26500021 RFP Addendum 1 Audit Services

TOWN OF CHRISTIANSBURG
PURCHASING OFFICE
100 EAST MAIN STRET
CHRISTIANSBURG, VA 24073
PH: 540-585-7605
FAX: 540-382-3762
REQUEST FOR PROPOSAL (RFP)
RFP Number: 26500021
Audit Services
April 3, 2026
The Town of Christiansburg does not discriminate against faith-based organizations in
accordance with the Code of Virginia, 2.2-4343.1 or against any bidder or offeror because of
race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state
law relating to discrimination in employment.

TABLE OF CONTENTS
SECTION I: INSTRUCTIONS TO OFFERORS
SECTION II: PURPOSE
SECTION III: DESCRIPTION OF AND INFORMATION ABOUT THE TOWN
SECTION IV: STATEMENT OF NEEDS
SECTION V: PROPOSAL PREPARATION
SECTION VI: FORMS
SECTION VII: EVALUATION AND AWARD OF CONTRACT
SECTION VIII: RESERVATION OF RIGHTS
SECTION IX: CONTRACT ADMINISTRATION
SECTION X: PAYMENT PROCEDURES
SECTION XI: TERMS AND CONDITIONS
ATTACHMENT A: ORGANIZATIONAL CHART
ATTACHMENT B: LIST OF KEY TOWN PERSONNEL
ATTACHMENT C: SAMPLE CONTRACT
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SECTION I INSTRUCTIONS TO OFFERORS
A. The Town of Christiansburg (Town) is soliciting sealed proposals for the goods and/or services
specified herein and in accordance with all sections of this Request for Proposal (RFP).
B. All Proposals shall be submitted to the Town's Procurement Officer by 2:00 PM EST on Wednesday,
April 22, 2026.
C. Each Offeror is responsible to confirm that his or her sealed proposal was received by the Town prior
to the time and date stated above. Proposals received after the deadline will not be accepted.
Electronic or mailed hardcopy submittals are accepted for this RFP, with the entire submittal being in
a single cohesive PDF file. Submittals shall be prepared simply and economically, providing a
straightforward, concise description of the firm's capabilities to satisfy the requirements of the RFP.
Emphasis should be on completeness and clarity of content. Elaborate brochures and other
representations beyond that sufficient to present a complete and effective proposal are neither
required nor desired. Please do not duplicate information furnished in the RFP in the submittal. All
text in the PDF file shall be searchable using Adobe Acrobat software except within illustrations and
scanned registration documents.
To submit a hardcopy proposal through courier service/mail, proposals should be addressed to Tara
Vance, Procurement Officer, Christiansburg Town Hall, 100 East Main Street, Christiansburg,
VA 24073. Mailed or hand delivered proposals should be submitted in an envelope clearly marked
"RFP 26500021 Audit Services for the Town of Christiansburg". Offeror's name should also be
clearly marked on the outside of the envelope.
To submit an electronic proposal through eVA, refer to the online bidding instructions available at the
following link https://www.youtube.com/watch?v=KSxcAkOekW0. In order to submit an online bid
through eVA the Bidder should be a registered vendor in eVA. The Town is not responsible for
establishing vendors in eVA. Bidders are advised that the process of becoming an established vendor
in eVA may take several days. If the Bidder encounters any issues submitting an online bid through
eVA, the Bidder should contact eVA Customer Care for assistance. Note that eVA will not accept
files larger than 60 MB.
D. Questions will be received by Tara Vance, Procurement Officer, until Monday, April 13, 2026 at
5:00 PM, EST. Questions will be answered in the form of an Addendum to be posted no later than
Wednesday, April 15, 2026, at 5:00 PM, EST. Questions received less than eight (8) days prior to the
date for opening of proposals may not be answered.
E. Any revisions or corrections to the Request for Proposal will be in the form of an Addendum, which
will be posted to the Bids and RFPs section of the Town's website at www.christiansburg.org/bids.
