RFQ 2021-05 INDEPENDENT FINANCIAL AUDIT SERVICES CONTRACT

Agency: South San Antonio Independent School District/IPT
State: Texas
Type of Government: State & Local
NAICS Category:
  • 541211 - Offices of Certified Public Accountants
  • 541219 - Other Accounting Services
  • 541611 - Administrative Management and General Management Consulting Services
Posted Date: Dec 2, 2020
Due Date: Dec 17, 2020
Solicitation No: RFQ 2021-05
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  • RFQ 2021-05 INDEPENDENT FINANCIAL AUDIT SERVICES CONTRACT
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    South San Antonio ISD
    The South San Antonio Independent School District (“SSAISD” and/or the “District”) is soliciting qualifications for
    INDEPENDENT FINANCIAL AUDIT SERVICES CONTRACT as more fully set out in this Request for Qualifications
    (“RFQ”). One (1) hard copy original of the proposal, ONE (1) hard copy duplicates of the proposal, and TWO (2) USB
    drives of the proposal must be submitted in accordance with the instructions set out herein to:
    South San Antonio Independent School District
    Attn: Chad P. Doucet
    RFQ # 2021-05, INDEPENDENT FINANCIAL AUDIT SERVICES CONTRACT
    1450 Gillette Blvd
    San Antonio, TX 78224
    The following schedule and timelines apply to this RFQ. The following timelines are subject to change at the District’s
    discretion:
    Timeline
    Release RFQ
    Thursday December 3rd, 2020
    RFQ due
    Thursday December 17th, 2020 at 3:00 PM CST
    Evaluation period
    December 17th, 2020 February 12th, 2021
    Selection
    February 17th, 2021
    Each set of the proposal must be submitted in a binder. The original proposal must be labeled “ORIGINAL” and
    contain original signatures. The copies of the original must be labeled “COPY.” Response submission must be
    delivered in a sealed folder or container (i.e. envelope, box, or bin). If documents are submitted in an unsealed container
    or folder, the district is not responsible for any unsealed/unlabeled documents and materials. Each binder and any
    container for the binder(s) must be labeled on the outside with the Proposer’s name, address, the RFQ number and the
    RFQ name. Each USB drive must be labeled with the RFQ number and the vendor name.
    Proposals will be received at the above address until December 17th, 2020 at 3:00 P.M., CST. Proposals will remain
    sealed until the due date and time to avoid disclosure to competing proposals. Contents of proposals will remain
    confidential during the negotiations period, if applicable. Only the proposal number and the identity of the
    P r o p o s e r (s) submitting the proposal will be made available to the public before award of the RFQ. Proposals
    received after the Proposal due date and time will not be considered.
    Faxed proposals will not be accepted. Proposals must be submitted in sufficient time to be received and time-stamped at
    the above location on or before the proposal due date and time. SSAISD will not be responsible for proposals
    delivered late by the United States Postal Service, or any other delivery or courier services. All proposals and pricing must
    remain valid for one hundred twenty (120) days from the proposal due date pending acceptance by SSAISD’s Board
    of Trustees.
    The district will award this RFQ to one or more firms based upon the evaluation of all proposals received. Selection for
    the panel does not guarantee that a firm will receive work from the district. More details regarding the evaluation of
    proposals are included below.
    1
    CONTRACT TERM: The contract shall be valid for TWO (2) years from date of the Board of Trustees approval with the
    option to renew for ONE (1) additional one (1) year period if mutually agreeable by both parties. Should the District
    exercise any renewal option year(s), the District reserves the right to re-negotiate pricing for potential cost savings during
    subsequent renewal periods.
    The district will award this RFQ to one firm based upon the evaluation of all proposals received. More details regarding
    the evaluation of proposals are included below.
    Auditing requirements for Texas' public school districts are contained in the Texas Education Agency Financial
    Accountability System Resource Guide, which is the authoritative document, adopted by reference as a rule of the State
    Board of Education, through Title 19, Texas Administrative Code, Section 109.61.
