Request For Proposals for Auditors
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INDEX
ITEMS TO BE INCLUDED IN YOUR PROPOSAL
ORGANIZATION
Legal Aid of Wyoming, Inc., is a non-profit 501(c)(3) organization which ensures the delivery of civil legal assistance to low-income individuals and families across the state. Legal Aid of Wyoming, Inc. is federally funded by the Legal Services Corporation, Tribal Civil and Criminal Legal Assistance Grants, and Low Income Taxpayer Clinic grant. Additionally, Legal Aid of Wyoming, Inc. receives state funding from a Senior Citizens Grant, Legal Services Corporation Basic Grant, Legal Services Corporation Native American Grant, Department of Justice, IOLTA, Access and Visitation, Behavioral Health Services, Wyoming Center for Legal Services, LITC, VITA and additional funding generated on a donation basis.
Legal Aid of Wyoming, Inc. currently employs nineteen staff and has offices in Cheyenne, Lander and Casper. All accounting and management functions are performed at the Cheyenne office.
AUDIT SPECIFICATIONS
The provider selected for the audit of Legal Aid of Wyoming, Inc. must complete the following specifications:
1. The audit is to be conducted and reported on in accordance with Generally Accepted Accounting Principles, Government Auditing Standards, and requirements of OMB Circular A-133 (Single Audit Requirements).
2.The audit report shall contain the following provisions:
- Independent Auditor’s Report
- Financial Statements:
- Statement of Financial Position
- Statement of Activities
- Statement of Functional Expenses
- Statement of Cash Flows
- Notes to Financial Statements
- LSC Reporting Requirements:
- Separate Reporting of LSC Funds
- Property Reported Separately from LSC Funds
- Separate Disclosure of PAI Expenditures
- Schedule of Expenditures of Federal Awards
- Report on Compliance and on Internal Control over Financial Reporting Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards
- Report on Compliance with Requirements Applicable to Each Major Program and on Internal Control Over Compliance in Accordance with OMB Circular A-133
- Schedule of Findings and Questioned Costs
3.The provider shall prepare a comprehensive management letter for the audit period.
4.The audit transmittal form is to be completed and sent with reports to the Single Audit Clearinghouse.
5. The provider selected shall make a presentation to the Legal Aid of Wyoming, Inc. Board of Directors on an annual basis.
ITEMS TO BE INCLUDED IN YOUR PROPOSAL
GENERAL INFORMATION
1. Provide a brief description of your firm including an organizational chart, which indicates how many partners and professionals work in your accounting and tax departments.
2. Outline your audit approach to our engagement.
3. Submit the qualifications of those partners and professionals who will be working on the Legal Aid of Wyoming, Inc. engagement.
4. Submit the names of three companies or corporations for which these individuals have provided similar services on your behalf. Please provide the name and telephone numbers of the appropriate person with whom your staff has worked on these engagements. Please advise if Legal Aid of Wyoming, Inc. may contact these individuals for the purpose of a reference.
5. Submit a copy of your last annual external quality control review report.
WORK PLAN AND TIMETABLE
1. Specifically identify the significant steps in your audit plan and your specific time schedule to complete the fiscal year audits.
3. Identify the amount of start-up time that you will need in order to have a full understanding of Legal Aid of Wyoming, Inc.; indicate when your firm would be incurring the start-up time; and include the start-up time in the total audit bid.
INSURANCE AND SPECIAL PROVISIONS
1. The provider shall indemnify and hold harmless, Legal Aid of Wyoming, Inc., its officers and employees from all suits, actions, or claims of any kind brought because of injuries or damage received or sustained by any person, persons, or property; on account of the operations of Legal Aid of Wyoming, Inc.; or on account of or in consequence of any neglect in safeguarding the work; or because of any act or omission, neglect, or misconduct of said provider or from any claims or amounts arising or recovered under the Worker’s Compensation Act or any other law, ordinance or decree.
2. The provider shall submit evidence of coverage by general professional liability insurance for this engagement in an amount equal to the contract price. Proof of insurance shall be submitted to Legal Aid of Wyoming, Inc. upon receipt of official Notice of Award.
COST
Provide a separate, detailed cost breakdown for each fiscal year of required services requested in the RFP. Click here for a .pdf version of the format for this schedule.
POTENTIAL PROVIDERS
The universe of potential providers to perform the audit will be defined to be those CPAs/firms licensed to practice in the State of Wyoming and qualified to perform A-133 audits.
SUBCONTRACT
The provider is prohibited from subcontracting, assigning, transferring, conveying, subletting or otherwise disposing of this agreement or its rights, title, or interest therein or its power to execute such agreement to any other person, company, or corporation without the prior written consent of Legal Aid of Wyoming, Inc. All approved assignments, subletting or other transfers referred to herein must abide by the provision of the agreement.
