RSU 12 Board of Directors meets May 5, 2022, 6:30pm, Chelsea Elementary School. Agenda and information can be found here, https://www.svrsu.org/documents/rsu-12-board-of-directors-agendas-and-backup/2021-2022/may-2022/319767
REQUEST FOR PROPOSALS AUDIT SERVICES Regional School Unit #12 Sheepscot Valley Regional School Unit (RSU) #12 is seeking a qualified, professional, responsive, customer service driven audit firm to provide specified consulting services as well as an opinion as to whether the financial statements of the RSU are presented, in all material respects, in conformity with generally accepted accounting principles. A copy of the complete RFP may be obtained by contacting the business office at Sheepscot Valley RSU #12 at 665 Patricktown Road, Somerville, ME 04348, Telephone 549-3261 option 2. Questions on the RFP should be directed to: Michele Grant Business Manager Sheepscot Valley RSU # 12 665 Patricktown Road Somerville, ME 04348 Tel: (207) 549-3261 option 2 Email: firstname.lastname@example.org All answers to questions will be provided to all prospective firms. Proposals clearly marked “SVRSU #12 Consulting and Audit Services” may be mailed or delivered to: Michele Grant, Business Manager, SVRSU # 12, 665 Patricktown Road, Somerville, ME 04348 by no later than 3:00 P.M on Wednesday, June 1, 2022. Acceptable proposal packages will contain three complete copies of the proposal and supporting documents. SVRSU # 12 AUDIT - REQUEST FOR PROPOSAL A. ADMINISTRATIVE INFORMATION 1. Basic Description: Sheepcot Valley RSU # 12 is composed of the towns of Alna, Chelsea, Palermo, Somerville, Westport Island, Whitefield, and Windsor. It has a student enrollment of 1485 students with approximately 235 employees. There are four elementary schools, and one central office. All financial records will be available at the Superintendent's Office. Budgeted revenues from all fund types are estimated at approximately $24 million in FY 2021-2022. 2. Schedule of funds to be audited: a. Government Fund Types General Other Governmental Funds such as Special Revenue and Capital Projects Permanent b. Proprietary Fund Business type activities c. Fiduciary Funds Student Activity Agency d. Account Groups General Long-Term Debt Capital Assets 3. Description of Accounting Records: SVRSU # 12 follows the State of Maine MEDMS/FS, Financial Accounting Classifications for Local and State School Systems. The accounting records of SVRSU # 12 are organized on the basis of funds and account groups, each of which is considered a separate accounting entity. The operations of each fund are accounted for with a separate set of self-balancing accounts that comprise its assets, liabilities, reserves, fund equity/retained earnings, revenues, and expenditures, or expenses as appropriate. The modified accrual basis of accounting is followed by all funds except student activity funds, which are maintained on a cash basis. Accounting records are ready for full audit review by September 15th of each year. 4. Description of Computer System & Accounting Staff: SVRSU # 12 uses Tyler Technology’s ADS Profund software to process financial transactions and maintain financial records for general fund and special revenue funds as well as payroll, food service and accounts payable. Accounting functions are performed in the Business Office by the following staff: Michele Grant, Business Manager, Amanda Morris, Account Payable Specialist, and Holly Plourde, Payroll Specialist. 5. Period to be Audited/Term of Contract: The fiscal year of July 1, 2021 through June 30, 2022 will be audited, with the option of extending the contract to subsequent years. 6. Availability of Prior Audit Reports and Work Papers: Upon request the most recent audit report (FY 2021) and audit report management letter will be sent to interested firms. B. WORK AND REPORTING REQUIREMENTS 1. Auditing Standards to be Followed: The financial and compliance audit will cover federal, state, and local funding sources in accordance with the generally accepted auditing standards as put forth by the AICPA; Government Auditing Standards; the Single Audit Act of 1984; the Single Audit Act Amendments of 1996; the provisions of OMB Circular A-133, Audits of State and Local Governments, and Non–Profit Organizations, including revisions published in Federal Register 06/27/03; and with Title 20-A, Section 6051 of the Maine Revised Statute Annotated, as well as all other applicable laws and regulations. 2. Extent of Assistance from SVRSU # 12: The business office normally is open Monday through Friday, 7:30 AM to 4:00 PM. A work area will be provided in the business office. The successful bidder may expect assistance from the SVRSU # 12 business office staff identified above, including (but not limited to): a. copies of year end trial balances b. separate statements of revenues and expenditures c. details of any account balances d. copies of original budget and all revisions e. long term debt and lease schedules f. copies of Board policies and meeting minutes g. reconciled bank statements for all accounts h. lists of outstanding checks showing check number, date, and amount i. Schedule of all receivables k. Schedule of insurance coverage l. Schedules of capital asset acquisitions and disposals