal.

Provide a resume of each person assigned to the project at the senior level or higher along with relevant management capabilities. Discuss the extent to which assigned personnel have previously worked together.

Describe how the proposer would conduct the audit, and how the proposer would approach the work efforts of the subsequent years. Provide a list of services that shall be provided and the specific areas that will be examined.

State if the proposer has (a) received a positive peer review within the last 3 years and (b) been the object of any disciplinary action during the last 3 years.

Adaptability and responsiveness to change orders and modifications should be discussed.

Provide a sample of an audited Consolidated Annual Financial Report previously produced.

Provide a sample of a management letter previously issued to a local unit of government.

Provide a budget detailing the costs of services to be provided.

Provide cost of Annual Report Preparation.

C. OWNERSHIP

All materials submitted by the proposer as part of the proposal will be considered the property of CITY and will not be required to be returned to the proposer.

SUBMISSION OF PROPOSAL

Submit three (3) copies of the proposal to:

Bobbi Price, City Manager City of Yachats PO Box 345 Yachats, OR 97498

All copies of the proposal and associated materials must be signed by a representative of the vendor duly authorized to sign such documents. Proposals must be sealed and clearly marked “Response to CITY Audit Services RFP”.

D. SUPPLEMENTAL TO PROPOSALS

If the committee’s evaluation of any proposal indicates minor noncompliance with or variance from the RFP, CITY may, but need not, make written request to proposer for a supplement to the proposal. The requestor will attempt to identify the noncompliance or variance, may request additional information, and will establish a date by which a supplement to a proposal must be submitted. The proposer may submit a supplement to proposal responsive to the request within the time period established in the request. CITY shall receive and evaluate the supplement in conjunction with the proposal. Any supplement to the proposal submitted under this paragraph, shall be deemed as an integral part of the proposal. Except as provided by the paragraph, supplements will be deemed as an integral part of the proposal. Except as provided by the paragraph, proposals shall not be changed, modified, or withdrawn.

The firm receiving the contract for audit services will procure and maintain, for the duration of the contract, Professional Liability Insurance covering any damages caused by an error, omission, or any negligent acts. The combined single limit per occurrence/claim shall not be less than $1,000,000. The annual aggregate limit shall not be less than $2,000,000. The firm must provide a Certificate of Insurance to the City on an annual basis.

Date_________________Signature ________________________________________

Name (Please Type or Print) ______________________________________________

Title _________________________________________________________________

Firm _________________________________________________________________

Telephone Number ( ) ________________ Fax Number ( ) _________________