RFP 2024-03 Informal Solicitation Audit Services.pdf

MATHEWS COUNTY, VIRGINIA

INFORMAL SOLICITATION

TITLE: PROFESSIONAL AUDITING SERVICES

ISSUE DATE: February 2, 2024

Electronic Proposals will be received until March 1, 2024 at 4:00 PM. for furnishing the services described herein. Late proposals will not be accepted. Proposals shall be submitted to:

Ramona Wilson, County Administrator Phone: (804) 725-7172 E-Mail: rwilson@mathewscountyva.gov

Name and Address of Firm/Individual Submitting Proposal:

Date:

By:

Signature In Ink

Print/Type Telephone: Fax:

E-mail

Mathews County does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against any Offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by law relating to discrimination in employment.

MATHEWS COUNTY, VIRGINIA

REQUEST FOR PROPOSALS

PROFESSIONAL AUDITING SERVICES

Mathews County, Virginia, a political subdivision of the Commonwealth of Virginia and a body politic, herein referred to as MATHEWS COUNTY, desires to engage the services of a qualified professional auditing firm to provide professional auditing services as described herein.

This Solicitation plus the resulting contract shall be consistent with and governed by the MATHEWS COUNTY Small Purchasing Policy and has been prepared in accordance with the Virginia Public Procurement Act.

1.1 PURPOSE OF THE REQUEST:

MATHEWS COUNTY is seeking proposals from qualified independent certified public accountants to perform a financial audit for each of the fiscal year(s) ending June 30, 2024, 2025, and 2026, with the option to renew for up to two (2) additional consecutive fiscal years, in one-year increments.

1.2 GENERAL INFORMATION:

The governing body of MATHEWS COUNTY is a five-member Board of Supervisors (the Board), which establishes policies for the administration of MATHEWS COUNTY. Members are elected at large for four-year terms. The Board appoints a County Administrator to act as the administrative head of MATHEWS COUNTY to carry out the policies established by the Board.

The County has a population of approximately 8,834 and will operate under a general/operating budget of $31 million for the fiscal year 23/24. A description of the County’s government and pertinent background information is included in the 2023 Mathews County Comprehensive Annual Financial Report which can be found at https://www.mathewscountyva.gov/Archive.aspx?ADID=232

1.3 FINANCIAL REPORTING ENTITY AND OPERATIONS:

The financial reporting entity includes all of the funds and account groups of MATHEWS COUNTY, as well as all of its component units. The discretely presented component units are the Mathews County School Board and the Mathews County Economic Development Authority.

1.4 QUALIFICATION REQUIREMENTS:

Offeror(s) shall be Virginia licensed Certified Public Accountants. All firms submitting proposals for consideration must be licensed by the Commonwealth of Virginia to perform auditing services and shall have been engaged in providing local government auditing services, in Virginia, for a period of no less than 10 years.

1.5 PROJECT SCHEDULE:

Offeror shall include a proposed project schedule with his/her proposal. This will be a factor in the award decision.

1.6 QUESTIONS:

Questions concerning general and/or technical details of the project, or this Solicitation, shall be submitted via email to:

Ramona Wilson, County Administrator Email: rwilson@mathewscountyva.gov

1.7 AWARD OF CONTRACT:

MATHEWS COUNTY, in its sole opinion, reserves the right to reject any and/or all proposals, to waive informalities and to negotiate a Contract with the selected Offeror(s). MATHEWS COUNTY reserves the right, in its sole opinion, to reject any proposal it believes would not be in MATHEWS COUNTY’s best interest.

1.8 LICENSE TO PRACTICE IN VIRGINIA:

An affirmative statement shall be included that the firm and all assigned key professional staff are properly licensed to practice as certified public accountants in the Commonwealth of Virginia. An affirmation that the respondent meets any and all other qualification requirements imposed by state or local law should be provided.

