REQUEST FOR PROPOSALS
Audit Services for the Village of Glen Carbon, IL for the Fiscal Years Ending December 31, 2025, 2026 and 2027
The Village of Glen Carbon, Illinois solicits proposals to provide Audit Services for the Fiscal Years Ending December 31, 2025, 2026 and 2027.
Sealed proposals will be received by the Glen Carbon Village Clerk at the Glen Carbon Village Hall, 151 North Main Street, PO Box 757, Glen Carbon, IL. 62034 until 4:00 pm Friday, October 31, 2025.
Copies of the Request for Proposals (RFP) are available at the Glen Carbon Village Hall and on the Village website (
www.glencarbonil.gov
). Please contact Kelly Korte, Director of Finance, at
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or (618) 288-2607 should you have any questions.
All proposals must be completed on the proposal forms and be in accordance with the instruction to proposers contained in the proposal packet. The Village of Glen Carbon reserves the right to reject any and all proposals, to waive any irregularities and/or informalities in any proposal and to make an award in any manner, consistent with applicable laws, which is deemed to be in the best interest of the Village of Glen Carbon, Illinois.
VILLAGE OF GLEN CARBON
REQUEST FOR QUALIFICATIONS & PROPOSALS SECTION I - INTRODUCTION
Description of the Government
The Village of Glen Carbon, Illinois is located in Madison County of southwestern Illinois. The Village is a solid mix or residential and retail, with a 2020 Census residential population of 13,842. A Mayor and a six-member Village Board of Trustees establish policy direction for the Village, approve the Village budget, and decide on taxing levels to fund municipal services. They appoint a full-time Village Administrator who has responsibility to oversee daily operations and make recommendations to the Village Council. The Village has approximately 82 full-time equivalent employees and an annual budget of approximately $35 million. The Village’s fiscal year is from January 1st through December 31st.
Village services include police protection, maintenance of streets and infrastructure, water distribution, sewer transmission, planning and zoning, code enforcement, and financial and general administrative services. The Village currently manages one (1) Tax Increment Financing district and three (3) tax rebate agreements. A local fire district and library district is independent of Village operations. The Village utilizes Tyler Technology (Incode) software for general ledger, accounts payable, payroll, utility billing, cash receipting, and other accounting related functions.
Additional information related to the Village and its finances, including copies of the current budget and ACFR, can be found via the Finance Department page at
www.glen-carbon.il.us
.
Purpose of the Request for Qualifications & Proposals
The purpose of this Request for Qualifications & Proposals (“RFP”) is to obtain written proposals and competitive quotations of services and prices from qualified firms of certified public accountants to audit the financial statements of the Village for each fiscal year ending December 31st of 2025, 2026, and 2027 with the mutual option of adding two additional individual years. These audits are to be performed in accordance with generally accepted auditing standards.
There is no expressed or implied obligation for the Village of Glen Carbon to reimburse responding bidders for any expenses incurred in preparing proposals in response to this request.
Terms and Conditions
The Village reserves the right to reject any or all responses, to waive any irregularities or informality in any bids or in the bidding, and to accept or reject any item or combination of items. The award of bid, if made by the Village of Glen Carbon, will be to the qualified bidder whose response best complies with all the requirements set forth in the RFP document, and whose response in the opinion of the Village of Glen Carbon is best taking into consideration all aspects of the response, including the total net cost to the Village of Glen Carbon.
In no event will the Village permit modifications to a proposal. THE PROPOSAL AS SUBMITTED WILL BE THE LAST AND FINAL OFFER.
The proposer selected shall be asked to enter into a written professional services agreement with the Village of Glen Carbon. In the event of a merger of the auditing firm with another entity, the contract will be transferable to the successor only with the approval of the Village. The agreement shall not be assigned or transferred without the written approval of the Village of Glen Carbon.
Failure to comply with any of the terms and conditions of this RFP by the awarded firm will be cause for termination of the “Auditing Services Agreement”.
SECTION II - INSTRUCTIONS FOR NOTICE, QUESTIONS AND RESPONSE
Anticipated Timeline for RFP and Proposals
Release RFP
September 15, 2025
Responder Questions Due
October 15, 2025 – 4:00 p.m.
Proposals Due to Village Clerk
October 31, 2025 – 4:00 p.m.
