Audit Services, Volunteer Fire and Rescue Companies

Agency: County of Fauquier
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 541211 - Offices of Certified Public Accountants
Posted Date: Aug 5, 2020
Due Date: Sep 3, 2020
Solicitation No: RFP 08-21sm
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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Audit Services, Volunteer Fire and Rescue Companies
  • Department: Procurement
  • RFP Number: RFP 08-21sm
  • Start Date: 08/05/2020 1:30 PM
  • Close Date: 09/03/2020 2:30 PM

Fauquier County is accepting sealed proposals from qualified firms or individuals comprised of CPA's, to provide financial and compliance audits each fiscal year for the nine (9) Volunteer Fire and Rescue Companies within Fauquier County. A copy of the RFP may be downloaded below; sealed hard-copy proposals are due in the Procurement Division no later than 2:30 p.m. September 3, 2020. Contact susan.monaco@fauquiercounty.gov

RFP08-21sm_Audit Services-VolFireRescueCompanies

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FAUQUIER COUNTY GOVERNMENT AND PUBLIC SCHOOLS
REQUEST FOR PROPOSAL (RFP)
ISSUE DATE:
August 5, 2020
RFP: 08-21sm
TITLE:
Audit Services, Volunteer Fire and Rescue Companies
ISSUED BY:
Fauquier County Government and Public Schools (FCG&PS)
Procurement Division
Alice Jane Childs Office Building
320 Hospital Drive, Suite 23, Warrenton, VA 20186
USING DEPARTMENT:
Fauquier County Government and Public Schools
Department of Finance
Alice Jane Childs Office Building
320 Hospital Drive, Suite 32, Warrenton, VA 20186
Sealed Proposals Will Be Received Until 2:30 pm, September 3, 2020 For Furnishing the Services Described Herein.
Period of Contract: From Date of Award through January 1, 2022, with the option to extend for three (3) additional one (1)
year periods (Reference Section 7.0).
All Inquiries For Information Should Be Directed To: Susan R. Monaco, CPPO, CPPB Phone: (540) 422-8348, e-mail:
susan.monaco@fauquiercounty.gov
IF PROPOSALS ARE MAILED, SEND DIRECTLY TO ISSUING DEPARTMENT SHOWN ABOVE, IF PROPOSALS
ARE HAND DELIVERED, DELIVER TO: Alice Jane Childs Office Building, 320 Hospital Drive, Suite 23, 2nd Floor.
In Compliance With This Request For Proposal And To All The Conditions Imposed Therein And Hereby Incorporated By
Reference, The Undersigned Offers And Agrees To Furnish The Services In Accordance With The Attached Signed
Proposal Or As Mutually Agreed Upon By Subsequent Negotiations.
Name And Address Of Firm:
Date:
By:
(Signature in Ink)
Name:
Zip Code:
Title:
FEI/FIN NO.:
Telephone Number: (___)
E-Mail:
Fax Number: ( )
CERTIFICATION PAGE RETURN THIS PAGE WITH PROPOSAL SUBMISSION
RFP 08-21sm, Audit Services, Volunteer Fire & Rescue Companies
1
SECTION NO.
1
2
3
4
5
6
7
8
9
10
TABLE OF CONTENTS
SECTION HEADING
PAGE NO.
PURPOSE
3
BACKGROUND
3
STATEMENT OF NEEDS
4
COMPANIES RESPONSIBILITIES
5
PROPOSAL PREPARATION AND SUBMISSION 6
REQUIREMENTS
EVALUATION CRITERIA AND AWARD
8
CONTRACT PERIOD
8
INSURANCE
9
OWNERSHIP OF DOCUMENTS
9
CONTRACT ADMINISTRATION
9
GENERAL CONDITIONS AND INSTRUCTIONS
TO OFFERORS
10-15
INSURANCE CHECKLIST
16
PROPRIETARY INFORMATION FORM
17
EXCEPTIONS TO RFP FORM
18
PROOF OF AUTHORITY TO TRANSACT
BUSINESS IN VIRGINIA (SCC FORM)
19
* Reminder: Offerors shall NOT provide Fee Proposal with initial submission, only when requested.
RFP 08-21sm, Audit Services, Volunteer Fire & Rescue Companies
2
1.0 PURPOSE
The purpose and intent of this solicitation is to obtain the services of qualified firm(s) or individual(s)
comprised of certified public accountants (CPAs) to perform a financial and compliance audit each fiscal
year for the nine (9) volunteer fire and rescue companies within Fauquier County. These companies
provide fire and rescue services to the citizens of Fauquier County. The Fauquier County Government
and Public Schools Procurement Division is issuing this solicitation for the Finance Department on behalf
of Fauquier County Board of Supervisors, a political subdivision of the Commonwealth of Virginia,
referred to herein for convenience as “Owner” or “County”.
For ease of reference, each organization submitting a response to the Request for Proposal will
hereinafter be referred to as an “Offeror”. An Offeror whose proposal would result in a formal agreement
will hereinafter be referred to as “Auditor” or “Firm”. “CPA” shall mean Auditor’s Certified Public
