DALLAS Audit RFP
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DALLAS SCHOOL DISTRICT REQUEST FOR PROPOSALS FOR PROFESSIONAL AUDITING SERVICES March 22, 2010 111 SW Ash St., Dallas, OR 97338 1 DALLAS SCHOOL DISTRICT REQUEST FOR PROPOSALS TABLE OF CONTENTS 1. Introduction 2. Nature of Services Required 3. Description of the Government 4. Time Requirements 5. Assistance to be Provided to the Auditor 6. Proposal Requirements 7. Evaluation Procedures 8. Attachment: • Financial Statements for the Fiscal Year Ended, June 30, 2009 2 DALLAS SCHOOL DISTRICT AUDITING SERVICES REQUEST FOR PROPOSALS 1. INTRODUCTION A. General Information The Dallas School District (“District”) is requesting proposals from qualified firms of certified public accountants to conduct a financial audit for the fiscal year ending June 30, 2010, with the option of conducting additional annual audits for each of the four subsequent fiscal years. These audits are to be performed in accordance with generally accepted auditing standards, the standards set forth for financial audits in the U.S Government Accountability Office's (GAO) Government Auditing Standards (1994), the provisions of the federal Single Audit Act of 1984 (as amended in 1996) and U.S. Office of Management and Budget (OMB) Circular A-133, Audits of States, ...
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1
DALLAS SCHOOL DISTRICT
REQUEST FOR PROPOSALS
FOR
PROFESSIONAL AUDITING SERVICES
March 22, 2010
111 SW Ash St., Dallas, OR
97338
2
DALLAS SCHOOL DISTRICT
REQUEST FOR PROPOSALS
TABLE OF CONTENTS
1.
Introduction
2.
Nature of Services Required
3.
Description of the Government
4.
Time Requirements
5.
Assistance to be Provided to the Auditor
6.
Proposal Requirements
7. Evaluation Procedures
8. Attachment:
•
Financial Statements for the Fiscal Year Ended, June 30, 2009
3
DALLAS SCHOOL DISTRICT
AUDITING SERVICES
REQUEST FOR PROPOSALS
1.
INTRODUCTION
A.
General Information
The Dallas School District (“District”) is requesting proposals from qualified firms
of certified public accountants to conduct a financial audit for the fiscal year ending
June 30, 2010, with the option of conducting additional annual audits for each of the
four subsequent fiscal years.
These audits are to be performed in accordance with
generally accepted auditing standards, the standards set forth for financial audits in
the U.S Government Accountability Office's (GAO)
Government Auditing Standards
(1994), the provisions of the federal Single Audit Act of 1984 (as amended in 1996)
and U.S. Office of Management and Budget (OMB) Circular A-133,
Audits of States,
Local Governments, and Non-Profit Organizations
.
To be considered,
ONE ORIGINAL AND SIX
copies of a proposal must be
received by Tami Montague, Director of Finance, at 111 SW Ash St., Dallas, OR,
97338 by
1 p.m.
on April 20, 2010
.
The District reserves the right to reject any or
all proposals submitted.
All questions and correspondence regarding the RFP should be directed to:
Tami Montague, Business Manager
111 SW Ash St,
Dallas, OR
97338
E-mail:
tami.montague@dallas.k12.or.us
Phone:
503-623-5594
Fax:
503-623-5597
Proposals submitted will be evaluated by the Audit Subcommittee of the District,
consisting of two school board members, the Superintendent, the Business Manger
and selected members of the Business Office staff.
During the evaluation process, the District reserves the right to request additional
information or clarifications from proposers.
At the discretion of the District firms
submitting proposals may be requested to make oral presentations as part of the
evaluation process.
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The District reserves the right to retain all proposals submitted and to use any ideas
in a proposal regardless of whether that proposal is selected.
Submission of a
proposal indicates acceptance by the firm of the conditions contained in this request
for proposals, unless clearly and specifically noted in the proposal submitted and
confirmed in the contract between the District and the firm selected.
It is anticipated the selection of a firm will be completed by April 26, 2010.
Following the notification of the selected firm it is expected a contract will be
executed between both parties by May 31, 2010.
B.
Term of Engagement
A five-year contract is contemplated, subject to the annual review and
recommendation of the District, the satisfactory negotiation of terms (including a
price acceptable to both the District and the selected firm), and the annual
availability of an appropriation.
2.
Nature of Services Required
A.
General
The District is soliciting the services of qualified firms of certified public
accountants to conduct a financial audit for the fiscal year ending June 30, 2010, with
the option to conduct additional annual audits for each of the four subsequent fiscal
years. These audits are to be performed in accordance with the provisions contained
in this request for proposals.
B.
Scope of Work to be Performed
Prepare year-end audit report that will include:
•
Government-wide financial statements;
•
Fund financial statements;
•
Notes to financial statements;
•
Other financial schedules, including “Supplementary Information” consisting
of combining and individual fund financial statements; as well as budgetary
comparison fund schedules;
•
Oregon Department of Education Form 581-3211-C;
•
Oregon Department of Education Audit Expenditure Summaries; and,
•
Student Body
Financial Statements;
•
Other schedules as needed.
