BARTLETT PARK DISTRICT REQUEST FOR PROPOSAL OF AUDITING SERVICES

Transcription

1 REQUEST FOR PROPOSAL OF AUDITING SERVICES GENERAL INFORMATION The Bartlett Park District is requesting proposals from qualified Firms of certified public accountants to audit its financial statements for the fiscal year ending April 30, 2015, 2016, and There is no expressed or implied obligation for the Bartlett Park District to reimburse responding Firms for any expenses incurred in preparing proposals in response to this request. During the evaluation process, the Bartlett Park District reserves the right, where it may serve the Bartlett Park District s best interest, to request additional information or clarification from proposers, or to allow corrections of errors or omissions. At the discretion of the Bartlett Park District, Firms submitting proposals may be requested to make oral presentations as part of the evaluation process. Three copies of the proposal should be delivered to Susan Leninger 696 W. Stearns Road Bartlett, IL before 4:30 PM Friday February 20, The District reserves the right without prejudice to reject any or all proposals submitted. Interviews will be conducted in February 2015 and staff recommendations will be presented to the Board at the March 10, 2015 Committee Meeting. Description of the Bartlett Park District The Bartlett Park District serves an area slightly over 14.6 square miles with a population of 41,208. The Bartlett Park District Board consists of 7 elected Commissioners. The Bartlett Park District has a payroll of approximately $5.2 million issuing slightly less than 900 W-2 s annually through Smart Fusion payroll. NATURE OF SERVICES REQUIRED A. The audit shall be performed in accordance with generally accepted auditing standards pronounced by the American Institute of Certified Public Accountants and Government Accounting Standards Board. The examination will also be made in compliance with the laws of the State of Illinois. The Auditors shall: 1. Issue a report on the fair presentation of the financial statements in conformity with generally accepted accounting principles. A PDF of the April 30, 2014 audit is available upon request to sleninger@bartlettparks.org. 2. Perform internal control testing in the following areas: accounts payable, cash receipts, inventory, payroll, and bank account reconciliations. 3. Prepare the Comprehensive Annual Financial Report in both hard copy and PDF format and file the CAFR report with the Illinois Comptroller s Office. 5. The auditors will review and suggest changes to the management and discussion letter in the audit. 4. The Bartlett Park District has been awarded an OSLAD Grant therefore the necessary detail to fulfill the needs of the grant is expected. The Auditor shall communicate in a letter to management and the elected Board any reportable conditions found during the audit. A reportable condition shall be defined as a significant deficiency in the internal control structure, which could adversely affect the organization's ability to record, process, and report financial data consistent with the assertions of management in the financial statements. Reportable Bartlett Park District conditions that are also material weaknesses shall be identified as such in the report.

2 B. Auditors shall be required to make an immediate written report of all irregularities and illegal acts of which they become aware and present such report to the Board. Auditors shall evaluate the Bartlett Park District of each of the following: 1. The Auditors responsibility under generally accepted auditing standards 2. Management judgments and accounting estimates. 3. Significant audit adjustments. 4. Other information in documents containing audited financial statements. 5. Disagreements with management. 6. Management consultation with other accountants. 7. Major issues discussed with management prior to retention. 8. Difficulties encountered in performing the audit. C. The District submits its CAFR to the Government Finance Officers Association (GFOA) for review in its Certificate of Achievement for Excellence in Financial Reporting program. In accordance with this award program, the Auditor shall assure that the Bartlett Park District s CAFR conforms to the provisions of the programs and assist in the response to comments made by the award program on the preceding year s CAFR as reported by the program. All appropriate and reasonable changes that are required by the prior year s comments are to be incorporated into the current year s report. D. It is also expected that the Auditor will be available during the year for informal advice and general discussion regarding local government finance. DESCRIPTION OF THE GOVERNMENT The Auditors' principal contacts with the Bartlett Park District will be Rita K. Fletcher, Executive Director, and Susan Leninger, Superintendent of Business Services, who will coordinate the District's assistance provided to the Auditors. The examination will include all funds and account groups listed and any additional funds which may be created during the fiscal year. The current fund listing is as follows: FUNDS/ACCOUNT GROUPS General Corporate Fund Capital Projects Fund Debt Service Fund Working Cash Fund Villa Olivia Fund Recreation Fund Special Recreation Fund Illinois Municipal Retirement Fund Social Security Fund Audit Fund Liability Insurance Fund Paving & Lighting Fund Quadracentennial Fund Page 2

