Request for Proposals
On-Call Financial and Grant Auditing Services
Release Date: May 15, 2026
Deadline for Submittal
June 5, 2026 at 5:00 pm
Contact: Jerry Chalk, Accounting Manager
City of Richmond
Finance Department
INTRODUCTION
The City of Richmond is requesting proposals from qualified certified public accounting firms to provide as-needed auditing services. The City intends to establish a list of pre- qualified firms to perform audit-related services on a task-order (work authorization) basis. This request for proposal (RFP) describes the project, the required scope of services, the consultant selection process, and the minimum information that must be included in the proposal. Failure to submit information in accordance with the RFP requirements and procedures may be cause for disqualification. The anticipated term of this contract will be for a period of three (3) years and an option to renew for two (2) years by means of a mutual agreement of both parties.
The City anticipates a not-to-exceed amount of approximately $100,000 per vendor over the initial contract term; however, actual work may vary based on operational needs, funding availability, and assignment of specific work authorizations. No minimum amount of work is guaranteed.
ABOUT THE CITY
The City of Richmond is a Charter City located in Contra Costa County, part of the San Francisco Bay Area, with a population of approximately 115,353 residents. Richmond is one of the region’s most diverse communities with 45.5 percent of residents identify as Hispanic or Latino, 16.4 percent identify as Black or African American alone, 21.2 percent identify as White alone (not Hispanic or Latino), and 13.8 percent identify as Asian alone.
1 Richmond boasts a multi -modal transit hub that includes BART, Amtrak, and AC Transit, along with marinas, shopping centers, recreational and cultural amenities, and 32 miles of shoreline, making it one of California’s most desirable up- and-coming communities.
Richmond operates under a council-administrator form of government, with a Mayor and six council districts represented by elected Councilmembers. The City employs approximately 850 full -time equivalent and part -time employees. The City of Richmond provides a full range of municipal services including police and fire protection; construction and maintenance of highways, streets and infrastructure; library services; storm water and municipal sewer systems; operation of a wastewater treatment facility; and the administration of recreational activities and cultural events. Additionally, the City operates the Richmond Memorial Convention Center and the Port of Richmond, supporting economic development and regional connectivity
1 Quick facts Richmond city, California. U.S. Census Bureau. Based on 2024 estimates. https://www.census.gov/quickfacts/richmondcitycalifornia
SCOPE OF SERVICES
The City of Richmond (“City”) is seeking qualified certified public accounting firms to provide as-needed auditing and related services on an on-call basis. The City intends to award contracts to one or more firms to perform services on a task-order basis. No minimum amount of work is guaranteed under this contract.
Services may include, but are not limited to, the following:
A. Financial Auditing
• Audit services for City funds, departments, component units, or related entities. • Review of financial statements, schedules, notes, and related supporting documentation.
• Management letters, audit findings, and recommendations related to financial reporting and internal controls.
• Other financial audits as requested
B. Federal Grant Audit Services
• Single Audit services in accordance with Uniform Guidance. • Federal grant compliance audits, testing, and related reporting. • Review of federal grant expenditures, schedules, internal controls, and compliance requirements.
C. State Grant and other compliance Audit Services
• State grant compliance audits and reviews.
• Audit services required by grant agreements, oversight agencies, or other regulatory requirements.
• Agreed-upon procedures or special audit services related to financial reporting, grant compliance, or internal controls.
D. Internal Audit Support
• Risk assessments and internal audit planning
• Internal control testing and evaluation
• Fraud risk assessment and detection support
• Assistance with development of internal audit programs, as requested • Regulatory compliance reviews
• Monitoring and testing of compliance with applicable laws, regulations, and policies
Deliverables
Deliverables for each assignment may include, but are not limited to:
• Independent auditor’s reports and related audit reports. • Single Audit reports, federal grant audit reports, and/or state grant audit reports. • Management letters, internal control findings, compliance findings, and recommendations.
• Recommendations for corrective actions and process improvements
• Grant compliance reports, agreed-upon procedures reports, and corrective action follow-up documentation.
• Audit schedules, workpapers, and supporting documentation required for the assignment.
• Presentations to City staff, management, and/or City Council, as requested.
Work Authorization (WA) Process
Work will be assigned through written Work Authorizations (WAs). Each WA will include, at a minimum:
• Clearly defined scope of work
• Deliverables
• Timeline
• Not-to-exceed (NTE) amount
No work shall begin without an executed Work Authorization. Not-to-exceed amounts without defined scope and deliverables are not permitted. The City reserves the right to negotiate scope and pricing for each assignment.
