City of White Rock RFP Audit Services 2010 Final

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REQUEST FOR PROPOSAL Audit Services Issue date: July 30, 2010 Address for submissions: Three (3) complete copies of the Proposals should be clearly marked “RFP: Audit Services” and be received at: Corporation of the City of White Rock 15322 Buena Vista Ave White Rock, B.C. V4B 1Y6 Attn: City Clerk Closing date and time: Tuesday August 31, 2010 4:00 pm PST Contacts: Sandra Kurylo Director, Financial Services skurylo@city.whiterock.bc.ca Shannon Johnston, Manager Budgets & Accounting sjohnston@city.whiterock.bc.ca Phone: (604) 541-2100 Fax: (604) 541-2118 Website: www.city.whiterock.bc.ca City of White Rock RFP for Audit Services Table of Contents 1. INTRODUCTION ................................................................................ 3 2. INSTRUCTIONS TO PROPONENTS ................................................ 3 Enquiries..................................................................................... 3 Closing Date ............................................................................... 4 Address for Submissions ............................................................ 4 Addenda...................................................................................... 4 Clarity and Organization of Proposals ....................................... 4 3. GENERAL ...
Publié le : vendredi 23 septembre 2011
Lecture(s) : 102
Nombre de pages : 10
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REQUEST FOR PROPOSAL
Audit Services
Issue date:
July 30, 2010
Address for submissions:
Three (3) complete copies of the Proposals should be clearly marked
RFP: Audit Services
” and be received at:
Corporation of the City of White Rock
15322 Buena Vista Ave
White Rock, B.C.
V4B 1Y6
Attn: City Clerk
Closing date and time:
Tuesday August 31, 2010
4:00 pm PST
Contacts:
Sandra Kurylo Director, Financial Services
skurylo@city.whiterock.bc.ca
Shannon Johnston, Manager Budgets & Accounting
sjohnston@city.whiterock.bc.ca
Phone:
(604) 541-2100
Fax:
(604) 541-2118
Website:
www.city.whiterock.bc.ca
City of White Rock RFP for Audit Services
Page 2 of 10
Table of Contents
1.
INTRODUCTION ................................................................................ 3
2.
INSTRUCTIONS TO PROPONENTS ................................................ 3
Enquiries..................................................................................... 3
Closing Date ............................................................................... 4
Address for Submissions............................................................ 4
Addenda...................................................................................... 4
Clarity and Organization of Proposals ....................................... 4
3.
GENERAL CONDITIONS .................................................................. 4
Cost of Proposal ......................................................................... 4
No Claim..................................................................................... 5
Proponent’s Qualifications......................................................... 5
Acceptance of Proposal.............................................................. 5
All Proposals Public ................................................................... 5
Withdrawal ................................................................................. 5
No Binding Contract................................................................... 5
Solicitation of City Staff and Council Members........................ 6
Confidentiality............................................................................ 6
No Conflict of Interest................................................................ 6
Evaluation Criteria for Proposals ............................................... 6
Awarding .................................................................................... 7
4.
PROPOSAL CONTENT ..................................................................... 7
5.
WORK PERFORMED BY THE CITY ............................................... 8
6.
BACKGROUND INFORMATION ..................................................... 8
7.
VOLUME AND STATISTICS...........................................................10
City of White Rock RFP for Audit Services
Page 3 of 10
1.
INTRODUCTION
The Corporation of the City of White Rock (the “City”) invites Proposals from qualified
accounting firms for professional services to audit their annual consolidated financial
statements and supplementary financial information. The auditor will be responsible for
the following:
a)
Performing an annual audit in accordance with generally accepted auditing
standards (as defined in the CICA Handbook) and the provisions of the
Community Charter, which will include advice on internal control and related
procedures.
b)
Attending meetings with City Finance staff and the Finance and Audit Committee
as required for establishing the audit process and planning, executing and
reporting on the audit of the financial statements.
c)
Discussing with and advising City staff on accounting, auditing and tax issues that
may arise during the year.
d)
Issuing special reports in connection with statutory financial reporting to the
Province and other established special agreements.
The service period is for a five-year term (2010-2014) beginning with the year ending
December 31, 2010. The appointment of the external auditor is subject to the approval of
City Council.
2. INSTRUCTIONS TO PROPONENTS
2.1
Enquiries
All enquiries regarding this Request for Proposal (RFP) must be made in writing
by fax or e-mail and addressed to either:
Sandra Kurylo
Shannon Johnston
Director, Financial Services
Manager, Budgets & Accounting
Phone: (604) 541-2100
Phone: (604) 541-2100
Fax: (604) 541-2118
Fax: (604) 541-2118
Email:
skurylo@city.whiterock.bc.ca
Email:
sjohnston@city.whiterock.bc.ca
Such enquiries should be delivered
no later than August 27, 2010
so that
questions and answers can be sent to all Proponents as an addendum.
Information
given by word of mouth will not be valid or enforceable.
