RFP 26_203 Financial and Compliance Audit.pdf

864 Broad Street – 4th Floor Augusta, Georgia 30901 – 1215

(706) 826-1000 Fax: (706) 826-4612

SHAWNDA STOVALL DR. MALINDA B. COBB BOBBY A. SMITH, CPA

President Superintendent of Schools Chief Financial Officer

You are invited to submit proposals to contract with the County Board of Education of Richmond County, Georgia, (herein after referred to as “Richmond County School System”, “RCSS” or “Owner”) to submit proposals for the performance of financial and compliance audits of its financial records and accounts for the next five fiscal years. These audits shall be performed for the purpose of rendering an auditor's opinion regarding the fairness of applicable financial statements and the compliance of the Richmond County School System with applicable legal provisions, in accordance with generally accepted auditing standards, and for other purposes stated herein.

During the term of this contract the state of Georgia may require special examinations of certain benefit programs provided to our employees or retirees. Benefit programs that may be included are Teachers Retirement System of Georgia (TRS), Public School Employee’s Retirement System (PSERS), and State Health for retirees.

STANDARD TERMS AND CONDITIONS

1) TIME AND PLACE: Bids will be received by the Richmond County School System until 3:00 p.m. EST, on Tuesday, APRIL 28, 2026, at 864 Broad Street, Augusta, GA 30901.

2) LATE BIDS AND PROPOSALS: Regardless of cause, late bids and proposals will not be accepted and will automatically be disqualified from bid consideration. It shall be solely the vendor’s risk to ensure delivery at the designated office by the designated time. Late bids and proposals will not be opened and may be returned to the vendor.

3) SEALED PROPOSAL REQUIREMENT: Each proposal must be submitted in a sealed envelope addressed to Dr. Malinda B. Cobb, Superintendent of Schools, c/o Mr. Bobby A. Smith, Chief Financial Officer, Richmond County School System, 864 Broad Street, Augusta, Georgia 30901.

Each sealed envelope containing a bid must be plainly marked on the outside “ANNUAL FINANCIAL AND COMPLIANCE AUDIT RFP #26-303”. and the envelope must bear the name and complete address of the vendor. If forwarded by mail, the sealed envelope containing the proposal must be enclosed in another envelope addressed to Dr. Malinda B. Cobb, Superintendent of Schools, c/o Mr. Bobby A. Smith, CFO, Richmond County School System, 864 Broad Street, Augusta, Georgia 30901, RFQ #26-203.

4) CONTRACT PERIOD: The contract shall be for the auditing of five fiscal years beginning with the current fiscal year ending June 30, 2026, through the fiscal year ending June 30, 2030.

TO:

CERTIFIED PUBLIC ACCOUNTANTS AND AUDITORS OF PUBLIC FINANCIAL RECORDS

FROM:

RICHMOND COUNTY BOARD OF EDUCATION

DATE:

March 27, 2026

SUBJECT:

ANNUAL FINANCIAL AND COMPLIANCE AUDIT RFP #26-203

RICHMOND COUNTY SCHOOL SYSTEM

MARCH 27, 2026

ANNUAL FINANCIAL AND COMPLIANCE AUDIT

RFP #26-203

5) CERTIFICATION: The Richmond County School System may make such investigations as he deems necessary to determine the ability of the bidder to perform the work and the bidder shall furnish the Owner all such information and data for this purpose as it may request. The School System reserves the right to reject any bid if the evidence submitted by or investigation of such bidder fails to satisfy the Board that such bidder is properly qualified to carry out the obligations of the agreement and to complete the work.

6) REJECTION OF PROPOSALS: The Richmond County School System reserves the right to reject, in whole or in part, any and all proposals received, to waive technicalities, or to negotiate any term(s) or provision(s) of such proposals as meet the requirements and specifications of this RFP, such rejection, waiver, or negotiation to be accomplished in any manner necessary to serve the best interests of the Richmond County School System. The Richmond County School System also reserves the right to be the sole judge of the suitability of any and all proposals for use by the Richmond County School System.

The Richmond County School System reserves the right to reject or otherwise disregard, in whole or in part, any ambiguous proposals or proposals which are uncertain as to terms or compliance with specifications.

7) RIGHT TO RE-BID: The Richmond County School System reserves the right to reject any and all proposals. The right is reserved to reject any and all quotations, to omit any items called for or to accept the proposal deemed best for the Richmond County School System.

8) NON-WITHDRAWAL PERIOD: Proposals may not be withdrawn for a period of thirty (30) days from the date of bid opening.

9) CANCELLATION: In the event at any time during the contract period the vendor cannot provide acceptable service, the Richmond County School System reserves the right to make other temporary arrangements to contract for financial and compliance audit services.