Work Authorizations may be assigned using one or more of the following methods:
• Rotation among qualified firms
• Best-fit selection based on expertise, availability, and independence considerations
• Mini-competition among awarded firms
The City will document the basis for each assignment to ensure fairness, transparency, and audit defensibility.
Firm Capabilities
Firms are not required to provide all listed services. Each firm must clearly identify the specific service categories for which it is proposing and qualified.
Responsiveness
Firms shall be available to respond to City requests within a reasonable timeframe, as specified in each Work Authorization, and must demonstrate the ability to manage multiple concurrent assignments, as needed.
Authorization of Work
No work shall be performed, and no payment shall be made, without a fully executed contract and Work Authorization, and issuance of a purchase order.
MINIMUM QUALIFICATIONS
Proposers must:
• Be a licensed CPA firm in the State of California
• Have demonstrated experience with municipal or governmental financial audits and/or grant audits.
• Demonstrate knowledge of:
o Governmental Accounting Standards Board (GASB)
o Generally Accepted Government Auditing Standards (GAGAS) o Applicable federal and state grant audit requirements, as relevant to the service categories proposed
• Maintain independence and have no conflicts of interest with the City • Provide evidence of a current peer review report and professional license status, if requested by the City.
• Demonstrate the staffing capacity and technical expertise necessary to meet regulatory, grantor, and City deadlines.
WORK ASSIGNMENT PROCESS
To maintain fairness and audit defensibility:
• Work may be assigned using:
o Rotation
o Best-fit selection
o Mini-competition among awarded firms
Each assignment will include:
• Scope of work
• Deliverables
• Timeline
• Not-to-exceed amount
PROPOSAL FORMAT GUIDELINES
The proposal should be concise, well organized, and demonstrate the proposer’s qualifications and experience applicable to the Project. The proposal shall be limited to 40 pages (8.5 inches x 11 inches), inclusive of graphics, forms, pictures, photographs, dividers, etcetera, but not of cost proposal, resumes, required forms, certifications, front and back covers, or letters of commitment from sub- consultants. The required font size is 12 point, with minimum left and right margins of one- inch, and top and bottom margins of 0.7 inches.
Each proposal will adhere to the following order and content of sections. Proposal should be straightforward, concise and provide “layman” explanations of technical terms that are used. Emphasis should be concentrated on conforming to the RFP instructions, responding to the RFP requirements, and on providing a complete and clear description of the offer. Proposals, which appear unrealistic in the terms of technical commitments, lack of technical competence or are indicative of failure to comprehend the complexity
and risk of this contract, may be rejected. The following proposal sections are to be included in the Vendor’s response:
A. Vendor Cover Letter
A cover letter, not to exceed three pages in length, should summarize key elements of the proposal and shall:
• Confirm that all elements of this RFP have been reviewed and understood;
• Include a statement of intent to perform the services as outlined; • Express company’s willingness to enter into an agreement under the terms and conditions prescribed by this RFP, insurance requirements (Attachment A) and in the sample Service Agreement (Attachment B); • Submit a written description and brief history of the company’s experiences, qualifications and successes in providing auditing services described herein. Please indicate the number of employees, client base and location of offices.
• Indicate the address and telephone number of the vendor’s office located nearest to Richmond, California and the office from which the project will be managed.
• Confirm that vendor has a minimum of three (3) years verifiable experience
• Stipulate that the proposal price will be valid for a period of at least 180 days.
• Identify a single person for contact during the RFP review process; and • Cover letter shall be signed by an authorized official of the company.