Proposals Opened
November 4, 2025 - 9:00 a.m.*
Evaluation Period
November 4, 2025– November 28, 2025 *
Recommendation to Finance & Administration Committee
December 8, 2025 *
Village Board Authorization
December 9, 2025 *
*Subject to Change
Notice of Intent to Submit
Interested companies should submit a Notice of Intent to Submit a Proposal. Once you have received and reviewed the RFP, please send an email to
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indicating your intent to submit a proposal, use subject “NOTICE OF INTENT”. By submitting a notice of intent you will receive any updates or clarifications to the RFP throughout the process. Failure to submit the notice does not eliminate a company from submitting a proposal prior to the proposal deadline to the Village Clerk.
Questions concerning Request for Proposal
All questions should be submitted via email to
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by 4:00 p.m. on Wednesday October 15, 2025. Please include in the subject line “AUDIT RFP QUESTIONS”.
Response to Questions
Response to questions will be provided to all companies that submitted a Notice of Intent to Submit Proposal. Responses will be provided as a blind copy to bidders to protect prospective bidders from disclosing their identity prior to the submission of a proposal.
Submission of Proposal
Proposals will be accepted by Kathleen Scaturro, Village Clerk at Village Hall until 4:00 p.m. local time on Friday October 31, 2025. All proposals must be received by the time and date shown above. Please provide five hard copies, and one master copy electronically to
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. All proposals must be submitted in a sealed envelope marked in the lower left hand corner “AUDIT SERVICES”.
MAILED proposals should be sent to:
Kathleen Scaturro, Village Clerk
Village of Glen Carbon
151 N. Main Street
PO Box 757
Glen Carbon, IL 62034
Proposals will be opened at Village Hall on Tuesday, November 4, 2025 at 9:00 a.m. The name and total fees as submitted on the “Attachment A” will be read aloud. The lowest submitted bid will not necessarily be awarded the service contract. Please see “Section V” for a description of the evaluation process.
During the evaluation process, the Village reserves the right to request additional information or clarification from proposers, or to allow corrections of errors or omissions. Proposals are valid for 90 days after the acknowledgment date, and are subject to public disclosure in certain events. The Village of Glen Carbon has final authority over the decision process and hereby retains the right to select one proposal or reject all proposals.
SECTION III – SCOPE OF SERVICES
The Village of Glen Carbon is requesting an audit which includes all of the funds, accounts, capital assets, long-term debt and activities of the Village of Glen Carbon including a Police Pension Fund and any future component units.
Auditor Responsibilities
1.
The Village of Glen Carbon desires the auditor to provide professional auditing and accounting services that shall include, but are not limited to, completion of an annual municipal audit, audit of the Police Pension Fund, existing and/or future component units, and all reporting in regards to all Tax Increment Financing (“TIF”) districts in conformity with state laws and generally accepted accounting principles.
2.
The auditor shall prepare the Annual Comprehensive Financial Report (ACFR) in accordance with the standards as set forth by the Governmental Accounting Standards Board (GASB), including drafting and typing such report. Recent versions of the Village’s ACFR can be found on the Finance Department pages of the Village website at
www.glen-carbon.il.us
.
3.
The auditor will issue an “in relation to” opinion on the Village’s combining and individual fund statements and schedules.
4.
The auditor shall be responsible for performing certain limited procedures involving required supplementary information required by the Governmental Accounting Standards Board (GASB) as mandated by generally accepted auditing standards.
5.
The auditor shall prepare a letter to management with suggestions for improvements of accounting procedures, compliance requirements, and internal controls for the Village’s consideration, if deemed necessary.
6.
The auditor shall be available for meeting(s) with the Village’s elected officials to answer questions throughout the year regarding accounting, compliance, or internal control issues.
7.
The audit partner, or their designee, shall be available for consultation and questions which arise throughout the year regarding accounting, compliance or internal control issues.
8.
The auditor shall prepare a Single Audit Report as required by the Single Audit Act, if required.
9.
The auditor shall provide to the Village all audit adjustments, including appropriate back-up, and will meet with staff to discuss these final adjustments.
10.
The Annual Comprehensive Financial Report (ACFR) is to be presented consistent with GASB and Government Finance Officers Association (GFOA) ACFR standards and practices.
Reports to be Issued
Following the completion of the audit, the auditor shall issue the following reports:
1.
Ten (10) bound copies and one searchable pdf of the Annual Comprehensive Financial Report.
2.
