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REQUEST FOR PROPOSALS

Audit Services

Town of Wilmington, Vermont

May 20, 2016

 

INTRODUCTION

The Town of Wilmington, Vermont, is requesting proposals from qualified firms of Certified Public Accountants, licensed to practice in the State of Vermont, to audit its financial statements for the fiscal year ending June 30, 2016, with the option of auditing its financial statements for each of the two subsequent fiscal years.

Proposals, in sealed envelopes marked “Annual Auditing Services Bid” are to be submitted by 4:00 P.M., on Friday, June 17, 2016 to:

Christine Richter, Finance Officer/Treasurer
Town of Wilmington, Vermont
2 East Main St
Post Office Box 217
Wilmington, Vermont 05363

 

The Town of Wilmington reserves the right to reject, in whole or in part, any and all proposals submitted. Proposals will be evaluated by the Town based on firm experience and reputation, understanding of Town requirements, and price.  During the evaluation process, the Town reserves the right, where it may serve in the Town’s best interest, to request additional information or clarification from proposers. At the discretion of the Town, firms submitting proposals may be requested to make oral presentations as part of the evaluation process.

Please direct all questions regarding this request for proposal to Christine Richter, 802-464-8591 or email to crichter@wilmingtonvt.us.

 

NATURE OF SERVICES REQUIRED

The Town of Wilmington, Vermont, desires the auditor to express an opinion on the fair presentation of its general purpose financial statements in conformity with generally accepted accounting principles. The Town also desires the auditor to express an opinion on the fair presentation of the combining and individual fund financial statements and schedules in conformity with generally accepted accounting principles.

The audit shall be performed in accordance with generally accepted auditing standards as set forth by the American Institute of Certified Public Accountants; the standards for financial audits set forth in the U.S. General Accounting Office’s Government Auditing Standards; the provisions of the Single Audit Act of 1984 and the Single Audit Act Amendments of 1996 (when applicable); and the provisions of the U.S. Office of Management and Budget (OMB) Circular, A-133, Audits of States, Local Governments, and Non-Profit Organizations.

The Town does anticipate spending in excess of $500,000 in federal awards in FY2016 and will require an audit in accordance with the Single Audit Act of 1984.

Audit fieldwork is to be scheduled and completed in one contiguous block of time to be mutually agreed on. All Town records will remain on the premises.

It is expected that in determining the extent of test procedures, full consideration will be given to the apparent effectiveness of the system on internal accounting controls. The feasibility of recommendations for improvements in the accounting system and internal controls will be discussed during the course of the engagement. In the required report on internal control, the auditor shall communicate any reportable conditions found during the audit. Reportable conditions that are also material weaknesses shall be identified as such in the report. Non-reportable conditions discovered by the auditors shall also be reported in a separate management letter, which shall include all instances of noncompliance.

The accounting firm will print, bind and submit ten (10) copies of the aforementioned report(s) to the Town Manager by January 15th each year.  The accounting firm must also submit a copy of aforementioned report(s) in PDF format for Town publication by the same date.  Additional copies of the report shall be submitted to the federal cognizant audit agency and any agencies of the State of Vermont, as required.

The accounting firm will hold an exit conference with the Town Manager and Town Treasurer to review draft copies of the aforementioned reports before such reports are issued.  At the conclusion of the audit, the auditor will meet with the selectboard to discuss the results of the audit and explain any findings that are included in the auditor’s management letter.

All working papers and reports shall be retained for a minimum of three years, unless the firm is notified in writing by the Town of the need to extend the retention period.

 

DESCRIPTION OF THE GOVERNMENT

The Town of Wilmington has a population of 2,200 and total operating budget of $4,619,227 for Fiscal Year 2017.  These budgets are made up of revenues and expenditures for the Town’s General Fund, Highway Fund, Solid Waste Management Fund, Pettee Memorial Library, Cemetery Fund, and Wastewater Treatment Fund. The current workforce of the Town is approximately thirty-four (34) full and part time employees.

