Telfair County Board of Commissioners 91 Telfair Avenue, Suite A McRae-Helena, GA 31055 Honorable Christy D. Purvis, Chairperson

RFP # 2026-02-0001

Issue Date: February 20, 2026

FIXED-PRICE AGREEMENT FOR CPA SERVICES

SEALED BID DUE DATE: FRIDAY, APRIL 10, 2026, 3:00 P.M.

Table of Contents Bid # 2026-02-0001

TELFAIR COUNTY INVITATION TO RFP # 2026-02-0001

Issue Date: February 20, 2026

BID OPENING DATE AND TIME: APRIL 21, 2026 – 5:30 P.M.

Telfair County will receive sealed bids for services at:

TELFAIR COUNTY BOARD OF COMMISSIONERS

91 Telfair Avenue, Suite A McRae-Helena, GA 31055 Attn: County Clerk

Bids will be publicly opened and read on the above stated date and time, local time prevailing. Late bids will not be accepted. No extension of the bidding period will be made.

Project SERVICES Fiscal Year UNIT COST

4. Unanticipated Services Narrative

5. Service Guarantee Narrative

6. Price Guarantee Narrative

7. Payment Terms (Narrative Payment Plan)

FY-29 $ ________________

For additional information contact: Chair – (229) 868-5688, ext. 26

INSTRUCTIONS FOR BIDDERS

1. Bids must be received by the designated date and time. Late bids will not be accepted.

2. Bids must be delivered to:

Telfair County Board of Commissioners 91 Telfair Avenue, Suite A McRae-Helena, GA 31055 Attn: County Clerk

3. Bids must be sealed with the bid number clearly printed on the outside of the envelope.

4. Bids must be complete and include the completed Bid Proposal Form.

5. All bids submitted shall be subject to acceptance or rejection and Telfair County specifically reserves the right to accept or reject any or all bids, to waive any technicalities and formalities in the bidding.

6. Failure of the bidder to sign the bid or have the signature of any authorized representative or agent on the bid/proposal IN THE SPACE PROVIDED may be cause for rejection of the bid. Signature must be written in blue ink. Typewritten or printed signatures are not acceptable.

7. All bids should be tabulated, totaled and checked for accuracy. The unit price will prevail in case of errors.

8. If only one bid is received, the bid will be forwarded to the Board of Commissioners for a determination to accept and award the bid or to reject and re-bid.

9. Bidders shall submit all required forms and information simultaneously with sealed bids, which forms and information become a part of the property of Telfair County and will not be returned to bidders unless a written request to withdraw is received prior to the designated date and time of the bid opening.

NON-COLLUSION AFFIDAVIT

The following affidavit is to accompany the bid:

STATE OF ______________________

COUNTY OF ____________________

Owner, Partner or Officer of Firm

Company Name, Address, City and State

Being of lawful age, being first duly sworn, on oath says that he/she is the agent authorized by the bidder to submit the attached bid. Affiant further states as bidder, that they have not been a party to any collusion among bidders in restraint of competition by agreement to bid at a fixed price or to refrain from bidding. Affiant also states as bidder, that they have not been a party to any collusion with any officer of Telfair County or any of their employees as to quantity, quality or price in the prospective contract; and that discussions have not taken place between bidders and any office of Telfair County or any of their employees concerning exchange of money or other things of value for special consideration in submitting a sealed bid for:

Firm Name

Signature

Title

Subscribed and sworn to before me this _______day of , 20 .

Notary Public

[SEAL]

BIDDER'S DECLARATION

The bidder understands, agrees and warrants:

· That the bidder has carefully read and fully understands the full scope of the specifications.

· That the bidder has the capability to successfully undertake and complete the responsibilities and obligations in said specifications.

· That this bid may be withdrawn by requesting such withdrawal in writing at any time prior to the scheduled bid opening, but may not be withdrawn after such date and time.

· That Telfair County reserves the right to reject any or all bids and to accept that bid which will, in its opinion, best serve the public interest. Telfair County reserves the right to award the bid to separate bidders when more than one item appears on the schedule. Telfair County reserves the right to waive any technicalities and formalities in the bidding.

· That the bidder understands that these specifications are the minimum requirements and must be met or exceeded in order to be considered by Telfair County. The bidder acknowledges that the item bid is suitable for the intended application.

· That by submission of this bid the bidder acknowledges that Telfair County has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the bidder.

If a partnership, a general partner must sign.

If a corporation, the authorized corporate officer(s) must sign and the corporate seal must be affixed to this bid.

BIDDER:

Name Title

Name Title

AFFIX CORPORATE SEAL (if applicable)

Telfair County, Georgia

CONTRACTOR AFFIDAVIT AND AGREEMENT

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with Telfair County has registered with and is participating in a Federal Work Authorization Program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of1986 (IRCA) P.L. 99-603), in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract Telfair County, contractor will secure from such contractor(s) similar verification of compliance with O.C.G.A. 13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to Telfair County at the time the subcontractor(s) is retained to provide the service.