10) STATE-MANDATED WALK AWAY PROVISION: In the event a contract is awarded for more than one year: 20-2-506 (b)

(1) “Pursuant to O.C.G.A. § 20-2-506, notwithstanding any other provision herein this contract shall terminate absolutely and without further obligation on behalf of the School System at the close of each calendar year in which it was executed and at the close of each successive calendar year for which it may be renewed provided thirty (30) days prior written notice is given by the School System to the vendor prior to the end of such calendar year.

In addition, this contract shall terminate immediately and absolutely at such time that appropriated and otherwise obligated funds are no longer available to satisfy the obligation of the School System under the contract.

This contract shall be deemed to obligate the School System for the sums payable during the calendar year the agreement was executed or in the event of a renewal by the School System for those sums payable at the end of any renewed calendar year.

The contract shall be deemed to have been automatically renewed for each applicable calendar year, not to exceed the initial term of contract, unless positive action is taken by the School System to terminate such contract herein as set forth.

11) JURISDICTION AND VENUE: “This contract shall be governed and constructed in accordance with the laws of the State of Georgia, Richmond County. Venue and jurisdiction will be that of a court of competent jurisdiction in Richmond County, Georgia.

12) DUTY TO PROTECT: The Contractor (or Vendor) shall not knowingly send any employee, agent or subcontractor personnel who is a registered sex offender or who has been convicted of sexual abuse to any school building or school property when students are attending school or a school related activity.

The Contractor (or Vendor) shall make periodic criminal history record inquiries as authorized by O.C.G.A. §35-3-34, as now written, or here-after amended; or allowed by all or any other laws allowing such inquiry, to identify these persons who have been convicted of sexual abuse or any other act which would require such person to be entered into a national or state sexual offender registry.

For the purpose of this policy, the term periodic shall mean that the criminal history record inquiries shall be made current upon the awarding of a successful bid on contract and checked no less than annually during the duration of the contract. See ATTACHMENT “D” for Sex Offender Acknowledgement Form.

13) E-VERIFY: The Contractor agrees to comply with the requirements of A.R.S. § 41-4401.

a. The Contractor warrants compliance with all Federal immigration laws and regulations relating to employees and warrants its compliance with Section A.R.S. § 23-214, Subsection A. (That subsection reads: “After December 31, 2007, every employer, after hiring an employee, shall verify the employment eligibility of the employee through the E-Verify program.)

b. A breach of a warranty regarding compliance with immigration laws and regulations shall be deemed a material breach of the contract and the Contractor may be subject to penalties up to and including termination of the contract.

c. The Owner retains the legal right to inspect the papers of any employee who works on the contract to ensure that the Contractor or its subcontractor(s) is/are complying with the foregoing warranty under paragraph (a).

See ATTACHMENT “E” for E-Verify Affidavit Form.

14) SMOKE FREE ENVIRONMENT: Bidder shall post notice and prohibit employees from using or displaying tobacco products, including smokeless tobacco, while the employee is on duty at the assigned location. There shall be no use of any tobacco products on any property of the Richmond County School System.

15) TIME OF THE ESSENCE: Failure of the successful vendor to perform contracted service or deliver the merchandise within the required time shall constitute a material breach of contract. If a breach occurs, the vendor may be responsible for any damage the school system incurs.

16) TAX EXEMPT: The Richmond County School System is exempt for State sales taxes. Bid prices shall exclude Federal or State taxes that can be eliminated in sales to public school systems in the state of Georgia.

17) QUESTIONS, REQUESTS FOR CLARIFICATION, OR INTERPRETATIONS REGARDING THIS

REQUEST FOR PROPOSAL: All communications concerning this request for proposal must be submitted in writing by electronic mail only to:

Richmond County School System – Business Office Attn: Ms. Cecilia Perkins (706) 826-1298 Email perkice@boe.richmond.k12.ga.us

Only written questions submitted by email will be accepted. No response other than what is written and distributed by the Business Office will be binding upon the Richmond County School System.

Originating departments may be called upon for clarification in their area of expertise at the discretion of the Business Office. Written responses to questions, requests for clarification, or interpretations will be furnished to all participating vendors.

All requests for clarification or interpretation must be submitted to the Business Office on or before the close of business April 20, 2026, 5:00 P.M.

18) ADDENDUMS: In the event an addendum becomes necessary, it will originate in the

Business Office and will be distributed via the website www.rcobe.org/bids. Any addenda issued during the time of the request for proposal distribution should be acknowledged by the participating contractor and attached to their response form.

