Central Fire Protection District Of Santa Cruz County th Avenue Santa Cruz, CA

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1 Central Fire Protection District Of Santa Cruz County th Avenue Santa Cruz, CA The Central Fire Protection District of Santa Cruz County is requesting a formal bid proposal to AUDIT District s financial records. REQUEST FOR PROPOSAL (RFP) SUBMIT INFORMATION TO: DIRECT INQUIRES TO: FORM OF SUBMITTAL: PROPOSAL SHALL BE SUBMITTED BY: Professional Auditing Services Central Fire Protection District Of Santa Cruz County th Avenue Santa Cruz, CA Nancy Dannhauser, Business Manager ORIGINAL HARD COPY NO faxes or electronic mail will be accepted Date: July 20, 2015 Time: 1:30 p.m. NO Exceptions Late submittals will not be considered. All bid proposals shall be sealed and marked on the outside as: AUDIT BID PROPOSAL 1

2 DISTRICT OVERVIEW The Central Fire Protection District of Santa Cruz County is an independent autonomous fire district, formed under the Fire Protection District Law of 1987, Government Code and Health and Safety Code, State of California. The Central Fire Protection District of Santa Cruz County is a Special Fire District in the County of Santa Cruz and serves the communities of Capitola, Live Oak and Soquel. The district is a consolidation of the old Capitola, Live Oak and Soquel Fire Protection Districts, since October, 1987 and protects a population of 52,500 plus, residents. The Central Fire Protection District of Santa Cruz County has 52 full and part-time staff with up to 30 Paid Call Firefighters, with an operating budget of $13.9 million dollars for fiscal year 2014/2015. The Central Fire Protection District of Santa Cruz County prepares both payroll and payments on claims against the District. The paperwork is forwarded to the County of Santa Cruz Auditor-Controller s office for processing. The Central Fire Protection District of Santa Cruz County provides fire protection and paramedic services from four fire stations located within the area of responsibility, known as district boundaries. The Central Fire Protection District of Santa Cruz County operates an Administrative Office at th Avenue, Santa Cruz, California. Our records are prepared and retained at this location. This includes but is not limited to prior year s audit report, management letters, financial statements, budgets, payroll records and invoices. Payroll and accounts payable are processed by the Auditor-Controller s Office, County of Santa Cruz. The Central Fire Protection District of Santa Cruz County s financial staff includes one Fire Chief, Administrative Services Manager, Business Services Manager, Payroll Administrative Assistant and Accounts Payable Administrative Assistant who prepares and processes the bills and payroll, per District policies and procedures. 2

3 INTENT The intent of this request for proposal (RFP) is to solicit bids from qualified audit firms to furnish the District with auditing services. It is also our intent to enter into an agreement with the accepted audit firm by August 2015 and to have work commence within the month of October. Proposals submitted in response to this request must be in accordance with the requirements specified herein. NATURE OF SERVICES REQUIRED The scope of audit services being requested is a financial audit in accordance with GAGAS. Scope of the Audit The Fire District desires to have an audit in compliance with Government Auditing Standards. The audit shall meet requirements as stated in GASB 34, 45, 54, 68, and/or all other applicable requirements starting with the fiscal year ending June 30, The budget as well as prior year audited financial statements for are available on the district s website at In addition, the Fire District may be required to fulfill the requirements of the Single Audit Act in future years. PERIOD OF THE AUDIT The audit proposal is to audit the Fire District s financial records for the fiscal year from July 1, 2014 to and including June 30, This will include the period of the time from our last complete audit. TERM OF THE ENGAGEMENT The term of the contract period will be for a minimum of THREE audit years, with an option to continue with additional years. Requirements of the Audit Prepare financial Statements of the Fire Protection District presenting fairly its financial position and results of its financial operations in accordance with Generally Accepted Accounting Principles (GAAP). 3

4 The organization has internal accounting and other control systems to provide reasonable assurances that it is managing Federal Financial Assistance Programs in compliance with applicable laws and regulations. REPORTS REQUIRED Government Auditing Standards require that the following reports be issued: Report of Financial Statements Report on entity s internal control structure Report on entity s compliance with laws and regulations The above reports will be issued in all years. Additional reports may be required if the Fire District is subject to the Single Audit Act. MANDATORY QUALIFICATION OF THE AUDITOR The following information must be supplied from all respondents: An affirmation that the proposer is properly licensed for public practices as a Certified Public Accountant in accordance with the laws of the State of California. Generally accepted government auditing standards (GAGAS) specify that the auditors comply with the following general standards: Assign staff to conduct the audit that collectively possesses adequate professional proficiency for the tasks required. Thus each auditor responsible for planning, directing, conducting, reporting or audits under GAGAS standards, complete at least 24 hours of continuing education and training in subjects directly related to the government environment and to government auditing every two years. Independence In all matters relating to the audit work, the audit organization and the individual auditors should be free from personal and external impairments to independence, should be organizationally independent, and should maintain an independent attitude and appearance. The proposal should provide an affirmation that the independence requirement standard will be met. Due professional care due professional care should be used in conducting the audit and in preparing related reports. 4

