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HomeMy WebLinkAboutWNDE Proposal  CITY OF SAN LUIS OBISPO PROFESSIONAL AUDITING SERVICES PROPOSAL FOR THE FIVE YEARS ENDING JUNE 30, 2023 Submitted by: 2875 MICHELLE DRIVE, SUITE 300 IRVINE, CALIFORNIA 92606 (714) 978-1300       TITLE PAGE RFP Subject: Certified Audits for the City of San Luis Obispo for the Five Years Ending June 30, 2023 Name of Proposer: White Nelson Diehl Evans LLP Certified Public Accountants and Consultants Local Address: 2875 Michelle Drive, Suite 300 Irvine, CA 92606-5165 Telephone: (714) 978-1300 Fax: (714) 978-7893 Federal Identification Number: 33-0686301 California CPA License Number: PAR 6123 Website: www.wndecpa.com Email: rcallanan@wndecpa.com npatel@wndecpa.com Contact Persons: Robert J. Callanan, CPA Engagement Partner Nitin P. Patel, CPA Technical Review Partner Date: April 12, 2019       City of San Luis Obispo Table of Contents April 12, 2019 Page Number Letter of Transmittal 1 - 2 Firm Profile and Qualifications: Licensing and Independence 3 Size and Location of the Firm 3 Range of Activities 3 Participation in “Quality Review” Programs 3 Education Programs 4 Participation in Professional Organizations 4 - 5 GFOA Award Program 5 Computer Auditing Capabilities 6 Partner, Supervisory, and Staff Qualifications and Experience: Audit Team 7 Commitment Related to Personnel 7 Nondiscrimination Policy 7 Resumes of Audit Team Personnel 8 - 11 Firm Experience with Governmental Entities: Similar Engagements with Other Municipal Entities 12 Scope of Work, Timing, and Audit Approach: Entities to Be Included 13 Reports to Be Issued and Due Dates 13 Audit Timing 13 Commitment to Deliver Reports on a Timely Basis 14 Audits to Be in Accordance with GAAS and Other Requirements 14 Audit Approach 14 - 16 Approach to Internal Control 16 Single Audit Approach 16 - 17 Determining Laws and Regulations Subject to Audit 17 Method of Sampling 17 Analytical Procedures 17 Management Letters 18 Retention of and Access to Audit Work Papers 18 Other Professional Services 18 Irregularities and Illegal Acts 18 Insurance 18 City of San Luis Obispo Table of Contents April 12, 2019 Page Number Fees and Hourly Rates 19 Attachment I: Audit Team Organization Chart Attachment II: City Client References Attachment III: Lists of City and Special District Engagements - Performed in the Past Five Years Attachment IV: Results of Outside Quality Review 2875 Michelle Drive, Suite 300 | Irvine, California 92606 | WNDECPA.com | 714.978.1300     April 12, 2019 City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 We are pleased to present our proposal to serve as independent auditors for the City of San Luis Obispo (the City). We have prepared this information in accordance with the guidelines set forth in your request for proposal. Who We Are White Nelson Diehl Evans LLP (WNDE) is a California certified public accounting (CPA) and consulting firm with offices in Irvine and Carlsbad. Our firm has specialized in providing services to the governmental industry for over 90 years and has no intentions of discontinuing these services. Why We Are the Best Qualified Firm We consider ourselves to be the best qualified firm to perform auditing and accounting services for the City of San Luis Obispo. Please consider these qualifications:  A significant part of our practice is devoted to providing professional services to the governmental industry, and, over the past year, the firm provided services to approximately 100 governmental organizations. On an annual basis, our firm issues over 150 reports on audits of local governmental agencies, including cities, the successor agency to redevelopment agencies, special districts, and joint power authorities.  Our firm has devoted a substantial amount of time and resources in order to provide governmental agencies with quality audits. Our knowledge of the industry is best demonstrated by the fact that our clients who apply for the “Certificate of Achievement in Financial Reporting,” issued by the Government Finance Officers Association (GFOA), consistently receive that award. A list of these clients is presented on page 5 of this proposal.  We are in a professional alliance with BDO USA, LLP (BDO), a national accounting firm, and a network of accounting firms thereby allowing us the ability to provide quality attestation services. The BDO alliance provides us access to BDO’s personnel and technical resources, which allows WNDE to deliver the range of services and capabilities of a large national firm, including the use of specialists to support the needs of our clients.  We are a full-service CPA firm. Our firm can provide the City with a variety of services, including investment policy compliance reviews and agreed-upon procedures reviews, and consulting on a wide array of governmental issues.   2   Why We Are the Best Qualified Firm (Continued)  Our audits include extensive use of information technology as described in detail on page 6 of this proposal.  We understand that we provide a service to the City. We are committed to providing an effective and efficient audit that will meet the proposed timing of the project deliverables by assigning experienced governmental auditors. We are confident that the proposed staffing plan with an engagement team experienced in governmental audits and familiar with municipal procedures will result in an effective and efficient audit that meets the project timing and deliverables requirements with minimum disruption to your staff. The scope of our services would be as follows:  A financial audit of the basic financial statements of the City in accordance with auditing standards generally accepted in the United States of America and Government Auditing Standards, issued by the Comptroller General of the United States  A financial audit of the Whale Rock Commission Joint Venture  An agreed-upon procedures review of the calculation of the City’s GANN Appropriations Limit (GANN), as required by Section 1.5 of Article XIIIB of the California Constitution  A management letter containing any comments or recommendations resulting from our review of the systems of internal controls in connection with the financial audits  A report communicating information related to the audit to those in charge of governance at the conclusion of the audits  A Single Audit of Federal Grants to be performed to meet the requirements of Title 2 US Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirement for Federal Awards (Uniform Guidance) for the City  A financial and compliance audit of the Transportation Development Act (TDA) funds received  Quarterly meetings to discuss analytics over quarter end transaction balances and any changes that may impact the financial statements We make a commitment to deliver all necessary reports based on the timetable presented herein on page 13. Also, a more detailed discussion of our understanding of the work to be performed is set forth on pages 14 through 18. Our goal is to provide the City with the highest quality of service, including a CAFR, which meets all required reporting standards. We are confident that our service and experience will be of benefit