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A summary of findings may be required for presentation to the Board.
Reports must state the scope of the examination and that the audit was performed in
accordance with generally accepted auditing standards and must include an opinion
regarding whether the financial statements conform to generally accepted accounting
principles.
The annual financial audit must include a separate section addressing Oregon
Administrative Rules 162-10-50 – 162-10-320 of the Minimum Standards for Audits
of Oregon Municipal Corporations as prescribed by the Secretary of State.
The
auditor must disclose any instances of noncompliance with laws and/or regulations
(Audit Comments and Disclosures) besides the required statements and schedules.
The District also requires a separate opinion for the Audit of Federal Grant
Compliance as required by the Single Audit Act of 1984 and OMB Circular A-133.
The following requirements are mandatory:
•
Schedule of Expenditures of Federal Awards;
•
Internal Accounting Control Opinions in accordance with Government
Auditing Standards and OMB Circular A-133; and,
•
Administrative Findings and Questioned Costs.
Findings of ineligible expenditures must be presented in enough detail for
management to be able to understand and act upon the auditor’s recommendations.
The District will require at least twenty-five (25) bound copies of the audit report and
one electronic copy, with the allowance for additional copies to be printed later if
needed.
Irregularities and illegal acts.
Auditors shall be required to make an immediate,
written report of all irregularities and illegal acts or indications of illegal acts of
which they become aware to the Superintendent and Chairman of the School Board.
Reporting to the Audit Subcommittee.
Auditors shall assure themselves that the
District's Audit Subcommittee is informed of each of the following:
1.
The auditor's responsibility under generally accepted auditing standards
2.
Significant changes to accounting policy
3.
Significant audit adjustments
4.
Auditor’s judgments about the quality of the District’s internal control
practices.
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5.
Disagreements with management
6.
Management consultation with other accountants
7.
Major issues discussed with management prior
8.
Difficulties encountered in performing the audit
A Management Letter is to be issued to the Business Manager every year.
All
findings will be reviewed with the District Audit Subcommittee.
If comments are
significant, a written report will be issued to the Board and Superintendent.
The
auditor will submit a draft of the Management Letter to the Business Manager prior
to its final publication.
C.
Working Paper Retention and Access to Working Papers
All working papers and reports must be retained, at the auditor's expense, for a
minimum of three (3) years, unless the firm is notified in writing by the District of
the need to extend the retention period.
The auditor will be required to make
working papers available, upon request, to the District or any Federal or State
auditing agency.
In addition, the firm shall respond to the reasonable inquiries of successor auditors
and allow successor auditors to review working papers relating to matters of
continuing accounting significance.
3.
DESCRIPTION OF THE GOVERNMENT
A.
Contact Information
The auditor's principal contact with the District will be Tami Montague, Business
Manager or a designated representative, who will coordinate the assistance to be
provided by the District to the auditor.
The business office includes the Business Manager, Assistant Business Manager,
Payroll Clerk and Accounts Payable Clerk.
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B.
Background Information
Dallas School District No. 2, located in Dallas, Oregon in the mid-Willamette
Valley, serves over 3200 students in kindergarten through grade 12.
The District has
3 elementary schools, (two serve grades K-3 and one serves grades 4-5), one middle
school (grades 6-8), one high school (grades 9-12), an alternative school (serves
students grades 11-12), and one component unit charter school (serves students
grades K-8).
The District operates on a fiscal year beginning on July 1st and ending on June 30
th
.
The District has a total payroll of approximately $12.75 million covering
approximately 350 employees. The accounting and financial reporting functions of
the District are centralized.
More information about our district can be found at
www.dallas.k12.or.us
.
C.
Accounting System
Revenues and expenditures attributable to governmental fund types (General Fund,
Special Revenue Funds, Debt Service Funds and Capital Project Funds) are
accounted for on a modified accrual basis of accounting, under which revenues are
recorded at the time they become susceptible to accrual (measurable and available to
finance expenditures of the current period).
Expenditures are recorded as liabilities
as they are incurred.
Student Body Funds are maintained at six school sites and are
accounted for on a cash basis of accounting.
The District is required by State of Oregon law to adopt an annual budget for all
funds subject to the requirements of “Local Budget Law” as addressed in Oregon
Revised Statutes 294.305 through 294.520, inclusive.
The budget for each individual
fund is a plan for the financial operations to be conducted during the coming fiscal
year and is adopted annually, prior to July 1, by the School Board of Directors.
After
adoption, the budget may be revised periodically through procedures in accordance
with State statute and Board Policy.
All financial accounting records and functions are computerized.
The District
utilizes services through Sungard Pentamation, Finance Plus which is hosted and
supported by Willamette ESD.
School Books Web distributed by Active Network is
used by schools to account for Student Body Funds.
D.
Fund Structure
The District uses the following fund types and account groups in its financial
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reporting:
Number of
Number With
Individual
Legally Adopted
Fund Type
Funds
Annual Budgets
General fund
1
1
Special revenue funds
23
3
Debt service funds
2
2
Capital projects funds
1
1
Student Body funds
6
1
4.