19) INSPECTION OF PUBLIC RECORDS: All information received from vendors shall be subject to inspection once the bid is awarded under Georgia Public Records Act.

mailto:perkice@boe.richmond.k12.ga.us http://www.rcobe.org/bids

INTRODUCTION

The Richmond County School System (hereinafter called "school system") invites qualified independent certified public accountants (hereinafter called "auditor") to submit proposals for the performance of financial and compliance audits of its financial records and accounts for the five fiscal years ending June 30, 2026; June 30, 2027; June 30, 2028; June 30, 2029; and June 30, 2030.

These audits shall be performed for the purpose of rendering an auditor's opinion regarding the fairness of applicable financial statements and the compliance of the Richmond County School System with applicable legal provisions, in accordance with generally accepted auditing standards, and for other purposes stated herein.

I. GENERAL INFORMATION

The Richmond County School System is a political subdivision of the state of Georgia and is officially governed by the Richmond County Board of Education which is composed of ten members elected by the voters for staggered four-year terms. The school system employs approximately 4,000 employees who work in approximately 60 building locations throughout Richmond County.

The most recent completed audit of the school system was performed by the Serotta Maddox

Evans, CPAs for the period July 1, 2024 to June 30, 2025 A copy of the auditor's report is available at the Department of Audits and Accounts website (www.audits.ga.gov) and the Richmond County Board of Education website www.rcboe.org/staff-departments/budget-finance/financial-and-budget-overview/financial-statements The accounting system is comprised of a general ledger and other books of account maintained by the Director of Budget and Finance. The school system adheres to the fund and modified accrual accounting requirements of the Georgia State Department of Education as outlined in Financial Management for Georgia Local Units of Administration. This handbook is the Department of Education's adaptation of generally accepted accounting principles (GAAP). The school system's financial statements are prepared in accordance with GAAP. Any deviations from GAAP presentation have been identified in previous reports. The governmental funds of the Richmond County School System include the General Fund (which includes all Title funds, Special Revenues, and School Nutrition), the Capital Projects Fund, and the Debt Service Fund.

Approximately fifty-five local school principals maintain journals to record the receipts and disbursements of club, class, athletic and other non-tax supported activities of students and faculty. These local school accounts are audited periodically by the school system’s internal auditor and financial reports on these accounts are prepared monthly. Funds in the local school accounts may be assigned by the school principal for certain activities and budgets are submitted as a combined total of all schools to the local board for approval. These accounts are included in the financial statements.

The accounting records are maintained using “Business Plus”, a proprietary software product of PowerSchool (aka Sunguard). The fifty-five schools use “School Cash Accounting” by KEV Group.

http://www.audits.ga.gov/ http://www.rcboe.org/staff-departments/budget-finance/financial-and-budget-overview/financial-statements http://www.rcboe.org/staff-departments/budget-finance/financial-and-budget-overview/financial-statements

II. PERFORMANCE REQUIREMENTS

Your proposal should indicate if you agree to meet or exceed the following performance specifications and should detail any exceptions you have regarding them.

A. The audit shall be conducted in order to meet the requirements of the Georgia

Department of Audits. Acceptance by the Georgia Department of Audits of the auditor's report is an essential obligation of the firm conducting the audit.

B. The audit shall be performed in accordance with generally accepted auditing standards, promulgated by the American Institute of Certified Public Accountants (AICPA), Government Auditing Standards, issued by the Comptroller General of the United States, the Single Audit Act of 1984, Single Audit Amendment of 1996 and the Office of Management and Budget (OMB) Circular A-133.

C. The audits shall be designed to accomplish the following objectives:

1. To determine whether the financial statements of the school system present fairly, in all material respects, the respective financial position of the governmental activities, the business-type activities, the aggregate discretely presented component units, each major fund, and the aggregate remaining fund information and the respective changes in financial position and, where applicable, cash flows thereof and the respective budgetary comparison for the major governmental funds in conformity with accounting principles generally accepted in the United States of America. In addition, to determine whether the combining and individual non-major fund financial statements are fairly stated in all material respects in relation to the basic financial statements taken as a whole.

2. To obtain an understanding of the five components of internal control that is sufficient to assess the risks of material misstatement of the financial statements whether due to error or fraud, and to design the nature, timing, and extent of further audit procedures. The auditor’s consideration of internal control in assessing the risks of material misstatement should address each opinion unit.

The auditor should obtain sufficient understanding by performing risk assessment procedures to evaluate the design of controls and determine whether they have been implemented. The auditor should use such knowledge to identify types of potential misstatements; consider factors that affect the risks of material misstatement; and design tests of controls, when applicable, and subsequent procedures. In acquiring an understanding of and assessing internal control, the auditor should consider computer controls as well as the controls over manual portions of the system.

