RFP_EC_07-2024_#16 Financial Auditing Services_07.12.24.pdf

version 11 – services 12.5.23

REQUEST FOR PROPOSALS

Financial Auditing Services

RFP # EC-07-2024 #16

ESTIMATED TIMELINE –

RFP Released Deadline to Submit Written Questions Response to Questions Proposal Due Date & Public Bid Opening – BOC Conf. Room Project Review and Award Date Pending BOC Approval

July 15, 2024 July 24, 2024 @ 3:00 PM EST July 30, 2024 @ 3:00 PM EST August 14, 2024 @ 3:00 PM EST September 9, 2024 (tentative)

*BOC = Board of Commissioners

RFP PROCUREMENT CONTACT – Pam Gibson, Finance Director, pgibson@emmetcounty.org

Emmet County is soliciting proposals from prospective vendors to provide the County with financial auditing services for a period of three (3) years with the option to renew for one additional two (2) year period to commence with the FY24 audit in 2025.

A copy of this RFP and any subsequent addenda or communications may be obtained from the County’s Purchasing page as well as on the BidNet Direct website at https://www.bidnetdirect.com.

Emmet County Administration Office • 200 Division Street, Suite G70 • Petoskey, Michigan 49770 www.emmetcounty.org https://www.bidnetdirect.com/

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RFP# EC-07-2024 #16

A. PROJECT BACKGROUND

Emmet County operates under a Board of Commissioners - Administrator form of government and provides a full range of services. The county seat and county offices are located in Petoskey, Michigan. As of the 2020 census, the total population was 34,112. Emmet County has 221 full-time and 22 part-time employees as well as seasonal staff and committee members. The county uses BS&A software for its accounting and payroll functions.

Prior year audit reports are available for viewing on the Emmet County website at https://www.emmetcounty.org/officials-departments/finance-department/.

Emmet County provides the following services to its citizens:

1. General Government

a. Property valuation and assessment

b. Election administration

c. Recording of official documents

d. Planning, Zoning and Construction Resources

e. Tax collection and distribution

f. Veterans services

g. Administrative services

2. Judicial and Public Safety

a. Courts (Friend of the Court, 7th Probate Court, 57th Circuit Court, 90th District Court)

b. Community Corrections

c. Prosecuting Attorney’s Office

d. Sheriff’s Office

3. Parks & Recreation & Emmet-Charlevoix County Fair

4. Emergency Medical Services

5. Department of Public Works

6. Pellston Regional Airport (PLN)

Emmet County has reported the following fund types as of the year ended December 31, 2023:

FUND TYPE NUMBER OF FUNDS

General Fund 4

Special Revenue Funds 16

Debt Service Funds 4

Capital Projects Funds 3

Proprietary/Enterprise Funds 4 Fiduciary/Custodial Funds 3

Component Units 4

(Emmet County Road Commission, Brownfield Redevelopment Authority, Land Bank Authority, Straights Area Narcotics Enforcement)

Investment Trust Funds 3

Pension Trust Funds 1 https://www.emmetcounty.org/officials-departments/finance-department/

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*From year to year, the number of funds or component units used may increase or decrease depending on various voter initiatives, county activities, and GASB pronouncements.

B. SCOPE OF WORK

The purpose of this request for proposal is to invite prospective vendors to submit a proposal to supply Emmet County with financial auditing services. The financial and compliance audit shall cover federal, state, and local funding sources in accordance with all applicable laws and regulations.

The Vendor shall be responsible for professional audit services including, but not limited to:

I. Financial Audit

a. The audit firm shall prepare basic financial statements to include government-wide financial statements, fund financial statements, notes to the financial statements, and required supplementary information.

b. The auditor shall express a professional auditor’s opinion regarding the fair presentation of Emmet County’s general purpose financial statements in conformity with generally accepted accounting principles in the United States and the State of Michigan.

c. The audit firm shall perform necessary tests to reasonably assure County departments and agencies are in compliance with the policies adopted by the Emmet County Board of Commissioners, with particular emphasis on the requirements of the Board’s General Appropriations Act resolution.

