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TOWN OF JARRATT

REQUEST FOR PROPOSAL: AU18-0716-0618

AUDIT SERVICES

PROPOSAL DUE DATE: OCTOBER 23, 2018 5:00PM

 

Town of Jarratt Contact on this proposal:

Judy Houchins, Clerk

Office: 434-535-8865

[email protected]

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Town of Jarratt

108 S. Braxton Avenue

P. O. Box 336

Jarratt, Virginia 23867

Judy Houchins, Clerk

(434) 535-8865 Fax (434) 535-0755

Email: [email protected]

 

October 23, 2018_____________________________________________________________#AU18-0716-0618

REQUEST FOR PROPOSALS – FINANCIAL AUDIT SERVICES

Sealed Proposals, subject to the terms and conditions contained herein and attached hereto, will be received at the above office until, but not later than 5:00 P.M., local time prevailing, October 23, 2018 for Annual Audit of the Town of Jarratt.

Proposals to be submitted shall be an original.  Proposals shall be clearly identified on the outside of the envelope as follows:

Invitation #AU18-0716-0618

RFP – Audit Services

October 23, 2018

 

All firms submitting proposals shall sign their proposals and return by the time specified.  Failure to comply with these requirements will be cause for rejection of proposals.  Any proposal received after the announced time and date of opening, whether by mail or otherwise, will not be considered and will be returned unopened.  However, nothing in this RFP precludes the Town from requesting additional information at any time during the procurement process.

 

Noting herein is intended to exclude any responsible firm or in any way retrain or restrict competition.  All responsible firms are encouraged to submit proposals.  The Town of Jarratt reserves the right to reject any or all proposals submitted and to make awards where it appears it will be to the best interest of the Town.

 

Ownership of all data, material, and documentation originated and prepared for the Town pursuant to the RFP shall belong exclusively to the Town and be subject to public inspection in accordance with the Virginia Freedom of Information Act.  Trade secrets or property information submitted by a bidder, offeror, or contractor in connection with a procurement transaction shall not be subject to public disclosure under the FOIA, unless otherwise required by law or court.  However, the bidder, offeror, or contractor must invoke the protections of section 2.2-4342(F) prior to or upon submission of the data or other materials and must identify the data or other materials to be protected and state the reasons why protection is necessary.  The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secrets or proprietary information.

 

The Town reserves the right to reject any and all proposals.

 

 

Town of Jarratt

108 S. Braxton Avenue

P. O. Box 336

Jarratt, Virginia 23867

Judy Houchins, Clerk

(434) 535-8865 Fax (434) 535-0755

Email: [email protected]

 

October 23, 2018_____________________________________________________________#AU18-0716-0618

The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary, or trade secrets, is NOT ACCEPTABLE and may result in REJECTION of the proposal.

As this is a Request of Proposal, no information regarding the proposal records or the contents of responses will be released except in accordance with Section 2.2-4342 of the Code of Virginia.  Once an award has been made, all proposals will be open to public inspection subject to the provisions set forth above.

 

Any disputes under a resulting contract, that cannot be resolved between the Town of Jarratt and the offeror, must be resolved in the Circuit Court of Sussex County, Virginia.  Any resulting contract shall be governed by the laws of the Commonwealth of Virginia.

 

I.                    Project Description

The Town of Jarratt herein requests fixed fee price proposals from qualified independent certified public accountants to perform an annual audit of the Town for each of the following fiscal years.

·        Beginning July 1, 2016 and ending June 30, 2017

·        Beginning July 1, 2017 and ending June 30, 2018

II.                  Scope of Services

The following are the services and/or items that the successful Offeror will be required to provide to the Town, and should be addressed in each Offeror’s proposal.

1.      Independent Auditor’s Opinions on financial statements for the Town of Jarratt

2.      Management letters for Town of Jarratt

3.      “Single Audit Report” financial, compliance, and control opinions

4.      Any auditor reports required under “Specifications for Audits of Counties, Cities and Towns” issued by the Virginia APA and in effect at the time of the audit. 

5.      The auditors shall keep the Town fully informed of new GASB/FASB statements and provide informal and incidental advice that may be requested by Town officials regarding their implementation.

6.      Assistance to the Town in order for the Town to work toward meeting the requirements of the program criteria and achieving the “Certificate of Achievement for Excellence in Financial Reporting” by the Government Finance Officers’ Association of the United States and Canada (GFOA). 

7.      Clerk and staff will be able to seek advice from the Auditor on any financial processes and transactions throughout the fiscal year.

 

The Audit Firm will conduct its audit and render its opinions in accordance with auditing standards generally accepted in the United States of America, and according to the “Specifications for Audits of Counties, Cities, and Towns” issued by the Commonwealth of Virginia Auditor of Public Accounts, including any revisions effective during the audit period.

