Request For Proposals. For External Independent Auditing Services. Redlands Christian Migrant Association, Inc. January, 2012

Transcription

1 Request For Proposals For External Independent Auditing Services Redlands Christian Migrant Association, Inc. January, 2012 P r o p o s a l R e t u r n D a t e : February 20, 2012 Any Questions Contact: Gilbert Flores Director of Accounting Redlands Christian Migrant Association, Inc. 402 W. Main Street Immokalee, F L Telephone Number: (800) Fax Number: (239) gilbert@rcma.org 1

2 I. Purpose Request For Proposals For External Independent Auditing Services of Redlands Christian Migrant Association, Inc. January, 2012 The purpose of the Request for Proposals is to obtain the services of a public accounting firm, whose partners or officers are independent certified public accountants and are duly licensed to practice in the State of Florida, to perform a financial and single audit of the records of Redlands Christian Migrant Association, Inc. The audit shall be conducted in accordance with generally accepted government auditing standards by an independent certified public accountant. We will also require the preparation of the agency s Return of Organization Exempt From Income Tax (Form 990). II. Instructions for Submission of Proposals All proposals must be received no later than Monday, February 20, 2012 at 4:30 PM (EST) to the following address: Gilbert Flores Director of Accounting Redlands Christian Migrant Association, Inc. 402 W est Main Street I m m o k a l e e, F L Telephone Number: (800) The responsibility for submitting this proposal to Redlands Christian Migrant Association, Inc. on or before the stated time and date will be solely and strictly the responsibility of the accounting firm. Redlands Christian Migrant Association, Inc. will in no way be responsible for delays caused by the United States mail delivery or caused by any other occurrence. The proposal package must contain all the items described in Section IX of this document. Failure to submit these items may render the proposal a non-response. The proposal must be signed by an officer of the firm legally authorized to conduct business in its name. The proposal shall be submitted in a sealed envelope marked "Proposal for Auditing Services". Five (5) copies of the bound and sealed proposal are required. III. General Information About Redlands Christian Migrant Association, Inc. Redlands Christian Migrant Association creates and fosters opportunities for the children of migrant and other low-income rural families to maximize the choices in their lives. The Redlands Christian Migrant Association is a non-profit, non-sectarian organization dedicated to providing high quality child development services to farm worker families and other rural low-income families in centers, family day care homes, after school dropout prevention programs, and Charter Schools. RCMA was founded in 1965 in the Redlands area of South Dade County primarily through the efforts of the Mennonite Church. The goal of all RCMA programs is to enable the children and families we serve to participate fully in the same opportunities for education, health, and social development that other Florida families enjoy. RCMA strongly advocates for parent involvement in its programs and has been a source of encouragement to the farm workers and other members of the communities we serve. Today, approximately 85% of the staff members of the organization represent the communities we serve. The organization that was begun with 75 children in two day care centers now serves more than 7,000 children in 82 centers (21 counties) and programs and two charter schools throughout the vast rural areas of Florida. Our mission stated simply is to open doors to opportunities for children, families and our staff. 2

3 RCMA has an overall budget in excess of sixty million dollars and receives funding from over forty different funding sources. Such funding sources include grants from federal, state and local agencies as well as contributions from United Way agencies and individual and corporate donors. RCMA is governed by a voluntary Board of Directors made up of parents as well as leaders from the agricultural, business, governmental and legal communities. Redlands Christian Migrant Association, Inc. s financial records are audited yearly by an independent public accounting firm. The financial records are centrally maintained at the Rollason Center, 402 West Main Street, Immokalee, Florida. The principal employees in charge of the financial and record keeping aspects of the Agency are: 1. Gilbert Flores, Director of Accounting 2. Kim Guinn, Accountant 3. Phyliss Booe, Accountant 4. Pam Way, Accountant IV. Period of Examination and Length of the Contract The audit engagement will cover the fiscal year ending June 30, 2012 (one year), with an option to be exercised by Redlands Christian Migrant Association, Inc. to renew the contract for two additional one-year periods, at terms to be negotiated after completion and submission of the audit report for the fiscal year ending June 30, V. Scope of Examination A. Financial Report An annual financial and single audit of Redlands Christian Migrant Association, Inc. shall be completed in accordance with generally accepted government auditing standards by an independent certified public accountant. The auditor s report at a minimum shall include and/or opine on the following: 1)- Financial Statements Statements of Financial Position Statements of Activities Statements of Functional Expenses Statements of Cash Flow Notes to Financial Statements Schedule I Schedule of Federal Awards and State Financial Assistance Note to Schedule of Federal Awards and State Financial Assistance Other Supplemental Information 2)-Additional Reports on Compliance Report on Internal Control over Financial Reporting and On Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards 3

