Fishers Island Ferry District. Request for Proposals. for. Professional Auditing Services

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1 Fishers Island Ferry District Request for Proposals for Professional Auditing Services Fishers Island Ferry District 261 Trumbull Drive PO Box 607 Fishers Island, NY (P) (F)

2 REQUEST FOR PROPOSAL AUDITING SERVICES I. INTRODUCTION GENERAL The Fishers Island Ferry District ( District ) is requesting proposals from qualified certified public accounting ( CPA ) firms to provide auditing services. These auditing services are to be performed in accordance with generally accepted auditing standards, the standard set forth for financial audits in the General Accounting Offices (GAO) Government Auditing Standards, the current provisions of the Federal Single Audit Act and US Office of Management and Budget (OM) Circular A-133, Audits of State and Local Governments. While a RFP for professional services is exempt from the competitive bidding requirements of Section 103 of the New York State General Municipal Law (GML 103), the District reserves the right to apply case law under GML 103 regarding bidder responsibility in determining whether a proposer is a responsible vendor for the purpose of this RFP process; and to select any proposal as the basis for negotiations of a contract and to negotiate with one or more of the proposers for amendments or other modifications to their proposals, and/or to select the proposal offering best value to the District and not necessarily on the basis of price or any other single factor. Firms responding to this Request for Proposals ( RFP ) do so with the understanding that there is no expressed or implied obligation for the District to interview, respond or otherwise pursue further inquiry from any such firm. Responding firms also do so with the understanding that the District has no express or implied obligation to reimburse responding firms for any expenses incurred in preparing proposals in response to this Request for Proposals. The District is not responsible for any internal or external delivery delays that may cause any proposal to arrive beyond the stated deadline. Any inquiries concerning the Request for Proposals should be addressed to the District s Assistant Manager, Gordon Murphy, at the enclosed address. Inquiries may be made up to the time of submission. To be considered, one original and two (2) copies of the proposal must be received by the Manager by ten o clock (10:00 am) on November 8, The Manager and the Finance Committee will evaluate proposals submitted, and reserve the right to reject any or all proposals submitted. During the evaluation process, the District reserves the right, where it may serve the District s best interest, to request additional information and clarification from proposers, or to allow correction of errors or omissions. At the discretion of the District, firms submitting proposals may be requested to make an oral presentation as part of the evaluation process at a time determined by the District. The District anticipates the selection of a firm to be completed by November 26, Following notification of the selected firm, a contract will be executed between both parties, which contract is subject to the approval of the Southold Town Board. Renewal contracts are to be submitted in sufficient time that they can be executed in November of each renewal year. Fishers Island Ferry Audit Services RFP Page 2

3 The District reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposals, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the District and the firm selected. TERM OF ENGAGEMENT A two (2) year contract with three one (1) year renewal options is contemplated subject to annual review and recommendation by the Manager and the Finance Committee. SUBCONTRACTING No subcontracting will be allowed without the express prior written consent of the Fishers Island Ferry District Board of Commissioners. II. NATURE OF SERVICES REQUIRED GENERAL The Fishers Island Ferry District is soliciting the services of qualified firms of certified public accountants (CPA) to audit its financial statements for the fiscal years ending December 31, 2018 and December 31, 2019 with the option to renew for 2020, 2021 and The audits are to be performed in accordance with the provisions contained in this request for proposals. SCOPE OF WORK TO BE PERFORMED The Fishers Island Ferry District desires the auditor to express an opinion on the fair presentation of its financial statements in conformity with generally accepted accounting principles (GAAP.) Such reports shall be provided to the Finance Committee of the Board of Commissioners and the Manager no later than June 30 in each year of the contract term. Should additional time be required by the selected CPA firm, the District will establish contract provisions to address such extensions of time. AUDITING STANDARDS TO BE FOLLOWED The audit will be performed in accordance with general accepted auditing standards; the standards for financial and compliance audits contained in Governmental Auditing Standards, issued by the Comptroller General of the United States and Office of Management and Budget, Circular A-133, Audits of State and Local Governments; and will include tests of the accounting records of the District and other procedures considered necessary to: Determine whether the financial statements being audited are fairly presented in conformity with generally accepted accounting principles; Ascertain that there exists an adequate accounting system and appropriate internal controls; Ascertain whether the District has complied with laws and regulations that have a material effect on the financial statements; Disclose areas where the District has not significantly adhered to its authorized budget; Fishers Island Ferry Audit Services RFP Page 3

