Audit Services - Town of York

Request for Proposals Sealed Proposals will be received in the Town Manager's Office, York Town Hall, 186 York Street York, Maine 03909 10:00am on September 15, 2026, from parties interested in providing a submittal package for an Audit Services for the Town of York. The proposals, if mailed, should be addressed as noted below. Faxed, emailed or oral proposals will not be considered. Auditors must submit three (3) copies and one (1) unbound original, of their proposal, in writing, to the Town Manager's Office in a sealed envelope or box. Attention: Town of York, Town Manager's Office Request for Proposal Audit Services 186 York Street York, ME, 03909 The Town reserves the right to accept or reject any and all proposals. These proposals will not be publicly opened. A Vendor’s failure to submit its proposal prior to the deadline will cause the proposal to be disqualified. Late proposals or amendments will not be opened or accepted for evaluation. All proposals submitted shall become the property of the Town of York and will not be returned. Contact Information: For questions related to the RFP process: Kathryn Lagasse, Assistant Town Manager Email – Klagasse@yorkmaine.org Phone 207 - 363-1002 The preferred contact method is email. All inquiries or requests concerning this Request for Proposals shall be made in writing and must be received before the close of business two days prior to the deadline to the attention of Kathryn Lagasse, Assistant Town Manager. The Town is not responsible for oral interpretations given by any Town employee or representative. Thank you for your interest. Wendy Anderson Director of Finance Town of York PURPOSE SECTION ONE STANDARD PROPOSAL INFORMATION The Town of York, which includes the School Department, is seeking proposals from qualified independent certified public accountants to perform the required external audits for each of the three fiscal years ending June 30, 2027, through June 30, 2029. Proposals may include recommendations for two one-year extensions beyond the three fiscal year term. BACKGROUND The Town of York is a municipal corporation of the State of Maine with a population of approximately 14,000 year-round residents and a current annual operating budget of $78,254,736. The Town and School Department employ approximately 500 people. The Town and school participate in the Maine Public Employees Retirement System (MainePERS). The Town offers its employees both 401a deferred compensation and a plan created in accordance with IRC section 457. The Town and the School Department are required by local, state, and federal laws and regulations to have an independent certified public accountant (“Auditor”) perform an annual external audit of their financial statements. These audits are to be performed using generally accepted auditing standards as set forth by the governing bodies. As mentioned earlier, the municipal audit includes the School Department, and a separate report is issued for the school department. The Town requires the Audits to be delivered to the Town Selectboard before December 30th of the calendar year that follows the close of the fiscal year (June 30). The Town is committed to quality financial reporting, maintaining adequate systems of internal control, and proper stewardship of public funds. Consistent with this, the Town and School expect an audit that clearly meets all applicable auditing and accounting standards. The Town provides the following services to its citizens: Public Safety (Police & Fire) Public Works Education Community Services General Assistance Code Planning General Administration The Town utilizes Caselle Accounting Software and School Department utilizes Tyler Technologies School ERP Software. The accounting system of both the Town and School are comprised of the following funds: General Fund Special Revenue Funds Reserve Funds Grant Funds Enterprise Funds Capital Project Funds Trust Funds Agency Funds Permanent Funds General Long-Term Debt Capital Assets SCOPE The Auditor shall perform a financial and compliance audit of the financial statements in accordance with generally accepted auditing standards and principles for the Town and School-related services as described below. Provide an opinion on the Town of York Financial Statements. This includes an opinion on the government-wide financial statements, fund financial statements and notes to the financial statements. The Auditor will also perform the single audit (formerly A-133) performed under the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance) for federal grant programs. Assist and review the Management’s Discussion and Analysis document. Prepare and review the other required supplementary information for accuracy and completeness. Provide a management letter recommending improvements in internal controls and operations. Assist with the completion of the Statement of Net Assets and Statement of Activities and footnotes. Assist the Town and School Department with other statements and exhibits. Assist the Town and School Department in other various areas as requested (a separate per-hour quote for additional services should be provided in your proposal that is submitted to the Town). Provide an explanation of why external auditors cannot prepare the financial statements to be audited. FORMAT REQUIRED To facilitate the evaluation and comparison of all proposals, please present your proposal in tabs as described in the paragraphs that follow. To be considered substantive, the proposal shall respond to all requirements of this part of the RFP. Any other information thought to be relevant, but not applicable to the enumerated categories, may be provided as a separately bound appendix to the proposal. The proposal should be concise and to the point should not exceed 75 pages. Title Page Table of Content Letter of Transmittal – Brief Summary. Audit Approach – How the Auditor will plan, conduct, and report on the audit; explicit expected dollar levels of materiality by fund (based on fiscal year 2024); expected levels of materiality for the Uniform Guidance (formerly A-133) audit; and coordination with management. Qualifications and Experience of Auditors – How the audit managers and individual auditors, who will be assigned to the Town and School audits, are qualified by training and experience to perform the audit. Résumés are to be included in Tab F. How the quality of the staff, over the term of the agreement, will be assured. Provide the lead auditor’s résumé. Qualifications and Experience of Firm; References – How the local office of the firm is qualified to perform a governmental audit, including a minimum of five years’ experience auditing other local governments and schools. Provide a list of references including a contact name and phone number of audits of towns, cities and schools, including those in Maine. Accessibility – The degree of accessibility