3. To plan and perform the audit to obtain reasonable assurance about whether the financial statements, including note disclosures, are free of material misstatement, whether caused by error or fraud, and material misstatements arising from illegal acts that have a direct and material effect on the determination of financial statement amounts. Illegal acts are defined in auditing standards as violations of laws or government regulations. Although not explicitly stated in auditing standards, the phrase “laws and governmental regulations” generally has been interpreted to implicitly include the provisions of contract and grant agreements. The AICPA Codification of Statements on Auditing Standards, Section AU 317 requires the auditor to consider laws and regulations that are generally recognized by auditors to have a direct and material effect on the determination of financial statement amounts. The auditor’s responsibility to detect and report misstatements resulting from illegal acts having a direct and material effect on the determination of financial statement amounts is the same as that for misstatements caused by error or fraud. In addition, the auditor should be aware of the possibility that illegal acts that may, in particular circumstances, be regarded as having material but indirect effects on financial statements may have occurred. If specific information comes to the auditor’s attention that provides evidence concerning the existence of possible illegal acts that could have a material indirect effect on the financial statements, the auditor should apply audit procedures specifically directed to ascertaining whether an illegal act has occurred.

4. To provide reasonable assurance of detecting material misstatements that result from violations of provisions of contracts or grant agreements that could have a direct and material effect on the determination of financial statement amounts or other financial data significant to the audit objectives. If specific information comes to the auditor’s attention that provides evidence concerning the existence of possible violations of provisions of contracts or grant agreements that could have a material indirect effect on the financial statements, the auditor should apply audit procedures specifically directed to ascertaining whether such violations have occurred. If during the course of the audit, auditors become aware of abuse that could be quantitatively or qualitatively material to the financial statements, the auditor should apply audit procedures specifically directed to ascertain the potential effect on the financial statements or other financial data significant to the audit objectives.

5. To evaluate whether the school system has taken appropriate corrective action to address findings and recommendations from previous engagements that could have a material effect on the financial statements. Auditors should use this information from previous engagements in assessing risk and determining the nature, timing, and extent of current audit work, including determining the extent to which testing the implementation of the corrective actions is applicable to the current audit objectives.

6. To ensure that audit documentation is prepared in sufficient detail to provide a clear understanding of the nature, timing, and extent of auditing procedures performed to comply with generally accepted government auditing standards and other applicable standards and requirements; the results of the audit procedures performed and the audit evidence obtained; the conclusions reached on significant matters; and that the accounting records agree or reconcile with the audited financial statements. Auditors should also document, before the audit report is issued, evidence of supervisory review of the work performed that supports findings, conclusions, and recommendations contained in the audit report. The Single Audit Act and OMB “Super” Circular require nonfederal entities that expend $750,000 or more of federal awards in a fiscal year to have a single audit.

7. To determine whether the school system complied with laws, regulations, and the provisions of contracts or grant agreements pertaining to federal awards that may have a direct and material effect on each major program. With regard to internal control over compliance, the auditor is required to do the following (in addition to meeting the requirements of Government Auditing Standards): (1) perform procedures to obtain an understanding of internal control over federal programs that is sufficient to plan the audit to support a low assessed level of control risk for major programs, (2) plan the testing of internal control over major programs to support a low assessed level of control risk for the assertions relevant to the compliance requirements for each major program and (3) perform tests of internal control (unless the internal control is likely to be ineffective in preventing or detecting non-compliance).

8. To verify and test expenditures of the government’s Special Purpose Local Option

Sales Tax proceeds. In accordance with the Official Code of Georgia Annotated, Section 48-8-121, a schedule shall be included in each annual audit which shows for each project in the resolution or ordinance calling for imposition of the Special Purpose Local Option Sales Tax the original estimated cost, the current estimated cost if it is not the original estimated cost, amounts expended in prior years, and amounts expended in the current year. The auditor shall verify and test expenditures sufficient to provide assurance that the schedule is fairly presented in relation to the financial statements. The auditor’s report on the financial statements shall include an opinion, or disclaimer of opinion, as to whether the schedule is presented fairly in all material respects in relation to the financial statements taken as a whole.

9. To verify that personal service, travel, and per diem and fees reports submitted to the State Auditor agree to the financial records maintained by the school system. If a reconciliation of the reports to the financial records is necessary, the auditor should verify the accuracy of the reconciliation prepared by the school system.

III. REPORTING AND DELIVERY REQUIREMENTS

The auditor will prepare the required audit reports including those required by Government

Auditing Standards and Office of Management and Budget Circular A-133 and the Official Code of Georgia Annotated at the completion of the audit.