F. Address all inquiries and correspondence regarding this RFP to:
Tara Vance
Procurement Officer
Email: tvance@christiansburg.org
Phone: 540-585-7605
Fax: 540-382-3762
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SECTION II PURPOSE
The intent and purpose of this RFP is to establish a contract through competitive negotiations with an
independent and qualified firm of licensed certified public accountants (hereafter referred to as Offeror or
CPA firm) to audit financial statements for the fiscal year ending June 30, 2026, with the option of
auditing the Town's financial statements for four (4) subsequent fiscal years. Renewals are not automatic
and must be documented in writing and signed by both the Town and the successful Offeror.
Successful Offeror is expected to provide all expertise, qualified staff, and computers and necessary
software for auditing staff, and paper and miscellaneous supplies to complete the work and issue the
reports described herein. Report preparation and editing and printing the report will be the responsibility
of the CPA firm.
SECTION III DESCRIPTION OF AND INFORMATION ABOUT THE TOWN
A. GENERAL
1. For fiscal year 2025, the Town's covered payroll was about $19.5 million for
approximately 318 full-time equivalent employees and total expenditures for all funds
were about $54.2 million. The accounting and financial reporting functions of the Town
are centralized.
2. A Town organizational chart is provided in Attachment A.
3. A list of key Town employees with the location of their principal offices is provided in
Attachment B.
4. The Town provides the following services to its citizens:
a. Public Safety, e.g., Police, Fire and Rescue
b. Streets
c. Water and Sewer Utilities
d. Stormwater Utility
e. Waste Management
f. Parks and Recreation
g. Aquatics Center
h. Planning and Building
i. Engineering and GIS
j. Public Works
k. General Administration
5. The Town of Christiansburg participates in following joint ventures with other local
governments:
a. New River Valley (NRV) Regional Water Authority
b. Montgomery Regional Solid Waste Authority
c. Virginia Tech-Montgomery Regional Airport Authority
d. NRV Airport Commission
e. NRV Emergency Communications Regional Authority
f. Blacksburg/Christiansburg/Montgomery Area Metropolitan Planning
Organization
g. Montgomery Regional Tourism Board
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B. SPECIFIC
1. Information Systems
Vendor Major Applications
Microsoft Dynamics General Ledger and Reporting System
with Cogsdale Interface Budgeting Module
Payroll
Accounts Receivable
Cash Receipts
Utility Billing
Gov.Collect Tax Billing
Occupational Licenses
Parking Tickets
2. Accounting and Financial Matters
a. The Town utilizes the following fund types and account groups in its financial
reporting:
No. of Funds with
No. of Individual Legally Adopted
Fund Type Funds Budgets
1. Government
(a) General 1 1
(b) Special Revenue
(1) Major 1 1
(2) Non-major 4 4
(c) Debt Service 0 0
(d) Capital Projects 9 9
(e) Permanent 1 1
2. Business-type
(a) Enterprise
(1) Major 2 2
(2) Non-major 1 1
(3) Internal Service 0 0
(b) Private Purpose Trust 0 0
(c) Investment Trust 0 0
(d) Pension/Benefits Trust 0 0
(e) Fiduciary 0 0
b. The Town of Christiansburg prepares its budgets on a basis consistent with
GAAP.
c. During the past fiscal year, the Town of Christiansburg received the following
federal/state pass through grants totaling about $4.3 million in federal
expenditures. Federal expenditures change from year to year.
d. The Town participates in the Virginia Retirement System (VRS), an agent
multiple-employer public employee retirement system, that acts as a common
investment and administrative agent for political subdivisions in the
Commonwealth of Virginia. The Town offers post-employment health benefits
to retirees on a pay as you go system as well as a sick leave divestiture plan that
is considered a pension plan. Please see the Annual Comprehensive Financial
Report (ACFR) for more information about these plans. The Town offers post-
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employment health benefits to retirees on a pay as you go system as well as a
sick leave divestiture plan that is considered a pension plan. Please refer the
ACFR for more information about these plans.
