REQUEST FOR PROPOSALS FOR ACCOUNTING SERVICES PROPOSAL DUE: 4:00 P.M., MARCH 14, 2013 I. GENERAL INFORMATION: The Board of Supervisors of Middlesex County (hereinafter called the unit ) invites qualified independent certified public accountants (hereinafter called auditor ) to submit proposals to perform a financial and compliance audit for the fiscal year ending June 30, 2013, in accordance with the following specifications: II. SCOPE AUDIT A. The Auditor shall complete an annual audit of all accounts and records resulting in a Comprehensive Annual Financial Report in accordance with the requirements of the Commonwealth of Virginia, Auditor of Public Accounts. These services shall also include the Comparative Cost Report for the Auditor of Public Accounts, audit of School Activity Funds, and Statement of Landfill Assurances. B. The Auditor shall determine whether the County financial statements fairly represent the financial position and that its financial operation is in accordance with the modified accrual basis of accounting, as required by the Commonwealth of Virginia. C. The Auditor shall determine whether the County has sufficient internal controls in order to operate efficiently within all Federal, State and local regulations. D. The Auditor shall promptly notify the County Administrator if significant or unusual problems are encountered, such as inadequate documentation, excessively high rates of error in audit tests or fraud or misappropriation, which could require the firm to greatly expand the scope to effectively complete an audit. The auditor must prepare the required forms, render an opinion thereon, and submit same to the Auditor of Public Accounts not later than December 5, 2013.
Page 2 of 11 E. Submission of reports The firm shall provide 10 copies of the financial statements and auditors reports thereon not later than January 1, 2014. A.pdf version of the statements and reports shall also be provided. Three (3) copies of the financial report, including auditor s reports on internal controls and compliance and one copy of the transmittal forms referred to in (D) above must be submitted to the Auditor of Public Accounts. In addition, a copy of the financial report, report on internal controls and report on compliance must be submitted to the Auditor of Public Accounts for each State agency that provided Federal funds to the unit. III. REPRESENTATION OF THE UNIT A. The following are the current funds of the government: 1. Governmental Fund Types: a. General Fund b. School Fund c. Capital Improvement Fund School d. Use of School Facilities e. Textbook Fund f. School Food Fund g. Special Welfare Fund h. Capital Improvements i. Renovation Old St. Clare Walker j. School Roof Fund k. Asset & Forfeiture Fund 2. Proprietary Funds 3. Account Groups: a. General Fixed Asset b. General Long-Term Debt Note: Authorities, Board and Commissions considered to be component units under NCGA Statements 3 and 7 should be listed as appropriate. B. The books of account will be fully balanced, all subsidiary ledgers reconciled to control accounts, and all bank accounts for all months reconciled no later than August 15 th immediately following statement date. C. Units personnel shall coordinate with the auditor the preparation on forms acceptable to the auditor the following information: 1. A final trial balance of each fund; 2. A final trial balance of each subsidiary ledger; 3. A schedule of Federal program revenues, expenditures and beginning and ending balances by program
Page 3 of 11 4. A copy of the final budget presented to the board for the audit period and all amendments to the budget ordinance; 5. A copy of all project ordinances and all amendments thereto for all projects beginning during the period or not fully completed prior to the period; 6. A schedule of insurance in force during the year and of insurance expense for the year; 7. A schedule of investments of all funds at statement date showing both book value and estimated market value at statement date; 8. A schedule of all capital outlays during the period; 9. A schedule of all capital asset dispositions during that period; 10. A schedule of accounts payable at statement date; 11. Reconciliation of the final quarter s fringe benefit tax returns; 12. Copies of all contracts with governmental grantor or grantee agencies; 13. Copies of all other contracts in force at statement date of a material amount; and 14. Such reasonable additional schedules as may be requested for financial and compliance audits. IV. REPRESENTATIONS OF THE AUDITOR A. The auditor must represent that he is independent as that term is defined in the Ethical Rules of the AICPA. B. The auditor must represent that he is licensed to perform the audit as provided in the applicable laws of the Commonwealth of Virginia. C. The auditor must represent that adequate supervision will be provided on a dayto-day basis and that the resulting work papers shall be adequate and shall be available for routine review by appropriate auditors of the Federal and State governments. V. FEES A. Fees for services will be negotiated in accordance with Section 2.2-4301(3)(a) Code of Virginia (1950), as amended. B. Selection criteria will include the following: 1. The skill, experience, training and time commitments of the specified persons who will be performing the services requested. 2. The auditor s understanding of the unit s system of accounting obtained through prior experience or discussion with appropriate local officials. 3. The prior experience and reputation of the auditor in auditing and/or performing cost allocation plans for governmental units similar to the unit. Time proposed to complete the engagement. VI. MEETINGS