A. Standard report on financial statements.

Reference should be made that the audit was conducted in accordance with generally accepted government auditing standards. In the same or in separate report(s), the auditor should include a description of the scope of the auditor’s testing of internal control over financial reporting and compliance with laws, regulations, and provisions of contracts or grant agreements. Auditor should state in the report whether the tests performed provided sufficient, appropriate evidence to support an opinion on the effectiveness internal control over financial reporting and on compliance with laws, regulations, and provisions of contracts or grant agreements. When auditor reports separately (including separate reports bound in the same document) on internal control over financial reporting and on compliance with laws and regulations and provisions of contracts or grant agreements, they should state in the financial statement audit report that they are issuing those additional reports.

The auditor’s report on the financial statements should include an opinion, or disclaimer of opinion, as to whether the Schedule of Projects Constructed with Special Purpose Local Option Sales Tax Proceeds is presented fairly in all material respects in relation to the financial statements taken as a whole. (Note that if the Schedule is issued separately from the audited financial statements, the language above should be modified to refer to the auditor’s report on SPLOST prepared in accordance with the American Institute of Certified Public Accountants’ Codification of Statements on Auditing Standards, Section AU 623.25.)

B. Report on Internal Controls.

Control deficiencies identified during the audit that upon evaluation are considered significant deficiencies or material weaknesses under the American Institute of Certified Public Accountants’ Codification of Statements on Auditing Standards, Section AU 325 must be communicated in writing to management and those charged with governance as a part of each audit, including significant deficiencies and material weaknesses that were communicated to management and those charged with governance in previous audits, and have not yet been remediated.

Report on Internal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards. The report should include a description of the scope of the auditor’s testing of internal control over financial reporting and compliance with laws, regulations, and provisions of contracts or grant agreements. The auditor should report, as applicable to the objectives of the audit, and based upon the audit work performed, (1) significant deficiencies in internal control, identifying those considered to be material weaknesses; (2) all instances of fraud and illegal acts unless inconsequential; and (3) violations of provisions of contracts or grant agreements and abuse that could have a material effect on the financial statements.

C. Report on Compliance Requirements Applicable to Each Major Program and on

Internal Control Over Compliance in Accordance with The OMB Omni “Super” Circular.

This report should include an opinion (or disclaimer of opinion) on whether the auditee complied with laws, regulations, and the provisions of contracts or grant agreements that could have a direct and material effect on each major program, and where applicable, refer to the separate schedule of findings and questioned costs. The report on internal control related to major programs should describe the scope of testing of internal control and the results of the tests and, where applicable, refer to the separate schedule of findings and questioned costs.

D. In accordance with The OMB Omni “Super” Circular, the auditor’s report(s) may be in the form of either combined or separate reports. The auditor’s report(s) shall include an opinion (or disclaimer of opinion) on whether the financial statements are presented fairly in all material respects in conformity with generally accepted accounting principles and an opinion (or a disclaimer of opinion) on whether the schedule of expenditures of federal awards is presented fairly in all material respects in relation to the financial statements taken as a whole. Auditors should follow the guidance contained in the American Institute of Certified Public Accountants’ Audit Guide: Government Auditing Standards and Circular A-133 Audits.

E. In accordance with The OMB Omni “Super” Circular, a schedule of findings and questioned costs is required and should include the following three sections: (1) a summary of the auditor’s results; (2) findings related to the financial statements that are required to be reported in accordance with generally accepted government auditing standards; and (3) findings and questioned costs for federal awards.

F. Fifteen (15) printed copies and one electronic copy in an agreed upon format of each of the above reports are required.

G. A written management letter should be used to communicate violations of provisions of contracts or grant agreements or abuse that have an effect on the financial statements that is less than material but more than inconsequential; the management letter should also communicate information about ways to improve operational efficiency and effectiveness or otherwise improve internal control or other policies or procedures (other than those for which communication is required by generally accepted auditing standards or Government Auditing Standards). If the management letter contains items required to be communicated to officials by auditing standards, the auditor should refer to the management letter in the Report on Internal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards.

It is important to note that the schedule of findings and questioned costs should include all audit findings required to be reported under The Omni Circular; a separate communication (such as a management letter) may not be used to communicate such matters.

H. The auditor must offer recommendations for appropriate corrective action for each item reported in accordance with AICPA Statement on Auditing Standards No. 112; or included in the Report on Internal Control Over Financial Reporting and On Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards or in the Report on Compliance with Requirements Applicable to Each Major Program and on Internal Control Over Compliance In Accordance with The Omni Circular; or contained in the management letter.

I. Any other reports required shall be submitted to the school system upon request.

J. A preliminary draft of all reports shall be submitted to the school system prior to their release. The school system will review and approve the release of all draft reports.