 

Audit Schedule – Records shall be examined so that fieldwork is completed no later than December 23, 2018.

 

III.                Meetings

The Town will schedule a conference between the Auditor and the Town Mayor and a member of the finance committee prior to preliminary work to discuss engagement letter and audit plans.  A second meeting at the conclusion will be to provide required communications and to discuss management letter comments.

 

The Auditors field staff will schedule conferences with the Clerk a regular basis.  The purpose is to keep both parties informed of the progress of the audit and drafted audited findings.

 

IV.                Assistance Provided

1.      Closing of Town books and records for each fiscal year.

2.      Pulling of documents and preparation of reasonable work papers, schedules and analysis of funds required for completion of the audit.

3.      Except in those instances where certain records are protected by law from disclosure, the Auditor will have access to all Town records.

4.      The Clerk will be the primary contact and coordinator for the Auditor during the course of the audits.  Any problems related to the audit which cannot be resolved with the Clerk should be directed to the Mayor of Jarratt.

5.      Preliminary audit work can commence immediately after the contract is awarded.

6.      There will be reasonable working space provided for audit personnel along with a telephone line for Town related audit work.

 

V.                  Proposal Guidelines

A.      Proposal Content

       Offerors are to submit written proposals which present the offeror’s qualifications and understanding of the work to be performed.  The proposal should be prepared simply and economically and is required to address all evaluation criteria and to be specific in presenting their qualifications.  The offeror’s proposal should provide all the information which it considers pertinent to its qualifications for the project and which respond to the Scope of Services and Evaluation Criteria described herein and bound or contained in a single volume.  Proposals should contain the following information:

1.      Provide overview of your organization and record of expertise in providing services for clients of similar complexity.  This is to include history of firm, including number of years in business and size of firm.  Identify headquarters and nearest office, identify the office which will serve as managing office for the project and experience with the GFOA’s Certificate of Achievement for Excellence in Financial Reporting Program.

2.      Statement of understanding of the work to be performed with descriptions of the audit approach and illustrations of the procedures to be employed.  This includes, but not limited, to the following:

a.      Discussion regarding overall approach and process in conducting the audit.

b.      Use of computer audit techniques and specialists, including the extent of automation of work papers.

 

Town of Jarratt

108 S. Braxton Avenue

P. O. Box 336

Jarratt, Virginia 23867

Judy Houchins, Clerk

(434) 535-8865 Fax (434) 535-0755

Email: [email protected]

 

October 23, 2018_____________________________________________________________#AU18-0716-0618

c.       Organization of audit team and approximate percentage of time each member would spend on the audit.

d.      Management letter approach (provide a sample letter).

e.      The assistance generally expected from the Town.

f.        Describe approach to gain and document the understanding of the Town’s internal control structure.

g.      Comment on how the audit team will assist the Town in seeking to achieve the GFOA’s “Certificate of Achievement for Excellence in Financial Reporting” Award.

3.      Work schedule including the approximate date the audit will begin (including preliminary field work) and end, and the approximate dates for delivery of the Auditor’s reports.

4.      Biographies, including experience, of the individuals who will be assigned to the engagement, relevant experience of each in auditing municipalities.

5.      Describe the policies and procedures and/or approaches regarding changes in staff assigned throughout the engagement contract that ensures knowledgeable staff are always on the engagement.

6.      Provide a list of local office’s local government audit clients for current and at least three preceding fiscal years.  Indicate types of services performed and number of years served for each.  Provide names of reference and individual’s telephone number for current year clients.

7.      A statement of assurance that the firm is independent in accordance with the code of professional ethics of the American Institute of Certified Public Accountants, and will comply with all federal, state, and local laws and regulations in the performance of this engagement.

8.      A statement indicating that the firm does participate in an external quality control review program and a copy of the most recent quality control review report.

9.      A statement of assurance that if the firm’s work related to the Town’s audit is reviewed by the Auditor of Public Accounts (APA) as part of the APA’s quality control review program, that the firm will notify the Town of any finding by the APA.

10.  A statement of assurance that all requirements stated in this request for proposal are acceptable and will become a part of the final contract.