II. Combining and Individual Fund Statements and Schedules

a. The audit firm shall prepare non-major governmental fund statements and schedules as well as fiduciary fund statements.

III. Single Audit

a. The single audit is to be performed in accordance with generally accepted auditing standards established by the American Institute of CPA’s Auditing Standards Board, the standard’s set forth in the U.S. General Accounting Office’s (GAO) “Government Auditing Standards,” the provisions of the federal Single Audit Act, and the Uniform Guidance.

b. To be included in the Single Audit Report:

A report on the Schedule of Expenditures of Federal Awards and related notes;

A report on compliance and internal controls over financial reporting based on an audit of the financial statements;

A report on compliance and internal controls over compliance applicable to each major federal award program; and Schedule of findings and questioned costs, and summary schedule of prior audit findings if applicable.

IV. Passenger Facility Charge Program Compliance

a. To be included:

Independent Auditor's Report on Compliance with Requirements Applicable to the Passenger

Facility Charge Program and on internal control over compliance;

Schedule of Expenditures of Passenger Facility Charge Funds;

Notes to the Schedule of Expenditures of Passenger Facility Charge Funds; and Schedule of Findings and Questioned Costs.

V. Reports

a. A fully completed Financial Statement for Emmet County to include but not limited to

Independent Auditors’ Report; Management’s Discussion and Analysis; Basic Financial

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Statements; Required Supplementary Information; Other Supplementary Information; and Single Audit Section.

b. A report on the fair presentation on the financial statements in conformity with generally accepted accounting principles; and

c. Report on Compliance and on internal control over financial reporting based on an audit of financial statements performed in accordance with government auditing standards.

d. Prepare and remit the Michigan Form F-65 Annual Local Unit Fiscal Report, the Qualifying Statement and the Form 5572 Pension/OPEB reporting.

VI. Other Services

a. The audit firm shall provide consulting services throughout the year to include (but are not limited

to) assistance with BS&A, budgeting, general accounting questions, human resource consulting, financial reporting, internal control, grant compliance, implementation of GASB 96 and reconciliation of leases, implementation and assistance to the County with any new accounting principles required by GASB or as required by State or Federal law.

VII. Special Considerations

a. The audit must be conducted in a timely manner such that all necessary financial and compliance information, including draft financial statements, are completed and presented to the Finance Director, no later than May 31st each year. If the County is unable to provide schedules/documents prepared by the Accounting Services Staff at the agreed upon time, above time frame will be appropriately extended.

b. Presentation to the Board of County Commissioners: At the conclusion of each annual audit, the audit firm will be required to make an in-person presentation to the Board of County Commissioners. This presentation will include a review of highlights of the financial statements, overview of the auditors’ reports and findings, and any other matters the firm considers pertinent.

c. In addition, the firm shall respond to the reasonable inquiries of successor auditors and allow successor auditors to review work papers relating to matters of continuing accounting significance.

VIII. Note

a. Bay Bluffs Medical Care Facility, the Emmet County Road Commission and CCE maintain their own accounting systems and records as well as internal controls and policies and are not part of the County’s financial system. They are located offsite from the County’s accounting office location.

Each of these entities has its own audit firm.

IX. Proposal Format

The County requires that bidders include the following information in their proposal:

a. Experience and Qualifications – The bidder shall list the most significant engagements (maximum of five) performed in the last ten (10) years that are similar to the engagement described in this RFP. The bidder should identify the principal supervisory and management staff, including engagement partners, managers, other supervisors, and specialists, who would be assigned to the engagement and indicate whether each such person is licensed to practice as a certified public accountant in Michigan. The bidder also should provide information on the government auditing experience of each person, including information on relevant continuing professional education for the past five (5) years and membership in professional organizations relevant to the performance of this audit.

