Annual Financial Audit Request for ProposalsCITY OF KALISPELL
REQUEST FOR PROPOSALS (RFPs)
FOR
ANNUAL INDEPENDENT FINANCIAL AUDIT
INFORMATION AND INSTRUCTIONS TO SUBMITTERS
I - GENERAL INFORMATION
1.1 Pursuant to the authority granted to it under MCA Title 7, Chapter S, Part 43, the City of
Kalispell is soliciting proposals for the annual independent audit of the City's financial records.
1.2 The proposal must be sealed and titled "Proposal of Independent Financial Audit" and
must be received by the City Clerk at 201 First Avenue East, Kalispell, Montana, no later than
5:00 PM local time on February 20 2020.
1.3 General questions pertaining to the Request for Proposal should be directed to the City
Clerk at (406) 758-7756 or cityclerkkkalispell. com.
1.4 One (1) original plus three (3) copies of sealed proposals are required, not to be opened until
after the final submission date and hour noted above.
1.5 To be eligible to qualify as external auditor, the following minimum requirements must be
met:
a. The firm of certified public accountants must be of widely recognized ability and
standing, and licensed to practice in Montana.
b. The CPA firm must be a member of the American Institute of Certified Public
Accountants and must adhere to the AICPA professional standards of audit practices and
conduct.
C. The firm must have audited similar governmental units and must have the capability of
assisting the City in retaining its Certificate of Achievement for Excellence in Financial
Reporting awarded by the Government Finance Officers' Association.
d. The audit examination shall result in financial statements prepared in conformity with
generally accepted accounting principles for local governments. The resulting financial
statements will conform to all applicable GASB Statements, including GASB Statement
934.
e. The firm must include a statement of the all-inclusive fee for which the work will be
done for fiscal years 2020, 2021, and 2022 (separate costs for each year). A statement of the
estimated total number of hours required for each year for audit staff is also required.
f. The CPA firm must demonstrate that it satisfies the Government Auditing Standards
educational requirements issued by the GAO.
g. The auditor must demonstrate compliance with the CPE requirements for auditing and
governmental accounting.
1.6 The Auditor Selection Committee will schedule oral presentations by selected firms if
deemed necessary.
Audit RFP - Page 1
1.7 The auditor's report will be submitted to the City by the third Monday in December, after the
close of the audited fiscal year. The audit work can commence by the successful audit firm at any
time after the contract is awarded.
1.8 The audit contract will be between the audit firm, the City, and the Department of
Commerce. A copy of the latest standard audit contract is attached. (See ATTACHMENT 1)
Auditors should be fully aware of any changes contemplated by the Commerce Department.
Auditors must also comply with the terms of this RFP.
1.9 The City of Kalispell reserves the right to reject any or all Proposals, to waive any
informality or irregularity in any Proposal received, and to be the sole judge of the merits of the
respective Proposals received.
2 - SCOPE OF WORK
2.1 Periods to be Audited:
July 1, 2019 through June 30, 2020 - Fiscal Year 2020
July 1, 2020 through June 30, 2021 - Fiscal Year 2021
July 1, 2021 through June 30, 2022 - Fiscal Year 2022
The City reserves the right to negotiate with the successful proposer for two subsequent
fiscal years to be audited.
2.2 Standards and Guidelines - The audit shall be conducted in accordance with:
a. Generally Accepted Auditing Standards (GAAS).
b. Government Auditing Standards issued by the Comptroller General of the US 2003
Revision (GAO Standards).
C. AICPA Audit &Accounting Guide -Audits of State and Local Governmental Units
(ASLGU).
2.3 Audit Review - The audit should not be limited to a specific review of the financial
transactions and statements of the City. It should include an overall review of the City's financial
and accounting systems and procedures.
2.4 Specified "Deliverable" - The "deliverables" required for this audit shall be provided within
the time frame specified in Section 1.7. They are listed below.
a. All certifications and audit reports required by the Federal government for Federal
monies the City has received.
b. All certifications and audit reports required by the State for compliance with State
Law regarding the financial reporting of municipalities; including the report on compliance
with building inspection codes as prescribed by Montana statute.