Accountant. The companies providing fire and rescue services in the County are herein after collectively
referred to for convenience as “the Companies”.
The contents of the proposal submitted by the successful Offeror, this RFP and all modifications made
thereof, will become part of any contract awarded as a result of the Statement of Needs contained herein.
The successful Firm will be required to sign a contract with the Owner.
2.0 BACKGROUND
Fauquier County is located in the north-central Piedmont region of Virginia, approximately 40 miles
southwest of Washington, D.C. and 95 miles northwest of Richmond, Virginia. The county encompasses
a land area of approximately 660 square miles. Due to its proximity to Washington, D.C., the county has
experienced consistent population growth rates over the past ten years. The County’s estimated 2019
population was 70,150 residents.
The Companies are non-profit organizations under sections 501(c) (3) or 501(c) (4) of the Internal
Revenue Code. The Companies are independent of Fauquier County, but receive financial support from
the County through the County’s fire levy. The Companies work in cooperation with the Fauquier County
Department of Fire, Rescue and Emergency Management (DFREM) to provide fire and rescue services
within the County and for its citizens. As the volunteer fire and rescue companies are independently run,
legally separate entities from the County, the number of companies operating in the County is subject to
change during the contract period. Events may transpire which could alter the total number of companies
operating in the County in any given year.
The nine volunteer fire and rescue companies, herein called Companies, currently providing services
within the County are as follows:
Warrenton Volunteer Fire Company, Inc
Remington Volunteer Fire and Rescue
Marshall Volunteer Fire and Rescue Department,
Inc.*
The Plains Volunteer Fire Company, Inc.
Catlett Volunteer Fire and Rescue Company, Inc.
167 West Shirley Avenue, Warrenton, VA 20186
200 East Marshall Street, Remington, VA 22734
4160 Rectortown Road, Marshall, VA 20115
4260 Loudoun Avenue, the Plains, VA 20198
3447 Catlett Road, Catlett, VA 20119
Goldvein Volunteer Fire Department, Inc.
New Baltimore Volunteer Fire and Rescue
Company, Inc.
Orlean Volunteer Fire Department
Lois Volunteer Fire Department & Rescue Squad,
Inc.
14276 Goldvein Road, Goldvein, VA 22720
6550 Riley Road, Warrenton, VA 20187
6838 Leeds Manor Road, Orlean, VA 20128
12067 Marsh Road, Bealeton, VA 22712
RFP 08-21sm, Audit Services, Volunteer Fire & Rescue Companies
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The Fauquier County Volunteer Fire and Rescue Financial Management policy requires the Companies
to have all of their accounts and records audited annually by an independent CPA firm. The audited
report and audited financial statements are required to be submitted to the Fauquier County Finance
Department on an annual basis.
3.0 STATEMENT OF NEEDS
3.1. Qualifications:
Auditors shall be licensed to perform the audit as provided in the applicable laws of the Commonwealth
of Virginia. The Auditor shall also be independent in fact and appearance as that term is defined in the
Ethical Rules of the AICPA. The Auditor shall comply with the requirements of qualifications as contained
in the Government Auditing Standards issued by the Comptroller General of the United States.
3.2. Task to be Performed:
3.2.1. Auditing Services: Offerors shall submit proposals for audit services as follows:
Audit the financial statements of the Companies providing services within Fauquier County in accordance
with generally accepted auditing standards. The audit shall result in the preparation of financial
statements from the audited records of the Companies with the Auditors’ opinion thereon. The Auditors’
opinion shall be unqualified unless the Auditor furnishes to the Owner on a timely basis, reasons for
qualifying the opinion, disclaiming an opinion or rendering an adverse opinion.
Audit Schedule
Activity
Audit fieldwork should take place within three months (90
days) of the end of each Company’s fiscal year, which is
the standard calendar year. The selected Auditor shall
meet with the Finance Director or designee before the
preliminary work and at the end of the fieldwork. The
