Poughkeepsie Public Library District RFP-PPLD-2026-08-PS.AUDIT 1

9 3 M A R K E T S T R E E T , P O U G H K E E P S I E , N Y 1 2 6 0 1

REQUEST FOR PROPOSALS: I NDEPE NDENT AUDI T SER VICE S

I. PURPOSE

The Poughkeepsie Public Library District, a government agency, is requesting proposals from qualified firms to provide Independent Audit Services. Audit services are to be provided for the years 2026-2028.

General Information

Poughkeepsie Public Library District is a bi-municipal library district encompassing the City and Town of Poughkeepsie. The Library District uses MUNIS software from Tyler Technologies for financial reporting including payroll, has approximately 100 employees, and relies mainly on tax revenue to support its $12M budget.

The Finance Manager will provide necessary reports (trial balances, revenues, expenditures, general ledger, accounts payable, etc.) and necessary schedules required for an independent audit.

It is anticipated that the selection of a firm will be completed by September 30, 2026.

II. SERVICES TO BE PERFORMED

Scope of Services and Other Requirements

The Library District requires annually an independent audit of its financial records conducted in accordance with auditing standards set forth by the AICPA and generally accepted accounting principles, a management letter with recommendations for improving internal accounting controls, and a public presentation of each audit’s findings to the Board of Trustees at the April meeting.

Respondents shall be expected to include the following services in their proposal:

• Annual Audited Financial Statements, including Management Discussion and Analysis

• Management Letter with recommendations for improving internal accounting controls

The audit engagement period shall cover the period beginning with the fiscal year ending December 31, 2026, and conclude with the fiscal year ending December 31, 2028, and render opinions on the financial statements for the years then ended.

The engagement shall be staffed in such a manner to allow completion of all fieldwork in not more than two consecutive weeks. Dates will be coordinated with the Finance Manager. Library District offices cannot accommodate more than two (2) auditors working simultaneously.

Poughkeepsie Public Library District RFP-PPLD-2026-08-PS.AUDIT 2

Engagement Calendar

In accordance with the Library District’s fiscal year end of December 31:

• Preliminary audit work should begin in November/December each year and be substantially completed no later than the following January 15 annually.

• Primary fieldwork should begin no later than the last week of February each year.

• Trial Balances and correcting entries should be delivered within two weeks of the completion of the fieldwork.

• A draft of the financial statements and management letter should be provided to the Finance Manager and Library Director for their review prior to finalization.

• Final Audited Financial Statements and MD&A must be issued and received by the Finance Manager and Library Director by March 31 following the year audited.

• The firm will give a virtual presentation to the Board of Trustees at its April meeting on the evening of the fourth Wednesday of the month.

The firm must be available during the contract period to give opinions pertaining to changes in law, tax compliance, and other issues effecting the Library District’s financial operations.

Firm Qualifications and Experience

The Proposal should include:

• A general introduction to the firm including type of services provided, the size of the government audit staff, and the number and nature of professional staff to be employed in this engagement including the qualifications of the manager and any partner to be assigned to the Library District

• A detail of the firm’s experience in providing auditing services to other municipalities or governmental entities, particularly library districts

• A list of municipal references, including name, title and phone number and/or e-mail address of the person who had contact with your auditors. The references should be those with whom you have worked for within the past five years.

• A discussion of the firm’s independence with respect to the Library District

• A description of how the firm will approach the audit and the use of any affiliate member firm

• The firm shall also provide information on the results of any federal or state desk review or field review of its audits during the past five years

• Certification that the firm meets the standards of the “Yellow Book” (Standards for Audit of Governmental Organizations, Programs, Activities and Functions)

• A copy of your firm’s most recent peer review report, the related letter of comments, and the firm’s response to the letter of comments

• Any other additional information which you feel is pertinent to the selection process

III. TIME AND DOCUMENTATION REQUIREMENTS

Fee Specification Each proposer must clearly state the fees to be charged for the Audited Financial Statements and related services. This fee should be a flat annual rate and include all necessary expenses. The proposal must quote separately the cost for each fiscal year to be audited; fee must include all expenses for labor, travel, communications and all other miscellaneous expenses incurred in performing the audits. The fee should also cover follow-up work and provide for advice and counsel to Library District staff throughout the term of this contract. Any fees for additional services offered by proposers should be clearly stated.

