Bid Detail

19-072 - Request for Proposals for Independent Financial Audit Services

End date: Sunday January 14, 2018 at 2 p.m.

The City of Springfield, Massachusetts (City) acting through the Chief Procurement Officer of the City invites qualified, independent Certified Public Accountants, licensed to practice in the Commonwealth of Massachusetts, to submit written fixed fee proposals to conduct an annual audit of its financial statements in accordance with U.S. General Accounting Office’s (GAO) Government Auditing Standards, the provisions the federal Single Audit Act Amendments of 1996, Office of Management and Provisions of Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirement, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance), and any other applicable state and federal requirements, to apply agreed upon procedures related to the School Department’s End of Year Financial Report for the Massachusetts Department of Elementary and Secondary Education, and to provide other attestation services as needed.

The City hereby requests competitive sealed bids for these independent financial audit services for fiscal years 2019 through 2021 unless extended by the City at its sole discretion. The City reserves the right at its sole discretion to renew this Agreement for two additional one (1) year terms. The quoted fee shall be all-inclusive for all required services.

Pursuant to section 1(b)(15) of Chapter 30B of the Massachusetts General Laws, the provisions of Chapter 30B itself shall not apply to contracts with Certified Public Accountants.


Information Furnished to Proposers

General Information

Springfield was established in 1636, incorporated as a town in 1641, and incorporated as a city in 1852. The City of Springfield is located in Western Massachusetts along the east bank of the Connecticut River. The City occupies a land area of approximately 33 square miles. With a population just over 154,000, it is the third largest city in the Commonwealth of Massachusetts and the fourth largest in New England. The City is supported by $786.3 million in revenue and reserves.

The City of Springfield is governed by its Massachusetts Plan "A" charter, where voters elect a "strong" Mayor with broad powers to supervise City departments and to appoint their managers. A thirteen-member City Council serves as a representative legislature. With the enactment of Chapter 169 of the Acts of 2004 and the appointment of the Springfield Finance Control Board (SFCB), the authority of the City’s executive officers and the City Council over financial matters was largely pre-empted by that of the SFCB between 2004 and 2009. The SFCB was dissolved effective June 30, 2009, and authority over financial matters returned to local control.

The Mayor is elected for four years in November with the latest term starting in January 2020. The Mayor is the administrative head of the City and chairman ex-officio of the School Committee, the Board of Library Trustees, and the Board of Trust Fund Commissioners. The Mayor acts with the City Council and School Committee to carry out City business. The Mayor appoints his or her office staff, the City Solicitor, and the Assistant City Solicitor without City Council confirmation. The appointment of City Clerk, Director of Internal Audit, and members of the various boards and commissions, however, require City Council confirmation. The Mayor has the right to veto any order, resolution, or ordinance passed by the Council. However, a veto may be overturned by a two-thirds vote of all councilors. As the general administrator of all City departments, the Mayor is consulted by department heads pertaining to the City’s welfare.

On January 9, 2009, the Commonwealth enacted Chapter 468 of the Acts of 2008. This legislation included the creation of the Chief Administrative and Financial Officer (CAFO) position and the Office of Management and Budget, which is responsible for the overall budgetary and financial administration of the City. This department is under the control of the CAFO, who reports to the Mayor. The CAFO is appointed to a term no longer than three years. The CAFO is responsible for administering and supervising the City’s financial services, which includes developing department’s budgets, monitoring expenditures and implementing and maintaining uniform financial systems and control for all departments.

The City Council is primarily the legislative branch of the City government. As the legislative body, the Council confirms appointments made by the Mayor and appropriates all monies necessary to City operation. It can approve, disapprove, or reduce the amount of appropriations, but not add to the appropriation. The Council receives orders of recommendation by the Mayor and petitions from the public, and acts on them after committee study. The City Council also has the power to enact the Ordinances and other regulations. A majority of the City Council constitutes a quorum, and the affirmative vote of a majority of all the members of the Council is necessary for the adoption of any motion resolution, or ordinance. In some instances, adoption by a two-thirds vote of the members is required by statute.

The City provides general governmental services for the territory within its boundaries including police and fire protection; disposal of garbage and rubbish, public education in grades K-12, including vocational technical education at the high school level, street maintenance, parks and recreation facilities. The fire department operates eight stations. Springfield also provides a library system with a main library and seven branches.