Page 4 of 11 A. Conferences between the auditor and the Assistant County Administrator will be scheduled by the selected auditor before the preliminary work and at the end of the fieldwork. The purpose of the meetings is to keep the governing body fully informed on the scope and progress of the audit and/or plan. A draft of the final report will be furnished to the County Administrator for his/her comments by December 15, 2013 The Auditor will be requested to present the Audit to the Full Board of Supervisors at a meeting to be determined. VII. OTHER MATTERS A. The government intends to continue the relationship with the firm performing the annual audit for no less than three (3) years or until a determination is made that it is in the best interest of the government to request new proposals. B. The prospective bidders are reminded that the audit contract must be filed with the Auditor of Public Accounts, Commonwealth of Virginia. C. The offeror shall purchase and maintain sufficient insurance to protect him from claims in the following amounts: Workers Compensation General Liability Automobile Professional Liability State of Virginia requirements $1,000,000 per occurrence $2,000,000 annual aggregate $1,000,000 per occurrence $1,000,000 per occurrence A Certificate of Insurance shall be required within ten (10) days of the date of the award. The certificate must contain a provision stating that the coverages will not be canceled unless a minimum of fifteen (15) days prior written notice has been given to the County. Middlesex County must be listed as an additional insured. D. The offeror shall indemnify and hold harmless Middlesex County, its agents and employees from and against all claims, damages, losses and expenses, including but not limited to attorney's fees arising out of or resulting from the negligence of the offeror, his agents or employees during the performance of this contract. VIII. PROPOSAL(S) A. Ten (10) copies of the proposal(s) shall be forwarded to the Middlesex County Administrator s Office, Woodward Building, 877 General Puller Highway, P. O. Box 428, Saluda, Virginia 23149, clearly marked Proposal Audit Services no later than 4:00 P.M., Thursday, March 14, 2013. B. The proposal(s) should include:
Page 5 of 11 1. Title Page: Show the RFP subject, the name of the proposing firm, local address, telephone number, name of contact person and date. 2. Table of Contents 3. Letter of Transmittal: a. A statement by the prospective auditor of his understanding of the work to be done with descriptions of the approach for conducting the audit and/or cost allocation plan and illustrations of the procedures to be employed. b. The approximate date the audit and/or plan will begin (including preliminary field work) and end, as well as approximate dates for delivery of the financial statements and/or auditors reports and/or cost allocation plan. c. Estimated hours required to complete the engagement by personnel levels, i.e., total hours for partner, manager, supervisor, senior and junior. d. Biographies, including experience, of the individuals who will be assigned to the engagement, relevant experience of each in auditing municipalities, and recent continuing professional education of each. e. Names, addresses and telephone numbers of persons who may be contacted for reference. IX. GENERAL TERMS AND CONDITIONS A. Anti-Discrimination: By submitting proposals, offerors certify to Middlesex County that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, the Virginia Fair Employment Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and Section 2.2 4311 of the Virginia Public Procurement Act, which provides: 1. During the performance of this contract, the contractor agrees as follows: a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin or disabilities, except where religion, sex, national origin or disability is a bona fide occupational qualification reasonably necessary to the normal operation of the offeror. The offeror agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.
Page 6 of 11 c. Notices, advertisements and solicitations placed in accordance with Federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. 2. The contractor will include the provisions of the foregoing paragraphs a, b and c in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. B. Ethics in Public Contracting: By submitting a proposal, offerors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer or subcontractor in connection with their proposal and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged. C. Immigration Reform and Control Act of 1986: By submitting a proposal, offerors certify that they do not and will not, during the performance of this contract, employ illegal alien workers or otherwise violate the provisions of the Federal Immigration Reform and Control Act of 1986. D. Policy on Drug and Alcohol Abuse: Middlesex County has adopted a Policy on Drug and Alcohol Abuse. The County s goal is to provide a safe workplace by eliminating the hazards to health and job safety created by alcohol and other drug abuse. This policy is intended to apply to contractors, subcontractors and employees of firms doing business with the County while on County premises. By submitting a proposal, offerors certify full compliance with this policy. A copy of the policy is available upon request. E. Receipt of Proposals: To be considered, proposals must be received at the location provided and within the time period specified in the Request for Proposals (RFP). Responses received after the specified date and time shall be returned unopened. F. Acceptance/Rejection of Proposals: Middlesex County reserves the right to accept or reject any or all proposals or portion of any proposal and to reissue said proposal. The County reserves the right to award a contract based on a lump sum or per item basis or a sample provided. G. Clarification of Terms: Prospective offerors may submit questions in writing concerning the specifications or other solicitation documents no later than seven working days before the due date. Any revisions to the RFP will be issued as an addendum.