b. Audit Approach – The proposal should set forth a work plan, including an explanation of the audit methodology to be followed, to perform the services required as aforementioned in this request for proposal. In developing the work plan, reference should be made to such sources of

5 | P a g e information as the County’s budget and related materials, manuals and programs, and financial and other management information systems.

c. Fee Proposal – The bidder shall include a total all-inclusive maximum price for each year of the three-year engagement plus the one (1) additional optional two-year period. The bid shall include a schedule of professional fees and expenses, presented in the format provided in the attachment (Appendix A), that supports the total all-inclusive maximum price for each of the five

(5) years.

d. References – RFP reviewers may solicit references from some or all client contacts provided.

Please include at least three (3) references.

e. Attachment – Signed Iran Linked Business Clause and RFP Certifications (page 11 of this RFP)

Contract Term: The term of the contract shall be for a period of three (3) years from the date of award, with the option to renew for an additional two-year period, which may be exercised at the discretion of Emmet County.

C. SUBMITTALS

The Vendor shall also provide the following as requested for all County RFPs:

A. If applicable, provide continual or annual costs such as warranties or service contracts.

B. Description of its invoicing process. Invoices should itemize the date of service, reason for the service, the amount, and the vendor Tax ID number.

C. An opportunity for Emmet County to complete a final inspection before acceptance of the work/ product.

The Vendor will arrange for the return of all damaged or miss-shipped items. There will be no restocking fee for the return of items damaged or shipped by the vendor in error. All items returned will be credited to invoice within 14 days of receipt.

D. Available financing options and terms.

In responding to this RFP, the vendor accepts full responsibility to understand the RFP in its entirety, and in detail, including making any inquiries to Emmet County as necessary to gain such understanding. The County reserves the right to disqualify any vendor who demonstrates less than such understanding. Further, Emmet County reserves the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. That right extends to cancellation of award, if award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to Emmet County.

All information provided by Emmet County in this RFP is offered in good faith. Individual items are subject to change at any time. Emmet County makes no certification that any item is without error. Emmet County is not responsible or liable for any use of the information or for any claims asserted there from.

The County intends to select a vendor in August 2024 but it is not obligated to do so.

D. EVALUATION CRITERIA

Submittals will be evaluated and ranked to determine the best value to the County based on the following criteria:

A. Experience and Qualifications B. Audit Approach C. Fee Proposal – Annual Audit Costs D. Past Performance of the Vendor E. References

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The purpose of this competitive RFP is to promote a fair, most efficient means to obtain the best value to Emmet County, i.e., the proposal offering the best value, which shall be assessed in accordance with the evaluation criteria set forth in this RFP. Proposals will be reviewed by an internal committee where quotes will be evaluated and ranked on a consensus basis. Proposing bidders may be asked to participate in an interview to further discuss qualifications and to answer questions from the committee.

Emmet County reserves the right in its sole discretion to accept or reject any or all proposals, in whole or in part, without incurring any cost of liability whatsoever, and to waive informalities and minor irregularities in bids received. The County shall retain the RFP, and all related terms and conditions, exhibits and other attachments, in original form in any archival copy. Any modification of these, in the vendor’s submission, is grounds for immediate disqualification. If the selected vendor and Emmet County are not able to finalize contract terms for the intended goods or services requested in this RFP, the County reserves the right to select another vendor to provide the goods or services.

E. REPRESENTATIONS AND CERTIFICATIONS

Full name and address of the business with a short description of the business.

Include a description of the following:

A. Business organization B. Year established C. Federal ID number D. Michigan tax ID number, if applicable.

E. The business’ legal formation (e.g. corporation, sole proprietor, etc.)

F. State of incorporation, if applicable.

G. List the business’ officers (up to three).

H. List the location and address of the business’ office in Michigan that will provide the services requested.

I. Provide a list of business’ primary services. Provide a list of similar projects completed by the firm.

F. COMPENSATION / FEES

Identify all costs including expenses to be charged for performing the services necessary to accomplish the objectives of the contract. The respondent is to submit a fully detailed budget including staff costs and any expenses necessary to accomplish the tasks and to produce the deliverables under the contract. The County is tax exempt for state and local taxes, personal property tax, and real property taxes. Prices shall not include taxes, unless the County is not tax-exempt for a specific service or deliverable. Exemption certificates for sales tax will be furnished upon request.

