REQUEST FOR PROPOSAL Financial Statement Audit (FYE 2014, 2015 & 2016) ST. CHARLES COUNTY AMBULANCE DISTRICT (Herein referred to as DISTRICT ) 4169 OLD MILL PARKWAY ST. PETERS, MO 63376 SPECIFICATIONS FOR FINANCIAL STATEMENT AUDIT FOR ADDITIONAL INFORMATION CONTACT: Taz Meyer Chief Executive Officer 636-344-7645 Bid Closing Date/Time: Monday, March 16, 2015 at 1:00 pm CST Bid Awarded: Within 60 Days (March 26, 2015 anticipated) 1
SECTION 1 St. Charles County Ambulance District is soliciting sealed bids from qualified Certified Public Accounting firms for the audit of its financial statements for the years ended December 31, 2014, 2015 and 2016 with the option of preparing said statements each year as a Comprehensive Annual Financial Report (CAFR) under the guidelines of the Government Finance Officers Association certificate program. Bid proposals must be submitted in the attached format. Bid closing will be on March 16, 2015 at 1pm CST. The District reserves the right to accept or reject any or all bids. Bid proposals shall be mailed or hand delivered to St. Charles County Ambulance District, 4169 Old Mill Parkway, St. Peters, MO 63376. Envelopes shall be sealed and marked "AUDIT BID." Following is information to assist in accurately gauging the size and scope of the environment in which the audit will take place. Number of full-time employees: (Payroll is biweekly) 154 (direct deposit required for all employees) Approximate number of check transactions: Accounts Payable 3000 Figures from 2013 Audit (Statement of Activities): General Revenues $11,476,761 Program Revenues 11,373,570 Operating Expenditures ( 21,009,546) The District has the following funds for 2014: General Fund and Debt Service Fund. In addition, the District s Comprehensive Annual Financial Reports for the past three years can be found at https://www.sccad.com/finance. Any additional questions concerning services required, review of accounting methods, or financial statements may be addressed to by contacting the District s Chief Executive Officer. 2
SECTION II GENERAL TERMS AND CONDITIONS: A. Pre-Qualifications: Any audit firm responding to this bid must be a Certified Public Accounting firm and must have previous experience in the audit of governmental entities and the preparation of Comprehensive Annual Financial Reports (CAFR s). B. Required Due Date of Audit Report and Management Letter: 2014 Audit: The draft of completed audit reports, final reports and management letter will be due in the office of the District's Chief Executive Officer at a mutually agreed upon time. 2015 and 2016 Audit: The draft of completed audit reports and management letter will be due in the office of the District s Chief Executive Officer on or before the second Thursday in April; final reports will be due by the third Thursday of April. C. Award of Contract: It is the intention of the District s administration to make a recommendation to the Board of Directors of St. Charles County Ambulance District at the Board Meeting on March 26, 2015 at which time it is expected that final approval will be made. Audit work will commence at a mutually agreeable time. D. Criteria used in Evaluating those Firms Bidding: 1. Responsiveness of the proposal in clearly stating: a. understanding of audit coverage required; b. realistic time estimates of each major segment of the work plan and the estimated number of hours for each staff level including consultants time; c. experience of firm including names of recently audited governmental entities of similar nature as the District; and, d. experience of firm in preparing Comprehensive Annual Financial Report including names of recently audited entities in which a CAFR was prepared. 2. Qualifications of audit team and supervision which will be exercised over the audit team by upper management. 3. Cost of the work to be performed. Although cost is a significant factor, it will not be the dominant factor. Cost will be given more importance when all the other evaluation criteria are relatively equal. 4. If several proposals are sufficiently similar in quality, oral interviews may be arranged to assist in making the final selection. E. Audit Teams Working Space: The District will provide for a separate auditing room within the headquarters building. There will be adequate space for up to four people with access to a copy machine. H. The selected firm should conduct their audit in accordance with auditing standards generally accepted in the United States of America. 3