    Chad P. Doucet
    Director of Purchasing
    2
    SUBMISSION FORM
    TO BE COMPLETED AND INCLUDED WITH YOUR PROPOSAL SUBMISSION
    (Company Name)
    ______________________________________________________________________________________________
    (Business Address)
    (Zip Code)
    The undersigned, having fully and carefully read and examined the Request for Qualifications (RFQ) Documents,
    Enclosures and Addenda, hereby submits to the South San Antonio Independent School District their qualifications
    proposal in accordance with the solicitation documents and addenda at the place, price and in a manner set out therein
    and certifies the following:
    a. Represents that to the best of its knowledge it is not indebted to the South San Antonio Independent School
    District. Indebtedness to the District shall be basis for the non-award and/or cancellation of any award.
    b. Certifies that no suspension or debarment is in place that would preclude receiving a federally funded contract.
    c. The undersigned affirms that they are duly authorized to execute this proposal, to fully comply with the terms and
    conditions of this Request for Qualifications, including all forms and attachments included herein, that this company,
    corporation, firm, partnership or individual has not prepared this Proposal in collusion with any other Bidder, and that the
    contents of this Proposal as to prices, terms or conditions of said Proposal have not been communicated by the
    undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official
    opening of this solicitation.
    Signatures: Signed and submitted by:
    __________________________________________
    (Signature of person authorized to sign this Proposal)
    ___________________________________________
    (Print name of person authorized to sign this Proposal)
    Email: ____________________________________________________
    Phone: ____________________________________________________
    Fax:_______________________________________________________
    An unsigned proposal shall be rejected.
    SECTION I
    3
    BACKGROUND INFORMATION
    Auditing requirements for Texas' public school districts are contained in the Texas Education Agency Financial
    Accountability System Resource Guide, which is the authoritative document, adopted by reference as a rule of the State
    Board of Education, through Title 19, Texas Administrative Code, Section 109.61.
    South San Antonio ISD has a student body of approximately 8,300 students in grades Pre-K through 12, on thirteen
    campuses. The school district participates in several federal programs including National School Lunch Program, ESEA
    Title I Part A - Improving Basic Programs, ESEA Title II Part A- Teacher and Principal Training and Recruiting, ESEA
    Title III Part A-English Language Acquisition & Enhancement, Individuals with Disabilities Act, Part B, and ESEA Title IV-
    Safe & Drug Free Schools. South San Antonio ISD does not have an internal audit division, but maintains a requisite
    system for internal controls as mandated by the state.
    Purpose of the Audit
    The purpose of the request for qualifications is to obtain the services of a public accounting firm for the annual audit,
    including the Single Audit on federal grants for the fiscal year 2020-2021. The organization-wide audit will encompass
    the basic financial statements with GASB 34 implementation including the Government Wide, Governmental Funds,
    Proprietary Fund, and Fiduciary Fund. The audit will also encompass combining statements and other schedules for
    South San Antonio ISD for the fiscal year ending August 31, 2021 and subsequent years so long as the agreement
    continues. The audit will include auditing GASB 34 entries. The audit is to be performed in accordance with generally
    accepted government auditing standards contained in the Texas Education Agency Financial Accountability System
    Resource Guide (FASRG).
    The financial statement audit is to determine whether (1) the financial statements present fairly the financial position,
    results of operations, and cash flows or changes in financial positions in accordance with generally accepted accounting
    principles, and (2) whether South San Antonio ISD has complied with laws and regulations for those transactions and
    events that may have a material effect on the financial statements. The financial related audit will also include determining
    whether (1) financial reports and related items are fairly presented, (2) financial information is presented in accordance
    with established or stated criteria, and (3) the school district has adhered to specific financial compliance requirements.
    As a part of the audit of the general purpose financial statements, the annual audit will also include obtaining an
    understanding of the school district's internal control and conveying any reportable conditions relating to the internal
    control systems coming to the attention of the auditors. To comply with Office of Management and Budget Circular A-
    133, a study and evaluation of internal control will include internal accounting and administrative controls for major federal
    financial assistance programs, in accordance with standards for risk assessment for major federal financial assistance.
