RFP 6009 - Auditing and Tax Preparation Services

Agency:	Southeast Missouri State University
State:	Missouri
Type of Government:	State & Local
NAICS Category:	541211 - Offices of Certified Public Accountants 541213 - Tax Preparation Services 541219 - Other Accounting Services
Posted Date:	Feb 16, 2024
Due Date:	Mar 7, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
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REQUEST FOR PROPOSAL 6009

TITLE: AUDITING AND TAX PREPARATION

SERVICES

DATE: FEBRUARY 9, 2024

BUYER: LYNDA SEABAUGH

EMAIL: lseabaugh@semo.edu

PHONE: (573) 651-2076

PROPOSAL MUST BE RECEIVED NO LATER THAN:

DATE: MARCH 7, 2024

TIME: 3:30 P.M.

DELIVERY INSTRUCTIONS

For USPS/FedEx/UPS, etc.

Proposals must be mailed to:

Purchasing Department

Southeast Missouri State University

One University Plaza, Mail Stop 3280

Cape Girardeau, MO 63701

OR delivered by offeror to:

Purchasing Department

Academic Hall Room 200F

Normal Avenue

Cape Girardeau, MO 63701

The notice of award is made subject to availability and appropriation of funds, as specified in the Request for Proposal,

and the selection of the offeror is made in accordance with all applicable public procurement laws.

MUST BE SIGNED TO BE VALID

The offeror hereby agrees to furnish items and/or services, at the firm, fixed prices quoted, pursuant to all requirements

and specifications contained herein, upon either the receipt of an authorized purchase order from the Purchasing

Department or when this document is countersigned by the Purchasing Department as a binding contract, and

further agrees that the language of this document shall govern in the event of a conflict with his or her proposal.

Additionally, the authorized signer of this document certifies the contractor (named below) and each of its principles are

not suspended or debarred by the federal government.

AUTHORIZED SIGNATURE

PRINTED NAME/TITLE

COMPANY NAME

MAILING ADDRESS

CURRENT DATE

TELEPHONE NUMBER/EXT.

CITY

CONTACT PERSON

STATE

ZIP CODE

CONTACT PERSON EMAIL ADDRESS

DELIVERY DATE:_________DAYS ARO, FOB DESTINATION

PROMPT PAYMENT TERMS:_____% _____DAYS NET_____DAYS

NOTICE OF AWARD (SOUTHEAST MISSOURI STATE UNIVERSITY USE ONLY)

AUTHORIZED SIGNATURE FOR SOUTHEAST MISSOURI STATE UNIVERSITY

DATE

SOUTHEAST MISSOURI STATE UNIVERSITY

AUDITING AND TAX PREPARATION SERVICES

REQUEST FOR PROPOSAL 6009

TABLE OF CONTENTS

Request for Proposal Cover Sheet .................................................................................... page 1

Table of Contents ................................................................................................................ page 2

Introduction and General Information ................................................................................ page 3

Scope of Work – Auditing Services-University and Foundation........................................... page 5

Scope of Work – Tax Preparation Services-University, Foundation, and Corporation ........ page 9

General Contractual Requirements .................................................................................. page 12

Offeror's Information ......................................................................................................... page 15

Pricing Page A – Auditing Services-University and Foundation ........................................ page 19

Pricing Page B – Tax Preparation Services-University, Foundation, and Corporation ...... page 21

Exhibit A – Payments - Fiscal Years 2021-2022

Attachment 1 – Quality/Peer Review Program

Attachment 2 – Disciplinary Action

Attachment 3 – Vendor Business Information

Attachment 4 – Affidavit of Work Authorization

Terms and Conditions (dated 08/27/19)

Appendices A-J – Available upon request. Please email lseabaugh@semo.edu.

SOUTHEAST MISSOURI STATE UNIVERSITY

AUDITING AND TAX PREPARATION SERVICES

REQUEST FOR PROPOSAL 6009

INTRODUCTION AND BACKGROUND INFORMATION

Southeast Missouri State University (hereinafter referred to as “University” or “Southeast”), the

Southeast Missouri University Foundation (hereinafter referred to as “Foundation”), and the

Missouri Innovation Corporation (hereinafter referred to as “Corporation”) are seeking proposals

from qualified organizations to provide external auditing, tax preparation, and related

professional services.

1. Two separate pricing page proposals (Pricing Page A and Pricing Page B) are requested

for auditing services and tax preparation services. Offerors may submit pricing for one or

both services. Proposals for Pricing Pages A and B will be evaluated separately. It is

possible that two separate contracts will be awarded to two different vendors: one for

auditing services and one for tax preparation services.

1.1 Auditing Services for the University and Foundation – Those interested in

submitting a proposal for auditing services must complete Pricing Page A

1.2 Tax Preparation Services for the University, Foundation, and Corporation –

Those interested in submitting a proposal for tax preparation services must

complete Pricing Page B.