Title of Authorized Office

Subscribed and Sworn Before Ne on this ____ day of ________________, 20 ________

Notary Public: __________________________________

My Commission Expires: ______________________________________

[SEAL]

*As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program (E-Verify) is operated by the U.S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in Conjunction with the Social Security Administration (SSA)

TERMS AND CONDITIONS -- INVITATION TO BID

1. CHANGES: No change will be made to this invitation except by written modification by Telfair County. Requests for changes must be in writing and received at least ten (10) calendar days prior to the time set for opening of the bids.

2. BID IDENTIFICATION: All bids submitted as a result of this invitation must be returned in a sealed envelope with the bid number on the envelope.

3. WITHDRAWAL OF BIDS: Bids may be withdrawn by written request only, if the request is received prior to the time and date set for the opening of bids. Negligence on the part of the bidder in preparing his bid confers no right of withdrawal or modification of his bid after bid has been opened.

4. AWARD OF CONTRACT: Awards will be made to that responsible bidder whose bid, conforming to the Invitation for Bid, will be most advantageous to Telfair County. Prices will not necessarily be controlling, but quality, equality, efficiency, delivery, suitability of item(s) offered, maintainability, and reputation of item(s) in general use will also be considered with any other relevant factors. Telfair County reserves the right to reject any and/or all bids submitted and to waive any technicalities or minor irregularities in bids received. A written award, mailed (or otherwise furnished) shall be deemed to result in a binding contract without further action by either party. Contract(s), if awarded, will be on a lump sum basis or individual item basis, whichever is found to be in the best interest of the Telfair County.

4.1 In accepting this contract, the vendor attests that he is in compliance with the Nondiscrimination Clause contained in Section 202 of Executive Order 11246, as amended, relative to equal employment opportunity for all persons without regard to race, color, religion, sex, or national origin, and the implementing rules and prescribed by the Secretary of Labor, which is incorporated herein by reference.

5. EXCEPTIONS TO SPECIFICATIONS: Any award resulting from this invitation shall bind the bidder to all Terms, Conditions, and Specifications set forth in this invitation. Bidders whose bids do not conform should so note on a separate page if necessary and/or on the Bid Schedule. While Telfair County reserves the right to make an award to a non- conforming bidder when in the best interest of Telfair County, such awards will not be readily made, and bidders are urged to conform to the greatest extent possible. No exceptions will be considered to have been taken by bidder unless it is properly set out as provided above. No exception will be deemed to have been taken by Telfair County unless incorporated in an award resulting from this invitation and so stated.

6. BID RESULTS: Interested parties may request, in writing, Bid Tabulation by sending a self-addressed, stamped envelope with their request to Telfair County, 91 Telfair Avenue, Suite A, McRae-Helena, Ga 31055. Tabulations may also be requested by e-mail to telfairco@gmail.com

7. PAYMENT: Payments will be made upon all items completed each month or completion of all work and acceptance by Telfair County on invoices submitted and approved by the proper Telfair County representative within thirty (30) days of receipt of invoice unless discounts apply (see item #13). Invoices are to be submitted to: Telfair County Board of Commissioners, 91 Telfair Avenue, Suite A, McRae-Helena-GA 31055.

7.1 Itemize all invoices in full. Mail the original invoice to the address above. Purchase order numbers must appear on all delivery tickets and invoices.

7.2 Vendor must furnish delivery receipt identifying that this order has been delivered in accordance with the specifications, quantities, and price as set forth on the purchase order. A Telfair County Commission office employee’s signature must appear on the delivery receipt or invoice.

7.3 Items on this order are exempt from Federal Excise Tax and Georgia Sales and Use Tax. A certificate will be furnished if requested. Telfair County is exempt from taxes but the successful bidder shall pay all taxes required of him by law and Telfair County cannot exempt others from tax.

7.4 Payment terms and provisions herein or otherwise found within the contract documents supersede all provision of the Georgia Prompt Pay Act (House Bill 837; 13 O.C.G.A. chapter 11 ET.SEQ.).

8. INQUIRIES REGARDING PAYMENT: All inquiries regarding payment of invoices are to be directed to Telfair County Board of Commissioners, 91 Telfair Avenue, Suite A, McRae- Helena, Ga 31055, ATTN: Accounts Payable.

9. EXECUTION OF CONTRACT: Subsequent to the award, the successful bidder will be presented with a contract, which may be in the form of a purchase order. Contract is to be executed with ten (10) calendar days of from award notice. If the contract document is mailed, the date of presentation shall be the postmark date.

