1. Terms of Reference
1.1. Invitation
This Request for Proposals (“the RFP”) issued by Mountain View County (the “County”) is an
invitation to submit non-binding proposal to provide Financial Audit Services(“Deliverables”).
The selected Proponent will be requested to enter into negotiations for an agreement with the
County for the provision of the Deliverables.
1.2. County Information
Mountain View County was established January 1, 1961, as a county operating within the
Province of Alberta. Agriculture is the backbone of the County’s landscape and culture. With
over 1,800 farms and ranches located on 3,800 square kms of rich fertile soil and lush grazing
land, agriculture is our proud heritage, and vital link to the future.
Population: 13,074 (2016 census)
Financial Services is located at The Mountain View County Administrative Office. (1408 - TWP
Road 320, Didsbury, Alberta)
All financial reports are included at www.mountainviewcounty.com The annual Budget
document included on the website has received the Government Financial Officers Association
Distinguished Budget Presentation Award. This award has been received annually since 2009.
1.3. RFP Schedule
The following Key Dates table outlines the anticipated schedule for this RFP. While the County will attempt to adhere to the outline, the timing of events resulting from this RFP may vary as determined by the County.
Release RFP 07/26/22
Deadline for Questions 08/05/22, 12:00 local time
Deadline for Issuing Addenda 08/08/22
Submission Deadline 08/22/22, 2:00 local time
1.4. Scope of Service and Deliverables
Audit proposals from qualified public accounting firms will cover four fiscal years. The first
fiscal year is December 31, 2022. Work will commence October 1, 2022, and end June 30,
2026, with an option to extend the contract an additional four fiscal years upon mutual
agreement of both parties.
Multiple applications are used to process financial transactions and manage the budget as
follows:
Serenic Software is used as our Enterprise Resource Planning (ERP) and financial
software
HUMI is for people and time management and payroll is through Serenic
CityView is used for development and planning applications
Camelot is used for assessing property values
Mfiles is our electronic file management platform. Account payable process is one
example of paperless workflow approvals. Monthly financial statements including
schedules and working papers can be viewed in Mfiles.
Microsoft Excel is used for financial and budget reporting
Questica will be implemented for the 2023 budget process
The Deliverables shall include, but are not limited to, the below list of services:
1.4.1. An audit of the County’s financial statements as per Municipal Government Act (MGA)
276. The purpose is to express an opinion in accordance with standards established by
CPA Canada. Management will prepare a set of working papers together with the draft
year-end financial statements and notes. The County’s fiscal year end is December 31
and Audited Financial Statements are required to be filed with the Provincial Minister of
Finance April 30 after they are approved by Council. For a more detailed overview of the
County and its financial information, please visit the County’s website as
www.mountainviewcounty.com/p/financial-statements.
1.4.2. Review of the Financial Information Return (FIR) prepared by management in
accordance with the basis of accounting as described in its notes to assist the County
in meeting the financial requirement of MGA 277 between Alberta Municipal Affairs and
the County. The annual deadline is April 30.
1.4.3. An annual Review Engagement Report for Family and Community Support Services
(FCSS). The purpose is to ensure the County is meeting the financial reporting
provisions of the Alberta Regulation 218/1994 of the FCSS Act between County and
Alberta Community and Social Services. The annual deadline is April 30.
1.4.4. A triennial compliance review is required for the Local Authorities Pension Plan (LAPP). The purpose is to provide a reasonable assurance opinion (report) stating whether management’s statement of the County’s compliance with the Alberta Pensions Services Corporation (APS) is fairly stated as per the Pension e-guide in all material respects, in accordance with the requirements of CPA Canada Assurance Handbook CSRS 4400. The next review is required for 2024 with a deadline of June 30, 2025.
Along with the above services, The County requires the following:
1.4.5. Present to the Audit Committee the Audit Service Plan at the beginning of the audit no later than November 15 after it is communicated to management. The purpose of the pre-planning meeting is to define the responsibilities which will lead to assembly, audit, endorsement and submission of the annual financial statements and information
returns.
1.4.6. Interim Audit work to be completed by November 30 on an annual basis.
1.4.7. Present the Audit Findings Report, Management Report, Audited Financial Statements to management outlining the significant audit, accounting and financial reporting mattes dealt with during the audit process including recommendations regarding opportunities for system, process and internal control improvements based on observations made during the course of the audit and follow of prior year’s
recommendations.
1.4.8. Formal presentation for the Audit Findings Report, Management Report, Audited
Financial Statements to Audit Committee prior to April 1 and Council for approval by
April 15 of each year.
1.4.9. All County stored data on the successful Proponent’s servers or Cloud based systems
must adhere to the highest cyber security standards and maintain Canadian residency.
1.4.10. System review and documentation resulting from the audit be provided to the
County.
1.4.11. Provide a secure web-based application for sharing and exchanging information and
documents.
1.4.12. The proponent must hold, in good standing, the Chartered Professional Accountant (CPA) designation and be licensed to practice in the Province of Alberta. Members of the audit team must have completed their degree in accounting and must be
supervised by a CPA with municipal and PSAB experience exceeding 5 years and in good standing with their professional associations.
1.4.13. Respondent will also provide proof of good status with W.C.B. at time of contract execution and payment.
1.4.14. The County will not accept contractual provisions which limit liability of the service provider to the value of the contract, fees paid, or the value of the services rendered.
Any limit on liability must be agreed to by the County prior to the award of the contract.
Expected dates for completion of the audit engagement would be mutually agreed to, in advance and in writing, as part of the annual audit plan. In any case, the dates for completion must accommodate the Council meeting schedule and meet the deadline for submission.
Please see attached PDF for submission requirements