Draft reports and final reports should be submitted to:

Suzanne N. A. Lentz

Director of Budget and Finance Richmond County Board of Education lentzsu@boe.richmond.k12.ga.us

IV. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS

A. GENERAL PROPOSAL PREPARATION REQUIREMENTS

1. Proposal Preparation

a) Proposals shall be signed by an authorized representative of the auditor. All information requested must be submitted. The mandatory requirements listed in Part IV, Section B, Paragraph 1b are required by law, regulation or will not be waived and are not subject to negotiation.

b) Proposals shall be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

c) Your technical proposal shall be included with your sealed RFP response and relate solely to the response to the RFP. Nothing shall be included in the technical proposal which would indicate, in whole or in part, the cost component of the proposal or would be otherwise indicative of the dollar amount associated with the technical proposal. All cost component documentation should be included in a separate attachment clearly titled as to contents. Proposals should be organized in accordance with Attachment “C”: Model Format of Proposal.

d) Ownership of all data, materials and documentation prepared for and submitted to the school system in response to the RFP shall belong exclusively to the school system and will be considered a record prepared and maintained or received in the course of operations of a public office or agency and subject to public inspection in accordance with the Georgia Open Records Act, Official Code of Georgia Annotated, Section 50-18-70, et. seq., unless otherwise provided by law.

mailto:lentzsu@boe.richmond.k12.ga.us

2. Oral presentation: Auditors who submit a proposal in response to the RFP may be required to give an oral presentation of their proposal to the school system representatives. This provides an opportunity for the auditor to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not contemplate or authorize negotiation. Oral presentation is an option of the school system in its sole discretion at the school system’s request.

3. Costs incurred to prepare a proposal are solely those of the proposer. Nothing contained within this RFP is indicative of intent by the school system to reimburse the proposer, in whole or in part, for any costs associated with preparation, submission, or presentation of proposals.

B. SPECIFIC PROPOSAL PREPARATION REQUIREMENTS

Proposals shall be as thorough and detailed as possible so that the school system may properly evaluate the auditor's capabilities to provide the required services.

Proposals should be organized in accordance with Attachment “C”: Model Format of Proposal. Offerors shall submit the following items as a complete proposal:

1. COMPLETE, SIGNED COPY OF THE REQUEST FOR PROPOSALS

a) The return of this complete RFP signed and filled out as required.

b) The completed Mandatory Pre-Qualification Form, Attachment “B”. The purpose of the Mandatory Pre-Qualification Form is to determine if the auditor meets the following mandatory criteria:

(1) The proposer is properly licensed for public practice as a certified public accountant.

(2) The proposer meets the independence requirements of the Government Auditing Standards issued by the Comptroller General of the United States.

(3) The auditor's staff working on or associated with the engagement must meet the continuing education requirements of the Government Auditing Standards.

(4) The auditor does not have a record of substandard audit work.

(5) The proposer agrees to abide by the terms and conditions established in Section VI, General Terms and Conditions and Section VII, Special Terms and Conditions.

Failure to meet the mandatory criteria will result in immediate rejection of the entire proposal and no evaluation of the remainder of the technical component or of the cost proposal will be made.

C. TECHNICAL COMPONENT OF PROPOSAL

1. Detailed written narrative statements on each of the following:

a) A description of the auditor's firm rendering the proposal, including whether the firm is international, national, regional, or local; the number of years in business; and the number of employees in the local office.

b) Experience in providing the services described herein, including relevant knowledge of and experience in applying applicable federal and state regulations.

c) Biographies, including experience of the individuals who will be assigned to the engagement, relevant experience of each in performing financial and compliance audits of entities similar to the school system, and recent (past 24 months) continuing professional education of each individual assigned to the engagement.

d) A work plan to accomplish the scope defined in Section III of the RFP, including information on the timing of field work, and any overview and start up work that would be required in the first audit year. Include the approximate date the audit will begin and end for the first year, as well as approximate dates for delivery of the required reports. The work plan must include time estimates for and identification of each significant segment of the work and the staff level to be assigned. The work plan must also include an explanation of the audit methodology to be followed to perform the services required in this request for proposals. The planned use of specialists must also be specified. In developing the work plan, reference should be made to such sources as the school system's budget and related materials, organizational charts, programs, and financial and other management information systems. Proposers will be required to provide the following information on their audit approach:

(1) Sampling techniques and the extent to which statistical sampling may be used in the engagement;

(2) Extent of the use of EDP software in the engagement;

(3) Type and extent of analytical procedures that may be used in the engagement;

(4) Approach to be taken to gain and document an understanding of the school system's internal control;

(5) Approach to be taken in determining laws and regulations that will be subject to audit test work; and

(6) Approach to be taken in drawing audit samples for purposes of tests of compliance.

e) The proposal should identify and describe anticipated audit problems (if any), the firm's approach to resolving these problems, and any special assistance that will be requested from the school system.

f) For the firm's office, which would be assigned responsibility for the audit, list the most significant audit engagements (maximum of five) performed in the last three (3) years that are similar to the engagement described in this request for proposals. These engagements should be ranked on the basis of total staff hours. Indicate the scope of work, date, engagement partner(s), total hours, and the name and telephone number of the client contact.