B. Firm Qualifications
Provide a comprehensive overview of the firm, including:
1. Overview of Firm
• Legal name, headquarters location, and year established • Ownership structure (e.g., corporation, LLC, partnership) • Number of offices and geographic presence
• Total number of employees and number of licensed CPAs • Description of core service areas and areas of specialization • Description of experience providing governmental auditing services
2. Relevant Municipal Experience
• Demonstrated experience performing audits for public agencies (cities, counties, special districts)
• Experience with:
o Annual financial statement audits and Annual Comprehensive Financial Report (ACFR) audits
o Federal Single Audits and other federal grant audits
o State grant audits and grant compliance audits
o Audit readiness and corrective action support related to financial or grant audits
• Familiarity with:
o Governmental Accounting Standards Board (GASB)
o Generally Accepted Government Auditing Standards (GAGAS) o Uniform Guidance and state grant audit requirements, as applicable • Experience working with agencies of similar size, complexity, and funding structure
3. Staffing Capacity
• Total number of staff available for on-call assignments • Description of firm’s ability to handle multiple concurrent assignments • Availability of specialized staff (e.g., IT auditors, forensic auditors) • Description of surge capacity during peak periods
• Identification of any subcontractors and their roles
C. Project Approach
Provide a detailed description of how the firm will perform services under an on- call, task-order-based contract:
1. Methodology for As-Needed Assignments
• Approach to scoping and initiating Work Authorizations (WAs) • Process for reviewing City-provided scope and refining deliverables • Approach to pricing individual assignments (e.g., time & materials, fixed fee)
• Process for managing changes in scope and budget controls • Approach to coordination with City staff and departments
2. Approach to Meeting Deadlines
• Project scheduling and timeline management practices
• Tools or systems used to track progress and deliverables • Communication protocols for status updates
• Approach to handling delays or unforeseen issues
• Commitment to meeting regulatory or grant-related deadlines
D. Key Personnel
Provide information on the proposed team that will perform services:
1. Resumes
Include resumes for all key personnel, including:
• Engagement partner
• Project manager
• Senior auditors
• Specialists (if applicable)
Each resume should include:
• Name and title
• Years of experience
• Relevant certifications (e.g., CPA, CIA, CISA)
• Relevant project experience
• Role on this contract
E. Relevant Experience
Provide examples of similar work performed:
1. Project Experience (3–5 Projects)
For each project, include:
• Client name and type of agency
• Project description and scope of services
• Contract amount and duration
• Type of audit performed
• Key outcomes or results
• Role of proposed staff (if applicable)
Projects should be similar in:
• Scope
• Complexity
• Regulatory requirements
2. References
Provide at least three (3) references, preferably from public sector clients:
• Agency name
• Contact name and title
• Phone number and email
• Description of services provided
• Dates of service
The City reserves the right to contact references and verify past performance.
F. Fee Structure
Provide a clear and complete fee proposal:
1. Hourly Rates by Classification
Provide fully burdened hourly rates for all staff classifications, including:
• Partner/Principal
• Manager
• Senior Auditor
• Staff Auditor
• Specialists , if applicable (for example, grant compliance or information technology audit support)
Rates shall include all costs (overhead, profit, administrative costs, etc.).
2. Sample Cost Estimate
Provide a sample cost estimate for a typical assignment, such as:
• City Financial audit
• Internal audit review
• State grant audit
• Federal grant audit
• Compliance audit
• Estimated hours by classification
• Total cost
• Assumptions used in developing the estimate
3. Additional Fees
Identify any additional or optional costs, including:
• Travel and reimbursable expenses
• Technology or software costs
• Administrative fees
Clearly state whether such costs are included or billed separately.
4. Rate Stability and Escalation
• Indicate whether rates are fixed for the initial contract term • If escalation is proposed, provide:
o Frequency (e.g., annual)
o Method (e.g., CPI-based or fixed percentage)
o Maximum allowable increase
G. Value Added Services
Please provide any additional services of benefit not specifically required herein, which the Respondent offers to provide.
H. Contractor Assignment of Sub-Contract
The resulting contract shall not be assigned, transferred, or sublet, in whole or in part, without the prior written approval of the City of Richmond. If Proposers intend to subcontract any portion of the resulting contract, they must describe their process for selecting such subcontractor(s) and the quality control measures that the Proposer will employ to ensure that any subcontractor complies with the provisions of Proposer’s contract with the City.
I. Previous Contracts with the City of Richmond
The proposer shall submit a list which indicates all prime contracts and/or amendments awarded to the proposer by the City of Richmond for the last three (3) years. The list shall include a short description of the Project, the Project scope of work, award date, completion date, name of City of Richmond’s assigned Project Manager, and contract value.
J. Exceptions to this Request for Proposals
The proposer shall state whether or not it takes exception(s) to this RFP, including but not limited to the City of Richmond’s Standard Services Agreement – RFP (Attachment B). If the proposer does take exception(s) to any portion of the RFP or contract, the specific portion to which exception(s) is taken must be identified by section number and explained. Requests for changes or additions to sections of City of Richmond’s Standard Services Agreement must be shown by requesting deletion of specific words and/or by providing new requested contract language. Requests for complete replacement of the City of Richmond’s Standard Services Agreement for another contract will not be granted. Failure to make exceptions to the RFP or Standard Services Agreement within the proposal will be deemed a waiver of any objection. Exceptions will be considered during the proposal evaluation process.