1.9 REFERENCES:

Provide the current name, address, and telephone number of at least five (5) references the Offeror has served either currently or in the past three (3) years; preferably those where one or more of the proposed project team members provided the same or similar services as requested herein. Indicate the Scope of Services provided to each reference.

I.10 PRICE AND SERVICES

The total cost for all services provided for under this AGREEMENT is_____________________ Dollars ($________________). COUNTY will pay CONTRACTOR ($_________________) payable after successful completion of, and acceptance by Mathews County (in their sole opinion), of the work.

SCOPE OF WORK

Mathews County Financial Audit

Mathews County shall hereafter be referred to as the County.

The successful auditing firm shall conduct audits and render reports beginning with fiscal year 2023/2024 in accordance with generally accepted government auditing standards; Government Auditing Standards, issued by the Comptroller General of the United States; the Office Management and Budget (OMB) Uniform Guidance, Audits of States, Local Governments, and Non-Profit Organizations; the Single Audit Act of 1996; and Specifications for Audit issued by the Auditor of Public Accounts of the Commonwealth of Virginia. The audit shall include such test of the accounting records and such other auditing procedures as are considered by the Auditor to be necessary in the circumstances.

Generally accepted government auditing standards would include a review of the County’s system of internal control and accounting as it relates to accountability of funds and adherence to budget and law requirements.

The successful firm will be able to provide a draft audit report to the County Administrator for review no later than November 10th, with final delivery of audit reports by November 30th. The successful firm will also be responsible for giving presentations to the County Board of Supervisors.

The auditing firm shall be able to supply (10) copies of their report to the County and to file copies of the report on behalf of the County with applicable federal and state agencies. In addition, the firm shall provide an Agreed Upon Procedures Report on the County Comparative Reporting Transmittal Forms by November 30 of each year.

The auditing firm shall be responsible for preparing, for the County, the CAFR with auditor’s opinion included. Should the opinion be unqualified, the auditor shall report to the County in writing to that regard.

Should circumstances arise that require a more detailed investigation by the auditing firm, the auditor shall inform the County in writing of the need for such an additional investigation and the additional compensation required therefore.

Firm associates and staff shall remain on call throughout the life of the contract to assist County officials and staff upon request. There shall be no additional charge for routine advice directly related to the audit services. Should there be requests for specialized assistance involving central accounting, computerized systems, formation of new legal entities, budgeting, planning, personnel systems, or similar consultative services, the services of the firm are to be made available at standard billing rates.

Compliance Audit

The Auditor shall conduct an audit in accordance with Uniform Guidance issued by the Auditor of Public Accounts of the Commonwealth of Virginia. The Auditor shall issue the following reports in connection with the audit: Report on Compliance and on Internal Control Over Financial Reporting; Report on Compliance with Requirements Applicable to Each Major Program and Internal Control Over Compliance;

Report on Compliance with Commonwealth of Virginia Laws, Regulations, Contracts and Grants; and Schedule of Findings and Questioned Costs. In addition, the Auditor shall complete, in a timely manner, Form SF-SAC, Data Collection Form for Reporting on Audits of State, Local Governments, and Non-Profit Organizations, in accordance with Uniform Guidance.

Transmittal to APA

The Auditor of Public Accounts (APA) requires all localities to complete Comparative Report Transmittal Forms in accordance with the provisions of the Uniform Financial Reporting Manual. The Contractor shall prepare the Comparative Report Transmittal Forms for submission to the APA. The Auditor shall conduct agreed upon procedures and issue a report on evaluating management’s assertion about whether the Comparative Report Transmittal Forms comply with the requirements of the Uniform Financial Reporting Manual.

This process must be completed each year, prior to December 15th.

Management Letter

The Auditor shall issue a letter to the Mathews Board of Supervisors noting any material matters involving the internal control structure and other operational matters that were brought to the Auditor’s attention during the performance of the financial audit. The letter should also contain recommendations for improvement.