WORK PAPERS
The provider shall maintain all required work papers and records in accordance with law or any regulatory requirements. After the approved retention period, the auditee shall have the option to take possession of the work papers whenever the provider decides to dispose of them. The auditee shall have access to any materials provided to auditor in connection with the A-133 audit.
PUBLICATIONS
Any reports, information, data, etc., furnished by the auditee to the provider which the provider is requested to keep confidential shall not be made available by the provider to any individual or organization without the prior written approval of the auditee.
No reports or other documents produced in whole or in part under this contract shall be the subject of an application for copyright by or on behalf of the provider.
Content of the audit may not be released without the written consent of the auditee.
PARTIAL PERFORMANCE
Should the provider fail to comply with the provisions of this agreement, payment for portions of the agreement will be withheld until such time as the contract terms have been implemented. Administrative, contractual, or legal remedies as determined by Legal Aid of Wyoming, Inc.’s legal counsel will be implemented if it appears the provider has breached or defaulted on the contract.
CANCELLATION
Legal Aid of Wyoming, Inc. may, upon ten days written notice to the provider, terminate this agreement, in whole or in part, for just cause, which shall include failure of the provider to fulfill in a timely and proper manner the obligations under the contract. In such event, all finished documents, data, reports, etc. prepared under the contract shall, at the option of Legal Aid of Wyoming, Inc., become its property upon payment for services rendered through the termination of this contract.
PROVIDER’S RESPONSIBILITIES
The provider shall be responsible for personnel, supplies and equipment.
The provider shall allow for necessary planning and budgeting of future audit work. The provider shall provide the approximate number of professional staff hours spent in conducting the audit work.
The provider shall be responsible for all material errors and omissions in the performance of the contract.
The provider shall provide at least two weeks prior to submission of the final report, a draft copy of the audit report to the auditee and discuss its contents with representatives of Legal Aid of Wyoming, Inc. The auditee will provide responses in writing to the provider. These agency responses and any comments by the provider relating to them shall be included in the final audit report. The audit report is to be issued no later than April 1st of each audit year.
AUDITEE’S RESPONSIBILITIES
Office space will be provided to accomplish the audit.
Auditee will make all files and records available to the provider.
Auditee shall timely comply with all requests of the provider.
The auditee shall provide assistance to the provider, such as gathering supporting documents.
OTHER REQUIREMENTS
Describe any topics not covered in the Request for Proposals which you would like to bring to the attention of Legal Aid of Wyoming, Inc.
EVALUATION CRITERIA
The audit will be awarded based on a weighted scale. Proposals will be evaluated and subsequent judgments made on the following criteria and relative weights. Legal Aid of Wyoming, Inc. is not obligated to select the Audit firm with the lowest cost. Click here for a .pdf version of our weighted scale.
INSTRUCTIONS
1. Keep your proposal, excluding exhibits, with a limit of ten (10) pages. A brief executive letter should accompany the proposal.
2. No proposal will be considered unless it is signed by an officer or authorized representative. FAX, telephone, telegraph, or other electronically submitted proposals will not be accepted.
3. Proposal information is restricted and not publicly available until after the award of the contract by Legal Aid of Wyoming, Inc.
4. A proposal that is in the possession of Legal Aid of Wyoming, Inc. may be altered in writing bearing the signature or name of the authorized person, provided it is received PRIOR to the date and time of the submission deadline.
5. A proposal that is in the possession of Legal Aid of Wyoming, Inc. may be withdrawn by the authorized company representative up to the submission deadline. Failure of the successful provider to furnish the services awarded as a result of this RFP shall eliminate the proposer from the active bidder’s mailer list.
6. Legal Aid of Wyoming, Inc. hereby notifies all proposers that it will affirmatively insure that minority business enterprises will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against based on race, color, sex, age, creed, national origin, or disabling condition.
7. The successful provider will be required to enter into and sign a formal agreement with Legal Aid of Wyoming, Inc.. The agreement will be in effect for the duration of the auditing period. Each auditor will also be required to sign a confidentiality statement before audit work is to commence as confidential information on case files may be needed to perform audit procedures.
8. The provider shall specify what audit work papers the staff of Legal Aid of Wyoming, Inc. shall be responsible to prepare.
9. Four (4) copies of your competitive proposal is due in the office of Legal Aid of Wyoming, Inc., 211 West 19th St, Ste 301, Cheyenne, WY 82001, by 3:00 pm on Friday, August 31, 2012 at which time all proposals received by Legal Aid of Wyoming, Inc. will be opened.
