FAIRFIELD AREA SCHOOL DISTRICT
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1 FAIRFIELD AREA SCHOOL DISTRICT Request for Proposal for Audit Services MARCH 11, 2014 Invitation for Proposal The Fairfield Area School District is soliciting proposals from independent certified public accounting firms to provide auditing services to the school for the school s fiscal years ending June 30, 2014 and Proposals will be received by Ms. Caroline Dean, Business Manager, Fairfield Area School District, 4840 Fairfield Road, Fairfield PA, until Friday, May 9, 2014, at 3:00 PM. Proposals should clearly indicate AUDIT SERVICES REQUEST FOR PROPOSAL on the outside of the envelope. Faxed or ed proposals will not be accepted. No proposal may be withdrawn before 90 days after date of the opening of the proposals. Tentative plans call for Fairfield Area School District to review the proposals and make a recommendation to the School Board of Directors so they can take action to award a contract no later than at its regular meeting on Monday, May 19, The Fairfield Area School District reserves the right to reject any or all proposals and to waive, at its discretion, any irregularities, mistakes, omissions, or informalities relative thereto. Any questions should be directed to Ms. Caroline Dean by at caroline.dean@fairfield.k12.pa.us or by phone (717) Any firms who need a copy of the audited financial statements should direct that request to Ms. Dean or, preferably, review such information on our website. Terms of Agreement Specifications for Proposal The Fairfield Area School District s fiscal year ends on June 30 th. Records necessary to conduct the yearend audit are generally available for final review on or about September 15 th of each year. The audit must be completed by October 15 th of each year to allow the School time to complete the Annual Financial Report for the state. The Fairfield Area School District is requesting proposals to provide auditing services for the School s fiscal years and
2 Qualifications Eligible accounting firms shall meet the following specifications: Shall have no obligations or interests that conflict with the best interests of Fairfield Area School District. Shall have successfully complied and be current in conformity with the membership requirements of the Private Companies Practice Section of the American Institute of Certified Public Accountants quality control program; (or comparable quality control program). Shall have the professional proficiency to provide the services requested herein. Shall have credible experience currently auditing at least three Pennsylvania school districts. Shall be familiar with the Pennsylvania School Systems Manual of Accounting and Related Financial Procedures, the PA Public School Code of 1949, as amended; and with the Federal and State Single Audit Act regulations and guidelines and recent bulletins and directives related to school finance issued by the Pennsylvania Department of Education (PDE) and the PA Auditor General s Office. Shall be knowledgeable of the regulations and accounting statements of the Governmental Accounting Standards Board, particularly Statement No. 34 ( GASB Statement #34 ). Supervisory members of the audit team, including the in-charge field auditor, should be a Certified Public Accountant and have a minimum of five years of school district audit experience in the State of Pennsylvania. The School intends to strongly consider school district audit experience and certification in evaluating the proposer s audit team. GASB Statement #34 The School s audit firm will need to provide audited statements in compliance with GASB Statement #34. This proposal should address the following tasks and related costs to assist the School in reporting under GASB Statement #34: Meetings to review and identify the reconciling items to the government-wide financial statement. Additional annual work required in preparing or auditing the government-wide financial statements, required supplementary information and management discussion and analysis of financial information. Scope of Audit The School funds to be audited are as follows: 1. General Fund 2. Capital Reserve Fund 3. Proprietary Fund (Food Service) 4. Trust Fund (Scholarship) 5. Agency Fund (Student Activities)
3 The auditor shall observe the adequacy of the School s systems of internal control. Any material weaknesses shall be noted and appropriate recommendations shall be reviewed with the Business Manager and shall be included in a Management Letter to the Fairfield Area School District s Board of School Directors. A sample management letter is requested to be provided as part of the proposal package. The audit, shall be completed no later than October 15 th of each year with all draft documents provided to the district, as needed, to complete state filing requirements. The entire audit package shall be finalized no later than October 30th of each year and presented to the Board of School Directors during the November meeting. The School shall reserve the right to request copies of any of the working papers in conjunction with the audit engagement at no additional cost to the School. Such working papers shall be provided on a timely basis, regardless of the status of any current agreement between the School and the audit firm. The audit shall comply with the Single Audit Act implemented by the Federal Office of Management and Budget in accordance with circular A-133 and any subsequent announcements, as applicable. Audit confirmations (legal, financial, and others) will be prepared by the School in final form and mailing costs will be the responsibility of the auditor. It is expected that the auditor shall perform the following in the normal course of the audit: Analysis of sundry income and expense accounts (other income, sale of assets, legal expenses) Completion of various internal control questionnaires and single audit checklists Auditor s report Notes to Financial Statements Schedule of Expenditures of Federal Awards All other schedules and opinions to be included in the Single Audit Report Schedule of Major/Non-Major Fund Determinations Government-wide Financial Statements File the Data Collection Form for Reporting on Audits of States, Local Governments, and Non- Profit organizations A list of schedules and reports indicating responsibility for preparation is included as Exhibit C of this Request for Proposal. Audit Standards The examination of the School s records shall be done in accordance with generally accepted auditing standards, as adopted by the AICPA and GASB Statement No. 1, Codification of Auditing Standards and Procedures, for state and local governments. Form of Proposal Proposals shall be presented as follows: 1. Brief statement of understanding of the work to be done and a positive commitment to perform the work within the specified time period.