Page 7 of 11 H. Precedence of Terms: Paragraphs A - G of these General Terms and Conditions shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply. I. Use of Brand Names: Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer does not restrict offerors to the specific brand, make or manufacturer named; it conveys the general style, type, character and quality of the article desired. Any article which the County, in its sole discretion determines to be the equal of that specified, considering quality, workmanship, economy of operation and suitability for the purpose intended, shall be accepted. J. Firm Prices: Prices and all associated charges shall be firm for 60 days after the due date of the proposals unless otherwise stated by Middlesex County. K. Taxes: Middlesex County (Federal I.D. #54-6001426) is exempt from Federal, State and local taxes. Taxes included on invoices will be deducted from the payment amount. Tax exempt forms will be completed for a vendor upon request. L. Delivery: All costs and other charges associated with the delivery of a good or non-professional service shall be included in the proposal. The County reserves the right to cancel all or any part of a contract without obligation if delivery is not made within the time period specified in the proposal document. M. Required Signature: All contracts and proposals shall be signed with the firm name, Federal identification number and by a representative possessing the authority to bind said firm with his/her signature. The County may request documentation of the signer s authority. N. Qualifications of Offerors: Middlesex County may make such reasonable investigations as deemed proper and necessary to determine the ability of an offeror to perform the work or supply the goods. The offeror shall furnish to the County all such information and data for this purpose as may be requested. The County reserves the right to inspect the offeror s physical facilities prior to award to satisfy questions regarding the offeror s capabilities. Further, the County reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy the County that such offeror is properly qualified to carry out the obligations of the contract and to complete the work or supply the goods. O. Changes to the Contract: Changes can be made to the contract in one of the following ways: 1. The County Administration may order changes within the general scope of the contract at any time by written notice to the Auditor. Changes within the
Page 8 of 11 scope of the contract may include, but are not limited to the method of packing or shipment or the place of delivery or installation. The Auditor shall comply with the notice upon receipt. The Auditor shall be compensated for any additional costs incurred as the result of such order and shall give the County Administrator s Department a credit for any savings. Said compensation shall be determined by one of the following methods: a. By mutual agreement between the parties in writing; b. By agreeing on a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units and the Auditor accounts for the number of units of work performed, subject to the Department of the County Administrator s right to audit the Auditor s records and/or to determine the correct number of units independently; c. By ordering the Auditor to proceed with the work and to keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The Auditor shall present the County Administrator s Department with all invoices or other records of expenses incurred and savings realized. The County Administrator s Department shall have the right to audit the records of the Auditor, as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to the County Administrator s Department within thirty (30) days from the date of receipt of the written order from the County Administrator s Department. P. Payment Terms: All approved invoices will be paid within forty-five days of receipt. Q. Default: In the case of failure to deliver goods or services in accordance with the contract terms and conditions, Middlesex County, after due oral or written notice, may procure them from other sources and hold the Auditor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to and cumulative with any other remedies the County may have under Federal, State and local law. XI. Evaluation and Award: Proposals will be evaluated as provided in Section 2.2-4301, paragraph 3.a in the Virginia Public Procurement Act and as provided below: A. An Evaluation Committee shall be formed to review all submittals. B. Each submittal will be reviewed according to the following criteria:
Page 9 of 11 1. Qualifications of the firm and key personnel; 2. Specific approach to the completion of the project; 3. References; 4. Estimated workloads during the life of the project. C. Following the review of the written proposals, the Evaluation Committee may engage in individual discussions with two or more offerors deemed fully qualified and best suited among those submitting proposals. If the committee chooses to conduct informal interviews, they will be conducted with each of the offerors selected. After negotiations have been conducted with each selected offeror, the Evaluation Committee shall select the offeror which, in its opinion, has made the best proposal and recommend that the Middlesex Board of Supervisors award the contract to that offeror. D. At the conclusion of the negotiations, it is anticipated that the project will be awarded by the Board of Supervisors during their meeting on Tuesday, April 2, 2013.
Page 10 of 11 ATTACHMENT Information Overview: A. Description of unit including location, physical size, recent and prospective annexations. Middlesex County is located on the middle peninsula of Virginia, with a northern border the Rappahannock River; an eastern border, the Chesapeake Bay; southern border, King and Queen and Gloucester Counties and the Piankatank River; western border, Essex and King and Queen Counties. The land area is 142 square miles. B. Population: 2010 Census, 10959 C. Description of enterprises operated: Hummel Field (County airport) Average 25 bills issued per month for fuel sales, airplane tie downs, auto parking and for hangar rental; a majority of sales are through credit card. D. Personnel/Payroll (includes School Board, Social Services, County): Average 544 checks written per month; $2,150,000.00. E. Tax Billing/Collections: Twice a year real estate collection effective June 1997 1. Tax Bills issued June 2012: a. Real Estate 13,852 2. Tax Bills issues December 2012: a. Personnel Property 13,768 3. Collections: a. Year ending June 30, 2012: Real Estate $9,537,529.00 Personal Property $2,672,788.00 b. Year ending June 30, 2011: Real Estate $9,774,698.00 Personal Property $2,719,756.00 F. Purchasing: Approximately 340 accounts payable checks per month; $714,300.00 1. County average 147 checks - $410,000.00 2. School Board average 171 checks - $300,230.00 3. Social Services average 22 checks - $4,100.00 G. Bank Accounts: 1. Eighteen (18) bank accounts 2. Deposits 1 per day in General Fund Account; others as needed
Page 11 of 11 H. Special conditions: Treasurer is Fiscal Agent for the Middlesex County Public Library. I. Listing of separately functioning Authorities, Board and Commissions created by the governing body and currently in operation: Wetlands Board, Economic Development Authority, Building Code Appeals Board, Planning Commission, Airport Committee, Board of Zoning Appeals, and Social Services Board.