Solicitation Center



 
Solicitation:  B-17-01
Title: Finance Department Audit Services
Status: Expired
Purchase Agency: County of Eddy
Publish Date: 3/24/2017
Due Date: 4/18/2017 12:00 PM MST
Contact: Bob Fabian @ 575-887-9511 ext 2501, rfabian@co.eddy.nm.us
Description: A. PURPOSE OF THIS REQUEST FOR PROPOSALS
The County of Eddy, on behalf of Finance Department, seeks sealed proposals from qualified companies that can-do business in the State of New Mexico to provide Qualified Certified Public Accountant services to prepare the FYE 17 Financial Statements and to conduct the external audit.

B. BACKGROUND INFORMATION
Each year the County’s financials need to be audited by a Certified Public Accountant and a report made to the Eddy County Board of County Commissioners for approval with findings, recommendations and determination of whether the County is operating satisfactorily on a fiscal level.

C. SUMMARY SCOPE OF WORK
The Contractor shall prepare the financial statements and conduct a financial and compliance audit of the general purpose financial statements and the combining, individual funds, and account group financial statements of Eddy County for the fiscal year ending June 30, 2017. Prepare the schedules for the compliance with the single audit 2.2.2.16(B)(8) and submission to the Federal Single Audit Clearing House. Such audit shall be conducted in accordance with generally accepted auditing standards, government auditing standards, OMB circular A-133, and requirements for contracting and conducting governmental audits (2.2.2 NMAC)

The Auditor and the County shall conduct an “entrance” conference no later than August 15, 2017.

Prepare and incorporate the information required for component units. The Auditor will develop a separate agreement with the Regional Emergency Dispatch Authority (REDA) to conduct their audit. All costs associated with auditing REDA shall not be included in this RFP.

Deliver the draft Audited Financial Statements to Eddy County for final review and approval no later than the deadline of the State Auditor’s Office. Copies may be delivered by email and shall be considered draft until approved by Eddy County.

Deliver the final Audited Financial Statements to Eddy County and the State Auditor’s Office no later than the deadline of the State Auditor’s Office. Once approved by the State Auditor’s Office, five (5) copies of the Audited Financial Statements will be provided to Eddy County; such copies shall be in final form and shall be bound and properly organized. A digital copy must be provided to the Finance Director at the time the hard copies are provided through email or thumb drive.

Once approved by the State Auditor’s Office, the Auditor shall provide an “exit conference” with the County’s Finance Committee.

After the County’s Finance Committee has received the “exit conference”, the Auditor shall present the Audited Financial Statements to the Board of County Commissioners at one of their regularly scheduled public meetings.

After presentation to the County Commission, the Auditor shall provide copies to the County of all working papers requested by the County. Additionally, the Auditor shall retain copies of all working papers and reports for a period of 5 years after the report is issued.

Firms must be approved by the New Mexico Office of the State Auditor to conduct financial and compliance audits for Eddy County. Auditors must be certified public accountants with current permits to practice in the State of New Mexico and registered with the New Mexico State Board of Public Accountancy.

D. SCOPE OF PROCUREMENT
The term of this contract shall be for one (1) year. The County reserves the right to extend this contract, on an annual basis (or any portion thereof) and by mutual agreement, for up to two (2) additional years. Under no circumstances will the term of this contract, including any extensions thereto, exceed three (3) years. This procurement will result in a single source award.
Documents: Finance_Audit_Services_RFP.pdf
Bid Submission:
Addendum: 4/12/2017: The County Anticipates a change to the Schedule of Events (page 7) for this project. The original solicitation noted Agreement award of April 18, 2017.
Approval of this Agreement by the Board of County Commissioners will be May 2, 2017 at the regularly scheduled Board of County Commissioners Meeting which begins at 8:30 a.m. in the Eddy County Administration Complex, 101 W. Green St. Room 211, Carlsbad, NM, 88220.

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