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Bid Number: 005
Bid Title: RFP for Auditing Services
Category: City Hall
Status: Open
Bid Recipient: City Clerk

Description:

REQUEST FOR PROPOSALS (RFP)

          The City of Poplar Bluff, Missouri is in need of an Accounting Firm to provide Municipal Audit Services. Applicants shall demonstrate knowledge with governmental auditing standards and regulations as well as experience verifying compliance with GAAP to satisfy the annual audit requirements of the State of Missouri.

          Sealed proposals will be accepted until 2:00pm, October 6, 2020 at City Hall, Poplar Bluff, Missouri. If mailed, the proposals should be mailed to:

City of Poplar Bluff

Attn: City Clerk

501 Vine Street

Poplar Bluff, MO 63901

          Those submitting sealed proposals should indicate on the outside of the envelope in the lower left-hand corner that it is a sealed proposal for the Audit RFP and the name of the firm submitting the proposal. Please include three (3) printed copies of the proposal and one (1) electronic copy.

          The contract for services will be awarded by October 20, 2020.

For itemized details of the scope of work and specific requirements, please refer to the City’s webpage poplarbluff-mo.gov or you can request the information by emailing .

          Should you wish to inspect the books and records or if more information is needed, please contact Terri Leslie at 573-686-8004.

          We reserve the right to request a personal interview after the proposal is submitted.

         

SPECIFIC REQUIREMENTS

  1. The City reserves the right to reject any and all proposals received.
  2. Only proposals received at the location described and in the time frame given will be considered.
  3. The fees quoted in the proposal will be the maximum paid per hour and in total, unless an amendment to the contract is completed by both parties.
  4. Bound copies of the report, in a quantity sufficient to meet the needs of the City, are required to be provided by the firm awarded the contract. In addition, the firm awarded the contract shall prepare an electronic (PDF) copy of the report for submission to the State Auditor.

SCOPE OF WORK

  1. Conduct an annual audit of the financial statements for the City of Poplar Bluff  for the year ending December 31st, 2020. Audit field work shall begin no later than April 15th, 2021. The audit shall be completed no later than June 30, 2021.
  2. Meet with the City staff to evaluate internal controls and technical competencies. All employees will be directed to assist the chosen auditor in any and every way possible. It is expected that city employees will retrieve all documents selected by the auditor for evaluation. Employees will also work with the auditor, as necessary, to analyze all account balances and account activity.
  3. Provide comments and suggestions relating to any and all audit findings.
  4. Perform an audit of State and Federal Grants (when necessary) as per the “Single Audit” circular OMB-A133 as required.

DATA TO BE INCLUDED IN PROPOSAL

          In order to simplify the review process and to obtain the maximum degree of comparability, the proposal should include the following items and be organized in the manner specified below.

  1. Letter of Transmittal – optional

A letter of transmittal may be included briefly outlining the proposer’s understanding of the work and general information regarding the firm and individuals to be involved, including the local address of the office of the firm which will perform the work, the telephone number and the name of the contact person.

  1. Profile of Firm Proposing – recommended
    1. Provide a brief description of the size of the firm.
    2. State whether the firm is independent of the City in accordance with Government Auditing Standards.
    3. Describe the local office from which the work will be performed.
      1. Location of the office.
      2. Current size of the office.

iii.  Size of professional staff by level, such as partner, manager, supervisor, senior and other professional staff.

  1. Number of CPA’s in the office.
  2. Submit any other pertinent information required to describe the office which will perform the work.
  3. Qualifications – required
    1. Describe the recent local office experience in similar types of City governmental engagements to which the proposal relates. If appropriate, include regional experience regarding similar types of entities and/or engagements.
    2. Include brief resumes of all key professional members who will be assigned to the engagement. The resumes should include:
      1. The amount of experience the individual has in the profession.
      2. A summary of similar governmental audits and engagements on which the individual has worked.
      3. A summary of the continuing professional education the individual has had in governmental accounting and auditing during the last two years.
      4. A statement as to whether the individual is independent, as defined by Government Auditing Standards.
  4. Describe the firm’s policy on notification of changes in key personnel to be assigned to the engagement.
  5. Provide a listing of or the number of professionals in the office who are experienced in governmental audits.
  6. Describe the availability of individuals within the firm who are primarily involved in governmental audits and reporting with whom the team may consult.
  7. Describe briefly the firm’s system of quality control to ensure the audit is adequately performed.
  8. Scope of Services and Proposed Project Schedule – required

Briefly describe your understanding of the scope of services to be provided. Indicate a proposed time schedule for completing the work, assuming the contract will be issued on the date given in the cover letter. Include the approximate dates you would perform fieldwork, office review and report preparation and the latest delivery date of the final report.

  1. Fees and Compensation – required

Provide the following information:

  1. Estimated total hours.
  2. Estimated out-of-pocket expenses.
  3. Hourly rate by staff classification.
  4. All-inclusive maximum fee and out-of-pocket expenses, which will not be exceeded.
  5. Frequency and timing of your billing process.

EVALUATION CRITERIA

  1. Cost

Overall cost, including out-of-pocket expenses, for performance of the engagement.

  1. Qualifications
    1. Organizational structure and size of the firm.
    2. Organizational structure and size of the office performing the audit.
    3. Recent experience in similar engagements.
    4. Qualifications of the engagement team.
    5. Individuals with whom the engagement team can consult.
    6. Level of effort, understanding of work and timetable to complete the engagement.

         

The City of Poplar Bluff reserves the right to accept or reject any or all bids when deemed to be in the interest of the City.



Publication Date/Time:
9/10/2020 9:25 AM
Publication Information:
Request for Proposal for Auditing Services
Closing Date/Time:
10/6/2020 2:00 PM
Submittal Information:
3 printed copies and 1 electronic copy
Bid Opening Information:
City Hall 2:00 p.m.
Contact Person:
Terri Leslie 573-686-8004

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