RFP - Audit Services

St. Charles City-County Library District
REQUEST FOR PROPOSAL
Audit Services
For the fiscal years ending
2026 through 2028
ISSUE DATE: Monday, March 9, 2026.
PROPOSALS DUE: Monday, March 30, 2026, no later than 3:00 p.m. at
the District's Central Services Building.
NOTE: Proposals hand delivered to the Library's Central Services Building
should be placed in the package drop box located on the building's
delivery dock.
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1. GENERAL TERMS AND CONDITIONS AND SPECIFIC PROVISIONS
1.1 GENERAL TERMS AND CONDITIONS
A. Purpose and Intent: The St. Charles City-County Library District (the
District) is seeking proposals from audit firms experienced in local governments and
non-profit organizations to perform the District and Foundation annual audits,
beginning with the fiscal year ending June 30, 2026.
The District is a political subdivision of the state of Missouri, organized to provide library
service to the residents of St. Charles County. The District operates with a $26 million
General Fund budget and currently maintains twelve (12) branch locations and a
separate central services headquarters.
The St. Charles City-County Library Foundation is a non-profit organization that is
governed by an eighteen-member board, of which one is appointed by the District's
Board of Trustees. The Foundation issues separate financial statements and is reported
in the District's financial statements as a component unit.
B. Submission of Proposals:
1. Issuing Office: This Request for Proposal is issued by the
Library CEO at the request of the Board of Trustees. The actual contract will be
issued by the Board of Trustees of the St. Charles City-County Library District.
2. Number of Copies and Closing Date: Please submit three (3)
bound copies of the proposal, enclosed in a sealed envelope marked "Audit Bid" by
3:00 p.m. on Monday, March 30, 2026, to:
Chris Donnelly, Purchasing & Building Project Manager
St. Charles City-County Library District
Central Services Building
77 Boone Hills Drive
St. Peters, MO 63376
3. Format: The proposal should be submitted in bound form;
responses sent by fax or email will be rejected. Responses should be organized in
sections corresponding to the outline presented therein. Any additional information
should be provided in an appendix.
4. Signatures: The proposal must be signed by a principal
officer or another officer authorized to make a commitment for the respondent.
C. Inquiries: Phone inquiries concerning this RFP should be directed to
Julie Wolfe, Chief Financial Officer at (636) 441-2300 x1571 and limited to brief
questions of fact or clarification. Multiple or lengthy questions must be submitted in
writing via email to jwolfe@stchlibrary.org no later than 3:00 p.m. on Thursday,
March 19, 2026.
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Answers to questions submitted in this manner will be distributed to all respondents in
the form of a letter of addendum to this RFP. Only a letter of addendum may change the
requirements of this RFP. Oral responses to questions made outside of the addendum
shall not be considered binding on the District.
D. Bidding and Selection Process:
1. Bidders should include the bid submittal form as the first page of
the proposal specifying services to be provided. Sealed bids will be accepted at the
address listed above.
2. Following the submission of bids, District staff will examine
submissions and select the finalists based on credentials, experience and
other information. Finalists may be given final interviews (only if deemed
necessary).
3. The District reserves the right to request additional information as
needed. The professional accounting services purchased will be from the firm which,
in the opinion of the District, is best qualified.
E. Project Approvals:
1. The agreement will require the approval of the Board of Trustees.
2. The Library Chief Executive Officer and Chief Financial Officer will
recommend a proposal (to which to award a contract) to the District's Finance & Audit
Committee.
3. The Finance & Audit Committee will recommend approval of the proposal
to the Board of Trustees, most likely on May 19, 2026.
1.2 SPECIFIC PROVISIONS
A. The bid will be for three (3) one (1) year intervals. Each bid proposal
shall allow for non-renewal by either party during the three (3) year term.
B. A draft of the audit with cover letter and footnotes should be presented to
management of the District within (30) days of the end of the information gathering part
of the audit.
C. The final document should be presented within fifteen (15) days
after review(s) of the draft document. Final audit copies should be provided.
D. The audit firm answers questions as needed which affect
accounting procedures and the annual audit.
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1.3 SELECTION/EVALUATION CRITERIA
A. All proposals will be evaluated by the District in accordance with the
criteria and procedures identified herein.
B. The District reserves the right in its sole discretion to select a
service-provider based directly on the proposals or to negotiate further with one or more
of the respondents without limiting any of its rights described in any section of this RFP.
C. The District reserves the right to reject any and all proposals for any
reason at any time, including but not limited to false or incomplete statements in
connection with a proposal.