to the City and will provide added value over and above the performance of the audit itself. Throughout the year, you should feel comfortable calling us for advice regarding accounting and auditing matters, as we are never too busy to meet the needs of our clients. We thank the City of San Luis Obispo for the opportunity to present our proposal. Please feel free to contact me or Mr. Nitin P. Patel at (714) 978-1300 if you have any questions. This proposal constitutes a firm and irrevocable offer 60 days from the date of this letter. Mr. Patel and I are authorized to represent our firm and bind the firm to a contract. Very truly yours, Robert Callanan, CPA Engagement Partner   3   LICENSING AND INDEPENDENCE Our firm and all of our certified personnel are properly licensed to practice public accounting in California. In addition, we meet the independence requirements of Government Auditing Standards, as published by the US General Accountability Office (GAO). We have no conflict of interest with the City and will provide written notice to the City of any professional relationships contemplated with the City during our term as auditors. SIZE AND LOCATION OF THE FIRM WNDE is a California accounting firm with offices in Irvine and Carlsbad. Our firm has approximately 160 employees, which includes 21 partners with separate assurance and tax departments. The City would be served by the assurance department from our Irvine office, which has approximately 50 professional staff members, including 11 partners and 13 managers and supervisors. The Irvine office assurance department staff with governmental experience consists of 5 partners, 6 managers, 3 supervisors, and 29 seniors and staff accountants. WNDE has extensive experience in providing auditing, accounting, and consulting services in the governmental sector. Over 20,000 hours per year are devoted to this area of our practice for over 100 governmental units, including cities, successor agencies, special districts, nonprofit corporations, and joint power authorities. RANGE OF ACTIVITIES WNDE is a full-service CPA firm. We offer a broad range of services, which include the following: Certified Audits Tax Planning and Consulting Compilations and Reviews Income Tax Preparation and Representation Agreed-Upon Procedure Reviews Consulting Services Financial Services Litigation Support Services Our specific services available to governmental agencies are more fully set forth in this proposal. PARTICIPATION IN “QUALITY REVIEW” PROGRAMS In July 2018, our firm underwent a quality review by an independent CPA firm under the provisions of the American Institute of Certified Public Accountants (AICPA) Quality Review Program. This review is required every three years and covers our audits of governmental agencies. A final report dated August 15, 2018, with a pass rating on our systems and procedures, was received. A copy of the independent CPA firm’s report is included herein at Attachment IV. Accordingly, we are confident that our current auditing standards and techniques meet all existing requirements. No regulatory action has ever been taken against any office of our firm due to substandard work. We had no significant deficiencies noted in any federal or state desk reviews over the past five years.     4   EDUCATION PROGRAMS WNDE has a formal continuing education program. All firm auditors are required to obtain 80 hours of continuing education every two years in the accounting and auditing area as required by Government Auditing Standards, and at least 24 hours of government-related continuing education courses. Our staff is continually expanding their knowledge of the governmental industry through our in-house training programs, programs offered by the AICPA, Government Finance Officers Association, the California Society of Certified Public Accountants, and other professional organizations and through on-the-job training. Noted below is a description of certain in-house education courses taken by our partners and staff to meet the governmental continuing education requirements. All personnel involved with governmental auditing are required to attend these courses.  Understanding the Risk Assessment Standards  Understanding of Governmental Accounting Standards Board (GASB) Statement No. 34, Basic Financial Statements - and Management’s Discussion and Analysis - for State and Local Governments  Understanding and Auditing Deposits and Investments of California Governmental Units  Reviews of Internal Controls in Accordance with Statements on Auditing Standards  Assessing Audit Risk and Materiality in Conducting an Audit  Consideration of Fraud in a Financial Statement Audit  Computer Auditing in the Governmental Environment  The Single Audit - New Provisions under Title 2 US Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirement for Federal Awards (Uniform Guidance)  Laws and Regulations in the Government Sector  Understanding GASB Statement No. 54 Related to Fund Balance Reporting and Governmental Fund Type Definitions  Understanding GASB Statement No. 65 Related to Reporting of Deferred Outflows and Deferred Inflows of Resources  Understanding of GASB Statement No. 68, Accounting and Financial Reporting for Pensions, an Amendment of GASB Statement No. 27  Understanding of GASB Statement No. 75, Accounting and Financial Reporting for Postemployment Benefits Other Than Pensions PARTICIPATION IN PROFESSIONAL ORGANIZATIONS Our partners and staff are actively involved in professional organizations in the governmental accounting field. Noted below is a summary of our participation in various national and California governmental organizations, which consist of the AICPA, GFOA, GASB, FASB, CSMFO, and CSCPA. Our firm is a member of the AICPA Governmental Audit Quality Center (the Center). The Center is a firm-based voluntary membership center whose primary purpose is to promote the importance of quality governmental audits to purchasers of governmental audit services. The Center provides members with an online forum tool for sharing best practices, as well as discussions on audit, accounting, and regulatory issues. As a member of the Center, the firm receives updates on changes in auditing and accounting standards that affect governmental audits. The quality control partner is required to attend an annual webcast to discuss auditing and reporting issues affecting governmental audits. Our firm uses the resources of the Center to maintain the quality of our governmental audits.   