TIME REQUIREMENTS
The following is the typical timetable, which must be maintained except for any unforeseen
circumstances beyond the auditors’ or clients’ control or mutually agreed upon changes:
•
Pre-Audit Conference
May
•
Engagement Letter and Annual Contract
May
•
Field Work
Begin last week of September
•
First Draft of Report
Third week of November
•
Final Draft Review
First week of December
•
Final Report Delivered
Second week of December
•
Presentation to District’s Audit Subcommittee
Second week of January
The auditor shall be available to meet with elected or appointed District officials at their
request to discuss the audit or related financial matters.
No extended service is to be performed beyond the contract unless authorized in the contract
agreement or by amendment to the agreement.
The Business Manager must approve
additional time and billings due to a change in scope or unforeseen circumstances.
5.
ASSISTANCE TO BE PROVIDED TO THE AUDITOR
The District will render all possible assistance to the selected auditing firm and will respond
promptly to all requests for information and provide all necessary books and records for the
audit engagement.
The Business Manager and Assistant Business Manager will close and
balance all accounts and submit appropriate detailed trial balances, supporting schedules,
and supporting documentation to the auditor on a timely basis.
The District will provide adequate physical facilities needed for the engagement.
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6.
PROPOSAL REQUIREMENTS
A.
Letter of Transmittal (Limit to one or two pages.)
1)
Briefly state the proposer’s understanding of the work to be done and ability to
perform the work within the stated time period.
2)
State the name of the persons who will be authorized to make representations for the
proposer, their titles, addressed, and telephone numbers.
3)
State that the person signing the letter will be authorized to bind the proposer.
B.
Profile of the Proposer (Please answer in order)
1)
An affirmative statement should be included that the firm and all assigned key
professional staff are properly licensed to practice in Oregon.
2)
Affirm that proposer meets standards of independence to audit Dallas School District
No. 2.
3)
Indicate the address of your home office.
4)
Describe range of activities performed by the local office such as auditing,
accounting, tax service, or management services.
C.
Firm Qualifications and Experience
1)
The Proposer should state the size of the firm, the size of the firm’s governmental
audit staff, the location of the office from which the work on this engagement is to
be performed and the number and nature of the professional staff to be employed in
the engagement on a full-time basis and the number and nature of the staff to be so
employed on a part-time basis.
2)
The Proposer shall identify all School District or similar governmental audit
engagements performed in the last five years.
3)
The Proposer is also required to submit a copy of the report on its most recent
external quality control review, with a statement whether that quality control review
included a review of specific government engagements.
4)
The Proposer shall also provide information on the results of any federal or state
desk reviews or field reviews of its audits during the past three (3) years.
In
addition, the firm shall provide information on the circumstances and status of any
disciplinary action taken or pending against the firm during the past three (3) years
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with state regulatory bodies or professional organizations.
D.
Staff Qualifications and Experience
1)
Identify the partners, managers, seniors, specialists, and other key staff persons from
(a) the local office and (b) from any other offices of your firm who would be assigned
to the District’s audit engagement.
Describe their roles and provide a brief
description of their professional experience, including their experience in
governmental auditing.
If more convenient, resumes may be included in an
appendix appropriately cross-referenced here.
E.
Firm’s Approach to the Examination
1)
Describe how your firm would approach the District’s engagement.
Outline a work
plan for the District and related time schedule for each significant segment of the
work.
2)
Please provide any additional information about your firm’s audit approach that you
feel would be beneficial to us.
F.
Audit Fee
1)
State a separate and total fee for each financial audit for each of the next five fiscal
years starting with the year ended June 30, 2010.
The fee should include all out-of-
pocket costs.
a)
District Audit and Report Preparation
b)
Student Activity Funds
c)
Total Annual Audit Fees
2)
Provide a current fee schedule by each type of employee for additional services.
3)
Please provide any additional information about your firm’s proposed charges for this
engagement.
G.
Additional Data
Since the preceding sections are to contain only data that is specifically requested, only
additional information considered essential to the proposal should be included in this section.
The proposer’s general information publications are not deemed to be essential
and should not be included.
You may use this section to address those aspects of your
auditing services, which distinguishes your firm from other firms.
If there is no additional
information to present, state “There is no additional information we wish to present.”
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7.
EVALUATION PROCEDURES
A.
Evaluation Standards
Written proposals will be evaluated on the basis of the following criteria:
Total Points Available -- 100.
a)
Understanding of Engagement & Approach to Examination – 10 Points Max
•
Demonstration of full understanding of the work to be performed.
•
Description of audit approach.
•
Estimation of number of hours to be devoted to engagement.
•
Work plan and schedule.
b)
Experience with School District Engagements – 30 Points Max
•
Firm’s School District and related government auditing experience and
expertise.
•
Local offices with related auditing experience and expertise.
c)
Staffing:
Size, Training and Experience – 30 Points Max
•
Governmental auditing experience and expertise of audit team proposed
for the Districts’ audit.
•
Firm’s and local office’s ability to provide services to the District.
d)
Audit Fee – 30 Points Max
•
Proposed fees for each of the five fiscal years.
Further evaluation of some or all proposals may be requested.
Firms may be invited to
give oral presentations and respond to questions.