for the fiscal year m. Schedule of depreciation expense as well as allocation among functional areas n. Schedule of accounts payable o. Computation of vested vacation payable with additions and retirements as well as allocation among functional areas p. Grant agreement or confirmation letter for all special revenues q. Grant budget and any financial reports with CFDA# or other number r. pulling invoices/cash receipts as requested To facilitate the providing of assistance by the SVRSU # 12 business staff, the auditor will provide a list of specific needed schedules and information prior to the audit start date. 3. Scope of Financial Audit to be Performed: The financial audit opinion will cover the financial statements for the governmental activities, the business-type activities, the fiduciary activities, the account groups, the financial statements of the aggregate discretely presented component units, each major fund, and the remaining fund information, which collectively constitutes the basic financial statements. The combining and individual financial statements, schedules, and related information are not necessary for fair presentation, but will be presented as additional analytical data. This supplemental data, as required by GASB 34, will be subjected to the tests and other auditing procedures applied in the audit of the basic financial statements, and an opinion will be given as to whether the supplemental information is fairly stated in all material respects in relation to the financial statements as a whole. The auditor shall also express an opinion on the budgetary comparison information for the general fund, the major funds, and any annually budgeted special revenue funds. An opinion will not be given on the Management Discussion and Analysis. 4. Scope of Compliance Audit to be Performed: The auditor shall perform a compliance audit of the school district's major federal programs in accordance with the provisions of the Single Audit Act of 1984, the Single Audit Act Amendments of 1996 and the provisions of OMB Circular A-133, Audits of State and Local Governments, and Non-Profit Organizations, including revisions published in Federal Register 06/27/03. The auditor shall render an opinion on the schedule of major federal programs, and on the internal accounting and administrative controls at the general-purpose financial statements level and federal program level, and on compliance at the general purpose financial statements level and the federal program level. 5. Number and Types of Reports Required: The school district will require 5 bound reports containing, at a minimum, the following information: a. Management Letter b. Audit reports as required by all of the aforementioned standards. c. Report on internal controls d. Compliance Audit as required by all of the aforementioned standards including any schedule of findings and questionable costs e. Any other required audits, schedules or reports necessary to comply with all applicable standards and regulations 6. Exit Conference Requirements: The auditor shall provide an exit conference that addresses questions in the following areas: a. Audit scope, procedure, or reports b. Departures from GAAP c. Observed errors or irregularities d. Questioned costs relating to federal financial assistance e. Recommendations to improve the accounting procedures or financial operations of the school district f. Beginning balances for the new fiscal year C. CONTRACTUAL REQUIREMENTS 1. Final audit reports must be delivered to the Superintendent of Schools by December 1, 2022. 2. All working papers related to this audit shall be retained by the auditor for a period of three years. The school district or its representatives shall have access to those papers at a mutually convenient time, but no later than ten working days from date of request. 3. SVRSU # 12 reserves the right in cases of poor-quality work or contract violations to have the area in question corrected; withhold a prorated portion of the payment until the area in question has been corrected; and report the area of concern to the Maine Board of Accountancy. 4. The contract may be terminated with six months notice by either party. 5. The audit firm will not be reimbursed for any travel, photocopying, telephone bills or other related expenses of the audit unless incurred at the specific request of the school district. 6. Progress payments will be made by the school district, with final payment made upon acceptance of the audit report by the SVRSU # 12 Board of Directors. D. PROPOSAL SPECIFICATIONS Proposals must include the following information: 1. A statement of the firm's understanding of the work to be done. 2. A commitment to perform work within the time specified. 3. Any comments or exceptions to the requirements of this request for proposal. 4. All-inclusive maximum fees that shall be charged for the fiscal year to be audited under this contract. 5. A profile of the firm, including location of the office from which the work will be done; number and positions of professional staff; range of activities performed by staff in the office that will perform these audits; staff participation in continuing professional education in government accounting and auditing over the past two years; and ongoing quality control measures. 