The Springfield Retirement Contributory System is a blended component unit of the City. This system is governed by the Springfield Retirement Board which consists of five members. The board administers the pension system for approximately 3,200 current and 2,800 retired City workers and their survivors. Chapter 32 of the Massachusetts General Laws requires municipalities to fully fund their retirement liability by 2040. Springfield’s most recent actuarial valuation estimated the City’s unfunded pension liability at $883.2 million as of January 1, 2018.
In FY 2018 the City determined that one organization met the GASB criteria as a component unitof the City: the Springfield Redevelopment Authority.

A copy of additional resource information, including the Fiscal Year 2019 Adopted Budget can be found at http://www.springfieldcityhall.com.

B. Description of Financial Records

The City maintains its general ledger in accordance with the Uniform Municipal Accounting System established by the Massachusetts Department of Revenue, Bureau of Accounts. The modified accrual basis of accounting is followed by governmental funds. The City maintains its enterprise funds on an accrual basis.

The City’s financial software is Munis and includes the following applications: General Ledger, Journal Entries, Budget, Accounts Payable, Accounts Receivable, and Payroll. The City uses Asset Aid for the maintenance of its fixed assets. Many source documents are scanned and attached in this system including accounts payable invoices, attachments supporting general journal entries, grant awards, budget amendments, purchase orders, vendor contracts and departmental billing. Also, most reports generated from Munis may be downloaded into spreadsheets.

A virtual private network (VPN) connection may be granted to the external auditor at the discretion of the City to access Munis and other financial information off site.

The City processes payroll internally and uses Kronos, a time and attendance application which interfaces with MUNIS. (Police Department utilizes Telestaff to record payroll) This system electronically captures employee time entry and manager approvals.

Required Services

1. General

The City of Springfield, MA is soliciting services from qualified certified public accountants to audit its financial statements for the three fiscal years ending June 30, 2019 through June 30, 2021. The City reserves the right at its sole discretion to renew this Agreement for two additional one year terms.

2. Scope of Work to be Performed

An audit opinion on the fair presentation of the financial statements of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information, including the related notes to the financial statements, which collectively comprise of the basic financial statements, of the City of Springfield in conformity with generally accepted accounting principles.

An audit opinion on the fair presentation of the City’s Combining and Individual Fund Statements in conformity with generally accepted accounting principles. The external auditor is required to audit the Schedule of Expenditures of Federal Awards. The external auditor shall also be responsible for performing certain limited procedures involving supplementary information required by the Government Accounting Standards Board (GASB).

An audit opinion on the fair presentation of the Springfield Contributory Retirement System’s (SCRS) financial statements, including the Schedule of Employer Allocations and Schedule of Pension Amounts by Employer, prepared in conformity with generally accepted accounting principles, in accordance with AU-C section 805, Special Considerations – Audits of Single Financial Statements and Specific Elements, Accounts, or Items of a Financial Statement.

Conduct agreed upon procedures over compliance applicable to the School Department’s End of Year Financial Report for the Massachusetts Department of Elementary and Secondary Education (DESE).

3. Auditing Standards to be Followed

To meet the requirements of this RFP, the audit shall be performed in accordance with generally accepted audit standards as set forth by the American Institute of Certified Public Accountants (AICPA), the standards for financial audits set forth in the U.S. General Accounting Office’s (GAO) Government Auditing Standards, the provisions of the Single Audit Act of 1984 (as amended in1996), the provisions of U.S. Office of Management and Provisions of Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirement, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance).

The audit must also be performed according to the rules that pertain to the Certificate of Achievement for Excellence in Financial Reporting established by the Government Finance Officer’s Association of the United States and Canada (GFOA).
Proposals must be received at this office no later than 2:00 p.m. EST on January 14, 2019 14 2018. The deadline will be strictly observed. Proposals delivered to any other office or location will be rejected as non-responsive. If at the time of the scheduled RFP opening, City Hall or the Procurement Office is closed due to uncontrolled events such as fire, snow, ice, wind, or building evacuation, the RFP opening will be postponed until 2:00 p.m. on the next normal business day. RFP will be accepted until that date and time.

Proposals shall be delivered by U.S. Mail, Federal Express or other such service or by hand. Delivery by facsimile is prohibited. It is the Proposers sole responsibility to ensure that its proposal is received at the proper location at or prior to the deadline.


Proposals will be analyzed by a review committee. Supplemental information or the clarification of information submitted may be requested by the City and obtained from Proposers. The highly advantageous Proposal will be recommended for approval. In connection with the evaluation of Proposals, oral presentations may be requested of all or some of the Proposers.

