Request for Proposal (RFP)
Nevada Public Library
NEVADA, MO 64772
Professional Auditing Services
RFP Number: RFP # 2017-02
Bid Issued: February 1, 2017
Contact: Jodi Polk
Phone: 417-448-2770
Email: [email protected]
RETURN BIDS NO LATER THAN: March 16, 2017 @ 3 p.m.
The Nevada Public Library is actively soliciting bid for professional auditing services as described and
specified on the attachment hereto.
All bids are to be sealed and submitted to:
Nevada Public Library
Attn: Library Director, Jodi Polk
212 W Walnut St
Nevada, MO 64772
SEALED Bids will be received on or before March 16, 2017 at 3:00 p.m. in a sealed envelope at the
library, 212 W Walnut St., Nevada, Missouri 64772 and marked RFP # NPL2017-02, Professional Auditing
Services for Nevada Public Library. All bids are to be submitted by mail or hand delivered. No facsimile
or other electronically submitted bids will be accepted.
INSTRUCTIONS TO BIDDERS
1. BIDDER’S QUESTIONS:
1.1. All questions regarding technical specifications, bid process, or other related questions must
be directed to the contact person indicated on this RFP.
2. REQUEST FOR ACCOMMODATION:
2.1. If you are an individual with special needs as addressed by the Americans with Disabilities
Act, please notify City Hall, 110 South Ash Street, Nevada, Missouri, 64772 or call 417-448-5102,
at least five (5) working days prior to the bid opening.
3. BID EVALUATION/CONTRACT AWARD:
3.1. Any contract resulting from this request shall be awarded in response to a bid providing the
lowest and best bid to the Nevada Public Library.
3.2. The Nevada Public Library Board of Trustees reserves the right to reject any and all bids, to
waive any and all informalities not involving price, time or changes in the work, and the right to
disregard all nonconforming, non-responsive, unbalanced or conditional bids.
Also, the Nevada Public Library reserves the right to reject the bid of any bidder it believes
would not be in the best interest of the library to make an award to that bidder, whether
because the bid is not responsive or the bidder is unqualified or of doubtful financial ability or
fails to meet any other pertinent standards or criteria established for the proposed services.
The Nevada Public Library also reserves the right to select the bid it deems most beneficial and
economical.
3.3. Nevada Public Library hereby notifies all bidders that it will insure that in any contract
entered into pursuant to this advertisement, minority business enterprises will be afforded full
opportunity to submit bids in response to this invitation and will not be discriminated against on
the grounds of race, color, religion, creed, sex, age, ancestry or national origin in consideration
for an award.
4. STATE CONTRACT: (if applicable)
4.1 This is to advise all Bidders that Nevada Public Library will check the State of Missouri
Contract pricing.
5. STATE SALES TAX: (if applicable)
5.1 This transaction is exempt from state sales tax and the library will assist the successful
bidder in obtaining the necessary documents to exclude sales tax.
Nature of Services Required
A. General
The Library is soliciting the services of qualified firms of certified public accountants to audit its
financial statements for the fiscal year ending June 30, 2017, with the option to audit the
Library’s financial statements for each of the four subsequent fiscal years at the Library’s
request. These audits are to be performed in accordance with the provisions contained in this
Request for Proposal (RFP).
B. Scope of Work
The scope of the audit work will include a financial/compliance audit for the reporting entity
defined as the Nevada Public Library. The auditor shall also be responsible for performing
procedures involving any required supplementary information required by the Governmental
Accounting Standards Board as mandated by generally accepted auditing standards.
The audits shall be performed in accordance with generally accepted auditing standards as set
forth by the American Institute of Certified Public Accountants, the standards for financial audits
issued by the Comptroller General of the United States, Government Auditing Standards, the
provisions of the U.S. Office of Management and Budget (OMB) Circular A-133, Audits of State,
Local Governments, and Non-Profit Organizations, and the Compliance Supplemental to the
OMB CircularA-133.