5   PARTICIPATION IN PROFESSIONAL ORGANIZATIONS (CONTINUED) Our firm is an associate member of the Government Finance Officers Association of the United States and Canada (GFOA). Also, we have web-based access to the latest pronouncements issued by the GASB and the Financial Accounting Standards Board (FASB), including interpretations, technical pronouncements, and newsletters. We regularly analyze these pronouncements and advise our governmental clients of changes in accounting rules. Our Irvine office partners are associate members of the California Society of Municipal Finance Officers (CSMFO). Our personnel regularly attend local CSMFO chapter meetings throughout Southern California and the annual statewide conference. We often provide public speakers for these meetings. Several partners and principals of the firm have been members of the Governmental Accounting and Auditing (GAA) Committee of the Orange County Chapter of the California Society of Certified Public Accountants (CSCPA). Mr. Patel has served as chairman of this committee. Firm personnel have been involved over the years in preparing position papers issued for professional organizations on governmental accounting matters. Currently, Mr. Patel and Mr. Callanan are members of the State Governmental Accounting and Auditing Committee. GFOA AWARD PROGRAM The partner and manager will be involved in all phases of report preparation or review. Reporting checklists will be used to assure compliance with all reporting requirements. In addition, another member of the firm, not associated with the audit, and with extensive governmental auditing and accounting experience, will review each financial statement audited and related reports. Based on the high quality of our review process, we have been able to assist various clients in obtaining the GFOA “Certificate of Achievement for Excellence in Financial Reporting.” Recent clients who have received the award are as follows: Cities: Alhambra Bellflower Beverly Hills Burbank Camarillo Campbell Chino Colton Costa Mesa Del Mar Fountain Valley Gilroy Goleta Hawaiian Gardens Hesperia Highland Irvine La Habra Laguna Beach Laguna Hills Laguna Woods Lake Forest Lancaster Newport Beach Norco Norwalk Orange Palos Verdes Estates Pico Rivera Rancho Santa Margarita San Buenaventura San Gabriel San Juan Capistrano Santa Ana Stanton Torrance Tustin West Hollywood Westminster Special Districts: Chino Basin Desalter Authority Costa Mesa Sanitary District Inland Empire Utilities Agency Las Virgenes Municipal Water District Olivenhain Municipal Water District Orange County Water District Otay Water District Rancho California Water District Santa Ana Watershed Project Authority Vista Irrigation District Western Municipal Water District Yorba Linda Water District   6   COMPUTER AUDITING CAPABILITIES WNDE uses technology to make the audit process more effective. We utilize a paperless audit software, ProSystem fx Engagement, which allows us to manage our audit documentation electronically. Some of the benefits of a paperless audit are as follows:  Receive the City’s schedules in either hard copy or electronic format.  Import and integrate trial balance data from virtually any accounting system. We avoid the time and expense of keying in account numbers, descriptions, and account balances. We simply take your electronic trial balance and import it directly into our audit software.  Create our own lead sheets, which can include prior-year balances. This helps us to easily identify significant fluctuations between fiscal years.  The CAFR is prepared using Word and Excel documents that are linked to our trial balance software. The CAFR is updated automatically for any last minute journal entries, if any. WNDE has partnered with MindBridge Ai to incorporate the powerful tool of artificial intelligence into the audit process. For some clients who are able to provide the financial data in the format required, MindBridge Ai uses a suite of techniques, including business rules, statistical methods, machine learning, and cross-correlation, that analyzes the financial data to provide a risk-based scoring on one hundred percent of transactions. This new method for identifying risks enhances the audit process in a manner not previously available. Also, our approach includes using Interactive Data Extraction and Analysis (IDEA) and MindBridge Ai, which are a data analysis software that can be used to analyze large amounts of information. It allows the firm to extract data from the City’s accounting records to tailor specific audit tests based on risk assessments. Some audit procedures that IDEA can be utilized for are as follows:  Mechanical accuracy of worksheets or general ledgers  Exception and gap/completeness testing for missing check numbers  Cross checking different databases for common information such as employee names  Duplicate testing of invoice numbers  Completeness of general ledger balances In addition, the firm has document management software that allows our clients to access our web portal. We utilize the web portal to transfer data files that are confidential or too large to be sent by email.   7   PARTNER, SUPERVISORY, AND STAFF QUALIFICATIONS AND EXPERIENCE AUDIT TEAM The audit team assembled consists of individuals who have extensive experience auditing governmental agencies and who are familiar with municipal accounting. In addition, each team member’s skill and experience, developed while working in other industries our firm serves, can be applied to the individual requirements of the City. The personnel assigned to the engagement team are as follows: The engagement partner will be Mr. Robert J. Callanan, CPA. Mr. Callanan has 28 years of experience with audits of local governments. He will be the primary contact for the City and related audits. He will be involved with all phases of the audit including (a) the planning phase of the audit to assess risks related to the audit, (b) the final review of all the work papers and financial reports, and (c) attendance at any meetings with City’s management and City Council at the conclusion of the audit. He will be responsible for assuring that all work for the City is performed in a complete and timely manner. Mr. Nitin P. Patel, CPA, will be the technical review partner and will perform a quality review of all reports issued in connection with the audit. Mr. Patel has more than 33 years of experience with audits of local governments. He will also consult on the accounting treatment of unusual transactions or audit issues. Mr. Joseph Ludin, CPA, will serve as the audit manager. Mr. Ludin has 10 years of experience with audits of local governments. He will (a) perform the initial review of the work papers, including a review of the work completed related to internal controls, (b) draft the financial reports and management letter, and (c) assist in the audit of any complex or unusual audit areas. The audit senior will be Ms. Jennie Tran, CPA. Ms. Tran has 4 years of public accounting experience. She will be on-site supervising staff accountants and performing the fieldwork, including performing tests of internal controls, substantive tests of account balances, and analytical tests. Resumes for the above partners and personnel are included at pages 8 - 11. COMMITMENT RELATED TO PERSONNEL We make a commitment to retain the same personnel for the City from year to year, except where such personnel leave the firm or where the change is approved by the City. If a staff member is replaced, we make a commitment to replace that person with staff of at least equal experience. NONDISCRIMINATION POLICY Our firm has a policy to provide equal employment opportunities to all qualified persons without regard to race, color, age, sex, religion, national origin, or disability.   