Poughkeepsie Public Library District RFP-PPLD-2026-08-PS.AUDIT 3

Proposal Timeline and Requirements Request for Proposals Issued August 4, 2026 Deadline for Questions August 18, 2026 Deadline for Proposal Submissions September 1, 2026 Tentative Date for Awarding Contract September 30, 2026

Questions

All questions related to this RFP should be submitted in writing, by e-mail, on or before August 18, 2026, to:

Rebecca Gillis, Finance Manager rgillis@poklib.org

Proposal Submissions

Please submit all proposals electronically by close of business on September 1, 2026, to:

Rebecca Gillis, Finance Manager rgillis@poklib.org

Proposals submitted after this date will not be considered. Responses may be withdrawn upon written request of the respective firm(s). If it becomes necessary to revise any part of this RFP, or if additional data or information is necessary to clarify any of its provisions, an addendum will be provided.

Evaluation Criteria

All proposals must be complete and convey all the requested information, in the prescribed format, to be considered responsive. Each proposal submitted will be reviewed and evaluated by a committee composed of appropriate Library District officials. Proposals will be assessed and ultimately awarded according to the following criteria:

• Experience in auditing municipalities, particularly library districts

• Responsiveness to the proposal in clearly stating an understanding of the scope of services

• Audit experience of partners and staff to be assigned with municipal audits

• Municipal client references

• Fee structure

IV. LIABILITY

The Library District will demonstrate reasonable care but shall not be liable in the event of loss, incidents of destruction of theft for the contractor-provided equipment or software and technical literature. The Vendor shall take out and maintain during the life of the contract, such bodily injury, personal injury and property damage liability insurance as shall protect him and the Library District from claims for damages including accidental death, as well as from claims for property damage, which may arise from operations under this contract, whether such operations be by himself or by any subcontractor or by anyone directly or indirectly employed by either of them. It shall be the responsibility of the Vendor to maintain such insurance in amounts sufficient to fully protect himself and the Library District, but in no instance shall amounts be less than the minimum coverage required by New York State.

Poughkeepsie Public Library District RFP-PPLD-2026-08-PS.AUDIT 4

NON-COLLUSIVE RFP CERTIFICATION

By submission of this proposal, the Firm certifies that:

(a) This proposal has been independently arrived at without collusion with any other Firm or with any competitor or potential competitor;

(b) This proposal has not been knowingly disclosed and will not be knowingly disclosed, prior to the review of RFP's, to any other Firm, competitor or potential competitor;

(c) No attempt has been or will be made to induce any other person, partnership or corporation to submit a proposal;

(d) The person signing this proposal certifies that he has fully informed the Firm regarding the accuracy of the statements contained in this certification, and under the penalties of perjury, affirms the truth thereof, such penalties being applicable to the Firm as well as to the persons signing in its behalf.

(e) That attached hereto is a certified copy of a resolution authorizing the execution of this certificate by the signature on this proposal on behalf of the Firm.

(Signed)_____________________________________

(Title)

RESOLUTION - For Corporate Proposals Only

RESOLVED - _______________________be authorized to sign and submit the proposal of this corporation (individual) for the following project: _____________________________________________________ (describe project) and to include in such proposal the certificate as to non-collusion required by Section one hundred three-d of the General Municipal Law as the act and deed of such corporation, and for any inaccuracies or misstatements in such certificate this corporate bidder shall be liable under the penalties of perjury.

The foregoing is a true and correct copy of the resolution adopted by __________________________ corporation at a meeting of its board of directors held on the _________day of______________, 20___and is still in full force and effect on this ______________ day of__________, 20__.

(SEAL OF THE CORPORATION)

(Secretary)