10. INCLUSION: All items and/or services which are standard, expected, necessary, and/or routine to such a project as this and not actually stated in this invitation will be the responsibility of the successful bidder to provide at no other cost to Telfair County unless so stated on the successful bidder’s proposal as additional cost items and accepted by Telfair County at the time of the award and/or contract.

11. REGULATORY AGENCIES: Successful bidder will be responsible for all required permits or licenses required by regulatory agency of the County, State, or Federal Governments. Further, successful bidder will be responsible for meeting all requirements of any regulation(s) or guideline(s) of any of the said governments or any independent agency recognized by said Government as publisher of any such regulation(s) or guideline(s).

12. INDEPENDENT CONTRACTORS: The bidder represents to Telfair County that s/he is fully experienced and properly qualified to perform the functions provided herein and that s/he is properly equipped, organized, and financed to perform such functions. The bidder shall finance his own operations hereunder, shall operate as an independent contractor and not as an agent of Telfair County and nothing contained in this invitation or a contract resulting from same shall be construed to constitute the bidder or any of his employees, agents, or subcontractors as a partner, employee, or agent of Telfair County nor shall either party have any authority to bind the other in any respect; it being intended that each shall remain an independent contractor.

13. ASSIGNMENT OF CONTRACTUAL RIGHTS: It is agreed that the successful bidder will not assign, transfer, convey, or otherwise dispose of a contract that results from this invitation or his right, title, or interest in or to the same, or any part thereof, without written consent of Telfair County.

14. INDEMNITY: Successful bidder agrees, if entering into a contract as a result of this invitation, to defend, indemnify, and hold harmless Telfair County from any and all courses of action or claims of damages arising out of or related to bidder’s performance or actions or those of his employees or agents, under said contract.

15. TERMINATION: pursuant to O.C.G.A. 36-60-13, if applicable, any contract resulting from this invitation, if not sooner terminated pursuant to the provisions of terminations contained herein, is terminable by/on December 31 of each calendar year during the term of said contract, except that said contract shall be renewed automatically on such date, and without any lapse, unless positive action is taken to terminate said contract by the Telfair County Board of Commissioners in a public meeting and such action entered in the Official Minutes of Telfair County Board of Commissioners.

16. APPROPRIATION OF FUNDS: Initial contract and any continuation contract(s) will terminate immediately and absolutely at any such time as there are no appropriated unobligated funds available to satisfy Telfair County’s obligations under said contract(s).

17. CANCELLATION FOR CAUSE: Should either party fail to comply with the Terms and Conditions of this contract, the aggrieved party must give, in writing, to the other party any complaint for non-compliance to the Terms and Conditions of this contract. The other party shall have ten (10) calendar days to correct the matter. If corrected to the satisfaction of both parties within the ten (10) calendar days and stated in writing, then the contract will continue uninterrupted. Failure to correct the matter will result in termination of this contract at the end of the thirty (30) calendar days following the date of the initial letter of complaint.

18. TAXES: Telfair County is exempt from Federal Excise and State Sales Taxes.

NO BID RESPONSE

IF FOR SOME REASON YOU ARE NOT BIDDING ON THIS PROPOSAL, PLEASE COMPLETE THE FOLLOWING AND RETURN TO THE ADDRESS BELOW BEFORE THE BID DEADLINE STATED ON THE ORIGINAL SCHEDULE.

REASON(S) FOR NO BID:

OTHER REASON OR REMARKS:

COMPANY OR FIRM NAME

SIGNATURE

TITLE

DATE

TELFAIR COUNTY - INVITATION TO BID – RFP #2026-02-001

FIXED PRICE AGREEMENT FOR CPA SERVICES

General Conditions Scope:

It is the intent of these specifications to describe work to be performed for Telfair County regarding professional financial services as described below and entering into a fixed price agreement for same for Fiscal Years 2027, 2028 and 2029. Telfair County’s Fiscal Year begins July 1st and ends June 30th.

Terms and Conditions:

Payment Terms – Contractor shall submit monthly invoices to cover all services rendered for the month. Invoices will reference purchase order (if required) for all payments against the contract. A breakdown of services will be listed on invoices. Contractor shall include discounts as a separate line item. Invoices will be paid following approval for payment.

Changes to the Contract:

Any changes found necessary by Telfair County Board of Commissioners of the Contractor not covered under the original scope of work shall be jointly agreed upon by the Contractor and Telfair County Board of Commissioners. Any additional cost on the project must be submitted in writing by the Contractor and an amendment to the purchase order will be issued by the Telfair County Board of Commissioners covering the change(s) before the work can proceed. Telfair County assumes no responsibility for oral instructions or suggestions. All official correspondence in regard to the specifications should be directed to, and will be issued by the Telfair County Board of Commissioners.