The Town’s fiscal year begins on July 1, and ends on the following June 30. The most recent outside audit of the Town’s finances was for the Fiscal Year ended June 30, 2015.  A copy of the audit report is available on request.

The Town’s books are kept on a modified cash basis. Inter-departmental transfers and cash reconciliations are completed by the Town at the end of the fiscal year.

 

PROPOSAL REQUIREMENTS

Interested firms shall submit their proposal separated into two sections: the technical proposal and the cost proposal.

The purpose of the technical is to demonstrate the qualifications, competence and capacity of the firms seeking to undertake the audit of the Town of Wilmington in conformity with the requirements of this request for proposals.  The technical 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 proposals requirements.  The technical proposal shall provide the necessary information in the following sequence:

-Background of the firm.  The proposer should state the size of the firm, the size of the firm’s governmental auditing staff, and the number and nature of the professional staff to be employed in this engagement.  The firm is also required to submit a copy of the report on its most recent quality control review, along with a statement of whether that quality control review included a review of specific government engagements.

-Partner, supervisory and staff qualifications and experience. The proposer should identify the principal supervisory and management staff who would be assigned to the engagement and disclose each person’s government auditing experience.

-Similar engagements with other government entities. The proposal shall describe the five most significant engagements performed in the last five years that are similar to the engagement described in this request for proposals.  Indicate the scope of the work and the name and telephone number of the client contact.

-Specific audit approach.  The proposal should set forth a plan of implementation, including an explanation of the audit methodology to be followed.  The work plan should include a description of tasks, estimates of work effort, time budgets, and a detailed breakdown of responsibilities of all audit personnel.

The cost proposal should be structured as follows:

-Total all-inclusive maximum price for the engagement for the year ending June 30, 2016, and for each of the two subsequent engagement years for which the Town has the option of continuing in the contract.

-Breakdown of costs by year by partner (principal), supervisory and staff level.

-Out-of-pocket expenses included in the total all-inclusive maximum price and reimbursement rates.

-Progress payments will be made on the basis of hours of work completed during the course of the engagement. Interim billing shall cover a period of not less than a calendar month.

EVALUATION CRITERIA

The audit firm will be selected based on two criteria: technical qualifications and price.  For technical qualifications the Town will compare each proposer’s expertise and experience in providing quality audit services to government entities and the quality of the firm’s professional personnel who would conduct the audit.  The approach of the audit and the plan for implementation will also be scrutinized.  Cost will not be the primary factor in the selection of the audit firm.

 

INSURANCE REQUIREMENTS UPON CONTRACT APPROVAL

Certificate of Liability Insurance in the minimum amount of $1,000,000 (certificate should name the Town of Wilmington as an additional insured for the work the contractor will be doing).   A Certificate of Workers’ Compensation Insurance is required.  The Federal W-9 Form will be completed and returned to Town, if applicable.

 

HOLD HARMLESS AGREEMENT

The Consultant, its agents and assigns shall indemnify and hold harmless the Town of Wilmington, including but not limited to, its elected officials, its officers, and agents, (“the Town”) from any and all claims made against the Town, including but not limited to, damages, awards, costs and reasonable attorneys fees, to the extent any such claim directly and proximately results from the wrongful, willful or negligent performance of services by the Consultant during the Consultant’s performance of this Agreement or any other Agreements of the Consultant entered into by reason thereof. The Town agrees to give the Consultant prompt notice of any such claim and absent a conflict of interest, an opportunity to control the defense thereof.

The Town has the right to disclose information contained in the proposals after an award has been made.   All reports, documents and materials developed by the consultant for this project shall be considered public information and shall be the property of the Town of Wilmington.

 

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Volunteers are needed!! 
 