8   ROBERT J. CALLANAN, CPA Position Engagement Partner Education Aquinas College, Grand Rapids, Michigan Bachelor of Arts, Business Administration, 1988 Bachelor of Science, Accounting, 1988 Licensing Certified Public Accountant in California since 1993 Professional Organizations American Institute of Certified Public Accountants - Member California Society of Certified Public Accountants - Member California Society of Municipal Finance Officers - Associate Member California Governmental Accounting and Auditing Committee Member California Committee on Municipal Accounting - Member Range of Experience Twenty-eight years with the firm specializing in governmental audit, accounting, and consulting services. Two years of experience as Chief Financial Officer of a mortgage lending corporation. Responsible for the firm’s in-house governmental accounting and auditing training programs. GFOA Report Reviewer for Award Program - Certificate of Achievement for Excellence in Financial Reporting. Mr. Callanan was the engagement partner on the following local government audits in 2018: Cities: Campbell Norco Carson Pico Rivera Del Mar Ranch Palos Verdes Fountain Valley San Buenaventura Irvine Signal Hill Monterey Park Special Districts: Pico Rivera Water Authority Sunset Beach Sanitary District Pomona-Walnut-Rowland Joint Water Surfside Colony Stormwater Protection District Line Commission Surfside Community Services District Rowland Water District Ventura Port District Southeast Water Coalition Continuing Professional Education Total hours were 219 in the last three years, of which 165 hours were for meeting the requirements of the Government Auditing Standards.   9   NITIN P. PATEL, CPA Position Technical Review Partner Education University of California at Irvine, Bachelor of Arts in Economics California State University at Long Beach Masters of Accounting Program Licensing Certified Public Accountant in California since 1988 Professional Organizations American Institute of Certified Public Accountants California Society of Certified Public Accountants California Society of Municipal Finance Officers - Associate Member Governmental Accounting and Auditing Committee of Orange County - Committee Chairman (2001-2002) California Governmental Accounting and Auditing Committee Member Range of Experience Has been with the firm since 1986 with emphasis in governmental accounting and financial reporting and is responsible for firm’s in-house governmental accounting and auditing training programs. Experience includes supervision of over one hundred audits of governmental agencies including cities, successor agencies/redevelopment agencies, nonprofit corporations, joint powers authorities, and special districts. CSMFO Report Reviewer for Award Program. GFOA Report Reviewer for Award Program - Certificate of Achievement for Excellence in Financial Reporting. Other experience includes providing consulting services for governmental agencies including special internal control reviews, cost allocation plans, cable television rate reviews, reviews of City Treasurer operations, and transient occupancy tax reviews of city hotels/motels. Mr. Patel was the engagement partner on the following local government audits in 2018: Cities: Burbank Gilroy La Habra Laguna Hills Norwalk Orange San Gabriel San Juan Capistrano Santa Ana South El Monte Tustin Westminster Special Districts: Calleguas Municipal Water District Chino Basin Desalter Authority Laguna Beach County Water District La Habra Heights County Water District Mesa Water District Orange County Water District Orchard Dale Water District Serrano Water District South Coast Water District Western Municipal Water District Yorba Linda Water District Continuing Professional Education Total hours were 198 in the last three years, of which 154 hours were for meeting the requirements of the Government Auditing Standards.   10   JOSEPH LUDIN, CPA Position Audit Manager Education California Polytechnic, San Luis Obispo, California Bachelor of Business Administration and Marketing, 2001 Licensing Certified Public Accountant in California since June 2013 Range of Experience Mr. Ludin has been with the firm since July 16, 2009. Mr. Ludin has performed all phases of local governmental audits, including cities, successor agencies/redevelopment agencies, single audit of federal grants, special districts, compliance audits, and agreed-upon procedures engagements. As an audit manager, he is involved with planning the audit, performing fieldwork for all aspects of the audit, supervising staff accountants, and preparation of financial statements. Mr. Ludin served as the audit manager of the following local government audits in 2018: City of Chino Calleguas Municipal Water District City of Del Mar La Habra Heights County Water District City of Irvine Midway City Sanitary District City of Lancaster Sunset Beach Sanitary District City of Newport Beach Surfside Colony Community Services District City of Orange Surfside Colony Storm Water Protection District City of West Hollywood Yorba Linda Water District City of Stanton In recent years, Mr. Ludin has also been involved with the following governmental clients: City of Avalon City of La Habra Heights City of Camarillo City of Lake Elsinore City of Costa Mesa City of San Buenaventura City of Downey City of Sanger City of Fountain Valley City of Westminster City of Goleta Rancho California Water District City of Huntington Beach City of West Covina Continuing Professional Education Total hours were 162 in the last three years, of which 146 hours were for meeting the requirements of the Government Auditing Standards.   11   JENNIE TRAN Position Audit Senior Education San Jose State University Bachelor of Science in Corporate Financial Management, 2015 Range of Experience Ms. Tran has been with the firm since May 2018; however, she holds three years of prior audit experience. Ms. Tran has performed all phases of audits including cities, single audit of federal grants, special districts, compliance audits, and agreed-upon procedures engagements. She has been involved with planning the audit, performing fieldwork for all aspects of the audit, and preparing financial statements. Ms. Tran has worked on the following local government and special district audits in 2018: Cities: Special Districts: City of La Habra South Coast Water District City of South El Monte Mesa Water District City of Signal Hill Western Municipal Water District City of Colton Western Riverside County Regional City of Carson Wastewater Authority City of Norwalk Prior to joining the firm, Ms. Tran was also involved with the following governmental clients: Cities: City of Del Rey Oaks City of Saratoga City of Suisun City Town of Los Gato Special Districts: Bay Area Water Supply and Santa Clara Regional Open Space District Conservation Agency Silicon Valley Clean Water Central Marin Sanitation Agency South San Francisco Conference Center East Bay Dischargers Authority Valley of the Moon Fire Fairfield-Suisun Sanitation District West Bay Sanitation District Midpeninsula Regional Open Space West Valley Sanitation District District Westborough Water District Oro Loma Sanitary District Continuing Professional Education Total hours were 120 in the last three years, of which 120 hours were for meeting the requirements of the Government Auditing Standards.   