February 1, 2019 is the deadline for designation by the City of the most advantageous Proposal, unless further extended by written notice from the City to all Proposers that have submitted Proposals. Unless the deadline is so extended, the failure of the City to designate a Proposal as most advantageous by this date will constitute rejection of all Proposals.

Subsequent to February 1, 2019, the successful Proposer, if any, will be notified by the City, formal negotiations will be conducted on the final Agreement.

The City may cancel this RFP, or reject in whole or in part any and all RPF. If the City determines that cancellation or rejection serves the best interests of the City.

All blanks must be filled in. Proposals by corporations shall be executed in the corporate name by the president or other corporate officer accompanied by evidence of authority to sign and attested by the secretary or an assistant secretary. The corporate address and state of incorporation shall be shown below the signature. Proposals by partnerships shall be executed in the partnership name and signed by a partner, whose title shall appear under the signature. The official address of the partnership shall be shown below the signature. Proposals by joint ventures shall be similarly executed by all joint venture partners. All names shall be typed or printed below the signature.

A Proposer may correct, modify or withdraw its proposal by written notice received by City at the address specified above prior to the time and date specified for the receipt of proposals. After such time, a Proposer may not change the price or any other provision of its proposal in a manner prejudicial to City or fair competition.

Questions regarding the RFP should be submitted in writing to the Chie Procurement Officer. In order to provide prompt answers to questions, the City requests that all proposers submit written questions to the City of Springfield’s, Procurement Department by January 7, 2019. Questions should be faxed or emailed to the following:

Mailing Address: Office of Procurement
Attn: Lauren Stabilo, Chief Procurement Officer
36 Court Street, Room 307
Springfield, MA 01103
Fax Number: (413) 787-6295
Email: lstabilo@springfieldcityhall.com

The City will compile written answers which will be sent in written format to all Proposers who requested a copy of the RFP, no later than January 9, 2019.

To maintain a fair and impartial competitive process, the Chief Procurement Officer will only answer written questions submitted to the Procurement office. Private communication is not allowed with any RFP Review Committee Member or other City staff during the proposal preparation and evaluation period. Proposers who initiate private communication or attempt to violate the process outlined herein will be disqualified.




The City of Springfield supports the goal of twenty percent minority and women participation in all contracts. No questions will be answered unless received by the Chief Procurement Officer at least 7 days prior to the expiration of the time set for submitting bids or proposals. The Chief Procurement Officer reserves the right to waive any informality in and to reject any or all bids if it is in the public interest to do so.


Available Solicitations

As of 9:03 am Friday, March 29, 2024

24-210 - Central High School Auditorium & Gym Bleacher Renovation Project (Rebid)
End date: Wednesday April 17, 2024 at 2 p.m.

24-209 - Flooring Installation at Springfield High School of Science & Technology
End date: Friday April 12, 2024 at 2 p.m.

24-208 - Intercom Installation at Kensington International School
End date: Thursday April 11, 2024 at 2 p.m.

24-207 - Intercom Installation at Springfield Public Day Middle School
End date: Thursday April 11, 2024 at 2 p.m.

24-201 - Improvements to Nahorniak Park
End date: Wednesday April 10, 2024 at 2 p.m.

24-169 - Student Bus Transportation Services for Springfield Public Schools
End date: Wednesday April 10, 2024 at 2 p.m.

24-193 - On-Call Legal Services for Procurement Office
End date: Tuesday April 9, 2024 at 2 p.m.

24-191 - Barney Carriage House Chimney and Roof Repair
End date: Friday April 5, 2024 at 2 p.m.

24-200 - Abatement at Daniel B. Brunton Elementary School
End date: Thursday April 4, 2024 at 2 p.m.

24-199 - Abatement at Thomas M. Balliet Elementary School
End date: Thursday April 4, 2024 at 2 p.m.

24-198 - Abatement at Springfield High School of Science & Technology
End date: Thursday April 4, 2024 at 2 p.m.

24-195 - Injured on Duty Claims 3rd Party Admin. & Accidental Disability Retirement for SPD and SFD
End date: Wednesday April 3, 2024 at 2 p.m.

24-192 - On-Call and Scheduled Landscaping Services
End date: Tuesday April 2, 2024 at 2 p.m.

24-197 - HVAC Parts and Equipment Supply
End date: Monday April 1, 2024 at 2 p.m.

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