2.5 The auditors shall familiarize themselves with and comply with the provisions of any and all
Federal, State and City orders, statutes, ordinances, bond covenants, and administrative rules and
regulations which may pertain to the work required in the engagement.
Audit RFP - Page 2
2.6 Audit Conferences:
a. The CPA firm will have an entrance conference with the Finance Director.
b. The CPA firm will meet with the Finance Director & City Manager for the purpose of
reviewing its audit findings and recommendations prior to the issuance of management
letters, certifications, or reports
C. The CPA firm will present the final reports to the Finance Director, City Manager, and
if requested, the City Council.
2.7 The CPA firm shall develop a time schedule and procedures to be observed during the audit
and prior to the beginning of each audit. The schedule and procedures will be developed in
conjunction with the City and shall be subject to approval by the City. The schedule will be
approved prior to the audit work commencing. The City's goal is to complete a preliminary close
of its accounting system by the 1 st week of September. Other than interim audit work and
confirmations, the auditors should not expect to perform general field work prior to this date.
2.8 The audit will meet the requirements of the Single Audit Act of 1984 (31 U.S.C. 7501-
7507), as amended by the Single Audit Act Amendments of 1996 (P.L. 104-156) and the Federal
Office of Management and Budget's (OMB) Circular A-133, when applicable.
3 — CITY RESPONSIBILITIES
3.1. The City will provide:
a. Draft Financial Statements.
b. Such City-wide schedules as necessary.
C. Bank reconciliations, vouchers in support of accounts payable, such checks, etc. as
needed to examination.
d. Access to all files and records of the City departments.
e. A City staff member to assist in the audit.
3.2 The City will prepare the entire CAFR, including preparation of the government -wide and
fund level statements, the combining and combined financial statements, notes to the financial
statements, and schedule of Federal Financial Assistance.
3.3 City staff will not prepare auditor work papers or data entry.
4 — AUDITOR RESPONSIBLITIES
4.1 The auditors will:
a. Submit a draft copy of the financial statements to the City at least 2 weeks prior to the
final report date to enable City officials to review the financial statements for possible
changes.
b. In addition to the auditors' normal internal control review procedures, the auditors will
perform an in-depth review of the City's internal control procedures and internal audits of
one area each year as selected by the City.
Audit RFP - Page 3
C. Provide the City with two (2) written copies of the final audit reports and a CD. This
does not include copies that the auditors must submit to the state.
4.2 If there is a substantial change in the firms audit staff (i.e. audit manager, managing audit
partner, etc.) prior to or during the audit, the City reserves the right to void the contract.
5 - COMPENSATION
Estimate the total hours and the resulting all-inclusive maximum fee for the requested work,
separately stated for fiscal years 2020, 2021, and 2022. An appendix stating the hourly rates to be
charged for each staff classification is required. The auditor will not be reimbursed for any travel,
per diem, photo copying, telephone bills, or other related expenses of the audit unless incurred at the
specific request of the City.
6 - PROPOSAL SELECTION CRITERIA
The Proposal will be selected through the following selection process. Firms interested in
providing the above described scope of services to the City of Kalispell must submit a Proposal
that addresses the following evaluation criteria. Applicants are encouraged to organize their
submissions in such a way as to follow the general evaluation criteria listed below. Information
included within the RFP may be used to evaluate your firm as part of any criteria regardless of
where that information is found within the RFP. Information obtained from the RFP and from
any other relevant source may be used in the evaluation and selection process.
6.1 Cover Letter (1-page) containing at a minimum: company name, contact name, address,
telephone number, and email address.
6.2 Qualifications Criteria:
6.2.1 General Information
a. Description of company.
b. Legal company organization; organization chart with names.
6.2.2 Relevant Company Experience
a. Applicant's overall reputation, service capabilities, and quality as it relates
to this Proposal.
b. Referrals and references from other municipalities or local governments.
C. List and describe any litigation; arbitration; claims filed by your firm against
any other jurisdiction as a result of a contract dispute; any contract or negligence
claims filed against your company; premature termination from a services
agreement.
d. Applicant's capacity and intent to proceed without delay if selected.
