RFPSingleAudit2025-Final.pdf

CITY OF FULTON

REQUEST FOR PROPOSALS

AUDITING

SERVICES

City of Fulton

REQUEST FOR PROPOSALS

AUDITING SERVICES

Period of Audit:

The City’s fiscal year is January 1, – December 31. The first year requiring an audit is fiscal year 2024. Audit work, including fieldwork at City Offices must be completed in time for final audit reports to meet any state or federally mandated filing deadlines.

Scope of Services:

The City of Fulton is required to have a single audit performed in accordance with generally accepted auditing standards, the standards for financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States; and the audit requirements of Title 2, U.S. Code of Federal Regulations Part 200, Uniform Administration Requirements, Cost Principles, and audit requirements for Federal Award (Uniform Guidance), the Single Audit Act Amendments of 1996; and the provisions of OMB Circular A-133, “ Audits of States, Local Governments, and Non-Profits Organizations” and OMB’s Compliance Supplement. All reports required under these standards, circulars, supplements, or guides must be provided.

Reports Required:

Reports on the City of Fulton general financial statements, and any reports required by OMB Circular A-133, or any other relevant circulars, must be prepared. Pertinent Management Reports shall be submitted as part of the audit engagement. A draft audit report must be submitted to the administration for review in advance of any federally mandated filing deadline, and final audit reports must be completed and delivered to the City in sufficient time to meet any federally mandated filing deadline.

Engagement Period:

It is the City’s intent to engage an independent auditor for a period of three years, with the option of a one-year only engagement. The City reserves the right to contract for a one-year only period if deemed by the administration to be in the best interest of the City.

Time Requirements:

The deadline for submission of proposals is Tuesday January 20, 2026 at 2:00PM in the Office of the City Clerk/Chamberlain, City of Fulton, 141 South First St, Fulton, New York 13069. The City anticipates awarding a contract by February 10, 2026.

Prior Audits:

Prior audits completed for fiscal years through 2022 are available for review by request.

Contractual Arrangements:

The City will make reasonable progress payments for auditing services during the period of work; however, in no event will more than 75% of the contract price be expended prior to receipt of the final audit reports.

Contract Administration:

City Clerk/Chamberlain, Misty L. DeGroat, will be responsible for reviewing and acting as contact for the purpose of the single audit. She will also assist and coordinate in responding to any audit reports required by the administration.

Format of the RFP Response:

Proposals:

1: Title Page 2: Table of Contents 3: Letter of transmittal containing a brief understanding of the audit work, and a commitment to perform the audit work within the period specified. The transmittal letter should contain a reference to a sealed envelope that contains the all-inclusive fee for the audit work to be performed. The amount of the fee should not be divulged elsewhere.

Also, please include an hourly rate for professional services including accounting services, computer consulting or management advisory services outside the normal auditing scope.

Profiles:

1: All proposals should include an affirmation that they are properly licensed for practice as a Certified Public Accountant, and are properly licensed to perform audits in New York State in accordance with Government Auditing Standards issued by the GAO.

2: All proposals should include an affirmation that they do not have a record of substandard audit work.

Qualification & References:

1: All proposals should identify audit managers, field supervisors, and other staff who will be working on the audit.

2: All proposals should include a description of similar audits performed, including evidence of substantial single audit experience with a governmental entity of at least the same size and complexity as the City of Fulton and the Fulton Community Development Agency.

COST PROPOSAL PAGE

Single Audit

City of Fulton and Fulton Community Development Agency

Firm Name: ________________________________________ Address: ________________________________________

Fiscal Year Ending 2024 $_____________________

Fiscal Year Ending 2025 $_____________________

Fiscal Year Ending 2026 $_____________________

Total $_____________________

Option 1- Fiscal Year 2024 Only $ _____________________

Additional Services Outside Scope of Audit $_______________________

SIGNED ____________________________________________________________

City Clerk/Chamberlain’s Office

141 South First Street Fulton, New York 13069

Phone (315) 592-4340 Fax (315) 592-3412

The City of Fulton is requesting proposals for the provision of professional auditing services.

The purpose of this RFP is to inform the private sector and any not-for-profit organizations of a potential business opportunity to provide professional auditing services for the City of Fulton.

