REQUEST FOR PROPOSALS For AUDIT SERVICES

Transcription

1 REQUEST FOR PROPOSALS For AUDIT SERVICES The Assumption Parish Police Jury will be accepting proposals from qualified firms of certified public accountants to audit the financial statements for the period covering January 1, 2018 through December 31, 2018 with an option for 2 subsequent years. This audit is to be performed in accordance with generally accepted accounting standards, the standards set forth for financial audits in the U.S. General Accounting Office s (GAO) Governmental Auditing Standards (1994 Revision), the provisions of the federal Single Audit Act of 1984, the Single Audit Act Amendments of 1996, and U.S. Office of Management and Budget (OMB) Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations, and the new Statewide Agreed-Upon Procedures in accordance with LA R.S. 24:513. Proposals will be accepted until Friday, December 7, 2018 at 2:00 pm at P. O. Box 520, Napoleonville, LA or via hand delivery at 4813 Highway 1, Napoleonville, LA Proposals may also be submitted electronically via the parish website at Proposals to be opened at a later time and evaluated by a committee of (5) members as appointed by the Assumption Parish Police Jury. Proposal Specifications can be obtained at the Assumption Parish Police Jury Adminstrative Office. Verification is required from by all potential responders prior to the avaliability of the proposal specifications. For any questions, please call the Police Jury at Publish: November 6, 2018 November 13, 2018 November 20, 2018

2 Request for Proposals for Auditing Services DATE: November 6, 2018 TO: FROM: SUBJECT: Invited Parties Kim M. Torres, Secretary-Treasurer Professional Auditing Services The Assumption Parish Police Jury is soliciting proposals from qualified firms of certified public accountants to audit the Assumption Parish Police Jury s financial statements for the fiscal year ending December 31, 2018, with the option of auditing the Assumption Parish Police Jury s financial statements for 2 subsequent fiscal years. Your proposal should contain, but not be limited to the following considerations: 1. Eligibility - authorization by the State Board of Accountants to conduct audits. 2. Experience of your firm in relation to the scope of audits for the District. 3. A list of similar local governments or pertinent accounts served by your firm. 4. Your staff assignments and availability to complete the audit on a timely basis. Participation of senior audit personnel assigned to the engagement. Frequency of contact with fiscal personnel. Availability of staff to respond to questions within the scope of the engagement and the hourly charge, if any, for services outside the scope of the audit. 5. Audit firm staff stability history - what assurances can you provide the District regarding the assignment of your permanent personnel to the engagement. 6. Describe capability to audit computerized accounts receivable systems and to audit during the development of a completely computerized bookkeeping system. 7. Procedures used to transmit audit adjustments and the reasons for them along with management recommendations to the responsible personnel within the District structure. 8. Detailed audit plan.

3 9. Your fee proposal to conduct the basic audit function, along with your fee schedule for additional services that may be required beyond the scope of the audit engagement. The proposal should state all staff and their corresponding rate of pay along with estimated hours. The proposal should also state that any increase in the audit fee will be immediately disclosed to the Secretary-Treasurer. This disclosure should include an estimation of the increased fees and the reason for the increase. 10.Estimated number of hours to complete the audit. 11.Detail of expenses expected to be incurred, i.e. mileage, per diem, telephone, etc. 12.Audit firm to produce statements and to print annual report. 13. Proof that the firm is certified to conduct municipal audits by the Board of Accountancy. An evaluation team consisting of 5 members will perform a technical evaluation of all proposals received. The final decision of the selection of the firm to conduct the audit will be made by the Assumption Parish Police Jury. The final agreement will be in the form of a written contract following the standard agreement form used by CPA firms conducting audits. All questions and correspondence should be directed to Kim M. Torres, Secretary- Treasurer in writing at P. O. Box 520, Napoleonville, LA or by calling Contact with Assumption Parish Police Jury s personnel other than Kim M. Torres, Secretary-Treasurer regarding this RFP may be grounds for elimination from the selection process. We will look forward to receiving your proposals on or before December 7, Sincerely, Kim M. Torres Secretary-Treasurer Assumption Parish Police Jury