PROJECT 1 - PROFESSIONAL SERVICES

Telfair County is accepting bids for a fixed price agreement for FYs 2026, 2027 and 2028 for financial services. Prospective bidders must be Certified Public Accountants, internal auditors, and/or Certified Governmental Auditors.

Scope of Work:

· Preparation of monthly financial reports.

· Preparation of monthly Commission bank reconciliations for all accounts.

· Fiscal year-end accounting adjustments and closing of books.

· Preparation of work papers in support for all funds for use in annual audit.

· GASB 34 adjustments to trial balances for government-wide presentation.

· Preparation of fiscal year end trial balances for government funds for the constitutional offices.

· Annual consulting services (1)

· Preparation of annual budgets and millage process documentation.

· Preparation of annual DCA Reports (e.g., RLGF, Debt Issuance); ACCG Workers Compensation and Retirement Portals, along with state and/or federal agency programs/grants (e.g., CDBG, ARPA).

(1) Included in the annual consulting services, the following services are to be provided:

· Unlimited meetings to discuss operations of County, business matters, tax matters, and any other topic at the discretion of the County or its employees and/or agents.

· Unlimited phone support for County personnel and/or independent contractors and agents regarding accounting assistance, recording of transactions, etc.

PROJECT 2 - PAYROLL SERVICES

Scope of Work:

· Processing of payroll checks for all monthly and bi-weekly pay periods.

· Calculation and submission of required deposits for payroll taxes and other deductions, as required.

· Tracking of annual sick and vacation hours by employee.

· Preparation of quarterly tax filings.

· Preparation of annual tax filings.

· Preparation of calendar year-end forms (W-2)

· Corresponding with taxing authorities, as required.

PROJECT 3 – ANNUAL FINANCIAL SERVICES

In governmental engagements, the drafting of the financial statements is an accounting service rather than an audit responsibility. Management is responsible for the financial statements. For the CPA to remain independent, management must agree to accept this responsibility and the CPA should be satisfied that management has the ability to do so. By virtue of being awarded this contract, __________________________________ (firm name) will draft the County’s basic financial statements and all related notes for a portion of the audit fee.

PROJECT 4 – UNANTICIPATED SERVICES

Since Telfair County is seeking a fixed-price agreement that provides it with ongoing access to the accounting, tax and business advice it needs, Telfair County is not inhibited from seeking timely advice by the fear of a clock running endlessly. It is hoped that the services offered can enhance the County’s future and achieve its future business goals.

If questions arise or an issue requires additional research and analysis beyond the normal consultation, the research and/or analysis will be subject to an additional price before the service is to be provided, and a change order shall be issued before delivery of the additional service, with payment terms agreed to in advance.

Furthermore, the parties agree that if an unanticipated need arises (such as, but not limited to, an audit by a taxing agency, or any other external service not anticipated in this agreement by the parties), ____________________________________ (firm name) hereby agrees to perform this additional work at a mutually-agreed-upon price before the service is provided. This service will be billed separately to Telfair County, as part of a change order, and will be payable upon presentation.

PROJECT 5 – SERVICE GUARANTEE NARRATIVE

Please provide a short, descriptive service guarantee for the firm.

PROJECT 6 – PRICE GUARANTEE NARRATIVE

Please provide a short, descriptive price guarantee for the firm.

PROJECT 7 – PAYMENT PLAN

Please provide payment plan below.

PROJECT 8 – FY GRAND TOTALS

FOR

PROFESSIONAL, PAYROLL AND FINANCIAL STATEMENT DRAFTING

FY-2027 FY-2028 FY-2029

GRAND TOTALS $_________ $________ $_______

PROJECT 9 – ASSURANCES BY COUNTY AND PROVIDER

To assure that the arrangement between Telfair County and the provider remains responsive to the County’s needs, as well as being fair to both parties, meetings will be held throughout the respective fiscal years, and if necessary, revisions or adjustments to the scope of the services to be provided and prices to be charged, in light of mutual experience(s), will be discussed and mutually agreed upon.

Furthermore, it is understood that either party may terminate this agreement at any time, for any reason, with ten (10) days written notice to the other party. It is understood that any unpaid services that are outstanding at the date of termination are to be paid in full within ten (10) days from the date of termination.

(Signatures) on next page)

ACCEPTANCE OF CONTRACT

As agreed upon by the Telfair County Board of Commissioners and _________________________________.

(Firm Name) The Contractor agrees to complete the work in a professional manner and within the scope of work guidelines set forth herein.

BY WITNESS WHEREOF, the parties have agreed to the above requirements and have entered into the above contract this ______ day of __________________, 20____.

COUNTY OF TELFAIR (Contractor)

[County Seal

Sworn to and subscribed Before me this ______ day of ______________, 20____

Notary Public

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