6. Name of the individual(s) who will be assigned to supervise the audit. Describe his/her/their qualifications and experience or submit resumes. Specific reference should be made to experience auditing school units, governmental units or non-profit agencies. Describe the approach to staffing the work effort in subsequent years under this multiple year effort that will provide for efficiency of performance while, also, providing a fresh look each year. 7. The names and addresses of school units, governmental units and non-profit agencies for whom the firm has conducted financial audits during the past five years. Include telephone numbers and names of contacts. 8. An indication if the firm has been the object of any disciplinary action within the last three years. 9. The name, address and phone number of the firm and contact person for this proposal. 10. A signature on the proposal by an authorized representative of the firm. PROPOSAL TERMS AND SUBMISSION: 1. Proposals will be evaluated and selected based on the following criteria (not listed in order of priority): a. Relevant governmental auditing experience of the firm and individuals assigned to the audit. b. Quality of work as evidenced by references, commitment to continuing professional education, and quality control measures. c. Ability to schedule/complete the audit within established timelines. d. Fees. The award will not be based necessarily on the lowest fee proposed. 2. SVRSU # 12 reserves the right to waive all formalities and reject any and all proposals when it is in the best interests of SVRSU # 12 to do so. This includes the right to reject a proposal when an offeror is not in a position to perform the contract. 3. Proposals must be submitted in a sealed envelope clearly marked “SVRSU # 12 Audit Proposal” no later than 3:00 p.m. Wednesday, June 1, 2022. 4. Proposals may be mailed, or hand delivered to the Office of the Superintendent of Schools, SVRSU # 12, 665 Patricktown Road, Somerville, ME 04348. 5. All proposals will be opened on Monday, June 6, 2022 at the Superintendent’s Office, 665 Patricktown Road, Somerville, ME 04348 and will be available for inspection (and thereafter by appointment) by interested parties. F. FURTHER INFORMATION Accounting records and reports may be reviewed by appointment. To schedule an appointment or seek further information contact Michele Grant, Business Manager, at 549-3261 option 2.
Reminder: RSU 12 Board of Director's meeting on March 10th at Chelsea Elementary School, 6:30pm. Agenda can be found here, https://www.svrsu.org/browse/302359
All RSU 12 schools will have a two hour delay this morning, March 3rd.
This is a reminder. Face coverings will be optional for all staff, students, and visitors to RSU 12 schools starting Monday, February 28, 2022. Also, please note that the Federal CDC issued new guidance for school buses last Friday stating that face coverings are now optional. So, face coverings are now optional for all staff and students riding RSU 12 school buses starting tomorrow, February 28, 2022. Please read an updated letter from the Superintendent about these changes here, https://5il.co/15y2z
Face coverings will be optional for all staff, students, and visitors to RSU 12 schools starting Monday, February 28, 2022. Please read a letter from the Superintendent about this change here, https://5il.co/15y2z
The February 8th Board Meeting Agenda can be found here, https://www.svrsu.org/browse/292208
All RSU 12 schools are closed today due to the snow, sleet, and freezing rain.
All RSU 12 after-school activities are canceled today due to the predicted storm.
All RSU 12 Schools will be closed tomorrow, February 4th, due to the predicted snowstorm.
All schools in RSU 12 will have a two-hour delay this morning, Tuesday, January 25th due to the snow.
The agenda for the RSU 12 School Board meeting for January 13, 2022 can be found here, https://www.svrsu.org/browse/286343
RSU 12 schools are closed today, Friday, January 7th because of the predicted snow today.
All afterschool activities in RSU 12 are cancelled this afternoon due to the icy roads.
All RSU 12 schools will be closed tomorrow December 22nd due to the predicted snow, ice, and freezing rain. Wishing everyone happy and safe holidays.
Please read a Safety Update from the Superintendent here, https://5il.co/13bht
RSU 12 Board of Directors December Board meeting agenda and information can be found here, https://www.svrsu.org/browse/279033
All RSU 12 after school activities are cancelled today.
The RSU 12 Board of Directors meeting is Wednesday, November 10, 2021 at 6:30pm at Chelsea Elementary School. You can find the agenda here, https://www.svrsu.org/browse/271884
RSU 12 is initiating a voluntary pooled testing program for students and staff. Information and consent forms will be sent home with students today or tomorrow. For those that want their students to participate, please submit the signed consent form to your student's school by November 1st in order to participate in the first round of pooled testing. Information about pooled testing and the consent forms are being sent home with students, but you can also find information and consent forms here, https://www.svrsu.org/browse/268071