 

 

 

 

 

 

 

Town of Jarratt

108 S. Braxton Avenue

P. O. Box 336

Jarratt, Virginia 23867

Judy Houchins, Clerk

(434) 535-8865 Fax (434) 535-0755

Email: [email protected]

 

October 23, 2018_____________________________________________________________#AU18-0716-0618

VI.                EVALUATION AND SELECTION

Offeror’s will be evaluated for selection based on those most qualified to meet the requirements of this RFP.  Mayor criteria to be considered in the evaluation may include, but shall not necessarily be limited to, the items referred to above and those set forth below:

A.      Qualifications of the Audit Firm

B.      Qualifications of the Audit Team

C.      Audit Approach and Work Plan

D.     Ability to Complete Audit by Required Deadlines

E.      References

 

VII.              SELECTION PROCEDURE

The Town Council and Mayor shall engage in individual discussions with two or more offerors deemed fully qualified, responsible, and suitable based on initial responses and with the emphasis on professional competence, to provide the required services.  Repetitive informal interviews shall be permissible.  Such offerors shall be encouraged to elaborate on their qualifications and performance data or staff expertise pertinent to the proposed project as well as alternate concepts.  At the discussion stage, the public body may discuss non-binding estimates of total project costs.  Methods to be utilized in arriving at a price for services may also be discussed.  Proprietary information from competing offers shall not be disclosed to the public or to competitors.

 

At the conclusion of discussion, outlined in this paragraph above, based on evaluation factors published in the Request for Proposal and all information developed in the selection process to this point, the public body shall select, in the order of preference, two or more offerors whose professional qualifications and proposed services are deemed most worthy.

 

Negotiations shall then be conducted, beginning with the offeror ranked first.  If a contract, satisfactory and advantageous to the public body, can be negotiated at a price considered fair and reasonable, the award shall be made to that offeror.  Otherwise, negotiations with the offeror ranked first shall be formally terminated and negotiations conducted with the offeror ranked second, and so on until such a contract can be negotiated at a fair and reasonable price.

 

 

 

 

 

 

Town of Jarratt

108 S. Braxton Avenue

P. O. Box 336

Jarratt, Virginia 23867

Judy Houchins, Clerk

(434) 535-8865 Fax (434) 535-0755

Email: [email protected]

 

October 23, 2018_____________________________________________________________#AU18-0716-0618

Should the public body determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that offeror.  Offerors whose proposals are not accepted will be notified as soon as the selected vendor has been approved by the Town.

 

Oral Presentation:  Offeror who submits a proposal in response to this RFP may be required to give an oral presentation of their proposal to the selection committee.  This provides an opportunity for the Offeror to clarify or elaborate on the proposal.  This is a fact finding and explanation session only and does not include negotiation.  Oral presentations are strictly at the option of the Town and may or may not be conducted.

 

All proposals submitted shall be valid for a minimum of ninety (90) days following commencement of vendor discussions.  The Town shall not be responsible for any expense incurred by the firm in preparing and submitting a proposal or any expenses related to subsequent inquiries, interviews or contract negotiations.  All proposals submitted shall become the property of the Town.  Proposals may be withdrawn only by written request to the above address, prior to the official deadline for receipt.

 

VII.              REFERENCES

References may or may not be reviewed or contacted at the discretion of the Town.  The Town reserves the right to contact references other than, and/or in addition to, those furnished by the offeror.

 

VIII.            BASIS OF AWARD

Information and/or factors gathered during interviews, negotiations and any reference checks, in addition to the evaluation criteria stated in the RFP, and any other information or factors deemed relevant by the Town shall be utilized in the final award decision.

 

IX.                FURTHER INFORMATION

Creedle, Jones and Alga, P.C. has most recently served as the Town’s independent auditor.  The Town will use its best efforts to make prior audit reports and support working papers available to the successful offeror.

 

Questions of a technical nature which may arise as a result of this Request for Proposal should be directed to Judy Houchins, Clerk at (434) 535-8865.  Any other question may be directed to Melanie Wilson, Mayor, at (434) 535-8865.

 

 

 

Town of Jarratt

108 S. Braxton Avenue

P. O. Box 336

Jarratt, Virginia 23867

Judy Houchins, Clerk

(434) 535-8865 Fax (434) 535-0755

Email: [email protected]

 

October 23, 2018_____________________________________________________________#AU18-0716-0618

 

X.                  Non-Binding Cost Estimate – (NBCE) (Submitted at Interview Stage)

As this is a professional services contract, the Town IS NOT requesting NBCE at this time.  The Town will request NBCE under separate cover from one or more of the highest rated and fully qualified offerors at a later date.

 

The NBCE shall include hourly rates for all categories that will be used to accomplish work under this contract.  It shall also include costs for all reimbursable items such as travel along with a percentage markup of all reimbursable items provided by an outside source such as printing or courier express.

 

The Town plans to award a fixed price contract for a specified fee by year for a two (2) year audit.  The final contract price(s) shall include all charges that may be imposed infilling the terms of the contract.  The fee must be priced assuming the Town will implement any GASB’s planned reporting changes required over the contract period.  If the offeror believes that are changes that could require a fee increase, these should be identified with the NBCE.  The offeror shall provide a NBCE for each contract of service.

 

XI.                Other Terms and Conditions

The Town may request additional information, clarification or presentations from any of the Offerors after review of the proposals received.

