Introduction and Process
The Grey Sauble Conservation Authority invites proposals for the provision of audit services to the Grey Sauble Conservation Authority for a period of five years, commencing with the 2024 fiscal year.
This call for proposals is an essential element of good purchasing practices and does not reflect on the quality of service provided by our current external auditors.
The mandate of Conservation Authorities is the management of the renewable natural resources. The Grey Sauble Conservation Authority is a municipal/provincial partnership governed by the
Conservation Authorities Act of Ontario (RSO 1990). Within our jurisdiction we have 8 municipalities and 5 major watersheds.
Proposals must be submitted on or before 4:00 pm Friday, October 4th, 2024.
Service Requirements
Section 38 of the Conservation Authorities Act sets out the legal requirements for the annual audit:
- Every Authority shall cause its accounts and transaction to be audited annually by a person licensed
under the Public Accountancy Act.
- No person shall be appointed as auditor of an Authority who is or during the preceding year was a
member of the Authority or who has or during the preceding year had any direct or indirect interest in
any contract or any employment with the Authority other than for services within his or her
professional capacity.
- An Authority shall, upon receipt of the Auditor’s report of the examination of its accounts and
transactions, forthwith forward a copy of the report to each participating municipality and to the
Minister. R.S.O. 1990, c. C. 27, s. 38 (2).
If there are non-substantial changes to the provisions of the Conservation Authorities Act and Regulations, these shall be accommodated as part of the agreement.
The auditor’s main responsibility will include preparing the year-end financial statements and conducting the audit, in accordance with generally accepted accounting and auditing standards. For
purposes of establishing fees, it can be assumed that supporting working papers and schedules are prepared by staff of the Grey Sauble Conservation Authority.
The Grey Sauble Conservation Authority will require the attendance of a least one senior manager of the audit team to attend a Board of Directors’ meeting annually when the draft financial statements are presented and to be available to answer questions.
The period of service is intended to continue for five years, commencing in fiscal year 2024.
The Grey Sauble Conservation Authority has a year end of December 31st.
Draft financial statements are required by April 15th for the Grey Sauble Conservation Authority annually.
The following information will be provided to each participant to assist with the preparation of proposals:
- 2023 Audited Financial Statements
- 2024 Approved Budget and Levy
Additional Audited Financial Statements are available on GSCA’s website at: https://www.greysauble.on.ca/about-us/board-of-directors/
Proposal Content
The proposal must provide the following information:
1. A profile of the firm, including examples of audit assignments and clients; resource and support
services available; strengths relevant to the audit
2. Experience of the firm in public sector not-for-profit auditing and review, charitable auditing
review and municipal auditing.
3. A description of the auditing techniques to be utilized and procedures for reviewing the audit
work and the financial statements and a schedule of the preferred approach
4. The location of the office responsible for the audit, the names and resumes of the partner,
manager, and senior staff who will be assigned to the audit. Continuity of staff will be given a
high priority, and this must be so indicated. Include staff turnover experience over the last 3
years.
5. The name of client officials for three of the firm’s present audits who would act as contact
references, at least one of which must be an official of a public sector organization, and a Not-
for-Profit organization and municipality (references will be maintained in confidence);
6. An estimate of the number of hours that will be required for the preparation of the financial
statements and annual audit broken down by level of staff assigned.
7. Fees and expenses
a. Fees and Expenses for audit and preparation of financial statements and management
letter, by year, including hourly rates for members of the audit team.
b. Separately, hourly rates for inquiries, assistance with audit/financial questions, etc.
The schedule must include a separate price for each year of the five-year term.
All prices quoted will exclude HST.
8. Commitment to the terms and conditions of the call for the proposal
9. Information regarding any advisory services which may be available to the Authority and their
associated costs (hourly rate), including but not limited to support services dealing with matters
such as HST, pension reform, income tax, financial systems development and cash
management.
10. An explanation (specific, detailed and verifiable) of why the firm should be the successful
candidate.
11.Because of MFIPPA, proponents are reminded to identify in their proposal material, any
specific proprietary or similar confidential information, the disclosure of which could cause them
injury.
Terms and Conditions
1. Two copies of the proposal are required and should be delivered in a sealed envelope to:
Alison Armstrong
Manager of Financial Services
Grey Sauble Conservation Authority
237897 Inglis Falls Road
Owen Sound, Ontario N4K 5N6
a.armstrong@greysauble.on.ca
Phone: (548) 877-0503
2. Proposals are due and will be accepted no later than 4:00 pm Friday, October 4th, 2024, at the
Authority’s head office. Late responses will be returned unopened.
3. Additional information or clarification can be obtained by contacting:
Alison Armstrong, Manager of Financial Services – (548) 877-0503
a.armstrong@greysauble.on.ca
4.The Grey Sauble Conservation Authority reserves the right to accept or not accept any or all
proposals. The lowest cost proposal is not necessarily accepted.
5.The Grey Sauble Conservation Authority will not be liable for any costs incurred in the preparation
of the proposals.
6. All correspondence, documentation and information provided to the Authority and its staff by each
firm in connection with, or arising out of, this proposal, becomes the property of the Grey Sauble
Conservation Authority and, as such, subject to the Municipal Freedom of Information and Protection
or Privacy Act (MFIPPA) an
Selection Criteria and Process
Proposals will be evaluated based on the following:
1. Fees
2. Preference will be given to the firm which best meets the following criteria:
· Significant experience in providing similar audit services to Conservation Authorities, other
public sector entities and Not-for-Profit organization
· Demonstrates well developed, professional auditing techniques, effective systems of control,
and review of audit work performed
· Substantial professional resources and support services available; and
· Experienced, well qualified staff who can ensure continuity of work on the audit consistently
from one year to the next.
3. Consideration will be given to additional services identified, which may be of benefit currently or in
the future.
4. The ability to respond in an orderly, concise and easily understood format.
Supplementary Information
The Grey Sauble Conservation Authority is currently using the following computer software:
- Adagio for Accounts Payable & General Ledger
- Paydirt 2024julv.00