I. Proposals should contain any compliance auditing which the auditing firm recommends or considers necessary in the circumstances. J. The firm shall provide 20 bound copies of the Audited Financial Report. K. The partner or individual in upper management in charge of the audit shall be available to attend one public meeting at which the Audit Report will be presented to the District's Board of Directors. L. The bid proposal should be specific as to District s support which will be required prior to arrival of the audit team, as well as during the audit. Include information such as schedules required, documents to be pulled, and data to be reproduced. SECTION III PROPOSAL PACKAGE: The attached cover page and table of contents shall be completed as instructed and returned in your response to the request for bid. 4
ST. CHARLES COUNTY AMBULANCE DISTRICT AUDIT BID BUYER: CONTACT: St. Charles County Ambulance District 4169 Old Mill Pkwy St. Peters, MO 63376 MARK ENVELOPE AUDIT BID Taz Meyer (636) 344-7645 Date: February 26, 2015 BID CLOSING: 1:00 p.m., March 16, 2015 We hereby agree to perform an audit of the general purpose financial statements of St. Charles County Ambulance District in accordance with auditing standards generally accepted in the United States of America. Upon completion of fieldwork, we will meet with the District s management to discuss adjustments, recommendations, and a preliminary draft of the financial statements. Upon agreement by both parties, we will present a final draft of the financial statements, audit report and letter of recommendations to the District s Board of Directors and answer any questions that the Directors might have. We will meet the due dates specified in the request for bid or discuss any unanticipated delays with the District immediately. We have addressed the specific items listed in the Table of Contents and agree to perform the services indicated herein for the price(s) listed in our fee proposal. The price for these services is intended to be all-inclusive unless otherwise indicated in our fee proposal. Vendor/Contractor Name: Date Address: Authorized Signature: Title: Phone: 1
TABLE OF CONTENTS The following table sets forth the specific items to be addressed in your proposal. Respondents must return this page with their proposal and with the corresponding page numbers indicated for the information submitted within their proposal. In order to be considered, respondents must include responses to all items requested below. A. B. C. D. E. F. G. H. I. TITLE PAGE: Form Provided. PROPOSAL RESPONSE ITEM TABLE OF CONTENTS: Submit this page with page numbers inserted. LETTER OF TRANSMITTAL: Limit to three pages; to be submitted on firm letterhead. 1. State firm s understanding of the work to be performed and a commitment to perform the work within the time period. 2. Include any additional relevant information not otherwise requested in the request for bid. 3. The signature on the letter shall be of a person authorized to represent and bind the firm. PROFILE OF THE FIRM: 1. State whether the firm is national, regional or local and the number of years the firm has been in business. 2. Give the personnel profile of the firm/office including number of employees, hourly rates, etc. 3. State firm s continuing education policy. 4. State whether or not the firm has a quality control document/plan and include a copy of the firm s most recent peer review report (if applicable). 5. Indicate additional services provided by firm without the use of outside consultants. RESUMES OF PERSONNEL: Attach resumes of the personnel who will be assigned to this engagement. Identify their particular roles in this audit. Identify their experience in governmental accounting as well as experience in the preparation of a Comprehensive Annual Financial Report. APPROACH TO THE AUDIT: Submit a work plan to accomplish the scope of the audit. Include time estimates for each segment of the audit and the staff level to be assigned. Individual staff members should be named. EXPERIENCE / REFERENCES: List audits of similar scope with which this firm is currently involved or which it has completed within the past five years. Include name of governmental entity, contact person and phone number, period of audit, as well as firm personnel involved on the engagement. ADDITIONAL INFORMATION: Include work space requirements, District staff support required, number of days of fieldwork, etc. FEE PROPOSAL: Include a three year proposal for audit of the District s basic financial statements. In addition to the normal audit services, include a separate fee if the District chooses to prepare a Comprehensive Annual Financial Report under the guidelines of the Government Finance Officers Association certificate program. Fees are intended to be allinclusive unless otherwise stated. 2 PAGE NO. 1 2