Ten (10) bound copies and one searchable pdf of each Tax Incremental Finance (TIF) audit.
3.
Ten (10) copies and one searchable pdf of the Management Letter with suggestions for improvement of accounting procedures, compliance requirements and internal controls for the Village’s consideration, if deemed necessary.
4.
3 copies and the completion and electronic filing of the Annual Financial Report (AFR) with the State of Illinois Comptroller.
5.
3 copies and the completion and electronic filing of the Illinois Department of Insurance Police Pension Annual Statement (may be completed in house).
6.
Any and all reports/documents required under auditing standards either at the time of entering into the contract for services with the Village or subsequent thereof.
Village Staff Requirements
Finance Department staff and responsible management personnel will be available during the audit to assist the firm by providing information, documentation and explanations. The Village will provide the auditor with reasonable workspace, table and chairs. The auditor will also be provided with access to photocopying facilities. The preparation of confirmation letters and requested materials, at the request of the auditor, will be the responsibility of the Village. Finance staff will also prepare Management’s Discussion & Analysis and the Statistical Section of the ACFR.
Time Requirements
As a guideline, each of the following shall be completed by the auditor no later than the date indicated. Exact dates shall be agreed upon at the beginning of each annual audit.
1.
Detail Requested Items List
a.
The auditor shall provide the Village with a list of all schedules to be prepared by management as of January 31.
2.
Fieldwork
a.
The Village desires final fieldwork to be conducted in late March/ early April. Preliminary fieldwork is encouraged, but not required.
3.
Draft and Final Reports
a.
The Village desires that a draft of the audit be submitted no later than May 15. All reports (ACFR, Report on Internal Controls, Comptrollers report, Pension Fund Annual Statement, IL GATA CYEFR, etc.) should be delivered to the Village in final and complete form no later than June 1st of each year.
4.
Presentation
a.
The Village requires that the auditors attend the Finance & Administration Committee meeting for an audit presentation in June each year and a condensed presentation to the Village Board as well.
If the proposing firm foresees any issues with meeting this schedule, it should be noted in the proposal with an alternate schedule.
General / Miscellaneous Information
Fund Accounting
The Village’s chart of accounts is based on a fund accounting system typical of local government, where the focus is on accountability rather than profitability. The Village currently maintains 34 funds.
Pension Plans
The Village of Glen Carbon participates in the following pension plans:
1.
Illinois Municipal Retirement Fund
2.
Police Pension
Component Units
The Village currently does not recognize any component units.
Tax Increment Financing District
The Village currently has 1 active TIF District. Debt issuance associated with this TIF District is outstanding.
SECTION IV – PROPOSAL SUBMISSION
Any firm submitting a proposal shall include documentation and information that demonstrates their ability and details the necessary qualifications and procedures to meet the scope of services outlined within this RFP. To conduct a fair evaluation of all proposals in an efficient manner, the following information is to be included in the proposal:
A.
General Requirements
a.
Title Page – showing the request for proposals subject; the firm’s name and address, contact name and telephone number, and the date of the proposal.
b.
Table of Contents
c.
Transmittal Letter - A signed letter of transmittal briefly stating the proposer’s understanding of the work to be done, the commitment to perform the work within the time period, and a statement that the firm is fully qualified to perform the engagement.
d.
Referrals – the submission should include referrals from other local government entities, including contact information. Examples of work done previously with local governments would be appreciated.
B.
Audit Proposal
a.
General Requirements - The purpose of the proposal is to demonstrate the qualifications, competence and capacity to the Village of firms seeking to undertake an independent audit of the Village of Glen Carbon in conformity with the requirements of this request for proposal. As such, the substance of proposals will carry more weight than their form or manner of presentation. The proposal should demonstrate the qualifications of the firm and of the particular staff to be assigned to this engagement. It should also specify an audit approach that will meet the request for proposal requirements.
b.
Independence - the firm should provide an affirmative statement that it is independent of the Village of Glen Carbon as defined by generally accepted auditing standards/the U.S. General Accounting Office’s Government Auditing Standards.
c.
License to Practice in Illinois - an affirmative statement should be included that the firm and all assigned key professional staff are properly licensed to practice in Illinois. As part of the evaluation process the Village may verify license status with the Illinois Department of Financial & Professional Regulation.
d.