D. The following criteria will assist in assessing the merits of each proposal:
1. Responsiveness to the RFP.
2. Experience and Qualifications:
a. Demonstrated knowledge of accounting and auditing services.
b. Relevant experience, qualifications, and responsibilities of the
Respondent.
c. Experience and reputation in the industry, particularly in respect to
working with local government and not-for-profit organizations.
3. Technical Quality and Methodology: Respondent's approach to
organizing and managing the project, and ability to document information and
recommendations clearly in a written format.
4. Understanding of the project objectives and scope; completeness of the
proposal.
5. References: Examples of completed projects. Satisfaction of
current/former clients with competency of respondent and completed work.
6. Fee Structure: Proposed fee structure relative to the services to be
provided.
7. Overall Evaluation: The selected contractor will be chosen on the basis
of its apparent ability to best meet the overall expectations of the District and
accomplish a project of this nature within the proposed time schedule. The District will
determine which proposal offers the greatest benefit.
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1.4 OTHER CONDITIONS
A. This RFP is only an invitation to submit a proposal and does not commit
the District in any way to enter into an agreement.
B. The issuance of this RFP does not obligate the District to pay any
costs whatsoever incurred by a respondent in connection with this RFP, including
its preparation and presentation and any supplements or modifications to it.
C. The District expressly reserves the right at any time to do any or all of
the following:
1. Waive or correct any minor or immaterial defect or irregularities or
technical error in any response as part of the RFP or any subsequent negotiation
process.
2. Reject any and all proposals for any reason at any time, including but not
limited to false or incomplete statements in connection with a proposal, without
indicating any reason for such rejection.
3. Request that certain or all respondents to this RFP supplement or modify
all or certain aspects of the information submitted.
4. Request clarification on any proposal or to ask respondents to supply any
additional material deemed necessary to assist in the evaluation of the proposal. The
District reserves the right to change the RFP schedule or issue amendments to the
RFP at any time. The District also reserves the right to cancel or reissue the RFP.
5. Extend deadlines for accepting responses, request amendments to
responses after expiration of deadlines, or negotiate or approve final
agreements.
2. PROPOSAL FORMAT AND SUBMITTAL REQUIREMENTS
2.1 PROPOSAL FORMAT - Respondents are encouraged to include technical
information in their response instead of marketing information and are encouraged to be
as concise as possible in their response.
2.2 SUBMITTAL REQUIREMENTS - The content and sequence of the proposal
must be as follows:
A. Contact Information: The name of the proposing firm, firm address and
telephone number and the name, email and telephone number of the person(s) who will
serve as the respondent's principal contact person with the District.
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B. Letter of Transmittal: A signed transmittal letter briefly stating the
proposer understands the work to be done, why the firm believes itself to be the best
qualified to perform the engagement, and any other information they consider essential
to their proposal.
C. Firm Profile: At a minimum, the proposal should state the size of the
firm and the size of the firm's governmental and not for profit audit staff.
D. Staff Qualifications: The proposal should describe the qualifications of
staff to be assigned to the audit. The proposal should include resumes of the individual
audit team members and governmental and not for profit experience should be
indicated.
E. Audit Approach: Clearly describe your firm's approach to conducting the
audit.
F. Audit Quality Control: Briefly describe your firm's quality control and
procedures. State whether these policies and procedures have been subjected to a
professional "peer review" program to provide for an independent review of their
effectiveness. Include a copy of your firms' most recent peer review report and
related letter of comments, if applicable.
G. Changing Audit Requirements: Present proposed or pending
auditing requirements that would affect the audit. Give any additional information
considered essential to this proposal, including involvement is state and local
governmental organizations, seminars, etc.
H. References: Describe recent local office auditing experience like the
type of audit requested and provide the names, addresses, telephone numbers, and
email addresses of four (4) client references.
I. Fees for Services: Provide the firm's all-inclusive maximum fee for the
requested work in this proposal. The audit firm shall be reimbursed for additional audit
related expenses only when agreed upon in advance by the District and firm. Certify
that all components of the proposal will remain firm for a minimum period of sixty (60)
days following the bid opening.
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ST. CHARLES CITY-COUNTY LIBRARY DISTRICT
AUDIT BID SUBMITTAL FORM
For bid comparison purposes, this form (or similar) must be attached to each proposal.
Please place this format as the first page.
Firm:
Address:
City, State, Zip Code:
Phone:
Contact Person:
Cost of Audit 2026 for FY2026 - District $
Foundation
Cost of Audit 2027 for FY2027 - District $
Foundation
Cost of Audit 2028 for FY2028 - District $
Foundation
Billable Services:
(Title/Description) (Per Hour)
$
$
$
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Additional Comments:
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