City of White Rock RFP for Audit Services
Page 4 of 10
2.2
Closing Date
For evaluation purposes,
three (3) hardcopies
of your Proposal should be
received by the City by
4:00 pm, Tuesday, August 31, 2010
(the “Closing date”).
Facsimile transmissions will not be accepted.
2.3
Address for Submissions
Proposals should be clearly marked “
RFP: Audit Services
” and be received at:
Corporation of the City of White Rock
15322 Buena Vista Ave
White Rock, B.C.
V4B 1Y6
Attn: City Clerk
2.4
Addenda
If deemed necessary by the City, responses to any questions and/or any additional
information will be issued by the City in the form of an Addendum, which shall
form part of this RFP.
No oral conversation will affect or modify the terms of this
RFP or may be relied upon by any Proponent.
Any Addenda issued to this RFP will posted on the BC Bid website at
www.bcbid.gov.bc.ca
and the City’s website
www.city.whiterock.bc.ca
.
It is the responsibility of the Proponent to ensure that it has received any Addenda
issued prior to the Proposal submission date.
Upon submitting a Proposal, a
Proponent will be deemed to have received notice of all Addenda that have been
issued.
2.5
Clarity and Organization of Proposals
Proposals should be complete, clear, consistent, well organized and legible to
facilitate evaluation.
All information requested in this RFP should be provided in
your Proposal.
3. GENERAL CONDITIONS
3.1
Cost of Proposal
Preparation and submission of a Proposal in response to this RFP is voluntary and
any costs associated with Proposal preparation, submission, meetings,
negotiations or discussions with the City are solely that of the Proponent
submitting the Proposal.
City of White Rock RFP for Audit Services
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3.2
No Claim
The City will not be liable to any Proponent for any claims, whether for costs,
expenses, losses or damages, or loss of anticipated profits, or for any other matter
whatsoever, incurred by the Proponent in preparing and submitting a Proposal, or
participating in negotiations for a Contract, or other activity related to or arising
out of this RFP.
Except as expressly and specifically permitted in this RFP, no
Proponent shall have any claim for any compensation of any kind whatsoever, as
a result of participating in this RFP, and by submitting a Proposal, each Proponent
shall be deemed to have agreed that it has no claim.
3.3
Proponent’s Qualifications
In submitting a Proposal, the Proponent acknowledges and agrees that it has read,
understood and agrees to all terms and conditions described in the RFP and that it
has the necessary experience, skills and ability to effectively provide the Services.
3.4
Acceptance of Proposal
The City reserves the right to accept or reject any or all Proposals received in
response to this RFP. The City reserves the right to conduct personal interviews
with selected Proponents and contact the references provided under Section 4.
3.5
All Proposals Public
The City is bound by the provisions of the Freedom of Information and Protection
of Privacy Act and may be required to disclose the contents of a Proposal(s) to 3
rd
parties upon written request.
Proponents are advised to notify the City of any
confidential or sensitive information contained in the documents that may be
protected under the Act.
3.6
Withdrawal
Proponents may withdraw their Proposal at any time prior to acceptance.
3.7
No Binding Contract
The City may, after reviewing the Proposals received, enter into discussions with
one or more of the Proponents, without such discussion in any way creating a
binding contract between the City and any Proponent.
There will be no binding
agreement with the City until a Proposal has been presented to the Finance and
Audit Committee and subsequently been selected and approved by Council for the
City.
City of White Rock RFP for Audit Services
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3.8
Solicitation of City Staff and Council Members
Prior to the Closing Date, Proponents should not establish contact with anyone
inside the City organization regarding this RFP (including Council), other than the
representative(s) identified in Section 2.1 without that representative'
s permission.
Failure to abide by this requirement could be grounds for rejection of your
Proposal.
3.9
Confidentiality
Any information acquired about the City by a Proponent during this process must
not be disclosed unless authorized by the City, and this obligation will survive the
termination of the RFP process.
3.10
No Conflict of Interest
By submitting a Proposal, the Proponent declares that it has no pecuniary interest
in the business of any third party that would cause a conflict of interest or be seen
to cause a conflict of interest in carrying out the Services.
3.11
Evaluation Criteria for Proposals
The City will evaluate each Proposal received in response to this RFP using the
following criteria, which is not intended to be exhaustive and is not ranked in
order of preference or priority:
a) Completeness, thoroughness and relevance of the Proposal submitted in
response to this RFP.
b) Familiarity with Community Charter requirements, municipal accounting and
the recommendations of the Public Sector Accounting Board.
c) Demonstrated ability and experience in auditing other municipalities of a
similar size and complexity, including the designated members of the audit
team, and availability of relevant specialty service resources. Of particular
importance is experience in providing advice to staff and auditing tangible
capital assets of BC municipalities.
d) Proposed audit plan and approach.
e) Cost of services to be provided and other value-for-money services bundled
with the audit.
f) Background and stability of the accounting/audit firm.
g) Other criteria as may be applicable.