that the Auditor will be able to provide the Town and School. Résumés – Résumés of individual audit partners and managers expected to be assigned to the audit. Specifics such as professional certifications, college degrees, type, levels and years of experience in auditing local governments, schools, and relevant training courses should be clearly shown. Compensation – Estimate the total hours and the resulting all-inclusive maximum fee for which the requested work will be done. An appendix stating the hourly rate for staff classifications is required. Please include a schedule that outlines any savings to the Town if the audit is completed by October 31st and/or November 30th. The Town reserves the right to adjust quoted appraisal fee negatively for each day the report is received after the deadline at a rate of $100.00 per day. No penalty shall be imposed for delay that is beyond the control of the auditor and the auditing firm if written documentation explaining the reason for the delay is received by the Town well in advance of the report’s due date. SUBMISSION Auditors shall submit an original (so marked), signed by the Auditor’s contractually binding authority, and 3 copies of the proposal. All proposals shall be sealed with an outside label “INDEPENDENT AUDIT PROPOSAL” and contain a cover letter listing: The firm’s understanding of the scope of the audit and contains a firm commitment to meet the audit specifications within the stated time frame. Auditor firm name and address. Name and Position of the person who is authorized to bind the firm to a contract and contact telephone number. Receipt date and closing date. All proposals shall be addressed and delivered by the date and time specified in the cover to: Kathryn Lagasse, Assistant Town Manager Town of York 186 York Street York, Maine 03909 CLOSING DATE To be considered, a proposal must arrive in the Town Manager's Office on or before 10:00 am on September 15, 2026 The Town will not accept a proposal that is late. Auditors mailing proposals should use 186 York Street, York, Maine 03909 and allow sufficient mail delivery time to ensure receipt by the due date. If being delivered other than USPS, Proposals should be sent to: 186 York Street Attn Town Managers Office 186 York Street York, Maine 03909. INQUIRIES All requests concerning clarification of this RFP shall be made in writing, no later than ten days prior to the closing date, to: Kathryn Lagasse, Asst. Town Manager Klagasse@yorkmaine.org A copy of the Town and School’s 2024 Annual Financial Report can be located on the Town’s website at: https://www.yorkmaine.org/ Any contact with any Town or School Department representative, other than that outlined in 1.7, concerning this RFP is prohibited. Such unauthorized contact may disqualify your firm from consideration. CONTRACTUAL OBLIGATIONS The proposal submitted by the selected Auditor shall become an attachment to the contract signed by the Town, School Department and the selected Auditor. Neither the Town nor the School Department will be liable for any cost incurred by the bid submitting agency(s) in connection with the preparation or submission of a proposal. SUBSTANTIVE NATURE OF PROPOSALS Proposals that are not substantive may be considered non-responsive. It is not sufficient for the Auditor to address the proposal in general terms or in terms other than those outlined in the proposal. EVALUATION AND SELECTION PROCESS Opening of Proposals – At the designated time and date, the Finance Department shall open and list the proposals for the record. This is not a public opening. Proposals received after the due date in the cover letter shall not be accepted and will be returned unopened. Evaluation – During the evaluation phase, proposals are reviewed to determine which proposals: Address all the requirements/completeness of response of the RFP Experience and expertise of proposed staff Prior experience in performing municipal audits Ability to meet deadlines Completeness of work plan and procedures/audit approach Cost Oral presentation Proposals determined to be technically non-responsive or not as responsive as other proposals will be eliminated. Once the qualified Auditors have been determined, they may be interviewed to clarify specific matters presented in the proposals and obtain additional pertinent information. The Town will use information gained from any interviews and information presented in the proposals, to rank the Auditors in accordance with criteria stated in this RFP and all information developed in the selection process to this point. Price will not be the sole determinant in the selection process. The Town of York wishes to select an auditing firm that can best demonstrate their capability to provide the desired services, both currently and in the future, with quality and innovation at a competitive price. Negotiations shall be conducted with the Auditor ranked first. If a contract cannot be negotiated with the Auditor ranked first, then negotiations may be conducted with the auditor ranked second, and so on until a contract is awarded. The Selectboard will recommend the award of the audit contract based on analyses and discussions from the Town Manager, Superintendent, Director of Finance and School Business Director. Final award of the Town and School Audit Contract shall be made by the Selectboard. GENERAL SELECTION CRITERIA After receipt of proposals and initial evaluation process, the Town will evaluate proposals based on the following: The audit firm is independent and licensed to practice in the State of Maine. The firm does not have a conflict of interest with regard to any other work performed by the Town of York. The firms past experience and performance on comparable governmental engagements. The quality of the firms professional personnel to be assigned to the engagement and the quality of the firm’s management support personnel to be available for technical consultation. Adequacy of proposed staffing plan for the audit Price proposal. On the basis of the above evaluation criteria and all information developed in the selection process and discussions, the Town will select the firm(s) for negotiation of an audit contract and recommendation for award of the contract. Please refer to https://www.yorkmaine.org/DocumentCenter/View/12945/2026-Audit-Services-Request for the full document.

Agencia

Town of York

N° de solicitud

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Tipo de aviso

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NAICS

315210 — Cut and Sew Apparel Contractors

PSC

R704 — Support- Management: Auditing

Valor estimado (inferido, no oficial)

$79,473 – $786,500 (4 awards similares)

Set-aside

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Lugar de ejecución

ME

Publicada

16 de jul de 2026

Cierre

15 de sept de 2026

Última actualización

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