PROCESS FOR SUBMITTING PROPOSALS
Questions Concerning Request for Proposals
All questions must be submitted via the electronic BidsOnline system on the Q&A tab by 5:00pm PST, on May 27, 2026. If the City finds it necessary to issue an addendum, prospective Offerors will receive e-mail notification of addendum.
Otherwise, answers to questions received will be provided on the Q&A tab and notification will be sent. It is the proposer’s responsibility to periodically check the
BidsOnline website www.ci.richmond.ca.us/bids for any possible Addenda to the RFP that may have been posted.
Any party submitting a proposal shall not contact or lobby any City Council member, City official, employee (except those specified for contact) or agent regarding the RFP.
Any party attempting to influence or circumvent the RFP, bid submittal, and review process may have their proposal rejected for violating this provision of the RFP.
Interested parties may download copies of the above mentioned proposal by visiting the City's web site, www.ci.richmond.ca.us/bids. To download RFP, new vendors will be required to register. Once the vendor downloads any documents relative to a solicitation, that vendor's name will appear on the Prospective Bidders list for that project and will receive any addenda or notifications relating to the RFP.
Submission of Proposals
The proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.
Electronic Proposals shall be submitted via the City’s secure online bidding system. All required sections of the proposal must be submitted via the website. Contractor is solely responsible for “on time” submission of their electronic proposal. The Bid Management System will not accept late proposals and no exceptions shall be made. Contractors will receive an e-bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those proposals that were transmitted successfully.
The proposal must be received no later than 5:00 p.m., on June 5, 2026.
The City of Richmond reserves the right to waive inconsequential irregularities.
GENERAL GUIDELINES
This RFP does not commit the City of Richmond to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this RFP, or to procure or contract for work. The City of Richmond may reject a proposal without providing the reason(s) underlying the declination. A failure to award a contract to the proposer with the lowest cost proposal shall not constitute a valid cause of action against the City of Richmond. The City shall not be responsible for work done, even in good faith, prior to final approval of the proposed contract. The City may investigate the qualifications of any respondent under consideration, require confirmation of information furnished by the respondent, and require additional evidence or qualifications to perform the Services described in this RFP. No work shall commence, nor shall payment be made, without a fully executed contract and issued purchase order.
The City reserves the right to:
1. Reject any or all proposals.
2. Issue subsequent Requests for Proposal.
3. Postpone opening for its own convenience.
4. Remedy technical errors in the Request for Proposal process.
5. Negotiate with any, all, or none of the Respondents.
6. Solicit best and final offers from all or some of the Respondents.
7. Select one or more Respondents.
8. Accept other than the lowest proposed fees.
9. Waive informalities and irregularities in proposals.
Public Records
All proposals submitted in response to this RFP become the property of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the requirements of California Government Code section 6254.7. Only information claimed to be a trade secret at the time of submittal to the City of Richmond and marked as "confidential" will be treated as a trade secret.
Insurance Requirements
The City of Richmond requires consultants doing business with it to obtain insurance, as shown in RFP Attachment A. The required insurance certificates must comply with all requirements of the standards as shown and must be provided within fifteen (15) days of issuance of the Notice of Intent to Award and prior to the commencement of any work on the Project.
Business Licenses
The successful Contractor and all subcontractors used in the work will be required to hold or to obtain a City of Richmond business license for which the fee will not be waived.
Compliance with City Ordinances
The contractor and all subcontractors shall comply with the City of Richmond Nondiscrimination Clauses in City Contracts Ordinance (Richmond Municipal Code (RMC) Chapter 2.28), Business Opportunity Ordinance (RMC Chapter 2.50), Local Employment Program Ordinance (RMC Chapter 2.56), Living Wage Ordinance (RMC Chapter 2.60) and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Employment Applications (“Ban the Box”) (RMC Chapter
2.65), which are incorporated into the Contract Documents by this reference.
Sanctuary City Contracting Ordinance (SCCO)
The Richmond Sanctuary City Contracting Ordinance No. 12-18 (Attachment D) prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”).
Proposers must submit the attached Sanctuary City Compliance Statement with their Proposal. (Attachment C)
Limited Liability Company Disclosure Statement (LLCS)
Resolution No. 86-21 (Attachment E), approved by City Council on July 6, 2021, requires disclosure of the identities of beneficial & responsible owners of Limited Liability Corporations (LLC). Proposers must submit the attached Disclosure Statement of Limited Liability Companies Form with their Proposal (Attachment F).