4 2. Presentation of names of the individuals who will be authorized to make representations on behalf of the audit firm, including title, address, and telephone number of each. 3. Explanation of the size and structure of your firm. 4. Listing of the number of people, individual experience level, and qualifications of the individuals that are expected to conduct the audit for the School. A resume for each individual is suggested. Describe the experience of the senior auditor who will be assigned to the audit and the expected total hours and percentage of time that all individuals will be on-site and off-site. 5. Reference list of all current public school district audit clients including the types of services performed and the length of service with each district. Also, a list of at least two prior public school district clients including the services performed, length of service and reason for changing audit firms (if known). 6. The level of the firm s technical experience in preparing school audit reports. 7. The firm s approach to performing the audit to include at least the following; (i) type of audit program used, (ii) use of statistical sampling, (iii) organization of the audit team and estimate of total job hours, (iv) management letter (attach a sample to proposal package), (v) assistance expected from School staff, and (vi) timeline for conducting the audit. 8. The fixed fee quote for the audit for the and school years. The audit proposal may not be withdrawn for a period of ninety (90) days from the date the proposals are opened. A quote form Exhibit D is attached to this Request for Proposal for Auditing services. This form Exhibit D must be completed and returned with your RFP response. Evaluation of Proposal Proposals will be evaluated by the School using the following criteria: Mandatory elements: 1. The audit firm is independent and licensed to practice in Pennsylvania. 2. The firm has no conflict of interest with regard to any other work performed by the firm for the Fairfield Area School District. 3. The firm submits a copy of its most recent external quality control review report and the firm has a record of quality audit work. 4. The firm adheres to the instructions in this request for proposal on preparing and submitting the proposal. 5. Please submit at least three copies of the proposal. Technical Requirements: 1. Expertise and experience. 2. The firm s past experience and performance on comparable government engagements. 3. 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. 4. Experience with the preparation of federal and state financial assistance and related reports. 5. Audit Approach/Service Delivery Plan: Describe how the firm intends to conduct the audit. Describe the service delivery system including who will do what, how and where. Provide detail on staffing requirements, the length of field work, and the amount of office space needed to complete the field work. Describe how the services will be coordinated and monitored and how access to them will be ensured through entrance conferences, progress reporting, and exit
5 conferences. Will a draft financial statement be made available to the Business office before fieldwork is completed? 6. The School currently uses Weidenhammer/Alio software for payroll and fund accounting. Explain how your firm uses technology to interact with auditee staff and process the data required to create a financial statement. 7. Price Cost will not be primary factor in the selection of an audit firm. 8. Other supportive considerations as documented by the firm submitting the proposal. 9. Oral Presentations During the evaluating process, the School may, at its discretion, request any one or all firms to make oral presentations. Such presentations will provide firms with an opportunity to answer questions the School may have on a firm s proposal. Not all firms may be asked to make such an oral presentation. Additional Information The School will not be liable for any cost incurred in the preparation of proposals. The submission of a proposal shall be prima facie evidence that the firm submitting the proposal has full knowledge of the scope, nature, quantity, and quality of work to be performed; the detailed requirements of the specifications; and the conditions under which the work is to be performed. The firm submitting the proposal shall furnish the School such additional information as the School may reasonably require. The School will not be liable and will not pay for any costs not included in the proposal. Specifically, it will not be subject to any fees for extra work unless the reasons for extra work are clearly communicated and documented before proceeding with extra work. The School reserves the right to conduct interviews of any or all firms submitting proposals prior to selection. The School will not be liable for any incurred by the firm in connection with such interview (i.e., travel, reproduction costs, etc). The School reserves the right to conduct pre-contract negotiations with any potential firms that have submitted proposals. The School reserves the right to reject any and all proposals. It retains sole discretion to accept the proposal it considers most favorable to its interest, and the right to waive minor irregularities in the proposal. The School further reserves the right to reject all proposals and seek new proposals when such a process is in the best interest of the School. Execution of this Request for Proposal 1. As an individual auditor - he/she shall sign the proposal personally. 2. As a partnership or corporation - signed in the name of the firm by a partner.