2. There should be no dollar units or total costs included in the technical component of the proposal.

D. COST COMPONENT OF PROPOSAL

For use following the technical phase of the procurement, the following information must be included in a separate document titled "Annual Financial and Compliance Audit Cost."

Total hours required to complete the engagement for each year by personnel levels (i.e., total hours for partner, manager, supervisor, senior and junior).

Total fees for audit services for each year.

The amount of professional services, in hours, allowed each year without additional cost to the school system. Such services will not be directly related to the annual audit.

A separate cost proposal is required for each year of the contract period specified in Section VII, Part E of this Request for Proposals.

A separate protected EXCEL Document is attached and title “COST FORM FOR RFP 26- 203”.

V. EVALUATION AND AWARD CRITERIA

The following factors will be considered during the evaluation:

A. TECHNICAL FACTORS

1. Responsiveness of the proposal in clearly stating an understanding of the work to be performed, including making all required statements and affirmations.

Proposals should be organized in accordance with Attachment “C”: Model Format of Proposal

The following elements will be considered:

a) Appropriateness and adequacy of proposed procedures.

b) Necessity of procedures.

c) Reasonableness of time estimates.

d) Appropriateness of assigned staff levels.

e) Timeliness of projected completion.

2. Technical experience of the firm.

3. Qualifications of staff, including recent pertinent continuing education.

4. Size and structure of the firm.

5. Prior experience with the firm with emphasis on report and work paper quality and track record of meeting agreed upon delivery dates.

B. COST FACTORS

Although cost is a significant factor, it will not be the dominant factor. Cost will be given more importance when all the other evaluation criteria are relatively equal. The general approach is to first identify all qualified, responsive proposers and then to award the audit to the lowest cost proposer in that group.

If there is reason to believe that an unreasonably low proposal has been made, it will be rejected. One method of measuring reasonableness is to divide the proposed cost by a reasonable average hourly rate to show hours of effort that might be expected.

Any proposal which does not include all the required statements and affirmations called for in this RFP will be automatically rejected as not being responsive.

VI. GENERAL TERMS AND CONDITIONS

A. APPLICABLE LAW AND COURTS

This solicitation and any resulting contract shall be governed in all respects by the laws of the State of Georgia. The auditor shall comply with applicable federal, state, and local laws and regulations. If any legal dispute arises from the audit or audit contract, venue shall be in a court of competent jurisdiction in Richmond County, Georgia.

B. ETHICS IN PUBLIC CONTRACTING

By submitting their proposals, all auditors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other auditor, supplier, manufacturer or subcontractor in connection with their proposals, and that they have not conferred on any school system employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged. Auditors specifically certify by submitting their proposal that they are not in violation of the Official Code of Georgia Annotated, Sections 16-10-2 and 16-10-22, for acts of bribery and/or conspiracy in restraint of free and open competition in transactions with state or political subdivisions.

C. DEBARMENT STATUS

By submitting their proposals, all auditors certify that they are not currently debarred from submitting bids or proposals on contracts by any agency of the State of Georgia or the federal government, nor are they an agent of any person or entity that is currently debarred from submitting bids on contracts by any agency of the State of Georgia or the federal government.

D. MANDATORY USE OF TERMS AND CONDITIONS

Return of the complete document is required. Modification of or additions to the General Terms and Conditions of the solicitation may be cause for rejection of the proposal; however, the school system reserves the right to decide on a case-by-case basis, in its sole discretion, whether or not to reject such a proposal.

E. CLARIFICATION OF TERMS

If any prospective auditor has questions about the specifications or other solicitation documents, the prospective proposer should contact Suzanne N. A. Lentz no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the Richmond County School System and provided to all prospective proposers.

F. INVOICES

All interim and final invoices for services ordered, delivered and accepted shall be submitted by the auditor to: Suzanne N. A. Lentz, Director of Budget and Finance, via email: lentzsu@boe.richmond.k12.ga.us for approval prior to payment by the school system.

