Services for the Examination of Annual Financial Statements

Agency: El Dorado County
State: California
Type of Government: State & Local
NAICS Category:
  • 541219 - Other Accounting Services
  • 541611 - Administrative Management and General Management Consulting Services
Posted Date: Mar 8, 2019
Due Date: Mar 29, 2019
Solicitation No: 19-961-058
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Due Date:
New Date:
Issued: 3/8/2019

Contact: Matthew Potter
E-Mail

19-961-058
Services for the Examination of Annual Financial Statements





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COUNTY OF EL DORADO
Procurement & Contracts
ATTN: Purchasing Agent
360 Fair Lane
Placerville, CA 95667
REQUEST FOR PROPOSAL #19-961-058
DUE: 3:00 p.m. March 29, 2019
Sealed Proposals must be clearly marked on
the outside of the package with:
“RFP #19-961-058 MAILROOM DO NOT OPEN
SERVICES FOR THE EXAMINATION OF ANNUAL FINANCIAL STATEMENTS
The County of El Dorado County Chief Administrative Office, through its Office of Procurement and
Contracts (also referred to as “County”), is soliciting proposals from qualified firms to provide
independent audit services.
This Request for Proposal (RFP) defines the scope of services and outlines the requirements that
must be met by Proposers interested in providing such services. Proposers shall carefully examine
the entire RFP and any addenda thereto, and all related materials and data referenced in the RFP or
otherwise available, and shall become fully aware of the nature and the conditions to be encountered
in performing the service.
Table of Contents
1. INTRODUCTION
2
2. BACKGROUND
2
3. SCOPE OF SERVICES
3
4. OTHER REQUIREMENTS
6
5. COUNTY SUPPORT AND ASSISTANCE
7
6. TENTATIVE SCHEDULE
7
7. PROPOSAL CONTENT AND FORMAT
8
8. PROPOSERS QUESTIONS
11
9. PROPOSAL SUBMITTAL
12
10. PROPOSAL EVALUATION
12
11. AWARD
13
12. COUNTY’S RIGHTS
14
13. PUBLIC RECORDS ACT
14
14 VALID OFFER
14
15. WEB SITE REQUIREMENTS
14
16. BUSINESS LICENSE REQUIREMENT
15
17. PUBLIC AGENCY
15
ATTACHMENT A SAMPLE AGREEMENT
16
COUNTY OF EL DORADO
Procurement and Contracts
Page 2
REQUEST FOR PROPOSAL: #19-961-058
Notice to Proposers
The Procurement and Contracts Division does not mail out hard copy letters advising
participating Proposers of RFP results. For RFP results, please visit our website at:
http://edcapps.edcgov.us/contracts/bidresults.asp
1. INTRODUCTION: El Dorado County is located in Northern California and is bordered by
Sacramento, Placer, Amador and Alpine counties in California; and Douglas County, Nevada.
The two incorporated cities in El Dorado County are Placerville and South Lake Tahoe. In the
2010 census, El Dorado County's population was determined to be 181,058.
County operates under a charter and is governed by an elected five-member Board of
Supervisors (Board). A County Chief Administrative Officer is appointed by, and reports to, the
Board. Organizational units of the County are under the direction of elected officials or
appointed department/agency heads.
2. BACKGROUND:
A. County seeks proposals from qualified firms to provide independent audit services. It is
anticipated that County will enter into a contract with a single firm for all of the services
described herein. The resulting contract will be effective for a 3-year period of
approximately May 2019 through April 2022 and may be renewed at the discretion of the
County for two (2) additional one-year periods.
B. Accounting records for County are maintained and prepared by the Auditor-Controller’s
Office. The County maintains fifty-nine individual governmental funds comprised of three
hundred twenty-five sub-funds, one enterprise fund comprised of four sub-funds, two
internal service funds comprised of six sub-funds, twenty-one agency funds comprised of
one hundred sixty-four sub-funds, and one hundred nine investment trust funds
comprised of four hundred seven sub-funds. County reported three individual major
funds, as defined in Governmental Accounting Standards Board (GASB) Statement No.
34, Basic Financial Statements – and Management’s Discussion and Analysis – for State
and Local Governments, for the fiscal year ended June 30, 2017. A copy of the County’s
current year Adopted Budget is available at the Auditor-Controller’s website at:
http://www.edcgov.us/Auditor-Controller/Budgets/Current_Year_County_Budget.aspx
Prior year reports for all other engagements will be provided upon request.
C. County adheres to the accounting principles, standards, and procedures prescribed by
the State Controller’s Office as set forth in its manual Accounting Standards and
Procedures for Counties, which conforms to Generally Accepted Accounting Principles
(GAAP).
COUNTY OF EL DORADO
Procurement and Contracts
Page 3
REQUEST FOR PROPOSAL: #19-961-058
D. County currently uses MUNIS by Tyler Technologies as its financial reporting system.
Other computer applications used by the County include Kronos (payroll processing),
Megabyte Property Tax System (property tax assessment system), and SymPro
(investment record maintenance).
3. SCOPE OF SERVICES: includes, but may not be limited to:
A. The successful proposer (“Contractor”) shall perform all audits in accordance with the
applicable standards, which include the following:
Generally accepted auditing standards as set forth by the American Institute of
Certified Public Accountants;
Standards applicable to financial audits contained in Government Auditing
Standards, issued by the Comptroller General of the United States;
The provisions of the Single Audit Act Amendments of 1996; and
OMB Circular A-133, Audits of States, Local Governments and Not-for-Profit
Organizations.
B. Contractor shall perform the following audit services and issue all required reports for
the following:
1. Express an opinion on the fair presentation of County’s basic financial
statements, including the combining and individual fund financial statements, in
accordance with accounting standards generally accepted in the United States of
America (GAAP) for the fiscal years ending June 30, 2019, 2020, and 2021, at
the discretion of the County.
The funds included in the audit of County’s basic financial statements consist of
the following:
General Fund
Special Revenue Funds
Debt Service Fund
Capital Projects Funds
Proprietary Funds (internal service and enterprise funds)
Trust and Agency Funds
Contractor shall provide an independent auditor’s report on the County’s basic