selected Auditor shall keep the Finance Department fully
informed on the scope and progress of the audits.
The Auditor shall present the results of the audit of each
Company to personnel of the Fauquier County Board of
Supervisors, the Finance Department, the Fauquier
County Treasurer’s Office and the Volunteer Fire and
Rescue Association. These results should be provided
in writing with the option to conduct a meeting to discuss
the results.
Time Frame
Between January 1st and
March 31st
On or before April 15th
(Within one hundred and
five (105) days of the end of
each Company’s fiscal
year),
3.2.2. Reports and Required Correspondence: Following the completion of the audits of each fiscal year’s
financial statements, the Auditor shall issue to the Fauquier County Board of Supervisors, ATTN: Finance
Director:
3.2.2.1 A report on the fair presentation of the Financial Statements in conformity with Generally Accepted
Accounting Principles (GAAP).
3.2.2.2 The following letters regarding internal control and operations:
A “Letter of Internal Controls” which is a report on containing recommendations to strengthen
RFP 08-21sm, Audit Services, Volunteer Fire & Rescue Companies
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internal controls should such be necessary. The Auditor shall issue a report to the Finance
Director and the Treasurer or Treasurer’s designee, for any and all internal control issues or
recommendations to improve procedures.
A “Letter of Reportable Conditions”, should such be necessary, addressed to the Fauquier
County Board of Supervisors which shall state the existence or non-existence of material
weaknesses in the design or operation of the internal control structure or an operational
procedure that significantly varies with existing policy, industry practice or literature 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.
The “Management Letter”, addressed to the Fauquier County Board of Supervisors, the
Finance Director and Treasurer of Fauquier County and the management of each Company,
shall state the existence or non-existence of situations that lack the significance to be
designated as reportable conditions as well as opportunities to improve revenues, decrease
costs, improve efficiency, improve management information etc.
3.2.2.3 Initial drafts of reports and correspondence shall be provided to the Finance Director and
Treasurer at the conclusion of the fieldwork of each Company audit. The final letters for all
companies should be issued in final form no later than 105 days after the end of the fiscal year
(generally April 15th).
3.2.2.4 The Auditor shall make an immediate, written report of all irregularities and illegal acts, or
indications of illegal acts of which they become aware to the:
Board of Supervisors of Fauquier County
County Administrator
Finance Director
Treasurer of Fauquier County
3.2.3
Additional Services:
The Auditor shall provide additional auditing and/or consulting services as may be required in accordance
with the agreed fee schedule. Such services shall be provided on an as-needed basis and may include
but not be limited to specialized audits and/or agreed-upon procedures for the Companies or any other
related services. The Owner will negotiate fees for additional services with the Firm(s) based upon the
hourly rates as awarded in the contract.
4.0 COMPANIES RESPONSIBILITIES
The Companies have the responsibility for maintaining the general accounts of their individual company.
The Fauquier County Finance Department will serve as the coordinating agency for the audits of each
Company. The Companies will provide all information required for the Auditor to perform their duties,
including but not limited to electronic and/or printed reports and financial records, access to files and
supporting documentation, read-only access to financial and/or other pertinent systems, and appropriate
access to key personnel for interviews. The Fauquier County Finance Department will provide space for
conducting audits. Due to crisis situations such as building closures, the Finance Department may
determine remote audits are permissible. The Auditor shall have a secure website in order for files to be
electronically submitted or uploaded.
RFP 08-21sm, Audit Services, Volunteer Fire & Rescue Companies
5

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