Meeting Type: BCC Work Session
Meeting Date: 7/23/2019
Item Status: New
From: Joey Nunnally, P.E., County Engineer
Submitted by: Matthew Brown, BRATS Director of Transportation
______________________________________________________________________
ITEM TITLE
Title
Solicitation of Quotes for Procurement of Professional Accounting Services for National Transit Database (NTD) Independent Auditors Statement of Financial Data
Body
STAFF RECOMMENDATION
Recommendation
Authorize BRATS staff, in coordination with the Purchasing Manager, to solicit a minimum of three quotes and statement of qualifications from Professional Accountants to prepare an Independent Auditors Statement of Financial Data (IAS-FD).
End
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: Pursuant to the Federal Transit Administration National Transit Database (NTD) 2018 Policy Manual for Full Reporting, the Baldwin County Commission is in need of professional accounting services to prepare an Independent Auditors Statement for Financial Data (IAS-FD). After the IAS-FD has been prepared once, it will not need to be prepared for another 10 years unless there is a substantial change in our accounting system. For the IAS-FD, the auditor must review all BRATS financial forms to ensure that:
• The transit agency’s accounting system follows the Uniform System of Accounts;
• The transit agency’s accounting system follows accrual accounting or uses a directly translatable method; and
• All financial data are in accordance with NTD requirements.
The auditor must state in the IAS-FD if he or she finds that any data does not conform to NTD requirements and describe the discrepancies.
BRATS staff communicated with other transit agencies and spoke with accountants in the field and found that potential pricing varies widely due to variations between agencies and existing workloads. To ensure that the best possible price is obtained, the County will secure a minimum of three quotes for the service. ALDOT has approved BRATS to take the necessary steps to move forward with the solicitation of quotes.
FINANCIAL IMPACT
Total cost of recommendation: BRATS staff estimates the service will cost between $4000 and $7000, 80% of which will be reimbursed by ALDOT.
Budget line item(s) to be used: 51930.5150
If this is not a budgeted expenditure, does the recommendation create a need for funding? This is not a budgeted expenditure; however, the expense can be made up through shortfalls in other items.
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
N/A
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: Matthew Brown, BRATS Director of Transportation.
Action required (list contact persons/addresses if documents are to be mailed or emailed): N/A
Additional instructions/notes: N/A