4 Independent Auditor s Report on Compliance with Requirements that Could Have a Direct and Material Effect on Each Major Program and State Projects and on Internal Control Over Compliance in Accordance With OMB Circular A-133 and the Executive Office of the Governor s State Projects Compliance Supplement 3)- Summary of Auditor s Results The independent auditor shall determine whether Redlands Christian Migrant Association, Inc. has complied with laws, regulations, contracts and grant regulations including specific requirements applicable to Head Start programs and to state grants and charter school appropriations. As required by generally accepted government auditing standards; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; and OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations and Chapter , Rules of the Auditor General, the auditor shall prepare a report on compliance with requirements that could have a direct or material effect on each major program and state projects and on internal control over compliance in accordance with OMB Circular A-133 and Department of Financial Services State Project Compliance Supplement. This report, which may be included in the report on the financial audit or in the Management letter, shall contain a statement of reasonable assurance about whether noncompliance with the types of compliance requirements referred to above that could have a direct and material effect on major federal programs and state projects occurred. The auditor shall also report on the Organization s internal control over compliance with requirements that could have a direct and material effect on major federal programs and state projects to determine the auditing procedures for the purpose of expressing our opinion on compliance and to test and report on internal control over compliance in accordance with OMB Circular A-133 and the requirements described in the Department of Financial Services State Projects Compliance Supplement, but not for the purpose of expressing an opinion. The draft of the audited financial statements and the Management Letter are to be discussed with the Finance Committee, Executive Director, Associate Executive Director and Director of Accounting before its issuance in final form. Responses provided by Management to the audit findings (if any) shall be included in the Management Letter along with the findings and recommendations presented to the Finance Committee and to the Board of Directors. B. Oral Report An oral presentation shall be made to the Board of Directors summarizing the audit results and financial statements. 4

5 VI. Timing of Work The following is a timetable for selection of the accounting firm, award and contract execution, and audit of the books and records: A. Selection of Accounting Firm 1. December, 2011 Draft of Request for Proposals presented to Finance Committee for approval. 2. January 20, 2012 Request for Proposals available to public accounting firms. 3. February 20, 2012 Deadline to receive proposals at 4:30 PM (EST). 4. March, 2012 Submittals reviewed and accounting firms selected and interviewed by Finance Committee. 5. March 26, 2012 Recommendation submitted to the Board of Directors for their consideration and approval. A professional services agreement will be entered into thereafter. B. Audit Report Deadline and Distribution The audit report and Management Letter, in final form, which shall include the independent auditor's reports and audited financial statements, shall be completed and received no later than September 10, It shall be presented to the Board of Directors at its September 24, 2012 meeting. One hundred (100) copies of the final audit report and Management Letter, bound separately, shall be prepared and shall also be received no later than September 10, All printing and reproduction costs incurred by the accounting firm shall be considered in submitting the lump-sum fee proposal. C. Working Papers For a period of four (4) years after completion of any work provided herein, the auditor's working papers shall be retained. The Board of Directors and its representatives shall be entitled, at any time during such four (4) year period, to inspect and reproduce any such documents deemed necessary. VII. Support Personnel Throughout the audit engagement, support personnel will be made available to provide assistance for tasks, such as identifying locations of required records and documentation, gathering needed records and supporting information, and such other tasks that will serve to expedite the audit, with the realization that support personnel must be given consideration to effectively perform their day-to-day job requirements. The following employees will be available to provide the necessary assistance: 1. Director of Accounting 2. Accountants 3. Junior Accountant 5