2. The University is a regional public comprehensive university located in Cape Girardeau,

Missouri, enrolling approximately 10,000 students and employing approximately 1,000

full-time employees. The University is a component unit of the State of Missouri and

reports under Governmental Accounting Standards Board GASB.

3. The Foundation was formed in 1983 to assist in the physical and functional development

and advancement of the University and the performance of its educational functions.

The Foundation is a not-for-profit corporation organized and operated in accordance with

Section 501(c) (3) of the Internal Revenue Code and reports under Financial Accounting

Standards Board FASB.

4. The Corporation was formed in 2003, to develop research and educational opportunities

for University faculty, staff, and students. The activity of the Corporation has developed

into more entrepreneurial and economic development activity and the name was

changed to reflect this change in 2013. The Corporation is a not-for-profit Corporation

organized and operated in accordance with Section 501(c) (3) of the Internal Revenue

Code.

5. The University Controller is the primary contact for all audits and tax services. She

joined the University in August 2023. She has been in accounting for over 30 years.

She was most recently Controller at Tic Toc (a Dallas based promotional product

company) for 8 years. The Controller’s Office currently has a new staff of four

accountants hired between October 2023 and January 2024. They have accounting

experience ranging from 1 to 30 years each. The Controller is currently looking to hire at

least one more Accountant/Financial Analyst. The University has engaged a consulting

company, Protiviti (a Robert Half Company), to assist with accounting functions until the

department is fully staffed and trained.

6. The University, Foundation and Corporation use Ellucian Banner software for all

financial activities including accounting, receivables, fixed assets, purchasing, accounts

payable, payroll, pledges and grants. The University utilizes third party providers for the

bookstore, food service, health clinic, insurance billing for the University Autism Center

and Perkins loans.

7. The fiscal year for the University, Foundation, and Corporation runs from July 1 through

June 30. Total fees and expenses paid for services provided for the years ending June

30, 2021, and 2022, are included as Exhibit A.

8. The University’s anticipated time frame for this project is as follows:

Issue RFP: February 9, 2024

RFP Closing Date: March 7, 2024

Proposal Review, Evaluation and Contract Award: March 8, 2024 through April 30, 2024

Contract Period Start Date: May 1, 2024

9. Although an attempt has been made to provide accurate and up-to-date information, the

University does not warrant or represent that the background information provided

herein reflects all relationships or existing conditions related to this Request for

Proposal.

SOUTHEAST MISSOURI STATE UNIVERSITY

AUDITING AND TAX PREPARATION SERVICES

REQUEST FOR PROPOSAL 6009

SCOPE OF WORK—UNIVERSITY AND FOUNDATION AUDITING SERVICES

As specified in the notice of contract award, the contractor shall provide auditing and related

professional services in accordance with the terms and conditions specified herein.

1. The contractor shall provide external auditing and professional services related to the

issuance of the following annual documents. Copies of these documents for the fiscal

year ending June 30, 2023, are available upon request. Please email

lseabaugh@semo.edu to request Appendices A-E. Relevant financial and accounting

information concerning the University and Foundation are contained within the

documents.

1.1 Financial Report – University (Appendix A)

1.2 Financial Report – System Facilities – University (Appendix B)

1.3 Single Audit Report in accordance with Uniform Guidance– University (Appendix C)

1.4 Report on NCAA Agreed-Upon Procedures – Intercollegiate Athletics Department

– University (Appendix D)

1.5 Financial Report - Foundation (Appendix E)

2. The contractor shall draft the University, System Facilities and Foundation financial

statements and footnotes based on the detailed trial balances and supplementary

schedules provided by the University/Foundation. Management will provide trial

balances in csv format by fund and account by the first day of field work in August. The

University/Foundation strives to have all journal entries, work papers and reconciliations

complete before the first day of field work. If an adjusting journal entry is necessary after

field work commences, the Controller will communicate this to the contractor and provide

a copy of the entry. In the first year of the audit, a trial balance from the previous fiscal

year end will be provided to assist the contractor in the initial setup of the financial

statements from the University/Foundation trial balances. Supplementary information for

footnotes and a draft of the MD&A will be provided to the contractor by management of

the University/Foundation. Management is responsible for identifying disclosure

requirements for the University and Foundation but advice is occasionally asked of the

contractor on new pronouncements and disclosure requirements.

The University receives an annual notice from the State of Missouri of the due date for

the financial report referred to in item 1.1 above. The deadline is approximately

September 15 each year. In order to capture the majority of fiscal year invoices, the

University has worked annually with the State of Missouri Office of Administration

personnel to extend the deadline for a complete draft of the University financial report

until the end of September. The final report is typically issued around mid-October.

The complete draft of the Foundation financial report referred to in item 1.5 must be

completed by approximately September 20 since the Foundation is a component unit of

the University.

3. The contractor shall complete, file electronically and assist the University with filing the

applicable parts of Form SF-SAC, Data Collection Form for Reporting on Audit of States,

RFP 6009 - Auditing and Tax Preparation Services

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