4 Audit Proposal Information Sealed audit proposals will be accepted by the Assumption Parish Police Jury until 2:00 p.m., on Friday, December 7, Please direct proposals to the attention of Kim M. Torres, Secretary-Treasurer. All proposals become the property of the Assumption Parish Police Jury. Nature of Services Required 1. Audit period will be January 1, 2018 through December 31, 2018 with the option of 2 subsequent fiscal years. 2. Special reports, exhibits, and schedules required: Management s Discussion and Anaylsis Budgetary Comparison Schedules Schedules of Funding Progress and Employer Contributions of the Systems Other Post Employee Benefits Plan(s) (OPEB) Schedule of the Jury s Proportionate Share of the Net Pension Liability of its Pension Plan(s) Schedule of Employer Contributions to the System s Pension Plan(s) Schedule of Expenditures of federal awards Balance sheet Combining Balance Sheet non major governmental funds Combining Statement of Revenues, Expenditures, and changes in Fund Balances non major governmental funds Statements of changes in financial position Notes of financial statement Schedule of Compensation paid to Police Jurors Schedule of Compensation, Reimbursements, Benefits and other Payments to Agency Head Statewide Agreed Upon Procedures Reports (AUPs) 3. Additional Services and Reports Required: Agreed Upon Procedures as required by HUD Real Estate Assessment Center (REAC) for the Section 8 Program Potential Single Audit Reporting as required by the Uniform Guidance for federal programs 4. Conferences: Exit conference with President Martin S. Triche and Secretary-Treasurer, Kim M. Torres. Exit conference with accounting personnel. 5. Description of Entity and Records to be Audited: General ledger, fixed assets ledger, accounts receivable, general journal, accounts payable. All official records required by the Statewide Agreed Upon Procedures (AUPs) 6. Available Manuals and Information Sources: Minutes of the board meetings of the Assumption Parish Police Jury.

5 Internal Controls, Policy Procedures and Manuals of the Assumption Parish Police Jury. 7. Details of fixed assets are maintained. Fixed assets are based on cost. 8. A budget is maintained and is available for examination. 9. Staff members will be available to pull and reproduce documents. Legal counsel will be made available with prior staff approval. 10. Work areas will be provided by the Assumption Parish Police Jury in close proximity with the financial records on the premises. 11. Report Requirements The report will be addressed to the Assumption Parish Police Jury and will contain items listed in item #2. State the scope of the examination and that the audit was performed with generally accepted accounting principles and include a statement of opinion as to whether the statements conform to generally accepted accounting principles. Reports of compliance examinations must include a statement that the audit was conducted in accordance with applicable standards. The audit report must state where the examination disclosed instances of significant non-compliance with laws and generally accepted accounting principles. Findings of non-compliance and ineligible expenditures must be presented in enough detail for management to be able to understand them. A management letter will be required. It should contain a statement of audit findings and recommendations affecting financial systems and statements, internal control, legality of actions, other instances of non-compliance with laws and generally accepted accounting principles, and any other material matters. 12. Time Requirements Proposals will be delivered to the Administrative office at P. O. Box 520, 4813 Highway 1, Napoleonville, LA no later than 2:00 p.m. on Friday, December 7, Electronic bids may also be submitted via the parish website at If presentations of possible finalists are necessary, no one with personal bias will interview proposers. The Assumption Parish Police Jury has made no decision as to the date of the award of the audit. All proposers will be notified of the Police Jury action in a timely manner. Once a contract has been signed, work may begin immediately to generate the audit in a progress manner with costs to be billed to the Police Jury as the charges generated by the proposer in accordance with the original agreement. Preliminary work to close accounts can begin immediately. The preliminary report and exit conference will be completed prior to June 15, 2019.