The City intends that this Request for Proposal will result in the selection of a provider of professional auditing services.

The City will consider the following criteria in evaluating the RFP for audit services.

*Professional reputation *Pricing *Experience with this type of project *Quality of proposal

Complete copies of each proposal must be received by 2:00 PM, Local time on Tuesday, January 20, 2025

City of Fulton City Clerk/Chamberlain’s Office Attn: Misty DeGroat 141 South First Street Fulton, New York 13069

Prices are to be in U.S. dollars. The City of Fulton is exempt from all sales and use taxes.

Prices quoted in the proposals shall be firm for at least sixty (60) days after the submission deadline.

Inquiries may be made verbally to the City Clerk/Chamberlain at mdegroat@cityoffulton.com Information obtained from any other source is not official and may be inaccurate.

Please Return the Receipt Confirmation Page within 2 working days.

Failure to return this form may result in no further communication regarding this RFP.

TERMS AND CONDITIONS

NOTIFICATION OF CHANGES

All recipients of this request for proposal who have returned the Receipt Confirmation form will be notified regarding any changes made to this document.

CHANGES TO WORDING

No changes to wording of the proposal will be accepted after submission unless requested by the City.

EXPENSES

Any expenses in preparations and subsequent negotiations with the City of Fulton are the sole responsibility of the bidder. The City is not responsible for any expenses in submitting or preparing a proposal.

OWNERSHIP OF PROPOSALS

Upon submission, all responses to this request for proposal will become the property of the City of Fulton.

FUNDING

All City expenditures are subject to appropriation of funds. The City reserves the right to discontinue the RFP process if appropriate funding is not available. The City reserves the right to award a contract in part or in full, or not at all, on the basis of responses received.

ACCEPTANCE OF PROPOSALS

This RFP should not be construed as a contract to purchase goods or services. The City of Fulton is not bound to accept the lowest price or any of the proposals submitted. In addition, the City of Fulton reserves the right to consider quotes from the marketplace and from suppliers other than those invited to respond to this RFP. Any or all proposals shall not necessarily be accepted. The City of Fulton shall not be obligated in any manner to any bidder whatsoever, until a written agreement has been duly executed relating to an approved proposal. The City of Fulton reserves the right to modify the terms of the RFP at any time in its sole discretion.

LIABILITY OF ERRORS

The City of Fulton has used considerable efforts to ensure an accurate and fair representation of information in this RFP, however, all prospective bidders are urged to conduct their own investigations into the material facts. The City of Fulton, its officers and employees shall not be held liable or accountable for any error or omission in whole or in part, of this RFP.

FINANCIAL STABILITY

The City reserves the right to conduct independent background checks to determine the financial strength of any and all bidders submitting proposals. In addition the City reserves the right to contact any references to establish ability to meet the needs of the City.

CONTRACT NEGOTIATIONS

If any contract cannot be negotiated within 10 days of notification to the designated bidder, the City may terminate negotiations with that bidder and negotiate a contract with another bidder of its choice.

DEBRIEFING

Upon written request from an unsuccessful bidder, the City will arrange for a debriefing session.

The debriefing is not to be seen as an opportunity to challenge the decision. At the end of the debriefing, the RFP process is considered finished and the RFP will not be discussed further with the bidder at any time.

DEFINITION OF CONTRACT

The City of Fulton may, at its option, notify a bidder in writing that its bid has been accepted and such acceptance shall at the City’s option constitute the making of a formal contract for the services outlined in the proposal. Alternatively, the subsequent full execution of a written contract shall constitute the making of a contract for services, and no bidder shall acquire any legal or equitable rights or privileges whatever relative to the services until the City has delivered either a signed notice in writing to the bidder or a fully executed written agreement to the bidder.

COMPLIANCE WITH LAWS

The contractor shall give all notices and obtain all the licenses and permits required to perform the work. The contractor shall comply with all the laws applicable to the work or the performance of the contract. This RFP and any contract entered into between the bidder and the City shall be governed by and in accordance with the laws of the State of New York and the United States of America.