G. CONFLICT OF INTEREST

Disclose any conflicts or perceived conflicts of interest. Vendor shall to the extent practicable, disclose to the County the identity of vendor employees and relatives of vendor employees who are employed by the County as well as the identity of County employees who are employed by vendor.

Identify what procedures your firm utilizes to identify and resolve conflicts of interest.

H. COPIES OF THE FOLLOWING ITEMS:

A. Comprehensive General Liability and Property Damage coverage. (see below requirements) B. Professional Liability (Errors and Omissions) coverage.

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C. Worker’s Compensation coverage. (see below requirements) D. Automobile Liability (see below requirements) E. Any and all relevant license/registration numbers.

I. INSURANCE REQUIREMENTS AND BOND (as applicable)

The successful bidder must meet the following minimum insurance requirements and provide proof of coverage on a Certificate of Liability Insurance form submitted with proposal:

1. If selected, a Certificate of insurance naming Emmet County as a certificate holder must be provided prior to the County’s execution of a contract and must bear evidence of all required terms and coverage and provide 30 days’ notice of cancellation or material changes to the coverage.

2. Certificate of insurance must name as an additional insured Emmet County, its agents, officers, officials, employees as additional insureds, as their interest may appear.

3. The Contractor shall be responsible for insuring all its tools, equipment and materials, which it may leave at the Project's work site. The County shall not be responsible for any loss or damage to the Contractor's tools, equipment and materials.

4. General Liability Coverage:

a. $500,000 Each Occurrence

b. $500,000 Property Damage

c. $5,000 Medical Expense

d. $500,000 Personal & Advertising Injury

e. $1,000,000 General Aggregate

f. $1,000,000 Products & Completed Operations

5. Automobile Liability:

a. $1,000,000 Combined Single Limit; or

b. $1,000,000 Bodily Injury

c. $500,000 Property Damage

6. Professional Liability (Errors and Omissions) Insurance:

[For contracts for professional services, e.g. Architect, Engineer, Doctors, Dentists, etc.]

a. $1,000,000 Each Occurrence

b. If on a claim-made basis, the Contractor shall purchase extended reporting period “tail” coverage for a minimum of three (3) years after termination of Agreement.

7. Workman’s Compensation insurance as required State statutory limits. If any proprietor, partner, executive, officer, member, or employee is excluded from worker’s compensation or if the Workers Compensation policy is for certificate purpose only, it must be stated on the certificate.

8. Cancellation Notice:

Workers' Compensation Insurance, General Liability Insurance and Automobile Liability Insurance, as described above, shall include an endorsement stating the following: "It is understood and agreed that Thirty (30) days Advance Written Notice of Cancelation, Non-Renewal, Reduction, and/or Material Change shall be sent to the office of the Emmet County Administrator.

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If any of the above coverages expire during the term of the contract, the Contractor shall deliver renewal certificates and/or policies to the Emmet County Administrator at least ten (10) days prior to the expiration date.

All insurance carriers must be licensed to do business in the State of Michigan and shall have and maintain a minimum A.M. Best’s rating of A-, unless otherwise approved by the County. The insurance company(s) issuing the policy(s) shall have no recourse against the County for subrogation, premiums, deductibles, or assessments of any form.

The County reserves the right to require a performance or payment bond for certain services.

J. INDEMNIFICATION

The selected vendor shall be required to indemnify, defend, and hold the County harmless for all claims, incurred by or asserted against the County, its elected and appointed officials, employees, agents and volunteers, by and person or entity, which are alleged to have been caused from the acts or omissions of vendor or vendor’s employees. The County’s right to indemnification is in excess and above any insurance required by the contract.