e. The Town is defined, for financial reporting purposes, in conformity with the
Governmental Accounting Standards Board's Codification of Governmental
Accounting and Financial Reporting Standards, Section 2100. The town has no
"component units".
f. More information about the Town's government and finances can be found in the
documents listed below, which are available on the Town's website at
https://www.christiansburg.org/1157/Reports-and-Publications
(1) ACFR
(2) Annual Budgets
g. The offeror awarded the contract resulting from this RFP may review prior years'
audit reports and management letters by contacting the Finance Office at 100
East Main Street, Christiansburg, VA or by calling 540-382-9519.
h. The CPA firm's principal contact with the Town will be Katherine Miano,
Director of Finance, or a designated representative, who will coordinate the
assistance to be provided to the CPA firm.
SECTION IV: STATEMENT OF NEEDS
A. GENERAL
1. The CPA firm will express an opinion on the fair presentation of the following:
a. basic financial statements of the governmental activities,
b. business-type activities, and
c. each major fund and the aggregate remaining fund information in conformity
with generally accepted accounting principles (GAAP).
2. The CPA firm will not be required to audit the Management's Discussion and Analysis
and the required supplementary information contained in the ACFR. However, the CPA
firm will perform limited procedures on this information. The CPA firm will not be
required to audit the introductory section of the report or the statistical section of the
report.
3. The audit(s) performed by the CPA firm will be in accordance with accounting and
financial reporting standards promulgated by the Governmental Accounting Standards
Board (GASB) that addresses the Town's conformity with generally accepted accounting
principles (GAAP) and will be performed in accordance with the following:
a. Generally accepted auditing standards (GAAS) promulgated by the American
Institute of Certified Public Accountants,
b. The generally accepted governmental auditing standards (GAGAS) set forth for
financial audits in the Government Auditing Standards promulgated by the
Comptroller General of the United States,
c. Title 2 U.S. Code of Federal Regulations (CFR) Part 200, (Uniform Guidance),
Audits of States, Local Governments, and Non-Profit Organizations (hereafter
referred to as the OMB Compliance Supplement),
d. Specifications for Audits of Counties, Cities and Towns promulgated by the
Auditor of Public Accounts (APA) of the Commonwealth of Virginia,
e. Section 15.2-2511 of the Code of Virginia,
f. Other applicable standards that are not listed above or that may be promulgated
later.
4. Town Assistance
a. The staff in the Finance Department and responsible members of Town
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management will be available during the audit to assist the CPA firm by providing
information, documentation, and explanations. The preparation of confirmations
will be the responsibility of the Town. In addition, administrative support will be
made available to the auditor for the preparation of routine letters and memoranda.
b. The Town staff will prepare the following statements and schedules for the CPA
firm:
(1) A final trial balance of each fund,
(2) A final trial balance of each subsidiary ledger,
(3) A copy of the original approved budget and the final budget,
(4) Cash reconciliations of all accounts at the financial statement date
(hereafter referred to as FS date),
1. A schedule of investments of all funds at the FS date showing both book
value and estimated market value,
2. A schedule of all capital outlays during the fiscal year being audited
(hereafter referred to as the period),
3. A schedule of all capital asset additions and dispositions during the period,
4. A schedule of accounts receivable at the FS date,
5. A schedule of accounts payable at the FS date,
6. A schedule of all debt activity during the period along with documentation
of any new debt issuance,
7. Reconciliation of the final quarter's returns related to fringe benefit tax,
8. An analysis of all activity relating to Other Post-Employment Benefits
during the period,
9. Copies of all contracts with governmental grantor or grantee agencies,
10. Copies of all other contracts in force at the FS date of a material amount,
11. Such reasonable additional schedules as may be requested for financial
and compliance audits.
c. The Town shall provide the CPA firm with reasonable workspace, desks and chairs,
access to internet, telephone lines, photocopying, and fax machines.