5 Quality Control Each audit organization conducting audits in accordance with GAGAS should have an appropriate internal quality control system in place and undergo an external quality control review. The proposal should provide an Affirmation that the Quality Control standards are met. EXIT CONFERENCE REQUIREMENT The Fire District request that an audit exit conference be held with appropriate Fire District personnel, and attend a meeting of the District s Board of Directors to discuss the report if requested. TIME REQUIREMENTS Date and time for proposal submission: July 20, 2015 at 1:30 p.m. Date, time, and place for selected proposer interviews (if necessary): Week of August 17th- 21st, TBD Date of letter of engagement accepted: September 9, 2015 Date audit work can be commenced: October, 2015 Date for preliminary report completion and exit conference: January, 2016 Date for final report submission: February, 2016 CONTRACTURAL ARRANGEMENTS AND PAYMENT A written agreement will be entered into by the Central Fire Protection District of Santa Cruz County and the selected audit firm to provide audit services. This can be done either by a contract or a letter of engagement. Payment for the audit services will be made on monthly progressive invoices submitted at the end of each month that work was done, with 20% retention until time of final report for each year. Payment will be paid to audit firm within twenty days of each invoice and the retention twenty days after acceptance of final report. 5

6 If a Single Audit is required to be performed in the future the contractual agreement can be altered to meet the need of the additional work. If no agreement can be reached for the additional work the Districts reserves the right to solicit new RFP s. REPORT REVIEW, AND NUMBER OF COPIES The name of the individual responsible for reviewing and respondent to the draft audit report will be Chief Jeff Maxwell. Two copies will be needed of the preliminary draft reports. A separate report shall specify instances of fraud, waste and illegal acts, or indications of such, including all questioned costs. These issues must be covered by a separate written report to the Federal department or agency which provides the Federal Assistance Funds. A management report should be submitted as part of the audit report. REPORT REQUIREMENTS Reports of the audit shall be submitted in final form to the following: Board of Directors District files County of Santa Cruz Auditor-Controller California State Controller s office, Division of Audits Loose leaf copy for duplication Total 7 copies 2 copies 1 copy 1 copy 1 copy 12 copies WORKING PAPERS Working papers will be retained by audit firm in accordance with State laws after completion of an audit. Working papers shall be available for examination by authorized representatives of the Federal Audit Agency, the General Accounting Office and of the requester. RIGHT TO REJECT The Central Fire Protection District of Santa Cruz County (as the requester) reserves the right to reject any and all proposals submitted and to request additional information from all proposes. It is also stated that any agreement will be made to the independent auditor who, based on evaluation of all responders, applying all criteria and oral interviews if necessary, is determined to be the bust qualified to do the audit. 6

7 FORMAT OF THE RFP RESPONSE TITLE PAGE The response shall identify the RFP audit, the name of the independent auditor, local address, telephone number, name and title of contract person, and date of submission. TABLE OF CONTENTS The Table of Contents of the proposal should include a clear and complete identification of the materials, submitted by the section and page number. LETTER OF TRANSMITTAL A brief understanding of the audit service to be performed. A positive commitment to perform the service within the time period specified. The names of persons authorized to represent the respondent, their title, address and telephone number (if different from the individual who signs the transmittal letter). The RFP shall contain the all-inclusive fee for which the audit work will be done. PROFILE OF THE INDEPENDENT AUDITOR The respondents are requested to provide background information. This should include: The organization and size of the respondent; whether it is local, regional, national or international, in operation. The location of the office from which the work is to be done and the number of professional staff (by staff level) employed at that office. A brief description of the range of activities performed by the local office, such as auditing, accounting, tax service or management services. A statement of the respondent s staff capability to audit computerized systems, including the number and classifications of personnel skilled in computer sciences, who will work on the audit, if required to. A positive statement that the following mandatory criteria are satisfied: An affirmation the proposer is properly licensed for practice as a Certified Public Accountant. 7

8 An affirmation auditor meets all applicable independence standards. An affirmation respondent does not have a record of sub-standard audit work. An affirmation the respondent meets all specific requirements imposed by the state, local law or rules and regulations. Provide a copy of your most recent peer review or quality assurance review. SUMMARY OF THE PROPOSER S QUALIFICATIONS Identify the audit managers and field supervisors and other staff who will work on the audit, including staff from other than the local office. Resumes including relevant experience and continuing education for auditor-in-charge on up to the individual with final responsibility for the engagement, should be included (resumes may be included as an appendix). Describe the recent local and regional office auditing experience similar to the type of audit requested. Provide a list of references. Provide sample of report format and typical reports. TIME REQUIREMENTS If not already adequately covered in the respondent s letter of transmittal, the response shall detail information on how the respondent plans to meet the timeline and reporting deadline requirements of the engagement. 8

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