RFP - Auditing Services

The County of Seneca will receive Proposals for RFP R2025-003 for Auditing Services.

SCOPE-OF-WORK (SCHEDULE A)

REQUEST FOR PROPOSAL

Specifications Submitted By: Seneca County Finance Department

AUDITING SERVICES SPECIFICATIONS

OVERVIEW

Seneca County (the “County”) is seeking proposals from licensed certified public accountant firms to audit its financial statements (including audit of Soil & Water Conservation District), Federal Single Audit, New York State Department of Transportation Single Audit, Consolidated Fiscal Report (CFR), Seneca Tobacco Asset Securitization Corporation (STASC), and Deferred Compensation Plan (the Plan) for Employees of Seneca County for the fiscal year ending December 31, 2025, with the option of extending the contract for the subsequent two (2) fiscal years. These audits are to be performed in accordance with the provisions included in this request for proposal.

These audits are to be performed in accordance with auditing standards accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; the audit requirements of Title 2 U.S. Code of Federal Regulations (CFR) Part 200, Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards (Uniform Guidance); the U.S. Office of Management and Budget (OMB) Compliance Supplement; Part 43 of the New York State Codification of Rules and Regulations (NYSCRR); and Section 9005.1 of the Rules and Regulations of the New York State Deferred Compensation Board.

Timing, Location and Conduct of Audit Work for:

County-wide Financial Statements and the Plan:

1. An on-site pre-engagement conference with County personnel shall be required.
2. The County expects to receive 5 business days prior to beginning the interim audit, a list of schedules to be prepared, and other items required for the audit.
3. An interim on-site audit shall be conducted prior to January 15 ^th .
4. The final on-site audit shall be scheduled to begin no later than March 15 ^th . The on-site audit shall be conducted at the Finance Department, 1 DiPronio Drive, Waterloo, NY 13165.
5. Adjusted trial balance figures and adjusting journal entries are required by April 15 ^th .
6. Prior to submission of the final report, the auditor shall be required to meet on-site or via phone/video call to review a draft of the proposed report and management letter with the Director of Finance and Deputy Finance Director.
7. Issuance of the final audit report for the County financial statements and presentation to the Ways & Means Committee (W&M) is required on or before the last scheduled W&M meeting in June (exact date to be determined in January).

Other:

1. Issuance of the final audit report for the Plan shall be completed and presented to the Deferred Compensation Plan Committee no later than July 1st following each year-end.
2. Single Audit Report submission shall be in accordance with the audit requirements of Title 2 U.S. Code of Federal Regulations (CFR) Part 200, Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards (Uniform Guidance).
3. New York State Department of Transportation State Single Audit report submission shall be in accordance with Part 43 of the New York State Codification of Rules and Regulations (NYSCRR).
4. The Federally Aided Projects audit in accordance with accounting principles accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States.
5. Consolidated Fiscal Report (CFR) certification to meet filing requirement – April 30 ^th .

Scope of Work to be Performed for Above Audits:

1. Audit to express an opinion on the fair presentation of its financial information in conformity with accepted accounting principles for the governmental activities, the business type activities, each major fund, and the aggregate remaining fund information of Seneca County.
2. Audit of the financial information of each of the County’s non-major governmental funds.
3. Prepare all schedules and work papers, unless the same schedule has been produced by the County in the normal course of business.
4. Pull and re-file all records used in the course of conducting the audit (i.e. disbursement, payroll records, checks, journal entries, tax bills, etc.)
5. Utilize the County’s computerized financial system and on-line banking services to the extent possible in the course of conducting the audit.
6. Review and evaluate the County’s existing financial system including internal controls.
7. Preparation of audited financial statements and related notes in accordance with accepted auditing standards and GASB #34 format for all funds of the County (combined and individual presentation) with the exception of the Seneca County Industrial Development Corporation, and Seneca County Tobacco Asset Securitization Corporation, which have separate audits.
8. Prepare supplemental schedules for the audit report as requested by the County.
9. Add statistical information and the Management Discussion and Analysis, prepared by the County, to the financial audit report.
10. Preparation of the Single Audit Report for all departments or funds of the County receiving federal financial assistance. The Single Audit Report shall be prepared in accordance with the audit requirements of Title 2 U.S. Code of Federal Regulations (CFR) Part 200, Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards (Uniform Guidance); the U.S. Office of Management and Budget (OMB) Compliance Supplement; and Part 43 of the New York State Codification of Rules and Regulations (NYSCRR).
11. Preparation of the New York State Department of Transportation State Single Audit Report for all departments, of the County of Seneca, receiving New York State financial assistance. This Single Audit Report shall be prepared in accordance with the types of compliance requirements described in Part 43 of the New York State Codification of Rules and Regulations (NYSCRR) and the New York State Department of Transportation.
12. Preparation of the audit of the Plan. This audit shall be prepared in accordance with accepted auditing standards and must conform to section 9005.1 of the Rules and Regulations of the New York State Deferred Compensation Board.
13. Provide the County with the required Report on Internal Control Related Matters Identified in an Audit.
14. All statements shall be provided in both hard copy (3 copies) and electronic form (PDF) to be posted on the county website for public use.
15. Shall be available on an ongoing basis, throughout the contract period, to answer questions and to provide guidance at no additional cost.

AUDITING SERVICES RFP REQUIREMENTS

The accounting firm shall provide the following:

1. Firm Overview – Brief history, ownership structure, relevant experience and a copy of the most recent peer review letter.
2. Qualifications/Staffing – Details of professional licenses, certifications and relevant auditing experience, particularly with government entities and adherence to GASB, federal & state requirements for staff that will be assigned to the audit team for the county.
3. Audit approach – Outline your proposed approach to the audit, including timelines, resources, methodologies, specifically addressing how GASB, federal and state compliance requirements will be incorporated.
4. References – Provide at least three (3) references from governmental or similar entities for whom you have performed audits in the past three years.
5. Cost Proposal – Provide a detailed cost proposal for both a one-year engagement and a three-year engagement, including any potential fees for additional services.

Evaluation of RFPs:

Each proposal submitted will be reviewed and evaluated. The award will be based on:

• 30% - Experience and qualifications of the firm and staff
• 30% - Proposed audit approach, timing and methodology, including GASB, federal and state compliance
• 10% - Cost-effectiveness of the proposal
• 30% - References and past performance

The county reserves the right to negotiate for additional services with the successful contractor and/or to delete components when business operations change. The County may request an oral presentation. The County reserves the right to reject all proposals.