4 Ascertain that the funds provided for specific purposes were expensed and used only for authorized purposes. ADDITIONAL WORK TO BE PERFORMED Provide assistance to the district s management in conforming to the requirements of GASB Statement 34, to include: Assistance in the preparation of the Management Discussion and Analysis component of the financial statements. Assistance with the preparation of the Government-wide Financial Statements, including necessary reconciliation, and with the Fund Financial Statements as they are required by GASB Statement 34. REPORTS AND OTHER COMMUNICATIONS TO BE ISSUED Following the completion of the audit of the fiscal year s financial statements, the auditor shall issue the Minimum Audit Schedules of New York State. A presentation of the above reports is to be provided to the Finance Committee of the Board at a regularly scheduled meeting. A presentation of the above reports is to be provided to the Board of Commissioners at a regularly scheduled public meeting. In the required report(s) on internal controls, the auditor shall communicate any reportable conditions found during the audit. A reportable condition shall be defined as a significant deficiency in the design or operation of the internal control structure, which could adversely affect the organization s ability to record, process, summarize and report financial data consistent with the assertions of management in the financial statements. Reportable conditions that are also material weaknesses shall be identified as such in the report. Non-reportable conditions discovered by the auditors shall be verbally reported to management. IRREGULARITIES AND ILLEGAL ACTS Auditors shall be required to make an immediate, written report of all irregularities and illegal acts or indications of illegal acts of which they become aware to the Manager and the Finance Committee of the Board of Commissioners REPORTING TO THE DISTRICT Auditors shall ensure that the District Board of Commissioners is informed of each of the following: 1. The auditor s responsibility under generally accepted auditing standards. 2. Significant accounting policies. 3. Management judgments and accounting estimates 4. Significant audit adjustments 5. Other information in documents containing audited financial statements Fishers Island Ferry Audit Services RFP Page 4

5 6. Disagreements with management 7. Management consultation with other accountants 8. Major issues discussed with management prior to retention 9. Difficulties encountered in performing the audit 10. Errors in filing state and/or federal reports ACCESS TO WORKING PAPERS All working papers and reports must be retained, at the auditor s expense, for a minimum of three (3) years, unless the firm is notified in writing by the Fishers Island Ferry District of the need to extend the retention period. The auditor is required to make working papers available, upon request, to the following parties or their designees: District Town of Southold Parties designated by the federal or state government or by the Fishers Island Ferry District as part of an audit quality review process Auditors of entities of which the District is a sub-recipient of grant funds. In addition, the firm shall respond to the reasonable inquiries of successor auditors and allow successor auditors to review working papers relating to matters of continuing accounting significance. III. DESCRIPTION OF THE DISTRICT NAME AND TELEPHONE NUMBER OF CONTACT PERSONS The auditor s principal contact with the Fishers Island Ferry District will be the Accounting Supervisor ( ) BACKGROUND INFORMATION Fishers Island Ferry District is a unique district in New York State. It is situated on Fishers Island, located in Long Island Sound, and in New London, Connecticut. Fishers Island is a hamlet of the Town of Southold. It is a separately defined, unincorporated, geographic area in the Town with no governmental infrastructure. The Fishers Island Ferry District was created in 1947 by a special act of legislation within the State of New York, known as the Fishers Island Ferry District Enabling Act. The District is allowed to levy and collect taxes in addition to collecting fares, in order to offset its expenses. The tax levy is assigned to the property owners of Fishers Island and collections are kept separate from Southold town funds. Although the District s income and expenses are handled separately from the town s Fishers Island Ferry Audit Services RFP Page 5

6 general fund, the Southold Town Supervisor is the fiscal officer of the District and along with the Town Board, reviews, approves and executes all of the District s financial obligations, including payroll. The District s fiscal year begins on January 1 and ends on December 31. The District is controlled by a five member Board of Commissioners. Each Commissioner is elected independently from the populace of Fishers Island and serves a five year term. A chairman is elected annually. It is the duty of the Commissioners to oversee the operational, fiscal and administrative matters of the District. As the governing body of the District, the Board makes all final decisions, which are then subject to review and approval by the Southold Town Board. The District s accounting policies conform to generally accepted accounting principles as applicable to governmental units. The Governmental Accounting Standards Board ( GASB ) is the accepted standard setting body for establishing governmental accounting and financial reporting principles. The District has one bargaining unit that covers approximately 45 personnel. Other District staff are not covered by collective bargaining agreements. There is a separately negotiated employment agreement for the Manager. The general fund budget for the fiscal year of is $3,892,781. The accounting and financial reporting functions of the District are de-centralized. The District s accounting and financial reporting functions are computerized. FUND STRUCTURE The District uses the following fund types in its financial reporting: General Fund (legally adopted annual budget) Debt Service Fund Capital Fund BUDGETARY BASIS OF ACCOUNTING The District prepares its budget on a basis consistent with a modified accrual basis of accounting. Appropriations lapse at fiscal year end and encumbrances are shown as a reservation of fund balance and are honored through subsequent year s expenditures. IV. TIME REQUIREMENTS PROPOSAL CALENDAR Request for Proposal Issue October 18, 2018 Due Date of Proposals November 8, 2018 DATE FINAL REPORT IS DUE The report on the financial statements of the District is due approximately July 31. The Accounting Firm shall draft financial statements, notes, and all supplementary schedules for the District by June 30. Fishers Island Ferry Audit Services RFP Page 6