6 VIII. Compensation The submittal shall include a total lump-sum fee (not-to-exceed amount) for the services including the preparation of the 990 to be provided in a separate sealed envelope which will be opened only for those accounting firms selected with an invitation to negotiate. The total fee should include estimated costs for any travel related expenses to perform services on site and printing costs. IX. Accounting Firm and Office Information The accounting firm shall provide the following information regarding the firm's desire and ability to conduct the audit: A. Title Page B. Table of Contents C. Letter of Transmittal The accounting firm shall include a statement of understanding of services requested and a commitment to perform these services shall be made. D. Profile of the Accounting Firm 1. Submit evidence that the firm is a legal entity in the State of Florida and has performed continuous certified public accounting services for a minimum of five (5) years. 2. Certify that the firm is a member in good standing of the American Institute of Certified Public Accountants and that the firm is independent. 3. Provide the number of employees by classification in the local office (particularly audit staff), as follows: Employee Classification Total Number Gender M or F Number of CPA's Total Additionally, provide a brief job description of each position classification along with experience requirements (if any) for each classification. 4. Describe the professional and/or academic qualifications for key personnel, such as partners and supervisory personnel that will be assigned to the audit and their experience in the governmental/nonprofit auditing sectors. 5. Disclose any potential impairments of independence, as defined by the American Institute of Certified Public Accountants, of the firm or employees assigned to the audit engagement. 6. Describe the firm's professional development program, including the approximate number of days per year of continuing education provided to members of the firm. Also, indicate the number of days of specialized training in government accounting and auditing received during the last two years by personnel who will be assigned to the audit engagement. Indicate whether the personnel to be assigned to the audit have met the continuing education requirements, as set forth in the Government Auditing Standards issued by the Comptroller General of the United States. 6

7 7. Describe the results of any desk reviews or field reviews performed by federal or state agencies on recent governmental audits. Disclose whether any disciplinary action has been taken against the firm as a result of these reviews. Provide a current status report on the situation. 8. Indicate whether the firm has undergone a recent peer review. If it has, provide a copy of the Peer Review Report. 9. Provide a list of current or recent governmental audits performed by the firm, especially in the child care, Head Start or Charter School fields, which are similar in nature. List the size (number of children served, number of students, annual budget). Provide names, addresses, and telephone numbers of current and recent clients that could be contacted. Include at least three (3) references. Redlands Christian Migrant Association, Inc. reserves the right to contact any or all references before or after the selection process. 10. Describe the firm s procedures in monitoring the progress of the audit and communicating same to the client while the audit is in progress. E. Audit Approach The proposal shall indicate its understanding of the scope of the examination and reporting requirements outlined in Sections V and VI of the Request for Proposals. F. Availability of Audit Firm The audit firm shall indicate its ability and willingness to commit and maintain staffing, both number and level, to successfully conclude the audit examination within the time constraints outlined in Section VI of the Request for Proposals. The proposal should mention the availability of the partners, managers or staff to meet with management, the Finance Committee and the Board of Directors on any material matters that could affect these services. G. Compensation Total lump-sum cost (not-to-exceed amount) of these auditing services to the Board of Directors should not appear anywhere on the proposal but in a separate sealed envelope as previously explained. X. Evaluation of Proposals Proposals will be evaluated by the Finance Committee in order to ascertain which accounting firm best meets the needs of Redlands Christian Migrant Association, Inc. Evaluation considerations will include, but not be limited to, the following: A. Responsiveness of the proposal in clearly stating an understanding of the work to be performed. B. Although a significant factor, cost may not be the dominant factor. Cost will be a particularly important factor when all the other evaluation criteria are relatively equal. C. Technical ability of the firm to perform required services. D. Primary emphasis in the selection process will be placed on the independence, background, qualifications and experience of the accounting firm personnel. 7

8 The Selection Committee will consist of: Finance Committee Executive Director Associate Executive Director Director of Accounting The Board of Directors reserves the right to interview or reject any and all proposals submitted. When the final selection is made and after the board has made the award on March 26, 2012, a professional services agreement will be entered into with the successful accounting firm. No debriefing or discussion session will be held with the unsuccessful accounting firms. Among other matters, the agreement will require certificates of insurance for professional liability, commercial general liability, workers' compensation and automobile liability coverage, with limits as set forth by the Fiscal Department. Xl. Other Redlands Christian Migrant Association, Inc. is not obligated in any manner to reimburse the accounting firms for any costs incurred in connection with the response to the Request for Proposals. XI. Affirmative Action Equal Employment Opportunity It is the policy of Redlands Christian Migrant Association, Inc. that no person will be denied access, employment, training, or promotion on the basis of gender, race, color, religion, ethnic, or national origin, political beliefs, marital status, age, sexual orientation, social and family background, linguistic preference, or disability, and that merit principles will be followed. Each firm shall be required to indicate its equal employment policy and provide a detailed breakdown by gender and occupational categories of its work force. Efforts will be made to utilize small and minority owned audit firms. 8