We have several opportunities for volunteers! These appointed positions play a very important rile in recommending and influencing the direction for our town for years to come. Please consider donating a few hours a month sharing your talents, skills, energy, and vision in the quest to ever-improve our town in some of the following positions:
 
Planning Commission- remainder of 4 year term expiring March 2018
Beautification Committee-  1 vacancy
 

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Chief Szarejko presented Goodell with a plaque for years of service Cathy with offciers  

 

 

 

 

 

Chief Szarejko, Cathy Goodell

 

Detective Denault, Chief Szarejko, Cathy Goodell, Sergeant Murano, Officer Watrous

Long Time Wilmington Police Dispatcher Catherine Goodell retired after over thirty years of service to the Wilmington Police Department and the citizens of Wilmington.  Cathy started in December of 1983 and worked as a part time dispatcher when we used to have a Friday and Saturday night shift dispatcher on duty.  She then took over when another dispatcher left and started on weekend day shifts and eventually to a full time dispatcher where she has been until the end of August 2015.  Town employees, department heads and Town officials gathered on Wednesday to honor her and commend her for her service.  Many people don’t realize how vital the dispatcher’s role is in police work.  They are the officer’s lifeline as well as the persons who happened to call for service.  Aside from the mountains of paperwork they handle weekly, preparing cases for court etc, they also handle calls at the door and provide service to persons who may stop in for anything from directions to how to obtain a relief from abuse order.
We will miss Cathy’s local knowledge, her hard work ethic, and her devotion to her job.  We all wish her well.

 

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People travelling in the southern Vermont Deerfield Valley during summer 2015 have noticed occasional murky flows in Cold Brook and the Deerfield River. These have been most evident after rain events, but some people have also noticed murky water in between rainy days this summer. This occasional turbidity is attributable to Mount Snow’s “West Lake” snowmaking pond construction and stream restoration work, off of Cold Brook Road in Dover and Wilmington, Vermont.
The Mount Snow West Lake project is a 3-phase project, started in 2015 and scheduled to be completed in 2016. The project includes constructing a snowmaking pipeline, a snowmaking pond, and the filling of two gravel pit excavations on Cold Brook. These gravel pits were dug several decades ago, then when Cold Brook jumped its banks into the pits during Tropical Storm Irene unnatural on-stream ponds were created. As part of this project, Mount Snow has voluntarily agreed to fill these unnatural on-stream ponds. An on-stream pond causes poor water quality, particularly from sunlight warming water that causes downstream thermal impacts to trout species. Trout prefer a cold-water habitat, and the warmed water flowing through the on-stream ponds degrades downstream trout habitat in Cold Brook and the Deerfield River. This voluntary stream restoration project will have major long-term benefits to both Cold Brook and the Deerfield River.
Various state and federal agencies have issued permits for the 3-phased project, which will provide an overall benefit to water and wetland resources. Numerous methods have been utilized to reduce and eliminate sediment discharges which cause murky stream flows. Mount Snow’s project managers have been actively increasing the size and effectiveness of the sediment capture and treatment systems, both in the excavation of West Lake, and the filling of the two unnatural on-stream ponds. VTANR staff has been called by citizens concerned about recent murky water in Cold Brook and VTANR shares these concerns. The VTANR has directed the use of several and increasing means to achieve the control of the sediment and the site is being monitored by VTANR staff on a regular and on-going schedule of site inspections. Mount Snow staff and engineering consultants are regularly reporting on their continued efforts to address and minimize sediment discharges in weekly and sometimes daily communications with VTANR regulatory staff. The West Lake/Cold Brook Restoration is expected to yield much higher quality river habitat in Cold Brook at the conclusion of the project. The Agency is working to avoid new sediment discharges and those to date are not expected to cause any long-term impacts to Cold Brook or the Deerfield River.
Inquiries regarding this project should be directed to Brendan Ryan at Mount Snow Resort (203-915-5760), or to Todd Menees in VTANR’s Watershed Management Division at 802-345-3510.