7 The final report and 10 signed copies should be delivered to the Business Manager at the District office by approximately August 15. V. PROPOSAL REQUIREMENTS Proposals should clearly state the following: QUALIFICATIONS AND EXPERIENCE OF THE FIRM Firms submitting proposals shall provide information about their size, their local government experience and a listing of experience, and the years of such experience, in the performance of the requested services for municipalities in New York State. Firms submitting proposals should be of a sufficient size to ensure stability and responsiveness during the engagement. The firm must, for the term of the contract, be thoroughly familiar with all current and emerging standards and guidance issued by the Governmental Accounting Standards Board (GASB), the Financial Accounting Standards Board (FASB), the American Institute of Certified Public Accountants (AICPA), and any federal, state and local laws, rules and regulations affecting the District s accounting, auditing and/or financial reporting. QUALIFICATIONS AND EXPERIENCE OF THE STAFF Names and brief resumes of personnel to be assigned to this audit, including the partner(s) in charge, shall be provided. It is fully expected that the personnel indicated would be those assigned to the project. Please provide an affirmation statement that those assigned have met all the continuing professional education (CPE) requirements necessary to satisfy the United States General Accounting Office (GAO) standards. Also, provide the name(s) of individuals in the firm that will be available throughout the term of the contract for continuing advice and counsel. PROPOSED FEE SCHEDULE Each proposal shall clearly state the fees to be charged to the District for the annual audit of all funds of the District for the years ended December 31, 2018 and December 31, This fee should be a flat annual rate and include necessary expenses. The fee should also cover follow-up work and providing advice and counsel to the staff throughout the term of this contract. If an alternative to the flat annual rate is proposed that should be clearly identified and fully explained. Each proposal will also state the basis on which special audit or management or service fees will be billed. INDEMNIFICATION AND INSURANCE The successful bidder shall supply and maintain insurance which defends, indemnifies and holds harmless the Fishers Island Ferry District and the Town of Southold, its officers, employees and agents from and against all liability, damage claims, demands, costs, judgments, fees, attorney s fees or loss arising directly out of acts or omissions hereunder by the contractor or third party under the direction or control of the contractor. The successful Fishers Island Ferry Audit Services RFP Page 7

8 bidder must furnish the District with a Certificate of Insurance prior to commencement of work. INSURANCE CERTIFICATES SHALL NAME THE FISHERS ISLAND FERRY DISTRICT AND THE TOWN OF SOUTHOLD AS ADDITIONAL INSURED PARTIES AND SHALL STATE THAT ALL COVERAGE SHALL BE PRIMARY TO ANY OTHER INSURANCE COVERAGE HELD BY THE DISTRICT AND/OR TOWN. CONFLICT OF INTEREST Responses to this request for proposal should include an affirmation by the auditor that there are not conflicts of interest between the audit firm and the District. RIGHT TO WITHDRAW The District reserves the right to withdraw from a contract entered into as a result of this proposal. VI. EVALUATION PROCESS SCORING CRITERIA 1. Qualifications-Experience of firm, size and experience of staff, educational background and specialized skills. 2. Personnel-Number of people, by level, that would be assigned to the audit, and their government auditing experience. 3. Experience-Number of New York State districts that the firm has audited, including total years of service. 4. Audit Approach-Type of audit program, use of District s staff, time frame. 5. Professional Fees GENERAL The Fishers Island Ferry District reserves the right to accept or reject any or all proposals or any parts of proposals. The original copy of all proposals received will be kept on file in the office of the Business Manager. VII. DELIVERY INSTRUCTIONS All proposals must be received by the District no later than 10:00 am on November 8, Proposals submitted by fax, telephone, or electronic means in response to this RFP will not be accepted. No proposals will be accepted beyond the stated submission deadline. Each firm shall submit one original proposal and 2 copies. Fishers Island Ferry Audit Services RFP Page 8

9 Mail submissions to the following address: Geb Cook, Manager Fishers Island Ferry District PO Box 607, 261 Trumbull Drive Fishers Island, NY The envelope shall be labeled Audit Proposal. Submissions may be hand delivered or delivered by courier (FEDEX, UPS, DLS) to: Geb Cook, Manager Fishers Island Ferry District 5 Waterfront Park New London, CT The envelope shall be labeled Audit Proposal. All proposals and accompanying documentation become the property of the District. Questions concerning this Request For Proposal may be directed to: Gordon Murphy, Assistant Manager, at gmurphy@fiferry.com. Fishers Island Ferry Audit Services RFP Page 9

10 NON-COLLUSlVE BID CERTIFICATE The undersigned bidder certifies that this bid has been arrived at by the bidder independently and has been submitted without collusion with any other vendor of materials, supplies or equipment of the type described in the invitation for bids, and the contents of this bid have not been communicated by the bidder, nor, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the bidder or its surety on any bond furnished herewith prior to the official opening of the bid. Signed: Print name Corporate Title (if any) Company Name Mailing Address Phone Number BID ON: Audit Services Fishers Island Ferry Audit Services RFP Page 10

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