C. Participation of the Library
The Library shall have closed and balanced all accounts annually within 60 days of each fiscal
year-end. The Library shall also prepare working trial balances for all funds, work papers,
reconciliation, and account analysis and provide assistance in locating invoices, vouchers,
canceled checks and other documents and records requested by the Auditor.
The Library shall have prepared financial statements for all funds to be examined by the Auditor
as requested in the “prepare by client” list within 60 days of fiscal year-end.
The Library shall provide space deemed adequate by the Auditor to efficiently conduct the
examination. The Auditors should agree to utilize the Library’s staff to perform all work of an
assisting nature, consistent with generally accepted auditing standards, and whenever qualified
Library employees are available.
D. Library’s Accounting Systems and Funds
The Library’s accounting system is organized and operated on a modified cash basis.
Substantially, payroll and other accounting functions are centralized under the accounting firm,
Ralph Shumaker, CPA. The funds and accounts of the Library to be audited shall include, but are
not necessarily limited to the following: General Operating Fund.
E. Audit Schedule
The following dates for the audit process are required by the Library and the respondent
must commit to completing the requested audit for the year ended June 30, 2017 by:
1. Availability of general ledger – July 28, 2017
2. Completion of audit field work – September 30, 2017
3. Draft of Annual Financial Report to Library – November 15, 2017
4. Presentation of final report/CAFR to Library Board of Trustees – January 25, 2018
Future years by:
1. Availability of general ledger – 45 days after year-end
2. Completion of audit field work – last day of September
3. Draft of Annual Financial Report to Library – 3rd Wednesday of November
4. Presentation of final report/CAFR to Library Board of Trustees – 4th Thursday of January
F. Audit Report
The Auditor will prepare and print the Annual Financial Report. The Library will furnish
letterhead and other pertinent stationery/documents sufficient to print all independent
auditors’ required reports.
G. Financial
Respondents must provide estimates of hours by staff classifications and key personnel within
staff classifications, hourly rates for each staff classification, estimated reimbursable expenses
and a maximum total price for each one year period.
When estimating reimbursable expenses, the respondent should consider that the Library will
provide adequate working space; access to local and long-distance telephone service, routine
photocopying facilities, and FAX machines.
Billings should be submitted in the month following the performance of the work and include
details of hours worked by staff classification, hourly rates and reimbursable expenses. The
Library will pay billings within 30 days of receipt.
If unusual circumstances are encountered -- due to such conditions as lack of cooperation from
the Library's employees, incomplete records, additional requirements, or poor working
conditions - additional compensation may be made upon demonstration that such unusual
conditions exist.
Please provide information on how your firm would calculate fees for additional
financial/compliance audits and/or performance audits that may be awarded throughout the
four-year period as additions to the basic annual audit contract but are not intended to be an
integral part of that contract. The Library reserves the right to award any or all additional
engagements to other firms.
During the subsequent four-year period, either party may annually, or prior to the audit period,
terminate the auditing services contract by giving written notice thereof to the other. Said
notice of termination must be given on or before July 1st of the audit year.
H. Qualifications
The following information should be included in your written proposal.
1 . The name of partner or auditor-in-charge who would be in charge of the audit and would be
the Library's contact person. This would include meeting with the Library Director and staff to
explain audit findings, in addition to answering questions or advising Library staff on accounting
matters. A resume of this person's background and experience should emphasize government
audits performed by that person and the level of responsibility in these engagements.
2. The names and qualifications for auditing government clients of the audit team and how they
would be utilized by the person in question # 1.
3. Specific information on the certification, licensure/registration and CPE training of each of the
above, including any involvement with the GFOA Certificate of Achievement Program.
4. Please furnish an organization chart or recap of the permanent personnel in your office that
will be responsible for the Library engagement.
5. Please submit three references that can be contacted. These should be independent library
taxing districts or other governmental organizations that the individual listed in Question # 1
above currently audits or has audited in the recent past.