B. SPECIFIC
1. Following the completion of the fiscal year audit, the CPA firm will issue the following
reports:
a. A report addressing the fair presentation of the financial statements in conformity
with the standards cited herein, including an opinion on the fair presentation of
the supplementary schedule of expenditures of federal awards, the computation
of legal debt margin, and the combining non-major fund statements in relation to
the audited financial statements.
b. A report on internal control over financial reporting and on compliance and other
matters based on an audit of the financial statements performed in accordance
with Government Auditing Standards.
(1) In the required reports on compliance and internal controls, the CPA firm
will communicate any reportable conditions found during the audit. A
reportable condition shall be defined as a significant deficiency in the
design or operation of the internal control structure over financial
reporting, 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.
(2) Significant deficiencies that are also material weaknesses shall be
identified as such in the report. Non-reportable conditions discovered by
the CPA firm will be reported in a separate letter to management, which
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will be referred to in the reports on compliance and internal controls.
(3) The reports on compliance and internal controls will include all instances
of noncompliance.
(4) The CPA firm will be required to make an immediate, written report of all
irregularities and illegal acts or indications of illegal acts of which the CPA
firm becomes aware of to the following parties:
(a) Mayor of the Town of Christiansburg
(b) Town Council
(c) Town Manager
(d) Town Attorney
(e) Director of Finance
(f) Grantors
c. An independent auditor's report on compliance with requirements that could have
a direct and material effect on each major program and on internal control over
compliance in accordance with OMB Compliance Supplement, when required.
d. Reports on agreed-upon procedures will be performed for the following:
(1) the appropriate Comparative Report Transmittal forms in
accordance with the APA's Uniform Financial Reporting
Manual for Virginia Counties and Municipalities,
(2) the Virginia Retirement System (VRS),
(3) Other reports not listed or the need for which may arise in the
future.
e. The CPA firm will inform the Town Council of the of such matters as is required
by the standards cited herein.
f. Schedule and Timing
2. The following is a list of key dates up to and including the date proposals are due to be
submitted:
a. Request for Proposal
(1) Issued by April 2, 2026
(2) Proposals are due April 22, 2026, by 2:00 p.m.
(3) Date successful offeror should be selected is April 30, 2026
(4) Date of contract should be before May 15, 2026
(5) Please refer to Section I for other important dates.
b. Audit
(1) The Town should have all records ready for audit and all management
personnel available to meet with the firm's personnel as of May 30, 2026.
(2) The CPA firm will provide the Town both a detailed audit plan and a list
of all schedules to be prepared by the Town on or before July 1.
(3) The CPA firm will complete interim field work by July 31.
(4) The CPA firm will begin all fieldwork by August 15.
(5) The CPA firm will have drafts of the audit reports and recommendations
to the Director of Finance by November 1.
c. Audit-related Meetings
(1) Entrance conference with Director of Finance will occur prior to interim
fieldwork.
(2) Exit conference with Town Manager and Director of Finance will occur in
mid-November
d. Due Date of Final Report will be November 1.
e. The APA's comparative cost transmittal and data collection forms will be
completed by the CPA firm, reviewed and accepted by the Town. The Town will
coordinate with the auditor to have these items finalized by November 15.
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2. Special Considerations
a. The Town shall send its ACFR to the Government Finance Officers Association
of the United States and Canada for review in their Certificate of Achievement
for Excellence in Financial Reporting program. The CPA firm may be requested
to provide technical assistance to the Town to meet the requirements of that
program.
b. The Town may, during the course of this contract, issue debt securities. If so, the
auditor will prepare one or more official statements in connection with the sale of
debt securities which will contain the general purpose financial statements and
the auditor's report therein. The CPA firm, will be required, if requested by the
fiscal advisor and/or the underwriter, to issue a "consent and citation of
expertise" statements as the Town's auditor and any necessary "comfort letters."
c. The Town has determined that the United States Department of Transportation
will function as the cognizant agency in accordance with the provisions of the
OMB Compliance Supplement. The Town does not always receive enough
funding to require a single audit each fiscal year. When it is required, the
auditors will perform a single audit and issue the related report(s).
d. The Schedule of Expenditures of Federal Awards and related auditor's report, as
well as the reports on compliance and internal controls are to be issued as part of
the ACFR when the single audit is required.
e. Difficulties may be encountered in implementing and complying with specific
reporting requirements recently mandated by GASB. The Town may require the
auditor's assistance to comply with these reporting requirements.
