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Wednesday, 30 August 2017 14:52

Request for Proposal: Auditing Services

Written by 

The City of Marshfield is soliciting proposal for the City’s annual audit beginning with the fiscal year ending December 31, 2017 and related financial advisory services during and throughout the course of the year. It is the intent of the City to engage professional audit services from a qualified CPA firm through the process subsequent to: 1) an evaluation and comparison of past performance, appropriate references, prior experience in other municipalities and counties and expertise related to the City’s specifications; and 2) the identification of available professional services that may or may not have been used by the City previously. Specifications pertaining to the scope of the City’s audit are outlined below, as well as the criteria that will be used in evaluating the qualifications of firms submitting proposals.

 Description of City and Records to be Audited

Marshfield, Missouri is a city of the fourth class and is governed by a Mayor at-large and four City Board of Aldermen members who are elected two per ward. The City Administrator is responsible for the day-to-day management of all administrative affairs. The City’s population currently is estimated at 7,245. The 2017 budgeted revenues are $7,158,867

  1. The annual audit shall encompass all funds of the City Marshfield, Missouri including, but not limited to the following: General Fund, Water Fund, Wastewater Fund, Parks and Recreation Fund, Local/Restricted Parks Fund, Transportation Sales Tax Fund, Debt Service Funds, Cemetery Fund, CDBG Fund.
  2. Funds are currently maintained on a modified and full accrual method of accounting. The City’s fiscal year ends on December 31, 2017. The audit report is required to be completed 180 days after the close of the fiscal year.
  3. Payroll, general ledger, receipt and accounts payable ledgers, and other accounting transactions are maintained with Data Technologies Summit software.

Assistance Available for Proposers

  1. Decker & DeGood, Certified Public Accountants, 3259A East Sunshine, Springfield, MO 65804 completed the City’s audit for fiscal year ended December 31, 2016.
  2. The City will provide adequate work area for the auditing staff. City staff will be available to answer questions and for consultation as needed. Minor clerical assistance will be provided (typing of confirmations, pulling and filing documents, etc.).

Scope of Services Being Required 

  1. Comprehensive Annual Audit – The City of Marshfield desires the Audit Firm to conduct an audit of the general purpose financial statements and supplemental information as it relates to the general-purpose financial statements taken as a whole, in a manner and format that complies with the criteria established by GAAP.
  2. The term of this contract will be for three (3) years.
  3. Availability of Consulting Services – The City requires that the Firm remain accessible and available throughout the year for consultation purposes, to answer questions, provide clarifications and offer professional opinions and recommendations regarding new GASB Statements and other financial procedures, tax laws, interpretations, and any other expertise that may be required by the City from time to time.
  4. The Firm will provide a list of documents and schedules required for the audit prior to audit work commencing.
  5. All tests and examinations necessary to an informed opinion of the financial statements.
  6. Timely Audits – The City requires that the auditing firm agrees to produce the audit within the allowed 180 day period following the City’s year end.
  7. Management Letter – The City requests a management letter addressing all noncompliance with City procedures, recommendations for improvements, or other findings noted by the firm during its audit.
  8. Record Retention – The Firm must retain all work papers and reports obtained during the course of the audit in accordance with applicable laws and regulations.
  9. Single Audit – A Single Audit shall be prepared when required in accordance with the Single Audit Act, OMB Circular A-133.
  10. The Firm will provide 15 bound copies and an electronic PDF copy of the audit to the City. A copy of the completed audit shall be submitted to the Missouri State Auditor’s office.
  11. Presentation of the Audited Financial Report by the Audit Firm to the Mayor and Board of Aldermen at a public meeting.

Information to be Submitted with Proposals        

Table of Contents

Include a clear identification of the material by section and by page number.

Scope Section

Clearly describe the scope of the required services to be provided. 

Audit Approach

Clearly describe your firm’s approach to conducting the examination as proposed.

Profile of the Firm

Provide the location of the office from which the work is to be performed and the number of partners, managers, supervisors, seniors and other professional staff employed at that office.

Identify the staff who will be assigned to this audit.  Resumes of each person to be assigned to the audit must be included and should contain specific municipal and utility auditing experience.

Describe the range of activities performed by the local office in the governmental area such as audit, accounting and management services.  Include activities that demonstrate your commitment to the municipal governmental practice.

Briefly describe your firm’s quality control policies and procedures.  State whether or not those policies and procedures are subjected to the profession’s “peer review” program to provide for an independent review of their effectiveness.

Governmental Experience

Describe the most recent audits (along with dates) of municipalities that were conducted by the group proposed to undertake this audit.  List names and telephone numbers of client officials responsible for those audits.

Also, include your firm’s experience in assisting governmental entities in the reporting model changes as promulgated under GASB 34 and related statements.

Additional Data

Give any additional information considered essential to this proposal, including involvement in state and municipal government organizations, seminars, etc. 

Fees

Provide a firm, fixed fee for the audit services as described in the Scope of Services. Also include maximum amount for single audit fees, and any additional audit service fees for the years ending:

  1. December 31, 2017
  2. December 31, 2018
  3. December 31, 2019

If your firm desires any additional information or clarification, or would like to visit the City of Marshfield to review our financial records before preparing your proposal, please feel free to contact Monica Robinson, Financial Clerk at 417-859-2352 or .

Selection Process

After reviewing all submittals, the City will identify the best qualified applicant based on materials submitted in response to this RFP, experience, qualifications, and services.

The City has the right to reject all submittals.

Submissions

All submissions should be hand delivered or mailed in a sealed envelope with “RFP AUDITING SERVICES” clearly marked on the front of the envelope and received by the City by 4:00 PM CST on September 22, 2017 at the following address: 

City of Marshfield
Attention: Monica Robinson
RFP Auditing Services
798 S. Marshall St.
Marshfield, MO 65706

Contact Information: Monica Robinson, Financial Clerk, 417-859-2352,

 

Publication Date:                                                        August 30, 2017

Proposal Due Date                                                      September 22, 2017, 4:00 PM CST

Audit Firm Interviews                                                  September 25-29, 2017
                               
Proposals presented to the Board of Aldermen               October 12, 2017