12   FIRM EXPERIENCE WITH GOVERNMENTAL ENTITIES SIMILAR ENGAGEMENTS WITH OTHER MUNICIPAL ENTITIES Your request for proposal called for three engagements with similar services. These are set forth below: Client Name Total Staff Hours Project Description Irvine 570 City, AQMD, Housing Successor, Other Component Units, Pension Plans, and Single Audits Norco 415 City and Single Audits; State Controller’s Report San Buenaventura 753 City and Single Audits; Ventura Port District Audit, Ventura Public Financing Authority and City State Controller’s Reports Certified audits were performed on the financial statements to comply with GASB Statement No. 34 and the GFOA Award Program of all these cities and their component units for the past year. Client references for these cities are included below: City of Irvine City of Norco City of San Buenaventura Ms. Teri Washle Ms. Gina Schuchard Ms. Bridgette McInally Finance Officer Finance Officer Accounting Manager (949) 724-6031 (951) 270-5650 (805) 654-7892 TWashle@ci.irvine.ca.us GSchuchard@ci.norco.ca.us BMcinally@ci.ventura.ca.us In Attachment III, we have included a list of our governmental and special district engagements over the past five years.   13   SCOPE OF WORK, TIMING, AND AUDIT APPROACH ENTITIES TO BE INCLUDED City of San Luis Obispo (City) San Luis Obispo Capital Improvement Board Whale Rock Commission Joint Venture REPORTS TO BE ISSUED AND DUE DATES Draft Final Due Date Due Date City of San Luis Obispo: Independent Auditors’ Report for CAFR November 30 December 20 Management Letter November 30 December 20 Audit Committee Letter November 30 December 20 Report on Compliance with Article XIIIB Appropriation Limit November 30 December 20 Single Audit Reports: - Independent Auditors’ Report on Internal Control over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards November 30 December 20 - Independent Auditors’ Report on Compliance for Each Major Program and Internal Control over Compliance Required by the Uniform Guidance November 30 December 20 Whale Rock Commission Audit November 30 December 20 TDA Financial Audit and Compliance Report November 30 December 20 AUDIT TIMING Assuming that the City’s books are closed and ready for examination and that all necessary schedules and documents are available for our use by October 1 each year, the suggested time schedule for the various phases of the audit would be approximately as follows: Completed By  Entrance conference with key City staff; discussion of any prior audit concerns and the performance of interim work June 30  Interim audit fieldwork and management review July 31  Final audit fieldwork and management review October 31  Exit conference to summarize the results of the fieldwork and to review significant findings November 8  Deliver draft and final reports See above  Quarterly meetings Each month following quarter end   14   COMMITMENT TO DELIVER REPORTS ON A TIMELY BASIS If all books and records, schedules, and documents are made available to us by October 1, we make a commitment to have audit team members available and to provide all reports by the due dates specified above. AUDITS TO BE IN ACCORDANCE WITH GAAS AND OTHER REQUIREMENTS We will audit the financial statements of the City and the component units noted on the preceding page. The financial statements of all entities where the City exercises oversight will be combined with the City’s financial statements in accordance with GASB requirements. Our audit will be in accordance with auditing standards generally accepted in the United States of America (GAAS), as set forth by the AICPA, and will include such auditing procedures as we consider necessary under the circumstances. We will apply certain limited procedures, which consist principally of inquiries of management regarding methods of measurement and presentation of required supplementary information. However, we do not audit such information and do not express an opinion on it. Any supplemental financial statements will be subjected to auditing procedures as we consider necessary in relation to the financial statements taken as a whole. The scope of our audit will not include any statistical information, and we will not express an opinion concerning it. Our audits will conform to the guidelines set forth in the AICPA’s Industry Audit Guide, Audits of State and Local Governmental Units. Also, each examination will comply with the standards for financial and compliance audits contained in the Government Auditing Standards, issued by the US General Accounting Office, the provisions of the Single Audit Act, and the provisions of Title 2 US Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirement for Federal Awards (Uniform Guidance). Also, we will perform an agreed-upon procedures review of the City’s Gann Spending Limitation Computation as required by Section 1.5 of Article XIIIB of the California Constitution. Our review will be performed in conformance with the provision of the “League of California Cities Uniform Guidelines.” AUDIT APPROACH Our audit approach is tailored to meet the technical requirements while maintaining professional skepticism without forgetting that we provide a service. The following aspects of our audit approach will add additional value to the audit services and minimize the amount of time spent by the City’s staff in dealing with the audit.  We will assign experienced staff auditors, including the in-charge field auditor having at least three years of experience. You will not spend time training our auditors.  Whenever possible, we will use same format for audit supporting schedules used in prior years for the current-year audit. This will reduce time spent by the City staff in dealing with the audit when a different audit firm is chosen.  Throughout the year, we are available as a resource to our clients in researching technical questions, dealing with new pronouncements, reviewing complex financial entries, and helping with any other issues as they arise.  The work papers will be reviewed by the manager or partner as fieldwork is being completed to minimize additional questions after the fieldwork is completed.   15   AUDIT APPROACH (CONTINUED) Our firm uses a governmental audit program that will be modified to the City’s operations to accommodate specific client circumstances. Our audit programs are organized by the financial statement approach and general procedures. The requirements by the standards for assessing risk are utilized to modify the audit programs to focus on the higher risk areas of the financial statements. 1. Audit Planning Procedures:  Hold a preaudit conference with the City to establish process of communication between the audit team and City staff.  Discuss any new accounting pronouncements being implemented in the current year.  Establish scope of work and timing of fieldwork. 2. Interim Fieldwork: Gather information about the City and its environment, including internal control:  Evaluate the design of internal controls that are relevant to the audit and determine whether the control, either individually or in combination is capable of affecting, preventing, or detecting and correcting material misstatements.  