6 EHIBIT A Total Annual Expenditure General Fund (excluding transfers out) $ 15,213,657 (Transfers less than $20,000) Capital Reserve Fund $ 1,490,396 (Included a Performance Contract utilizing bond proceeds, now complete, and with a remaining balance of $165,636) Proprietary Fund (Food Service) $ 496,106 Trust Funds (Total Assets) $ 25,466 (Included $22,410 given to Community Foundation, the account now maintains a balance and activity of less than $5,000. Agency Fund (Student Activities Total Assets) $ 73, Activity General Fund Checks Issued 1,529 Payroll Fund Checks Issued 818 Payroll Fund Direct Deposits 3,503 Number of Bank Accounts 7 Number of W-2s issued for Number of 1099s issued for
7 EHIBIT B Operations Information Annual Budget $ 15,252,112 Number of Employees 142 Federal Projects & Grants Not currently subject to Single Audit Number of Bond Issues 4 Number of Capital Leases 11 Number of Building Projects None Bargaining Groups: Teachers Association Expires 6/30/16 Administration Personnel Expires 6/20/16
8 EHIBIT C List of Schedules and Reports for Fairfield Area School District: Please review documents on website for presentation. Prepared By Auditor Prepared By School DESCRIPTION 1 Copy of annual budget as originally filed and reconciliation to final budget 2 General Ledger Trial Balance for all funds in Excel to be imported into auditing software 3 Bank Reconciliation s 4 Schedule of Investments 5 Schedule of Investment income 6 Schedule of payables (payroll, benefits, trade) 7 Schedule of fixed assets and depreciation 8 Analysis of components of accrued accounts 9 Schedule of federal assistance 10 State revenue confirmation 11 Other income and expense account analysis (Other income, legal expenses) 12 Activity funds bank reconciliations 13 Completion of various internal control questionnaires and single audit act checklists 14 Pennsylvania Department of Education Form PDE 2057 Annual Financial Report 15 Auditor s Report 16 Notes to the Financial Statements 17 Schedule of Expenditures of Federal Awards for the Single Audit Prepared by School and Audited by Auditor-Currently Not Applicable 18 All other Schedules and Opinions to be included in the Single Audit Report 19 Schedule of Major/Non-Major Fund Determination 20 Government-wide Financial Statements 21 Management s Discussion and Analysis
9 EHIBIT D FAIRFIELD AREA SCHOOL DISTRICT Request For Proposal For Auditing Services For Fiscal Years AND (Return this form as the Cover Page of your Auditing Services Proposal) Name of Audit Firm Address Contact Person Telephone Number Address Web Site Address FIRST, the undersigned have carefully examined the Request For Proposal for Auditing Services in accordance with the specifications of the proposal and agree to furnish and perform the specified audit services for the Fairfield Area School District (the School ) within the time limits specified for the amounts indicated below. SECOND, the following quotation prices are listed as firm for a period of ninety (90) days after the due date of this Request for Proposal. THIRD, if the audit firm performs services in addition to the specified audit services, the audit firm will supply time records and service descriptions to validate any invoiced charges. FOURTH, the audit firm agrees to do the auditing services for the amounts quoted as follows for the three year proposal: Auditing Services for $
10 Auditing Services for $ TOTAL TWO YEAR CONTRACT $. FIFTH, the audit firm s staffing fee structure, hourly rates and other costs will be as follows: Signature: Date: Title or Office:
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