City of White Rock RFP for Audit Services
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3.12
Awarding
A Contract of Letter of Engagement satisfactory to the City and setting out the
requirements based on this RFP and the proposal will be entered into and signed
by both parties after the appointment of auditors has been approved by City
Council.
4. PROPOSAL CONTENT
All Proposals should contain the following information about the Auditor:
a) The name of the firm, local address, telephone number, facsimile number,
name of contact person, email address.
b) The location of the office from which the work is to be performed, the number
of partners, managers and other professional staff employed at
that office.
c) A description of the range of services provided by the local office.
d) Identification of the partner, managers and supervisors who will be assigned
to the City’s audit.
Include short biographies of each supervisory person,
along with professional qualifications and a summary of relevant experience.
e) A list of current and prior government or public sector audit clients including
the number of years of service on each and the name, telephone number and
email address of at least three contacts for reference.
f) Non-auditing professional services provided to other municipal clients and
innovative products offered by your firm.
g) Proposals must state the firm’s understanding of the work to be performed and
provide a description of the firm’s audit approach.
h) Cost of Services, including:
An estimate of the total hours of work required to complete the audit,
broken down by major anticipated tasks.
The hourly billing rates for each category of staff.
Other identified additional costs or disbursements, and how these
will be charged.
An all inclusive maximum cost for the requested work should be
clearly laid out for each of the next five years for each of the entities
for basic audit services.
A pricing structure for special work could be included.
City of White Rock RFP for Audit Services
Page 8 of 10
i)
Relevant insurance and Worksafe BC coverage details.
j)
In addition, the City welcomes your comments on:
a)
Innovative ways to reduce audit fees and streamline the audit process.
b)
Approach to fee negotiation for additional or unplanned audit work.
c)
Strategies to familiarize the audit team with the operations of the City.
d)
Strategies to maintain continuity of the audit team and provide an
appropriate level of partner / senior management involvement in the audit,
while minimizing audit team staff costs.
e)
Quality assurance / control processes employed by you to ensure effective
product and service delivery.
5. WORK PERFORMED BY THE CITY
The City’s staff will perform the following functions in relation to the annual audits:
a)
Preparation of the year end working papers, including analytical reviews, as
required, between current and prior actual and current actual to current
budget.
b)
Preparation of the City’s financial statements, including all related schedules
and notes and the working papers available in draft form at the beginning of
the year end audit visit.
c)
Arrangement of audit confirmations to banks, lawyers and other entities as
required upon receipt of forms from auditors.
d)
Preparation of the Provincial Financial Reporting forms (LGDE).
Audit is not
required.
e)
Provide information on the transaction flow for each cycle and identification
of related financial controls.
f)
Provision of access to phones, copiers, fax machines.
6. BACKGROUND INFORMATION
A description of the City and other information can be obtained from our web site at
www.city.whiterock.bc.ca
.
The City’s fiscal year runs from January 1 to December 31
with accounting transactions processed through the Financial Services department at City
Hall 15322 Buena Vista Ave, White Rock.
Other facilities include the Operations
Building, Fire Hall, Police Station, White Rock Community Centre, Centennial Park
Leisure Centre and Kent Street Activity Centre.
City of White Rock RFP for Audit Services
Page 9 of 10
The City contracts for service in a number of areas including: RCMP officers, library
services, fire dispatch and most capital projects.
Water services are provided by a private
utility - EPCOR White Rock Water Inc., and not the city.
The City uses various software applications relating to financial accounting:
Vadim software for the general ledger, payroll, accounts payable & receivable,
business & pet licences, municipal ticketing and property taxes.
CLASS software for Leisure Services’ point of sale, program registrations, facility
bookings and related accounts receivable.
Web applications for payments on CLASS registrations, payments of parking fines
and claiming home owner grant applications.
Currently all tangible capital asset inventories and valuations are in excel
spreadsheets.
Systems are currently being evaluated, with implementation planned
for fall 2010.
The firm whose Proposal is accepted would be expected to perform an interim audit in
October/November and the final audit in early to mid-March. The audited Financial
Statements of the City of White Rock must be submitted to the Ministry of Community
and Rural Development by May 15
th
each year.
The management letter and final closing
conference between City staff and the auditor must be completed by April 30
th
of each
year.
Delays in the delivery of final audited financial statements due to audit firm or
professional association requirements for second party reviews are not considered
acceptable, and management of any such requirements will be the responsibility of the
audit firm.
A brief summary of statistics is enclosed with this RFP. Detailed annual reports and
financial statements are available on our web site under City Hall – City Administration –
Annual Report.
City of White Rock RFP for Audit Services
Page 10 of 10
7. VOLUMES AND STATISTICS - 2009
Estimated Population
18,250
No. of Property Rolls
8,048
No. of Business Licenses
1,524
No. of Permits Issued
184
No. of Parking Ticket Violations
18,861
No. of GL Accounts
1,200
No. of T4’s Issued
251
No. of General Cheques Issued
5,300
No. of Invoices Issued
600
No. of Vendor’s Invoices Received
7,000
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