Determine that the controls have been implemented, that is, that the controls exist and that the City is using them.  Specific areas to review include: - Accounts payable/cash disbursements - Accounts receivable/cash receipts - Payroll disbursements - Investment compliance - Property and equipment  Review of minutes of City meetings.  Review of important contracts and debt agreements.  Perform interim exit conference with the City to review results of interim fieldwork, including any findings. 3. Final Audit Work: During the final audit work, we will assess “risk” of material misstatement based on an understanding of the City’s audit environment, including its internal control, to identify account balances. Our audit programs will be specifically tailored to address any significant risks identified. The Prepared by Client list will be provided at least one month in advance of fieldwork. Our work may include the following:  Confirm cash and investment balances and testing of bank reconciliations.  Confirm significant receivable balances or review subsequent cash receipts to verify receivable balance.  Search for unrecorded liabilities.  Test interfund balances and transfers.  Test capital asset additions and depreciation expense.  Confirm long-term debt balances and review the accounting treatment of debt issued or refunded.  Test support for other significant assets or liabilities.   16   AUDIT APPROACH (CONTINUED) Our work may include:  Perform analytical procedures on the balance sheet and revenue and expenditure accounts to evaluate and explain unusual fluctuations from prior-year balances or current-year budgeted amounts.  Review attorney letters for significant legal matters affecting the City’s financial position.  Conduct an exit conference to review any significant adjustments or findings. The audit work papers will be reviewed by our management team as the work is being performed in the field so that at the conclusion of the fieldwork we are able to report any adjustments or findings. APPROACH TO INTERNAL CONTROL Our audit will include obtaining an understanding of the entity and its environment, including internal control, sufficient to assess the risks of material misstatement of the financial statements and to design the nature, timing, and extent of further audit procedures. Our understanding of internal controls will be completed by completing narratives and checklists for various processes related to internal control. Tests of controls may be performed to test the effectiveness of certain controls that we consider relevant to preventing and detecting errors and fraud that are material to the financial statements and to preventing and detecting misstatements resulting from illegal acts and other noncompliance matters that have a direct and material effect on the financial statements. Our tests, if performed, will be less in scope than would be necessary to render an opinion on internal control, and accordingly, no opinion will be expressed in our report on internal control issued pursuant to Government Auditing Standards. As required by the Uniform Guidance, we will perform tests of controls over compliance to evaluate the effectiveness of the design and operation of controls that we consider relevant to preventing or detecting material noncompliance with compliance requirements applicable to each major federal award program. However, our tests will be less in scope than would be necessary to render an opinion on those controls, and accordingly, no opinion will be expressed in our report on internal control issued pursuant to the Uniform Guidance. An audit is not designed to provide assurance on internal control or to identify significant deficiencies. However, during the audit, we will communicate to management and those charged with governance internal control–related matters that are required to be communicated under AICPA professional standards, Government Auditing Standards, and the Uniform Guidance. SINGLE AUDIT APPROACH The single audit will be performed in accordance with all the requirements of the Single Audit Act, the Uniform Guidance, and Government Auditing Standards issued by the GAO (the Yellow Book) for cities that expend greater than $750,000 in federal awards.  We will identify the major and nonmajor federal programs of the City through the risk-based approach required by the Uniform Guidance. This approach includes consideration of current and prior audit experience, oversight by federal agencies and pass-through entities, and the inherent risk of the federal program.  We will review all federal and industry-specific publications and guidance and inform the City of any recent changes.   17   SINGLE AUDIT APPROACH (CONTINUED)  We will perform tests of controls to evaluate the effectiveness of the design and operation of controls that we consider relevant to preventing or detecting material noncompliance with applicable compliance requirements. If weaknesses in the internal controls are noted, we will modify our audit program as needed.  Our audit will include tests of transactions related to major federal award programs for compliance with applicable compliance requirements and certain provisions of laws, regulations, contracts, and grant agreements.  Our procedures will consist of the applicable procedures described in the Uniform Guidance for the types of compliance requirements that could have a direct and material effect on each of the City’s major programs. The purpose of those procedures will be to express an opinion on the City’s compliance with requirements applicable to major programs in our report on compliance issued pursuant to the Uniform Guidance.  We will assist the City in completing and filing the Data Collection Form. DETERMINING LAWS AND REGULATIONS SUBJECT TO AUDIT Under provisions of AICPA auditing standards, management of the City is responsible for identifying to its outside auditors any laws and regulations that could have a significant effect on the audit. This would include federal laws (such as federal grant regulations), state laws (such as permitted investments under the California Government Code), and local laws (such as restrictions on special revenues levied by the City). After our selection as auditors, we will consult with City officials regarding these matters to determine what laws and regulations need to be evaluated in connection with our audit. If the City is not able to identify specific laws and regulations that affect it, we have references (California Government Code and Health and Safety Code) to the more common laws, rules, and regulations in our standard audit programs for the usual activities of a California City or Successor Agency to the Redevelopment Agency that will assist us in identifying laws and regulations to review in the audit. METHOD OF SAMPLING Our approach is to utilize random sampling based on our testing of the internal control systems related to cash receipts, cash disbursements, payroll, and utility billings. Based on a statistical conclusion