The vendor shall have no right against the County for indemnification, contribution or subrogation.

K. AMERICANS WITH DISABILITIES ACT (ADA) AND SECTION 508 COMPLIANCE

Vendors shall warrant that end users will be able to access the website in accordance with the accessibility requirements of the ADA and the Rehabilitation Act of 1973. The website will conform, where relevant to Web Content Accessibility Guidelines (WACG) 2.0.

L. NON-INFRINGEMENT

Vendors shall ensure that the website design will be free of any rightful claim of infringement or similar claim by a third party.

M. BACKROUND CHECKS

Vendors that are selected to provide services that require access to law enforcement, Court facilities, Pellston Airport, and to other County locations after normal business hours, must undergo a background check by the Emmet County Sheriff’s Department. The County reserves the right to require background checks of vendor employees for other sensitive services.

N. NON-DISCRIMINATION

Vendor, and its subcontractors, shall not discriminate against an employee or an applicant for employment, in hiring, any terms and conditions of employment or matters of employment for any reason that is unrelated to the person’s ability to perform the duties of a particular job or position, in accordance with applicable federal and state law.

O. DEBARMENT AND GRANT REQUIREMENTS

If a bidder is presently debarred, suspended, proposed for debarment, declared ineligible, or otherwise excluded from doing business with any government agency, which prohibits the bidder from participating in any

9 | P a g e procurement, the bidder must provide County with that information as part of their response. Failure to provide this information may result in disqualification of the response from consideration or termination of a purchase order or contract, if awarded.

To the extent that an awarded contract is funded in whole or in part by any federal or state grant, vendor will be required to comply with all applicable requirements in the grant.

P. TERMINATION OF CONTRACT:

When the vendor has not performed or has unsatisfactorily performed the contract or in the event, any of the provisions of the purchase order are violated, the County may serve written notice of its intention to terminate the contract and/or purchase order for default. Upon termination for default, payment will be withheld at the discretion of Emmet County. Failure on the part of a vendor to fulfill the contractual obligations shall be considered just cause for termination of the contract. The vendor will be paid for work satisfactorily performed prior to termination less any excess costs incurred by the County in procuring and completing the work. The County reserves the right to require termination of the contract for its convenience in the contract terms finalized with the selected vendor. If funds are not appropriated or otherwise made available to support continuation of performance, the County may terminate the agreement. Vendor shall be paid for work satisfactorily performed prior to termination.

Q. RIGHTS AND REMEDIES OF COUNTY FOR DEFAULT:

If any item furnished by the vendor fails to conform to specifications, or to the sample submitted by the vendor, the County may reject it. Upon rejection, the vendor must promptly reclaim and remove such item without expense to the County, and shall immediately replace all such rejected items with others conforming to such specification and samples. If the vendor fails to do so, the County has the right to purchase in the open market a corresponding quantity of any such items and to deduct from any monies due the vendor the difference between the prices named in the purchase order and the actual cost to the County. If the vendor fails to make prompt delivery of any item, the County has the right to purchase such item in the open market and to deduct from any monies due the vendor the difference between the prices named in the purchase order and the actual replacement cost to the County. The rights and remedies of the County identified above are in addition to any other rights and remedies provided by law or under the purchase order.

R. INSTRUCTIONS FOR FIRMS:

For your bid to qualify, you must submit three (3) hard copies in your SEALED BID no later than 3:00 PM EST on August 14, 2024 to:

EMMET COUNTY FINANCE DEPARTMENT

ATTN: Priscilla Meyer, Administration Office

200 DIVISION STREET, SUITE G70

PETOSKEY, MI 49770

1. Response to this RFP MUST be clearly marked RFP# EC-07-2024 #16 – Financial Auditing Services.

2. Questions shall be submitted in writing to Pam Gibson at pgibson@emmetcounty.org no later than 3:00 PM

EST on July 24, 2024.