3. Working Paper Retention and Access
a. All working papers and reports must be retained, at the auditor's expense, for a
minimum of five (5) years, unless the firm is notified in writing by the Town of
the need to extend the retention period. The auditor will be required to make
working papers available, upon request, to the following parties or their designees:
(1) The Town,
(2) U.S. General Accounting Office,
(3) Parties designated by the federal or state governments or by the Town as
part of an audit quality review process,
(4) Auditors of entities of which the Town is a subrecipient of grant funds.
b. In addition, the CPA firm will respond to the reasonable inquiries of successor
auditors and allow successor auditors to review working papers relating to matters
of continuing accounting significance.
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SECTION V PROPOSAL PREPARATION
A. GENERAL REQUIREMENTS
a. In order to be considered for selection, proposers shall submit a complete response to this RFP.
One (1) original proposal shall be submitted as noted in Section I.
b. The offerors shall not distribute their proposals to any other persons or organizations.
c. Proposals and the General Information Form shall be signed by authorized representatives of
offerors. All information requested should be submitted. The Procurement Officer will review all
proposals to ensure required information is included. Failure to submit all information requested
may result in a request to submit the missing information. Proposals which are substantially
incomplete, or lack key information, may be rejected as incomplete. Mandatory requirements are
those required by law or regulation or are such that they cannot be waived and are not subject to
negotiation.
d. Proposals will be reviewed and evaluated by a committee as designated by the Town.
e. Proposals should be prepared simply and economically, providing a straightforward, concise
description of capabilities to satisfy the requirements of the RFP as set forth in the Statement of
Need. Emphasis should be placed on completeness and clarity of content.
f. Proposals should be organized in the order in which the requirements are presented in the RFP
(Section V, Item B). Proposals should contain a table of contents which cross references the RFP
requirements. Information which the offeror desires to present that does not fall within any of the
requirements of the RFP should be inserted at an appropriate place or be attached at the end of the
proposals and designated as additional material. Proposals that are not organized in this manner
risk elimination from consideration if the evaluators are unable to find where the RFP
requirements are specifically addressed.
g. Proposals should be bound or contained in a single volume where practical. All documentation
submitted with the proposal should be contained in that single volume.
h. Ownership of all data, materials and documentation originated and prepared for the Town
pursuant to the RFP shall belong exclusively to the Town and be subject to public inspection in
accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary
information submitted by offerors shall not be subject to public disclosure under the Virginia
Freedom of Information Act; however, the offerors must invoke the protections of Section 2.2-
4342D of the Code of Virginia, in writing, either before or at the time the data or other materials
to be protected and state the reasons why protection is necessary. The proprietary or trade secret
material submitted must be identified by some distinct method such as highlighting or underlining
and must indicate only the specific words, figures, or paragraphs that constitute trade secret or
proprietary information. The classification of an entire proposal document, line-item prices
and/or total proposal prices as proprietary or trade secrets, is not acceptable and will result in
rejection of the proposal.
B. SPECIFIC PROPOSAL REQUIREMENTS
Each proposal will be no more than forty-five pages. Offerors are required to submit the information
or items listed below, which shall be considered as complete proposals.
1. Transmittal Letter
2. Table of Contents
3. Completed Corporation Registration Form and General Information Form (Forms in Section
VI)
4. Qualifications of the Offeror as enumerated below.
(a) Independence
(1) Affirm or explain the Offeror's independence as specified in the AICPA's Code of
Professional Conduct.
(2) Provide a list of the Offeror's professional relationships with the Town or any of its
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