Audit RFP - Page 4
6.2.3 Company Qualifications
The auditors must demonstrate compliance with the continuing professional education
requirements and the external quality control review requirements as set out in
Government Auditing Standards as established by the Comptroller General of the United
States.
a. State whether the firm is local, regional, or national.
b. Give the location of the office from which the work is to be done and the
number of partners, managers, supervisors, seniors, and other professional staff
employed at that office.
C. Describe the range of activities performed by the local office such as audit and
accounting, tax, and/or management advisory services.
d. Briefly describe certifications and licensure held by the company in the state
of Montana.
e. Identify the partners, managers and supervisors who will work on the audit.
Resumes for each supervisory person to be assigned to the audit should be included.
The resumes may be included as an appendix.
f. Describe local office auditing experience similar to the type of audit requested
and give the names and telephone numbers of client officials who can be contacted
as references.
6.2.4 Contract Understanding and Approach
a. Describe your understanding of the scope of work and the particular
expertise your company has in this area of work.
b. Identify and discuss any potential difficult issues your company may face in
providing services within Flathead County.
C. Identify and discuss methods to mitigate these difficulties.
6.2.5 Approach to Contract Management
a. Describe your company's approach in initiating and establishing the service
that meet the needs and requirements of the City.
b. Describe systems used for planning, scheduling, estimating and managing
manpower requirements.
C. Describe the firm's experience in maintaining training and certifications of
personnel.
6.2.6 Proposal for Audit
a. Provide a work schedule with beginning and ending times that meet the
scope criteria.
b. Provide a full schedule of proposed work methods that meet the scope
criteria.
C. Provide a full schedule of costs for each component of the work scope.
Audit RFP - Page 5
6.2.7 other Factors
a. Current contracts and ability to proceed promptly.
b. Willingness to abide by the City's needs and requirements with few or no
objections or changes.
C. Relevant factors impacting the quality and value of service.
7 — EVALiATION OF PROPOSALS
Proposals will be evaluated using a predetermined method to ascertain which proposer best meets
the needs of the City. In some circumstances, proposals may be so similar in quality that oral
interviews may have to be arranged to assist in making the final selection. Evaluation
considerations will include the following.
7.1 Qualifications of the Firm:
a. Relevant auditing experience (governmental), including experience in the
implementation of GASB Statement 434.
b. Reputation of firm (based on references).
C. Qualifications of personnel to be assigned (experience, training, communicative
skills.)
7.2. Technical Approach:
a. Ability to meet or exceed performance expectations.
b. Ability to communicate audit plans in an organized, clear, and convincing manner.
7.3 Fees:
a. Estimated cost as compared with other bids.
7.4 A three -member Auditor Selection Committee will evaluate each Proposal according to
the above criteria and may select up to three finalists that will be Short Listed for the contract. If
interviews are determined to be desirable, the Short List firms will meet with the Auditor
Selection Committee for interviews. The purpose of the interview will be to expand on the
information provided in the Proposal, not to repeat information already provided. Those firms
selected for the Short List will be provided additional instruction by the City. Those firms not
selected for further consideration will be notified.
7.5 The award to the audit firm will also conform to the Administrative Rules of Montana,
Section 2.4.407.
7.6 Following the interviews, the Auditor Selection Committee will rank each Short List
firm. Consideration will be given to both the written Proposals and any oral presentations or
interviews. No other factors or criteria will be used in the qualification ranking.
7.7 The highest ranked firm will be recommended to the City Manager and City Council for
contract award.
Audit RFP - Page 6
7.8 Requests for debriefings or selection decisions shall be made in writing to the City. All
information submitted by firms and related Auditor Selection Committee evaluations and
rankings shall be considered confidential until after contract execution and award by the City
Council.
7.9 The City will enter a contract upon selection of the firm for the project to be submitted to
the City Council for approval. If the selected firm determines not to enter into a contract with
the City, the City may then contact the second or third highest ranked team until a contract is
executed, or may decide to terminate the selection process.
Publication Dates: February 2, 2020 and February 9, 2020
Audit RFP - Page 7