3. This RFP, any addendums, and any potential questions and answers will be posted on the Emmet County website at https://www.emmetcounty.org/open-bids-rfps/.

4. The County reserves the right, in its sole discretion, to reject any and all proposals, or parts of any proposal, for any reason whatsoever and waive technicalities.

https://www.emmetcounty.org/open-bids-rfps/

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5. The County will only accept proposals that are responsive to the RFP and are prepared and submitted in compliance with the requirements set forth in this RFP.

6. Emmet County will not award any proposal to an individual or business having any outstanding amounts due from a prior Contract or business relationship with the County or who owes any amount(s) for delinquent Federal, State or Local taxes, fees and licenses.

No late submissions will be accepted.

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IRAN LINKED BUSINESS CLAUSE

The Respondent who is selected as Consultant shall certify to the County that neither it nor any of its successors, parent companies, subsidiaries, or companies under common ownership or control of the Consultant, are an “Iran Linked Business” engaged in investment activities of $20,000,000.00 or more with the energy sector of Iran, within the meaning of Michigan Public Act 517 of 2012. It is expressly understood and agreed that the Consultant shall not become an “Iran linked business” during the term of this Agreement.

NOTE: IF A PERSON OR ENTITY FALSELY CERTIFIES THAT IT IS NOT AN IRAN LINKED BUSINESS AS DEFINED BY PUBLIC ACT 517 OF 2012, IT WILL BE RESPONSIBLE FOR CIVIL PENALTIES OF NOT MORE THAN $250,000.00 OR TWO TIMES THE AMOUNT OF THE CONTRACT FOR WHICH THE FALSE CERTIFICATION WAS MADE, WHICHEVER IS GREATER, PLUS COSTS OF INVESTIGATION AND REASONABLE ATTORNEY FEES INCURRED, AS MORE FULLY SET FORTH IN

SECTION 5 OF ACT NO. 517, PUBLIC ACTS OF 2012.

CERTIFICATION

I hereby state that I have read, have become thoroughly familiar with, understand, and accept the terms and scope of work contained in the RFP. I hereby state that all of the information I have provided is true, accurate and complete.

I hereby state that I have authority to submit this RFP, which will become the basis for a binding contract if accepted by the Emmet County. I hereby state that this quote will remain valid for sixty (60) days from this certification date.

Signature: _____________________________________________________________________________

Print Name: ___________________________________________________________________________

Title: _______________________________________________ Date: _____________________________

Company Name: _______________________________________________________________________

Address: ______________________________________________________________________________

Contact Name: _________________________________________________________________________

Phone: _____________________________________ Email: __________________________________

MINORITY VENDOR CERTIFICATIONS

Please check all that apply:

The vendor represents that it IS IS NOT a woman or women-owned business.

The vendor represents that it IS IS NOT a minority-owned business.

The vendor represents that it IS IS NOT a disadvantaged business enterprise.

The contractor represents and warrants that the company meets the above and can provide supportive documentation upon request. Any lines left unchecked will be considered as if the “IS NOT” box has been checked.

Authorized Agent Signature Date

Authorized Agent Printed Name

How did you learn of this RFP? BidNet County Website

(circle all that apply) County Employee Other ________________

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APPENDIX A

SCHEDULE OF PROFESSIONAL FEES AND EXPENSES

(for the audit of the 2024-2028 financial statements)

For the Period Ending December 31, 2024

Role Hours Hourly Rate Total Partner in Charge

Audit Manager

Specialist

Senior Staff

Other (specify)

Totals

Year Ending December 31, 2024 $____________ - not to exceed

Year Ending December 31, 2025 $____________ - not to exceed

Year Ending December 31, 2026 $____________ - not to exceed

Year Ending December 31, 2027 $____________ - not to exceed (optional extension)

Year Ending December 31, 2028 $____________ - not to exceed (optional extension)