    Any material weakness noted during the study and evaluation of internal accounting and administrative controls and
    other kinds of noncompliance and questioned costs will be reported in accordance with the Single Audit Act.
    As part of the audit of the general purpose financial statements, transactions and records pertaining to federal programs
    will be tested for material compliance with federal laws, rules and regulations, and all instances of noncompliance will be
    reported to the school district. The audit will include the performance of certain audit procedures for the purpose of
    reviewing the accuracy of fiscal information provided by the district through the Public Education Information Management
    System (PEIMS), as required by Section 44.008(b) of the Texas Education Code. The audit will include procedures
    applicable to compensatory education funds as required by Module 9 of the Financial Accountability System Resource
    Guide, if required. The proposer must demonstrate the capability to perform the annual audit in accordance with generally
    accepted government auditing standards and state board of education auditing rules. Public accounting firms that have
    performed annual audits for similar entities are encouraged to file a proposal.
    4
    SECTION II
    PROPOSAL FORMAT AND CONTENT
    NOTE: Proposers must use the following format (including the numbering system) and address the content of each
    section. Please provide one (1) original, one (1) copy and two (2) USB drives of the proposal. Electronic copy must be in
    a Microsoft Office format (i.e. Word, Excel) or a searchable PDF document.
    A) Cover Letter - All proposals in response to this request must meet the following conditions to be considered:
    a. Proposal must include a cover letter clearly stating the name of the firm and the name, address, and
    telephone number of the proposer's representative;
    b. Proposal must address each of the audit requirements as stated in this request for qualifications;
    B) Mandatory Criteria- Proposals will not be considered for further evaluation unless there is compliance with all of
    the following criteria. The proposer:
    a. Must be an independent auditor properly licensed for public practice.
    b. Must meet the independence standards of Government Auditing Standards, United States Government
    Accountability Office (GAO).
    c. Must have experience in the annual financial audit and the preparation of financial statements of
    governmental entities that meet the requirements of statements issued by the Governmental Accounting
    Standards Board.
    d. Must not have a record of substandard work.
    e. Must submit a proposal meeting all of the requirements of the Request for Qualifications.
    C) Technical Component - To describe clearly the public accounting firm's understanding of the work to be done,
    the proposer will:
    a. Provide a definition of the term "generally accepted government auditing standards" with clear distinctions
    between these standards and generally accepted auditing standards for nongovernmental engagements;
    b. Explain the proposer's approaches to performing an annual audit, including the methodology (statistical
    sampling, analytical procedures), nature, timing and extent of audit procedures to be performed;
    c. Describe how the approach to performing the audit would be affected if this were a multiyear contract;
    d. Make a statement concerning the independence of the proposer, including direct and indirect financial
    interest, and the relationship of the proposed audit team to employees of the district and any of the board
    members.
    D) Management Component - The proposer will furnish satisfactory evidence of capability to provide in a
    professional and timely manner the services stated in the request for qualifications. To meet this requirement:
    a. Provide the name of the external quality control review organization of which the proposer is a member and
    the proposer's length of membership. Also, state the review organization's planned frequency of peer
    reviews;
    b. State whether the firm has received a peer review and whether in the most recent review an unqualified
    report was issued;
    c. State whether the proposer is a national, regional or local public accounting firm;
    d. Provide evidence that the proposer has experience in performing school district/government audits. List
    current and past audit clients along with the names and telephone numbers of contact persons and number
    of years audit services were provided. State the average daily attendance of the public schools on the list;
    e. State whether the proposer is currently under the terms of a public or private reprimand by the Texas State
    Board of Public Accountancy and/or licensing boards of other states;
    f. State the size and structure of the firm, including audit staff positions.
    g. Describe the proposed audit team, in terms of job positions in the firm.
    h. List the names of staff member(s) who will direct the overall audit throughout the duration of the
    engagement as well as those staff members who will be responsible for planning, directing, and conducting
    5

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