Current Requests for Bids, Proposals, and Quotes

REQUEST FOR PROPOSAL For AUDITING SERVICES

(Link to full PDF)

Rolling Hills Consolidated Library

1912 N. Belt Hwy.

Saint Joseph, MO 64506

https://rhcl.org/bids

Proposals will be accepted until 12:00 p.m. (CST) January 2, 2025

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Delivery, mail, or e-mail proposals to the Library

Attention:  Patsey McGuire Henderson

bids@rhcl.org

The Rolling Hills Consolidated Library, a political subdivision of the State of Missouri, is seeking proposals for auditing its financial records and producing the Comprehensive Annual Financial Report starting with the FY2025 fiscal year which runs July 1, 2024 to June 30, 2025.

Background

The Rolling Hills Consolidated Library system consists of 2 branches and a Bookmobile, across 2 counties in northwest Missouri, approximately 35 minutes north of the Kansas City International Airport.  The total annual operating budget is $3,141,000 for FY2025 with property taxes representing approximately 90% of revenues.  The Library employs 41 people.  

Scope of Services

1.    The Library is a political subdivision of the state, organized under the Revised Statutes of the State of Missouri. Respondents shall be responsible for complying with all relevant statutory requirements applicable to the Library and political subdivisions of the State of Missouri.

2.    The Library uses the Blackbaud Financial Edge NXT platform for accounting using a modified cash basis.

3.    The Library has two component units, both of which have 501c3 designation.  The Rolling Hills Consolidated Library Support Foundation and the Friends of the Rolling Hills Library both have a mission to raise funds and advocate in support of the library district.  These units should be included in the audit.

4.    The contract for auditing services shall be for the fiscal year ending June 30, 2025, with an option to renew for two additional years.  All pricing provided shall be firm through the contract period, with subsequent additional renewals possible with negotiated rates.

5.    The audit shall be performed in accordance with generally accepted auditing standards for political subdivisions; the provisions of the U.S. Comptroller General’s Government Auditing Standards; and the provisions of OMB Circular A-133, Audits of States, Local Governments and Nonprofit Organizations.

6.    The audit shall include an examination and evaluation of the balance sheet at June 30, and related statements of revenues, expenditures and changes in fund balance for the twelve months then ended; the Library’s internal control structure elements; and the Library’s compliance with regulatory provisions of state and federal grants. 

7.    The audit firm selected will be responsible for the following:

Comprehensive Annual Financial Report (CAFR)  (which may include the following)

·        Report of Independent Auditors

·        Basic Financial Statements and Other Supplemental Financial Statements as needed

·        Governmental Funds Balance Sheet / Statement of Net Position - Modified Cash Basis

·        Statement of Governmental Fund Revenues, Expenditures, and Changes in the Fund Balances / Statement of Activities - Modified Cash Basis

·        Report of Independent Auditors on Internal Controls and Compliance

·        Preparation of depreciation schedules

·        Preparation of adjusting journal entries

Basic Report Requirements

·        Type, proof, collate, assemble, copy, and bind CAFR

·        Present a brief overview of the report to the Library Board of Trustees

8.    Final copies of the Comprehensive Annual Financial Report are due on December 1st  each year, with presentation to the Library Board on the 4th Tuesday of January at 5:00 PM at the scheduled meeting location or virtually over commonly used online meeting software.

9.    The Library will provide the following:

·        Monthly Financial Reports

·        Access to the General Ledger for the fiscal year

·        Supporting financial records for the Library and for the listed component units

Proposed Calendar for Selection of Auditing Firm

November 13, 2024   Issue RFP

January 1, 2025        Proposals due

January 28, 2025       Recommendation from Management to the Board of Trustees

March 1, 2025           Execute engagement letter for auditing services

This page lists all the current projects or services that are being put out for a bid or proposal by the Rolling Hills Library.

Please follow all instructions provided, or contact the business office at (816) 236-2106 or email bids@rhcl.org.