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Description:
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PROJECT DESCRIPTION
The City is seeking proposals from qualified Certified Public Accounting firms with experience with local governments in Virginia to assist with certain pre-audit and accounting services for the City’s funds and pre-audit and accounting services for HTRFA. The scope of this project does not include WRHA or any of the other fiduciary funds. Experience with Tyler EERP and DebtBook is strongly preferred but not required.
SCOPE OF WORK
The services to be provided include the following; however, additional services may be added upon mutual agreement.
City’s Funds
Required Scope for FY2026
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Preparation of FY2026 lease and Subscription-Based Information Technology Arrangements (SBITA) journal entries and updates to the related notes to the financial statements using DebtBook, to include uploading and updating information in DebtBook, analyzing the resulting journal entries and notes and assisting with corrections, as necessary
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Assistance with implementing GASBS 103
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“Assistance” includes recasting the impacted sections of the City’s FY2025 ACFR in accordance with the requirements of GASBS 103 and providing a crosswalk and other guidance for the City’s use for preparing the FY2026 ACFR
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“Assistance” also includes preparing and/or reviewing the impacted sections of the FY2026 ACFR draft for compliance with GASBS 103
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Assistance with implementing GASBS 104
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“Assistance” includes recasting the City’s FY2025 capital asset, lease, and SBITA information in accordance with the requirements of GASBS 104 and providing a crosswalk and other guidance for the City’s use for preparing the FY2026 ACFR
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Preparation of certain statistical tables, including demographic and economic statistics, principal employers, operating indicators, and capital asset statistics.
Optional Scope for FY2026
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Review the City’s deferred Personal Property Tax Relief Act (PPTRA) balance and the City’s methodology for computing this balance and assist with validating or correcting the balance and methodology
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Assistance with preparing and/or reviewing pension and OPEB entries, to include workpapers that can be used by the City in the future
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Assistance with updating the notes to the financial statements related to pension and OPEB
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Review of Real and Personal Property Tax Levies and Collections statistical table and assist with breaking out Real Property and Tangible Personal Property
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Assistance with the preparation of sections of the City’s ACFR, to include workpapers that can be used by the City in the future:
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Government-wide Statement of Net Position and Statement of Activities
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Reconciliation of the Balance Sheet of Governmental Funds to the Statement of Net Position
Other assistance to prepare for the FY2026 external audit may be agreed upon during engagement planning.
HTRFA
Required Scope for FY2026
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Preparation of FY2026 lease and SBITA entries and related notes to the financial statements
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Assistance with preparation of fair value journal entries for FY2026
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Assistance with implementing GASBS 103
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“Assistance” includes recasting HTRFA’s standalone basic financial statements and MD&A from FY2025 and providing a crosswalk for use by staff
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Assistance with implementing GASBS 104
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Assistance with recording capital assets
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Assistance with preparation of HTRFA’s FY2026 standalone basic financial statements
Other assistance to prepare for the FY2026 external audit, to be agreed upon during engagement planning
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Publication Date/Time:
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5/29/2026 3:35 PM
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Closing Date/Time:
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6/30/2026 2:00 PM
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Submittal Information:
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City of Williamsburg - 401 Lafayette Street, Finance Office Attn: Travis Dill
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Bid Opening Information:
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06/30/2026 @ 2:00pm LOCAL TIME
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Pre-bid Meeting:
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None
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Contact Person:
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Finance Department Attn: Travis Dill
401 Lafayette Street,
Williamsburg, Virginia 23185
purchasing@williamsburgva.gov
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Business Hours:
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Monday - Friday 8:00 - 4:30
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Qualifications:
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RESOURCES TO BE PROVIDED BY THE CITY
• Read-only access to Tyler EERP
• Full access to DebtBook
• Full access to a SharePoint site dedicated to this project
• Access documents, workpapers, and other information required for the Contractor to execute the engagement and produce the deliverables
• Direct contact information (names, titles, email addresses, and direct phone numbers) of City personnel
• Timely access to and responses by key City personnel during normal business hours (weekdays, 8:00AM to 4:30PM EDT (before 11/1/2026; EST on and after 11/1/2026), excluding City holidays)
o “Timely” shall be defined during the negotiation process
o Meetings outside of normal business hours must be discussed and scheduled in advance
RESOURCES TO BE PROVIDED BY THE CONTRACTOR
• The key personnel named in the Contractor’s response to this RFP are expected to be assigned to and work on this engagement
o “Key” personnel include, at a minimum, the engagement partner and the engagement manager
? Unexpected changes to key personnel must be communicated to the City as soon as the Contractor knows of these changes.
? Planned changes to key personnel require at least 30 calendar days’ advance notice.
? In both cases, the substitution shall have equivalent qualifications to the key personnel being replaced
? The City reserves the right to approve the substitution via written consent, which shall not be unreasonably withheld
• Direct contact information (names, titles, email addresses, and direct phone numbers) of members of the Contractor’s engagement team
• Secure upload site for files, if files cannot or should not be saved to the project’s dedicated SharePoint site
• Timely access to and responses by the Contractor’s engagement team personnel during normal business hours (weekdays, 8:00AM to 4:30PM EDT (before 11/1/2026; EST on and after 11/1/2026), excluding City holidays).
o “Timely” shall be defined during the negotiation process
o Meetings outside of normal business hours must be discussed and scheduled in advance
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Special Requirements:
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PROJECT TIMELINE AND DEADLINES FOR DELIVERABLES
These following timelines are included for informational purposes to assist Offerors with preparing a proposed project timeline and deadlines for deliverables. Offerors are not responsible for preparing or delivering any of the presentations listed below, nor for the submission of information to the APA or through EMMA.
Timelines for the City’s FY2026 external audit are as follows:
• Preliminary audit fieldwork: week of May 18, 2026 (substantially complete with no major findings or issues reported as of the date of this RFP)
• Final audit fieldwork: week of October 12, 2026
• Presentation of the City’s audited FY2026 ACFR to the Audit Committee: early December 2026, prior to the presentation of the ACFR to the City Council
• Presentation of the City’s audited FY2026 ACFR to the City Council: December 10, 2026
• Statutory deadline to submit transmittal forms and audited FY2026 ACFR to the Virginia Auditor of Public Accounts (APA): December 15, 2026
• Deadline to submit the audited FY2026 ACFR through the MSRB’s EMMA reporting portal: December 31, 2026
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