G. PAYMENT TERMS

The school system will make payment within 30 days of receipt of a proper invoice for interim and final billings, provided that the billing has been approved by the school

H. ASSIGNMENT OF CONTRACT

A contract shall not be assignable by the auditor in whole or in part without the prior written consent of the school system.

mailto:lentzsu@boe.richmond.k12.ga.us

I. CHANGES TO THE CONTRACT

The school system may order changes within the general scope of the contract at any time by written notice to the auditor. Changes within the scope of the contract include, but are not limited to, things such as the place of delivery. The auditor shall comply with the notice upon receipt. The auditor shall be compensated for any additional costs incurred as the result of such order and shall give the school system a credit for any savings. Said compensation shall be determined by mutual agreement between the school system and the auditor in writing.

J. DEFAULT

In case of failure to deliver goods or services in accordance with the contract terms and conditions, the school system, after due notice, may procure them from other sources and hold the auditor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the school system may have.

K. PRECEDENCE OF TERMS

Paragraphs A through J of these General Terms and Conditions shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

VII. SPECIAL TERMS AND CONDITIONS

A. QUALIFICATIONS OF AUDITORS

The school system may make such reasonable investigations as deemed proper and necessary to determine the ability of the auditor to perform the work and the auditor shall furnish to the school system all such information and data for this purpose as may be requested. The school system further reserves the right to reject any bid if the evidence submitted by, or investigations of, such auditor fails to satisfy the school system that such auditor is properly qualified to carry out the obligations of the contract and to complete the work/furnish the item(s) contemplated therein.

B. CANCELLATION OF CONTRACT

The school system reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the auditor. Any contract cancellation notice shall not relieve the auditor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation. In the event of termination by mutual agreement, the auditor shall be compensated for all hours worked at the specified contractual rate.

If, through any cause other than acts of god, floods, fires, storms, strikes, lockouts, riot, insurrection, acts of the public enemy, war, or other like restrictions beyond the control of the parties rendering performance under the contract impossible, the auditor fails to fulfill in a timely and proper manner obligations under the contract, the school system shall have the right to terminate the contract on written notice to the auditor specifying the effective date of termination.

The auditor shall not be relieved of liability to the governmental entity for damages sustained by virtue of any breach of the contract by the auditor. The school system may withhold or require to be withheld any payment to the auditor for the purpose of setoff until such time as the exact amount of damages is agreed upon or is otherwise determined.

In the event of termination for whatever reason all property and finished or unfinished documents, data, studies, and reports prepared by the auditor shall become the property of the school system. Nothing contained herein shall prevent the auditor from preparing and maintaining a complete set of work papers relating to the audit.

C. AUDIT

The auditor hereby agrees to retain all books, records, working papers, and other documents relative to this contract for five (5) years after final payment. The auditor further acknowledges that the AICPA’s Statement on Auditing Standards No. 103 requires the auditor to adopt reasonable procedures to retain and access audit documentation for a period of time sufficient to meet the needs of his or her practice and to satisfy any applicable legal or regulatory requirements for records retention.

Such retention period, however, should not be shorter than five years from the report release date. The school system, its authorized agents, and federal and state regulatory and grantor agencies, including the Georgia Department of Audits and Accounts, shall have full access to and the right to examine any of said materials during said period at no cost to either the school system or any other entity authorized to examine said materials.

D. REVIEW AND MONITORING

The school system reserves the right to conduct any review it may deem advisable to assure services conform to the specifications. An employee of the school system will be designated as audit monitor to discuss issues that need to be resolved and may require periodic progress reports. The monitor will review the financial statements and may provide limited assistance to the auditor by way of comments and suggestions for enhancements to the report prior to its preparation in final form. The monitor will also be available for technical assistance concerning the interpretation of state laws, regulations and policies.

E. CONTRACT PERIOD

The contract period shall be for a period of five (5) years beginning with the current fiscal year ending June 30, 2026, through the fiscal year ending June 30, 2030, subject to the following terms and conditions:

F. CONTRACT LIMITATIONS

During the contract period, the auditor agrees not to submit proposals on or perform any accounting, consulting, compilation and review, or any other services outside the scope of this contract for the school system without the prior written approval of the school system.

G. ADDITIONAL AUDIT WORK

In the event during the course of the audit, it is determined by any party that a change in the scope of the audit work is necessary, the discovering party shall promptly notify the other parties in writing. The parties shall then determine whether the contract shall be amended to provide for an adjustment in the audit work to be performed by the auditor. In no event shall any payment be made for audit work beyond the scope of the original contract until the contract has been amended as provided in Section VII, Item L, Integrated Agreement.

H. INDEMNIFICATION

The auditor agrees to indemnify, defend and hold harmless the school system, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the auditor/any services of any kind or nature furnished by the auditor, provided that such liability is not attributable to the sole negligence of any school system employee or to failure of school system employees to use the materials, goods, or equipment in the manner described by the auditor on the materials, goods, or equipment delivered.

I. SUBCONTRACTS

No portion of the work shall be subcontracted without prior written consent of the school system.