financial statements, including an “in-relation-to” opinion on the combining and
individual fund financial statements and schedules that are presented as part of
the County’s basic financial statements.
2. In conjunction with County’s audit of the basic financial statements, perform a
Single Audit and issue reports on County’s federal award programs in
accordance with the Single Audit Act Amendments of 1996 and OMB Circular A-
COUNTY OF EL DORADO
Procurement and Contracts
Page 4
REQUEST FOR PROPOSAL: #19-961-058
133. For the fiscal year ended June 30, 2019, County is estimating 4-6 major
programs. In addition, supplemental schedules will be prepared for the following
State grant programs: Office of Emergency Services and Board of State and
Community Corrections. A program specific grant audit report will be prepared
for California Department of Community Services and Development.
Contractor shall complete the online Data Collection Form (Form) and transmit
the completed Form electronically to the Federal Audit Clearinghouse. The
Contractor will also coordinate with County for County’s electronic submission
and certification to the Federal Audit Clearinghouse.
Contractor shall also perform agreed-upon procedures associated with the
Financial Data Schedule (FDS) for Public Housing Authorities as required by the
U.S. Department of Housing and Urban Development.
Contractor shall also submit County’s financial report, the management report,
and the single audit report to the State Controller’s Office for the purpose of
completing the required submission to that agency.
As part of the Single Audit of the County’s federal award program requirements,
Contractor shall prepare the following reports:
Independent auditor’s report on internal control over financial reporting and on
compliance and other matters based on an audit of financial statements in
accordance with Government Auditing Standards.
Independent auditor’s report on compliance with requirements applicable to
each major program, internal control over compliance and the schedule of
expenditures of federal awards in accordance with OMB Circular A-133.
3. Perform a review of the County’s Annual Appropriations Limit calculation as
prescribed by Article XIII-B of the California Constitution (Proposition 111). This
article requires that the annual calculation of the limit be reviewed as part of the
annual financial audit. The agreed-upon procedures to be performed shall
include the following:
a. Determine that the annual appropriations limit was calculated in accordance
with guidelines provided by the California County Accounting Standards and
Procedures Committee and Article XIII-B; and
b. Determine that the annual appropriations limit was adopted by resolution of
the County Board of Supervisors.
Contractor shall provide an independent accountant’s report on applying agreed-
upon procedures related to the County’s calculation of its annual appropriations
limit (and County’s dependent special districts) in accordance with Article XIII-B
of the California Constitution.
COUNTY OF EL DORADO
Procurement and Contracts
Page 5
REQUEST FOR PROPOSAL: #19-961-058
4. Perform an independent audit to determine County Treasury’s compliance with
investment requirements in conformity with Article 1 (commencing with Section
27000.5) and Article 6 (commencing with Section 27130), of Chapter 5, Division
2, Title 3 of the California Government Code and with the El Dorado County
Statement of Investment Policy as approved by the Board of Supervisors.
Contractor shall prepare a standard Independent Treasurer’s assertion that the
investment requirements of California Government Code Article 1 (commencing
with Section 27000.5), Article 6, (commencing with Section 27130), and the El
Dorado County Investment Policy have been complied with, for the funds on
deposit in the El Dorado County Treasury for the year ending June 30, 2019.
5. Prepare a management letter in accordance with SAS No. 114, which shall
include any findings and recommendations regarding internal controls, including
significant deficiencies and/or material weaknesses. A significant deficiency is a
control deficiency, or combination of deficiencies, that adversely affects County’s
ability to initiate, authorize, record, process, or report financial data reliably in
accordance with generally accepted accounting principles such that there is more
than a remote likelihood that a misstatement of County’s financial statements that
is more than inconsequential will not be prevented or detected. A material
weakness is a significant deficiency, or a combination of significant deficiencies,
that results in more than a remote likelihood that a material misstatement of the
financial statements will not be prevented or detected. Management letters shall
be addressed to County Chief Administrative Officer.
C. Immediately upon execution of a contract, Contractor shall begin preliminary audit work
for the audit of the fiscal year ending June 30, 2019. Thereafter, the audit schedule will
be determined by Contractor and the Auditor-Controller’s Office. County anticipates
that unadjusted trial balances for the fiscal year ending June 30, 2019 will be available
September 1, 2019. The first draft of County’s fund financial statements will be
completed by November 15, 2019.
D. Contractor must provide annual entrance conferences, progress reporting, and exit
conferences. Scheduled meetings will be determined after the awarding of the contract.
Entrance Conferences shall be scheduled with County Auditor-Controller, County Chief
Administrative Officer, as well as all key finance department personnel and department
heads. The purpose of entrance conferences shall be to discuss prior audit problems
and the interim work to be performed. These meetings will also be used to establish
overall liaison(s) for the audit(s) and to make arrangements for workspace and other
needs of Contractor.
E. Contractor shall provide written regular status updates jointly to the Auditor-Controller and
Chief Administrative Officer during the audit fieldwork period, summarizing the progress of
the audit. Any significant concerns and/or delays in obtaining information that require
management attention or recommendations for immediate corrective action by
departments shall be communicated by Contractor in the bi-weekly status reports.

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