ACCEPTANCE OF TERMS

All the terms and conditions of this RFP are deemed to be accepted by the bidders and in Incorporated in its proposal, except those conditions and provisions which are expressly excluded by the proposal.

CONFIDENTIALITY AND SECURITY

This document, or any portion thereof, may not be used for any purpose other than the submission of proposals.

Suppliers should be aware that pertinent facts relating to their proposal, excluding trade secrets or proprietary information, could potentially be released as soon as sixty (60) days after the selection of the successful supplier.

The City of Fulton is subject to New York State’s Freedom of Information Law. (FOIL).

Should your submission to this RFP contain “trade secrets”, or other information in which the disclosure of, could reasonably be expected to be harmful to business interest, you must ensure that such information is clearly identified and marked as such. Identification must be specific by item or paragraph.

Marked information will be treated as confidential third party information. Should marked information be the subject of a FOIL request, you may be requested either to consent to the request, or make a representation explaining why the information should not be disclosed.

Neither acceptance of a proposal nor execution of an agreement shall constitute approval of any activity or development contemplated in any proposal that requires an approval, permit or license pursuant to any federal or municipal statute, regulation or by-law.

Receipt Confirmation Form

Company/Firm Name: ________________________________________________________

Address: ________________________________________________________

Phone____________________ Fax_________________

Email _______________________________________________________________

Contact______________________________________________________________

We have received a copy of the attached RFP for auditing services and:

________ We intend to submit a proposal by the stated date.

________ We do not wish to submit a proposal for this RFP (however please contact us again when RFP’s for this are requested)

________ We do not wish to submit a proposal and please remove us from your contact list.

Signed_________________________________________________________

Please complete and return this form within 2 business days to:

City Clerk/Chamberlain’s Office Attn: Misty L. DeGroat 141 South First Street Fulton, New York 13069

Failure to return this form may result in no further communication regarding this Request for Proposal for Auditing Services.

Period of Audit:

The City’s fiscal year is January 1, – December 31. The first year requiring an audit is fiscal year 2024. Audit work, including fieldwork at City Offices must be completed in time for final audit reports to meet any state or federally mandated filing deadlines.

Scope of Services:

The City of Fulton is required to have a single audit performed in accordance with generally accepted auditing standards, the standards for financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States; and the audit requirements of Title 2, U.S. Code of Federal Regulations Part 200, Uniform Administration Requirements, Cost Principles, and audit requirements for Federal Award (Uniform Guidance), the Single Audit Act Amendments of 1996; and the provisions of OMB Circular A-133, “ Audits of States, Local Governments, and Non-Profits Organizations” and OMB’s Compliance Supplement. All reports required under these standards, circulars, supplements, or guides must be provided.

Reports Required:

Reports on the City of Fulton general financial statements, and any reports required by OMB Circular A-133, or any other relevant circulars, must be prepared. Pertinent Management Reports shall be submitted as part of the audit engagement. A draft audit report must be submitted to the administration for review in advance of any federally mandated filing deadline, and final audit reports must be completed and delivered to the City in sufficient time to meet any federally mandated filing deadline.

Engagement Period:

It is the City’s intent to engage an independent auditor for a period of three years, with the option of a one-year only engagement. The City reserves the right to contract for a one-year only period if deemed by the administration to be in the best interest of the City.

Time Requirements:

The deadline for submission of proposals is Tuesday January 20, 2026 at 2:00PM in the Office of the City Clerk/Chamberlain, City of Fulton, 141 South First St, Fulton, New York 13069. The City anticipates awarding a contract by February 10, 2026.

Contractual Arrangements:

The City will make reasonable progress payments for auditing services during the period of work; however, in no event will more than 75% of the contract price be expended prior to receipt of the final audit reports.

Contract Administration:

City Clerk/Chamberlain, Misty L. DeGroat, will be responsible for reviewing and acting as contact for the purpose of the single audit. She will also assist and coordinate in responding to any audit reports required by the administration.

Format of the RFP Response:

Single Audit

City of Fulton and Fulton Community Development Agency

Fiscal Year Ending 2024$_____________________

Fiscal Year Ending 2025$_____________________

Fiscal Year Ending 2026$_____________________

Total $_____________________