used by the firm, our sample sizes can range from 25 to 60 transactions for each system. A random sample selection allows each item in the population an equal chance of being selected. In addition, for disbursements, we may select a stratified sample of all transactions over a specified dollar amount for review. ANALYTICAL PROCEDURES Analytical procedures are used in the planning and final stages of the audit. In the planning phase, we use analytical procedures to identify unusual financial transactions and compare relationships to expected results. We compare current-year information to the prior years for balance sheet items, revenues, and expenditures. In addition, revenues and expenditures are compared to budgets to identify unexpected results. In the final stages of the audit, the financial statements are reviewed to identify expected relationships, such as comparing debt paid to expenditures recorded on governmental funds, transfers between funds, depreciation expense, etc. For all significant relationships identified, explanations are obtained as to why the situation occurred and additional audit procedures are applied to resolve any concerns.   18   MANAGEMENT LETTERS In connection with each audit, a complete review of internal controls will be made of all significant accounting procedures. Our firm uses an internal control questionnaire, computer systems questionnaire, and narration to gain an understanding of the internal control process as part of our audit. We will identify weaknesses, and after discussion with the appropriate City staff, we will submit a management letter that will identify weaknesses observed during these reviews and throughout the audit. The management letter will also assess the effect of the management letter comments on the financial reporting process and recommend steps toward eliminating the weaknesses. RETENTION OF AND ACCESS TO AUDIT WORK PAPERS In accordance with provisions of the Uniform Guidance, GAO requirements, and the California Board of Accountancy, our audit work papers will be maintained for at least seven years after the date of the report. These work papers will be made available as necessary to your cognizant audit agency (or its designee), to GAO representatives, or to any other federal or state agency needing access to the work papers. Also, our firm will respond to any reasonable inquiries of successor auditors, and we will allow any successor auditors to review our work papers. OTHER PROFESSIONAL SERVICES We will be available for any other professional assistance you require to research and answer accounting and reporting problems raised by the City, regardless of the time of year. We will provide other attestation engagements in the form of agreed-upon procedures as required by the City for a separate fee. We also will keep the City informed of new developments affecting municipal finance and reporting, changes in grant rules, and regulations, etc. IRREGULARITIES AND ILLEGAL ACTS We will make an immediate written report of all irregularities, illegal acts, or indications of illegal acts of which we become aware to the following parties: the City Council, City Manager, the City Attorney, and the Director of Finance. INSURANCE Should our firm be selected for this engagement, we will carry all required insurance for the entire term of the engagement. We will provide the City with a fully compliant Insurance Certificate to the City’s Risk Management Department before the execution of the audit contract. The firm has the following insurance coverage: Each Occurrence Aggregate Insurance Type Limit Limit Deductible Umbrella Policy $ 4,000,000 $ 4,000,000 $ 10,000 General Liability 1,000,000 2,000,000 - Auto Liability - Hired and Nonowned 1,000,000 1,000,000 - Workers’ Compensation 1,000,000 1,000,000 - Professional Liability 5,000,000 10,000,000 100,000 We will request that the City accepts the above deductible amounts for the insurance coverage.   19   FEES AND HOURLY RATES 2018-19 2019-20 2020-21 2021-22 2022-23 City Audit (1) 43,180$ 43,180$ 44,043$ 44,925$ 45,826$ CAFR Prep 7,570 7,570 7,723 7,881 8,040 TDA Audit 5,225 5,225 5,333 5,436 5,546 Single Audit (2) 7,595 7,595 7,745 7,901 8,058 GANN Report 455 455 466 475 484 Whale Rock Audit 4,470 4,470 4,560 4,655 4,746 Total for Fiscal Year 68,495$ 68,495$ 69,871$ 71,273$ 72,701$ (1) (2) AUDIT WORK MULTI-YEAR COST PROPOSAL Description of Services This fee contemplates auditing up to three major programs. Additional major programs will be audited for an additional cost of $1,500 each. Fiscal Year Includes requested quarterly meetings. Quoted Hours Rates Partners 35 x 225$ = 7,875$ Manager 68 x 185 = 12,580 Supervisory Staff 150 x 125 = 18,750 Staff 254 x 90 = 22,860 Clerical 28 x 60 = 1,680 Subtotal 535 63,745 Out-of Pocket Expenses: Meals and lodging 4,000 Transportation 750 Total all - inclusive maximum price for the fiscal year 2014-15 68,495$ SCHEDULE OF FEES AND SERVICES FOR THE  FISCAL YEAR 2018‐19 FINANCIAL STATEMENTS Supervisory Partners Manager Staff Staff Clerical Total City Audit 22 40 80 168 16 326 CAFR Preparation 4 8 30 12 6 60 TDA Financial and Compliance Audit 2 5 14 22 2 45 Single Audit 5 10 18 25 2 60 GANN Limit - 1 - 3 - 4 Whale Rock Commission Audit 2 4 8 24 2 40 Total Hours 35 68 150 254 28 535 SEGMENTATION OF THE AUDIT HOURS BY PARTNER AND STAFF LEVEL Description of Services     ATTACHMENT I AUDIT TEAM ORGANIZATION CHART     AUDIT TEAM ORGANIZATION CHART Technical Review Partner Nitin P. Patel, CPA Engagement Partner Robert J. Callanan, CPA Audit Manager Joe Ludin, CPA Audit Senior Jennie Tran, CPA IT Reviewer Robert Perl, CPA Staff Accountants Administrative Support Staff     ATTACHMENT II CITY CLIENT REFERENCES     City of Alhambra City of Burbank City of Carson Mr. Paul Espinoza Mr. Dino Balos Mr. Hrant Manuelian Finance Director Accounting Manager Accounting Manager (626) 570-5027 (818) 238-5518 (310) 952-1788 City of Chino City of Colton City of Del Mar Mr. Rob Burns Ms. Stacey Dabbs Ms. Monica Molina Director of Finance Finance Director Finance Manager (909) 464-8348 (909) 370-5171 (858) 704-3641 City of Fountain Valley City of Gilroy City of Hesperia Mr. Jason Al-Imam Mr. Jim Forbis Mr. Casey Brooksher Finance Director/Treasurer Finance Director Finance Director (714) 593-4501 (408) 846-0250 (760) 947-1442 City of Irvine City of Laguna Beach City of Laguna Hills Ms. Teri Washle Mr. Gavin Curran Ms. Janice Mateo-Reyes Finance Officer Director of Administrative Services Finance Manager (949) 724-6031 (949) 497-0315 (949) 707-2623 City of La Habra City of Lake Forest City of Lancaster Mr. Melvin Shannon Mr. Keith Neves Ms. Pamela Statsmann Director of Finance Director of Finance Assistant Finance Director (562) 383-4050 (949) 461-3400 (661) 723-6038 City of La Palma City of Monterey Park City of Murrieta Ms. Sea Shelton Ms. Annie Yaung Mr. Alvin Burrell Administrative Services Director Controller Interim Finance Direc tor (714) 690-3318 (626) 307-1349 (951) 461-6090 City of Newport Beach City of Norco City of Norwalk Mr. Dan Matusiewicz Ms. Gina Schuchard Ms. Jana Stuard Director of Finance Finance Officer Director of Finance (949) 644-3126 (951) 270-5650 (562) 929-5056 City of Orange City of Palos Verdes Estates City of Pico Rivera Mr. William Kolbow Ms. Sharon Del Rosario Mr. Michael Solorza Finance Director Finance Director Director of Finance (714) 744-2235 (310) 378-7820 (562) 801-4391 City of Rancho Palos Verdes City of San Buenaventura City of San Gabriel Ms. Deborah Cullen Ms. Bridgette McInally Mr. Thomas Marston Director of Finance Accounting Manager Director of Finance (310) 544-5278 (805) 654-7892 (626) 308-2812 City of San Juan Capistrano City of Santa Ana City of Signal Hill Mr. Ken Al-Imam Mr. Sergio Vidal Mr. Scott Williams Chief Financial Officer Assistant Director of Finance Administrat ive Services Officer/ (949) 443-6301 (714) 647-5295 Finance Director (562) 989-7319 City of South El Monte City of Stanton City of Torrance Mr. Carlos Carrazco Mr. Stephen Parker Ms. Joyce Reyes Finance Director Director of Administrative Services Accounting Manager (626) 579-6540 (714) 890-4226 (310) 781-7621 City of Tustin City of West Hollywood City of Westminster Ms. Jenny Leisz Ms. Lorena Quijano Ms. Sherry Johnson Deputy Director - Financial Services Director of Finance and Finance Director (323) 848-6513 Technology Services (714) 898-3311 (323) 848-6513     ATTACHMENT III LISTS OF CITY AND SPECIAL DISTRICT ENGAGEMENTS PERFORMED IN THE PAST FIVE YEARS LIST OF CITY ENGAGEMENTS We have listed below the cities which were under contract with us during the past five fiscal years. Period of Service City From To Scope of Work Alhambra 2005 Present CA, RDA, SA, SCR Artesia 2012 2015 CA, RDA, SA Bellflower 2013 2017 CA, SA, SCR, Financing Authority, Public Facilities Corp. Beverly Hills 2012 2016 CA, SA Burbank 2013 Present CA, AQMD, SA, Enterprise Funds Camarillo 2012 2016 CA, RDA, SA Campbell 2013 2017 CA, SA, T, Solid Waste Management Authority Carson 2016 Present CA, HA, JPA, SA, SCR, Successor Agency Chino 2017 Present CA, SA, Successor Agency Colton 2014 Present CA, SA, SCR, Child Care, Enterprise Funds Costa Mesa 2012 Present CA, HA, PFA, RDA, SA Cypress 2012 2016 CA, RDA, RA, SA Del Mar 2014 Present CA, SA, SCR Fountain Valley 2013 Present CA, HA, SA, Financing Authority Gilroy 2013 Present CA, SA, T Goleta 2013 2017 CA, SA, SCR, SR Hawaiian Gardens 2012 2017 CA, PFA, RDA, SA Hesperia 1997 Present CA, HA, RDA, SA, SCR, Fire District, Water District Highland 2012 2016 CA, SA Irvine 2016 Present CA, AQMD, OCU, PP, SA, Housing Successor La Habra 2016 Present CA, SA, Child Care La Palma 2017 Present CA, SA Laguna Beach 2017 Present CA, SA, T Laguna Hills 2015 Present CA, SA, SCR, SR Laguna Woods 2015 Present CA, SA Lake Forest 2011 Present CA, AQMD, HA, RDA, SA, TOT Lancaster 2013 Present CA, SA, SCR - City & Power Authority Monterey Park 2016 Present CA, SA, SCR, Successor Agency Murrieta 2018 Present CA, SA, SCR Newport Beach 2011 Present CA, SA Norco 2015 Present CA, SA, SCR Norwalk 2015 Present CA, AQMD, OCU, PFA, SA, SCR - City & Transit, T, Child Care Orange 2016 Present CA, AQMD, SA, Housing Successor Oxnard 2013 2014 CA, OCU, SA Palm Desert 2008 2016 CA, HA, RA, RDA, SA, TOT Palos Verdes Estates 2016 Present CA, SCR, Concessionaire Audits Pico Rivera 2012 Present CA, PFA, SA, Water Authority, SCR - City, PFA & Water Port Hueneme 2012 2014 CA, HA, SA, Surplus Property Authority Rancho Palos Verdes 2018 Present CA, SA, SCR, Improvement Authority Rancho Santa Margarita 2012 2017 CA, SA Rialto 2013 2017 CA, SA San Buenaventura 2011 Present CA, PFA, RDA, SA, SCR - City & PFA San Gabriel 2013 Present CA, SA San Juan Capistrano 2016 Present CA, HA, SA, SR, SCR - City & PFA Santa Ana 2016 Present CA, AQMD, HA, SA, SCR Sanger 2011 2015 CA, PFA, RDA, SA, SCR Signal Hill 2018 Present CA, SA South El Monte 2018 Present CA, SA, SCR Stanton 2012 Present CA, RDA, SA Torrance 2016 Present CA, AQMD, PFA, SA, Successor Agency, Enterprise Funds Tustin 2011 Present CA, AQMD, RDA, SA, SCR, Successor Agency West Covina 2011 2015 CA, AQMD, RDA, SA West Hollywood 2014 Present CA, SA, SCR Westminster 1997 Present CA, AQMD, RDA, SA, Successor Agency Legend: AQMD - Air Quality Management District Audit RA - Recreation Authority CA - City Audit RDA - Former Redevelopment Agency Audit HA - Housing Authority SA - Single Audit OCU - Other Component Unit Audits SCR - State Controller’s Reports PFA - Public Financing Authority SR - Street Report PI - Public Improvement T - Transportation PP - Pension Plans TOT - Transient Occupancy Tax Substantially all of the above engagements were performed through the firm’s Irvine office.     LIST OF SPECIAL DISTRICT ENGAGEMENTS We have listed below the special districts which were under contract with us during the past five fiscal years. Period of Service Client Name From To Calleguas Municipal Water District 2015 Present Chino Basin Desalter Authority 2011 Present Chino Basin Regional Financing Authority 2015 2015 Costa Mesa Sanitary District 2005 2014 Cypress Recreation and Park District 2012 2016 Encina Wastewater Authority 2012 2016 Grossmont Healthcare District 2011 Present Heber Public Utilities District 2014 Present Inland Empire Regional Composting Authority 2011 2015 Inland Empire Utilities Agency 2011 2015 La Habra Heights County Water District 2002 Present La Puente Valley County Water District 1986 2016 Laguna Beach County Water District 2002 Present Lake Elsinore and San Jacinto Joint Powers Authority 2013 2017 Leucadia Wastewater District 2010 2015 Mesa Water District 2016 Present Metro Wastewater Joint Powers Authority 2013 2014 Midway City Sanitary District 2012 Present Monterey Peninsula Regional Park District 2015 Present Olivenhain Municipal Water District 2009 Present Orangeline Development Authority - Eco-Rapid Transit 2015 Present Orange County Mosquito and Vector Control District 2013 Present Orange County Water District 2017 Present Orchard Dale Water District 2012 Present Padre Dam Municipal Water District 2009 Present Pico Water District 2010 2015 Placentia Library District 2015 Present Pomona-Walnut-Rowland Joint Water Line Commission 2002 Present Rainbow Municipal Water District 2017 Present Rancho California Water District 2012 2016 Rancho Santa Fe Community Service District 2011 Present Rincon del Diablo Municipal Water District 2015 Present Rowland Water District 2007 Present Santa Ana Watershed Project Authority 2013 2017 Santa Fe Irrigation District 2014 Present Santa Rosa Regional Resources Authority 2016 2016 Serrano Water District 2017 Present South Bay Irrigation District 2012 2016 South Coast Water District 2011 2014 South County Regional Wastewater Authority 2013 Present Sunset Beach Sanitary District 1986 Present Surfside Colony Stormwater Protection District 2010 Present Surfside Colony Community Services District 2010 Present Sweetwater Authority 2012 2016 Vallecitos Water District 2010 2014 Valley Wide Recreation and Park District 1986 Present Ventura Port District 2011 Present Vista Irrigation District 2016 Present Western Municipal Water District 2016 Present Western Riverside County Regional Water Authority 2016 Present Whispering Palms Community Service District 2011 Present Yorba Linda Water District 2008 Present         ATTACHMENT IV RESULTS OF OUTSIDE QUALITY REVIEW