6 The final audit report must be electronically submitted to the Police Jury Adminstrative office by the end of business on June 27, Report Review Timing and Number of Copies. Prior to the submission of the completed audit report the audit firm will be required to deliver and review the draft and the proposed management letter with the Police Jury. Copies required a. Audit report, 4 hard copies, 1 electronic version. b. Management letter, 4 copies, 1 electronic version 14. The Police Jury Reserves the Right: To reject any and all proposals submitted. To request additional information from all proposers.

7 Submission of Proposals Each proposal, consisting of one (1) original and one (1) signed copy, must be received at the Police Jury s Administrative office by December 7, 2018 at 2:00 PM in a sealed envelope. Proposals may be mailed or hand-delivered to the following address: Assumption Parish Police Jury RFP for Audit Services Attn: Kim M. Torres P. O. Box 520 Napoleonville, LA Electronic bids may also be submitted via the parish website at Faxed or ed proposals will not be accepted. Due Diligence All procurement transactions shall be conducted only with responsible contractors, i.e., those who have the technical and financial competence to perform and who have a satisfactory record of integrity. Where warranted and before awarding a contract, Assumption Parish Police Jury shall review the proposed Respondent s ability to perform the contract successfully. Format of Proposals All proposals shall include the following sections and documentation: A. Executive Summary Provide a brief non-technical overview of the Respondent s business including the range of services offered. Respondents should provide information reflecting how and why their services meet Assumption Parish Police Jury s needs. B. Company Profile Provide a history of the business and resumes of key staff to be involved in all aspects of the auditing process including the names and qualifications of all personnel. This shall include both the company s history providing general auditing services as well as its experience providing such services to government entities. C. Audit Services Describe in detail each aspect of auditing services proposed, including the evaluation of financials, the audit report, training of staff, and implementation of recommendations for current fiscal year and beyond. D. Experience Proposer is required to submit a listing of prior experience of its firm in relation to the scope of audits similar to that in nature to the Assumption Parish Police Jury. E. Proposed Costs Describe in detail a breakdown of the proposed costs for the required services. Include any and all rates, charges, etc. necessary to calculate the final proposed fee. Compliance with Law

8 The respondent shall comply with all applicable Federal, State and local laws, regulations, ordinances, and requirements applicable to the work described herein including, but not limited to, those applicable laws, regulations and requirements governing equal opportunity programs, subcontracting with small and minority firms, women s business enterprises, and Section 3 of the Housing and Urban Development Act of Evaluation Criteria Technical Approach The evaluation of the proposals for this factor will be based on the Respondent s understanding and awareness of the various functions required to perform the activities and requirements of the RFP. The evaluation of the Respondent s proposal will be based upon the degree to which the Respondent has presented a quality approach to the specific dynamics of the RFP. The quality of the approach will be evaluated in terms of the Respondent s areas of staffing, proposed procedures and methodologies, the proposed work plan and schedule and the expected outcomes and deliverables as follows: 1. Corporate Background and Experience This includes not only the firm s technical experiences in representing other parish government and similarly situated clients, but the individual experience of key personnel who will be conducting the services. (15 points) 2. Approach and Methodology This includes the firm s project organization, staffing resources, support resources, monthly progress/status reporting, management planning and reporting, effective coordination and flexibility to provide a full range of services. (30 points) 3. Resumes, Proposed Staff Qualifications This includes the resumes of the staff supplied by the proposer to determine the qualifications of the staff relevant to the RFP. (20 points) 4. Hudson/Veterans Small Entrepreneurship Program This criteria is reservced for respondentswho are certifed Veterans or Hudson Initiative Small Entrepreneurships. (10 points) 5. Cost Evaluation The cost evaluation will be based upon the hourly labor rates for the positions submitted by the proposer. The total cost will be determined by the sum of all hourly rates stated. The proposer with the lowest cost will receive a score of (25 points) for the cost category. The remaining proposers will receive a score based upon the following formula: CS = (LPC/PCx25) CS = Compared cost score for proposers LPC = Lowest proposed cost for all proposers PC = Proposer s Cost Total Possible Points = 100 Points All responses should directly address each specific selection criteria under specific headings For additional information, contact the Secretary-Treasurer of the Assumption Parish Police Jury.