3 AUDITOR ASSISTANCE AND REPORT PREPARATION The Business Services department staff will be available during the audit to assist the firm by providing information, documentation and explanations of the accounting controls and reporting structure. Report preparation, editing and printing of 20 copies of the CAFR shall be the responsibility of the Auditor by August 31 after Fiscal Year End. A PDF of the final audit should be sent via to sleninger@bartlettparks.org. A draft of the audit and adjusting journal entries will be presented to the Bartlett Park District by July 31 after Fiscal Year End. Business Services Department staff and responsible management personnel will be available during the audit to assist the firm by providing information, documentation and explanations. The preparation of confirmation letter shall be the responsibility of the Bartlett Park District. The mailing of the confirmation letters shall be the responsibility of the auditing firm. The Bartlett Park District will have MIS personnel available to provide system documentation and explanations to assist the Auditor in performing the engagement. The Bartlett Park District will provide the Auditor with reasonable workspace. The Auditor will also be provided with access to telephones, internet and photocopying facilities. PROPOSAL REQUIREMENTS 1. General Requirements The purpose of the technical proposal is to demonstrate the qualifications, competence and capacity, of the Firms seeking to undertake an independent audit of the Bartlett Park District in conformity with the requirements of this request for proposal. As such, the substance of proposals will carry more weight than their form or manner of presentation. However, the presentation will be considered as an example of the type of work typical of that of the firm. The technical proposal should demonstrate the qualifications of the firm and of the particular staff to be assigned to this engagement. It should also specify an audit approach that will meet the request for proposal s requirements. The technical proposal should address all the points outlined in the request for proposal. The proposal should be prepared simply and economically, providing a straightforward, concise description of the proposer s capabilities to satisfy the requirements of the request for proposal. While additional data may be presented, the following subjects, (items 2 through 7) must be included. They represent criteria against which the proposal will be evaluated. 2. Independence The firm shall provide an affirmative statement that it is independent of the Bartlett Park District as defined by generally accepted auditing standards. The firm shall also list and describe the firm's professional relationships involving the Bartlett Park District or any of its agencies, its elected or appointed officials and employees for the past three {3} years, together with a statement explaining why such relationships, if any, do not constitute a conflict of interest relative to performing the proposed audit. In addition, the firm shall give the Bartlett Park District written notice of any professional relationships entered into during the period of this agreement should it be thought to cause a conflict of interest. 3. License to Practice in Illinois An affirmative statement should be included indicating that the firm and all assigned key professional staff are properly licensed to practice in Illinois. Page 3

4 4. Firm Qualifications and Experience The proposal shall state the size of the firm, the size of the firm's governmental audit staff, the location of the office from which the work on this engagement is to be performed and the number and nature of the professional staff to be employed in this engagement. The firm is also required to submit a copy of the report on its most recent external quality control review, with a statement whether that quality control review included a review of specific government engagements. The firm shall also provide information on the results of any federal or state desk reviews or field reviews of its audits during the past three (3) years. In addition, the firm shall provide information on the circumstances and status of any disciplinary action taken or pending against the firm during the past three (3) years with state regulatory bodies or professional organizations. The proposal should identify and describe any pending or previous litigation the firm was involved in over the past three (3) years which dealt with the quality of audit work or of pricing of auditing services rendered. 5. Partner, Supervisory and Staff Qualifications and Experience The firm should identify the principal supervisory and management staff, including engagement partners, managers, other supervisors or specialists, who would be assigned to the engagement and indicate whether each such person is licensed to practice as a certified public accountant in Illinois. The firm also should provide information on the government auditing experience of each person, including membership in professional organizations relevant to the performance of this audit. The firm should provide as much information as possible regarding the number, qualifications and experience. The firm also should indicate how the quality of staff over the term of the agreement will be assured. Engagement partners, managers, other supervisory staff and specialists may be changed if those personnel leave the firm, are promoted or are assigned to another office. These personnel may also be changed for other reasons with the express prior written permission of the Bartlett Park District. However, in either case, the Bartlett Park District retains the right to approve or reject replacements. Consultants and firm specialists mentioned in response to this request for proposals can only be changed with the express prior written permission of the Bartlett Park District, which retains the right to approve or reject replacements. Other audit personnel may be changed at the discretion of the proposer provided that replacements have substantially the same or better qualifications or experience. 6. Similar Engagements with Other Government Entities For the firm's office that will be assigned responsibility for the audit, list the most significant engagements performed in the last three years that are similar to the engagement described in this request for proposals. 7. Specific Audit Approach The proposal should set forth a work plan, including an explanation of the audit methodology to be followed to perform the services required in this request for proposal. Proposers will be required to provide the following information on their audit approach: a. Proposed segmentation of the engagement. b. Level of staff (option and number of hours) to be assigned to each proposed segment of the engagement. c. The extent to which statistical sampling is to be used in the engagement. d. Type and extent of analytical procedures to be used in the engagement. e. Approach to be taken to gain and document an understanding of the Bartlett Park District internal control structure. f. Approach to be taken in determining laws and regulations that will be subject to audit test work. Page 4

5 . 8. Total All-inclusive Maximum Fee The fee proposal should contain all pricing information relative to performing the audit engagement as described in this request for proposals on a "not to exceed" basis for the years ending April 30, 2015 through April 30, The total all-inclusive maximum price proposed is to contain all direct and indirect costs including all out-of-pocket expenses. 9. Rates for Additional Professional Services If it should become necessary for the Bartlett Park District to request that the Auditor render any additional services to either supplement the services requested in this request for proposals or to perform additional work as a result of the specific recommendations included in any report issued on this engagement, then such additional work shall be performed only if set forth in an addendum to the contract between the Bartlett Park District and the firm. Any such additional work agreed to between the Bartlett Park District and the firm shall be performed at the same rates set forth in the schedule of fees and expenses included in the dollar cost bid. Work performed outside the scope of services outlined in this request for proposal is to be performed only at the written request of the Bartlett Park District. EVALUATION PROCEDURES The following are the principal selection criteria considered during the evaluation process. 1. Mandatory Elements a. The audit firm is independent and licensed in Illinois. b. The audit firm's professional personnel have received adequate continuing professional education. c. The firm submits a copy of its most recent external quality control review report and the firm has a record of quality audit work. 2. Detail Qualifications a. Expertise and Experience (1) The firm's past experience and performance on comparable government engagements. (2) The quality of the firm's professional personnel to be assigned to the engagement and the quality of the firm's management support personnel to be available for technical consultation. b. Audit Approach (1) Adequacy of proposed staffing for the engagement. (2) Adequacy of sampling techniques. (3) Adequacy of analytical procedures. 3. Price a. Cost will be considered, but may not be the primary factor in the selection of services ADDITIONAL INFORMATION Additional information regarding this Request for Proposal is available from Susan Leninger at Page 5