REQUEST FOR PROPOSALS

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REQUEST FOR PROPOSALS

Audit Services

  • Department:Finance
  • RFP Number:2017-010
  • Start Date:06/11/2017
  • Close Date:06/26/2017

ANNUAL AUDIT

REQUEST FOR PROPOSAL

 

INTRODUCTION

The City of Donna, Texas, is soliciting proposals for the City’s annual audit for the three (3) fiscal years ending September 30, 2017, 2018 and 2019.  The selection of auditors will consist of an evaluation and comparison of each firm’s past performance, appropriate references, prior experience in other municipalities and expertise related to the City’s requirements.

 

CONTACT PERSON

Requests for information about this solicitation or requests for access to fiscal records, prior audits and other public documents should be referred to David Vasquez, Director of Finance, who may be reached at (956) 464-3314.

 

PROPOSAL

To be considered, proposals for the three (3) audits must be received by:

 

                                                City Secretary

                                                307 So. 12th St.

                                                Donna, Texas 78537

 

no later than June 26, 2017 4:00 P.M.  Proposals received after the date or time specified will not be considered.

Final acceptance of the proposal will be made by the City Council on July 4, 2017, 5:30 P.M., at the regularly scheduled City Council meeting.

 

AUDIT REQUIREMENTS

The City Council shall be provided an independent annual audit of all City accounts.  Such independent audit shall be made by a certified public accountant or firm of such accountants who have no personal interest, direct or indirect, in the fiscal affairs of the City government or any of its officers. 

The City of Donna plans to submit a Comprehensive Annual Financial Report (CAFR) to the Government Finance Officers Association’s Certification Program.  The audit firm selected will prepare fifteen (15) copies of the required financial report (CAFR) and exhibits to be delivered to the City for its approval and any supporting and subsidiary information which the audit firm deems necessary for proper presentations of the financial statements.  The Director of Finance will prepare and provide to the auditors the required cover letter, Management’s Discussion and Analysis (MD&A), as well as approximately fifteen (15) financial schedules that will comprise the “Unaudited Statistical Section”, to be included at the back of the CAFR.  A requirement of the certification program is that the independent auditor (or firm) must, in writing, express an opinion regarding the financial schedules.  THIS SERVICE MUST BE INCLUDED IN THE REQUEST FOR PROPOSAL CONSIDERATIONS.

                The City of Donna has four (4) discretely reported component units. The audit firm selected will prepare fifteen (15) copies of the required financial report and exhibits to be delivered to the City for its approval and any supporting and subsidiary information which the audit firm deems necessary for proper presentations of the financial statements.  THIS SERVICE MUST BE INCLUDED IN THE REQUEST FOR PROPOSAL CONSIDERATIONS.

               

The audit (CAFR) (including the management letter and any other support materials) for each fiscal year is to be presented to the City Manager and the Director of Finance no later than the 2nd Wednesday in March of each year, with presentation to the City Council during the regularly scheduled meeting the third Tuesday evening in March of each year.

 

AUDIT STANDARDS AND PROCEDURES

                The examination shall be made in accordance with Generally Accepted Auditing Standards (GAAS) as prescribed by the American Institute of Certified Public Accountants (AICPA), the Governmental Accounting Standards Board (GASB), and in accordance with the General Accounting Standards Office (GAO), and Statements of Auditing Standards (SAS) shall be adhered to and performed accordingly by the selected audit firm solely by the firm’s staff and its personnel inclusive within the scope of the audit time.  The selected audit firm shall review its written audit program with the City, identifying the plan for testing records and procedures, using statistical sampling and computer auditing where appropriate, the method for evaluating internal control and the audit procedure to be taken prior to performing detail audit work.

 

ACCOUNTING INFORMATION

The City of Donna utilizes INCODE for purchasing and for financial reporting purposes.  Packages included in the system are (1) General Ledger (2) Accounts Payable (3) Payroll (4) Utility Billing (5) Cash Collections.  The police department operates INCODE’s InVision and court products.  Most of the subsidiary ledgers interact with the General Ledger.

 

DESCRIPTION OF THE CITY

The City of Donna’s 2016-2017 budget provides for $29.3 million for operating expenditures/expenses and bond indebtedness with (3) three major funds or (12) separate funds in total in the general ledger.

 

ASSISTANCE AVAILABLE TO AUDITORS

The audit report for the year ending September 30, 2016, was performed by the firm of Carr, Riggs & Ingram, L.L.P., CPA’s of McAllen, Texas and is available for review.

The Director of Finance will address questions pertaining to accounting and internal control procedures.

The City’s assistance shall be limited to the “pulling” of records-receipts, checks, invoices and re-filing of the same for audit sampling.  There must be at least five (5) hours notice given to City staff to compile these records before the audit firm will need them. A separate workspace for three to five people will be made available for the audit staff in close proximity to the accounting records.

 

PROPOSAL REQUIREMENTS

                Each firm should include the following information in the proposal:

  1.            Scope of services to be provided

  2.            Auditing staff information and firm profile

  3.            Governmental experience WITH REFERENCES

  4.            Audit approach

  5.            Fixed fee estimates for each of the 3 years and estimated hourly rates for overages

 

ACCEPTANCE

Upon approval by the City Council, the successful audit firm will be required to enter into a contract with the City. 

 

This contract shall remain in effect until contract expires, completion and acceptance of services or default.  The City of Donna reserves the right to terminate the contract immediately in the event the successful firm fails to:

  1. Meet delivery or completion schedules, or

  2. Otherwise perform in accordance with the accepted proposal

     

    Breach of contract or default authorizes the City to award to another firm, purchase elsewhere and charge the full increase cost to the defaulting firm.

     

                    Either party may terminate this contract with a thirty (30) day written notice prior to either party stating cancellation.  The successful firm must state the reasons for such cancellation.  Prior written notice must be delivered in person or sent by registered or certified mail, return receipt requested, proper postage paid to:

     

                                                    Director of Finance

    City of Donna

    307 So. 12th St.

    Donna, Texas 78537

     

     

    Schedule of Events:

     

  • Submit request to City Council for approval to advertise for proposals – June 6, 2017
  • Advertise for proposals – June 11, 2017
  • Packets due date – June 26, 2017 4:00PM
  • Public Bid Opening June 26, 2017 4:15PM
  • Evaluation and Ranking June 28, 2017
  • Ranking taken to City Council for final selection July 5, 2017

Download RFP document: 

 

 

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