Firm Qualifications and Experience - The proposer should state the size of the firm, the size of the firm’s governmental audit staff, the location of the office from which the work on this engagement is to be performed and the number and nature of the professional staff to be employed in this engagement. If the proposer is a joint venture or consortium, the qualifications of each firm comprising the joint venture or consortium should be separately identified and the firm that is to serve as the principal auditor should be noted, if applicable. The firm shall provide information on the results of any federal or state desk reviews or field reviews of its audits during the past three (3) years. In addition, the firm shall provide information on the circumstances and status of any disciplinary action taken or pending against the firm during the past three (3) years with state regulatory bodies or professional organizations.
e.
Partner, Supervisory and Staff Qualifications and Experience - Identify the principal supervisory and management staff, including engagement partners, managers, other supervisors and specialists, who would be assigned to the engagement. Indicate whether each such person is registered or licensed to practice as a certified public accountant in Illinois. Indicate how the quality of staff over the term of the agreement will assure the Village that replacements have substantially the same or better qualifications or experience.
f.
Specific Audit Approach – The proposal should set forth a work plan - including an explanation of the audit methodology to be followed – in order to demonstrate an understanding of the Village’s internal structure and the steps taken in determining laws and regulations that will be subject to audit test work.
g.
Fees - Please use “Attachment A” for the fee schedule. Please provide any additional information which may be helpful in understanding the firm’s proposal. Describe within this section narrative how the firm may structure the two mutual option years of Fiscal Year End 2025 & 2026.
h.
Identification of Anticipated Potential Audit Problems - The proposal should identify and describe any anticipated potential audit problems, the firm’s approach to resolving these problems and any special assistance that will be requested from the Village of Glen Carbon. A statement of understanding regarding the time requirements as outlined within “Section III – Scope of Services” shall be noted within this section.
SECTION V – EVALUATION AND SELECTION PROCESS
General
All proposals received in accordance with these RFP instructions will be evaluated to determine if they are complete and meet the requirements specified in this RFP. An award will be made to the proposer whose offer is judged to be the most advantageous to the Village. The Village expressly reserves the right to reject all proposals and make no award under this RFP.
All proposals received in accordance with these RFP instructions will be reviewed, analyzed, and evaluated by a panel which includes the Director of Finance, Village Administrator, and at least one additional member. If needed, additional information may be requested from one or more proposers. Interviews may be conducted with one or more of the Proposers. A recommendation and professional services contract will then be presented to the Finance & Administration Committee. A recommendation would then be forwarded to the full Village Board for award consideration.
Evaluation Criteria
Proposals will be evaluated against the following categories:
•
Completeness of Proposal (20%)
•
Experience of the Firm & Auditing Team (20%)
•
Fees (20%)
•
References & Examples of Work (20%)
•
Overall Impression of the Firm and Presentation (20%)
The Village reserves the right to reject any or all proposals, to waive any irregularities or informalities in the offers received and to change the evaluation process described above if circumstances dictate this or it is otherwise in the best interest of the Village to do so.
The Village will evaluate the proposals and quotations from the information at hand and will also ask questions of a clarifying nature from responders as needed.
When the Village has tentatively selected a recommendation, it may request a meeting to formulate plans in greater detail, to clarify unclear areas, and to otherwise tie up loose ends prior to the recommendation to the Finance & Administration Committee. Prices of items bid will not be raised or lowered during these meetings, although the total price of the contract may be affected by modifications in service requirements. At any time during these meetings, the Village may choose to modify its choice of selection, if the results of the discussions determine such a change be in the best interest of the Village.
Contract Award
It is the intent of the Village of Glen Carbon to award a single contract as the result of this RFP. However, the Village reserves the right to apportion the requirements of this RFP among multiple firms if this is determined to be in its best interests.
---- End of Document ----
ATTACHMENT A
VILLAGE OF GLEN CARBON, IL
AUDITING SERVICES
FEE STRUCTURE
FYE 2025
FYE 2026
FYE 2027
ACFR, etc. *
TIF Audits (per district)
Police Pension (if requested)
Single Audit (if applicable)
TOTAL PROPOSAL
* ”ACFR, etc.” shall include all items not included in the other rows. These may include, but not be limited to, the Illinois Comptroller’s Annual Financial Report, Management Letter, & GFOA Certificate Response.
____________________________________________
Firm Submitting Proposal
____________________________________________
Signature of Authorized Representative
____________________________________________
Name of Authorized Representative
____________________________________________
Title
____________________________________________
Date