 

The Town has the right to use any or all ideas presented in reply to this RFP, subject only to limitations regarding proprietary/confidential data of Offeror.

 

The Town is not liable for any cost(s) incurred by any Offeror in connection with this Request for Proposal or any response by any Offeror to this Request for Proposal.  The expenses incurred by Offeror in the preparation, submission, and presentation of the proposal are the sole responsibility of the Offeror and may not be charged to the Town.

 

It is understood and agreed between the parties to any agreement resulting from this proposal that the Town shall be bound hereunder only to the extent of funds appropriated or which may hereafter be appropriated for the purposes of this agreement.  It is further understood and agreed between the parties to any agreement resulting from this proposal that the Town shall not be obligated to purchase or pay services covered by this agreement unless and until they are ordered, delivered, or performed for the Town.

 

 

 

 

Town of Jarratt

108 S. Braxton Avenue

P. O. Box 336

Jarratt, Virginia 23867

Judy Houchins, Clerk

(434) 535-8865 Fax (434) 535-0755

Email: [email protected]

 

October 23, 2018_____________________________________________________________#AU18-0716-0618

 

Should the Auditor abandon services to be performed under the resulting contract, or terminate any resulting contract, the Town shall be liable to the extent of satisfactory work completed by the Auditor up to the time of abandonment or termination, and upon delivery of completed or uncompleted work to the Town.  The Town shall have full right to use such work in any manner when and where it may designate, without claim on the part of the Auditor for additional compensation.

 

Certain changes may be required due to implementation of new GASB statements that become effective.  Minor audit work or technical assistance required by the implementation shall be covered under the terms of this agreement.  Significant changes which will be mutually agreed upon by and between the Town and the Auditors shall be incorporated in written amendments to this agreement.

 

The Auditors shall commence, carry on and complete the project with all practicable dispatch, in a sound, economical and efficient manner, in accordance with the provisions hereof and all applicable laws.  In accomplishing the project, Auditors shall take such steps as are appropriate to ensure that the work involved is properly coordinated with the related work being carried on by the Town.

 

Submission of a proposal shall constitute an agreement to include the provisions contained in this RFP and/or in the Offeror’s proposal in any contract negotiated between the parties unless an exception or clarification to any such provision is clearly indicated in the proposal labeled “Clarifications and Exceptions” and each exception or clarification specifically refers to the applicable objective or specification included in the Scope of Work.

 

By submitting a proposal, the Offer also agrees that it is satisfied from its own investigation of the conditions and requirements to be met, that it understands their obligation, and that it will not make any claims for or have the right to cancellation of or relief from the contract because of any misunderstanding or lack of information.

 

The Auditors shall NOT assign, sublet or transfer interests in this agreement without the written consent of the Town.

 

 

 

 

 

Town of Jarratt

108 S. Braxton Avenue

P. O. Box 336

Jarratt, Virginia 23867

Judy Houchins, Clerk

(434) 535-8865 Fax (434) 535-0755

Email: [email protected]

 

October 23, 2018_____________________________________________________________#AU18-0716-0618

NAME OF BIDDER ___________________________________________________________________________

 

ADDRESS __________________________________________________________________________________

 

SIGNATURE ________________________________________________________________________________

 

NAME (TYPE OR PRINT) ______________________________________________________________________

 

OFFICIAL TITLE _____________________________________________________________________________

 

DATE ____________________ TELEPHONE NUMBER (_____) _______________ FAX (_____) ______________

 

CELL PHONE NUMBER (____) _______________

 

EMAIL ____________________________________________________________________________________

 

In compliance with Invitation #AU18-0716-0618 and subject to all conditions thereof and attached thereto, the undersigned offers and agrees, if this proposal be accepted within ninety (90) calendar days from the date of opening, to furnish any and all of the requirements as specified and as scheduled.

 

My signature certifies that the accompanying proposal is not the result of or affected by, any act of collusion with another person or company engaged in the same line of business or commerce, or any act of fraud punishable under Title 18.2, Chapter 12, Article 1.1 of the Code of Virginia 1950, as amended.  Furthermore, I understand that fraudulent and collusive bidding is a crime under the Virginia Governmental Frauds Act, the Virginia Government Bid Rigging Act, and Virginia Antitrust Act, and Federal Law and can result in fines, prison sentences and civil damage awards.  I hereby certify that I am authorized to sign this proposal for the bidder.

 

                                                                                          By ______________________________________________

                                                                                                                        Signature of Bidder/Title

 

IF SIGNATURE IS OTHER THAN THE PRESIDENT, PLEASE FURNISH THIS OFFICE AN EXPLANATION FOR AUTORITY TO SIGN FOR THE PRESIDENT.