Collusion
By submitting a proposal, each respondent represents and warrants that its proposal is genuine and not false or collusive or made in the interest of, or on behalf of any person not named therein; that the respondent has not directly or indirectly induced or solicited any other person to submit a false proposal, or any other person to refrain from submitting a proposal; and that the respondent has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a proposal.
Withdrawal of Proposals
A respondent may withdraw their proposal before the expiration of the time for submission of proposals by delivering to the Finance Department a written request for withdrawal signed by, or on behalf of, the respondent.
Ownership of Documents
All reports, studies, information, data, statistics, forms, designs, plans, procedures, systems and any other materials produced for the Project shall be the sole and exclusive property of the City. No such materials or properties produced in whole or in part for the Project shall be subject to private use, copyrights or patent rights by Respondent in the United States or in any other country without the express written consent of the City. The City shall have unrestricted authority to publish, disclose (except as may be limited by the provisions of the Public Records Act), distribute, and otherwise use, copyright or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties produced for this project.
PROPOSAL EVALUATION AND SELECTION PROCESS
Proposals will be evaluated based on the following criteria:
1. Experience with Municipal Audits (30%)
Evaluation will consider the firm’s demonstrated experience performing audits for public agencies, including:
• Experience with cities, counties, or special districts of similar size and complexity • Experience with:
o Annual financial statement audits and Annual Comprehensive Financial Report (ACFR) audits
o Federal Single Audits and other federal grant audits
o State grant audits and grant compliance audits
o Audit readiness and corrective action support related to financial or grant audits
o Internal audit services
• Demonstrated knowledge of:
o Governmental Accounting Standards Board (GASB)
o Generally Accepted Government Auditing Standards (GAGAS) o Uniform Guidance and state grant audit requirements, as applicable • History of successfully completing similar engagements on time and within budget
• Depth and relevance of past project experience
2. Qualifications of Staff (20%)
Evaluation will consider the qualifications and experience of proposed personnel, including:
• Relevant certifications (e.g., CPA, CIA, CISA)
• Years of experience in governmental auditing
• Experience of key personnel on similar projects
• Strength and depth of the proposed team
• Availability and capacity to support on-call assignments • Level of involvement of senior staff (partner/manager oversight)
3. Approach and Methodology (20%)
Evaluation will consider the firm’s approach to delivering services under an on-call contract, including:
• Clarity and practicality of methodology for completing assignments • Understanding of the City’s needs and scope of services • Approach to:
o Work Authorization scoping and execution
o Managing multiple assignments
o Budget and cost control
• Quality control and review procedures
• Communication and coordination with City staff
• Ability to adapt to changing priorities and urgent requests
4. Cost (20%)
Evaluation will consider the overall cost proposal, including:
• Competitiveness and reasonableness of hourly rates
• Clarity and completeness of the fee proposal
• Transparency of cost structure (no hidden or unclear fees) • Sample cost estimates for typical assignments
• Proposed rate escalation (if any)
• Overall value to the City (cost in relation to qualifications and services offered) Note: The lowest cost proposal will not necessarily be selected.
5. References (10%)
Evaluation will consider feedback from references, including:
• Quality of services provided
• Responsiveness and communication
• Ability to meet deadlines
• Accuracy and reliability of work
• Overall client satisfaction
The City reserves the right to contact references and consider information obtained independently.
Evaluation, Interviews, and Final Selection
The City of Richmond will evaluate written proposals in accordance with the evaluation criteria set forth in this RFP. Following completion of the written proposal evaluation, the City will identify the top -ranked proposers and invite them to participate in oral interviews and/or presentations.
After completion of interviews, the City will re- evaluate and re-rank proposers based on interview performance, demonstrated understanding of the scope of work, qualifications, and overall ability to meet the City’s needs. Interview results may confirm or change the initial rankings based on written proposals.
The proposer ranked highest after completion of the interview process will be recommended for award, subject to successful contract negotiations, verification of proposer responsibility, and approval by the City as required. Participation in interviews does not guarantee selection or award of a contract.
The City reserves the right to reject any or all proposals, to waive informalities, and to take any action deemed to be in the best interest of the City.
Pre-Award Negotiations
After the proposals are opened, but prior to award, the City may elect to conduct negotiations with the highest ranked respondent for purposes of:
• Resolving minor differences and information
• Clarifying necessary details and responsibilities
• Emphasizing important issues and points
• Receiving assurances from respondents
• Cost/budget clarifications
If the City cannot successfully negotiate a contract with the highest ranked respondent, the City may begin negotiations with the second highest ranked respondent.
Selection may be made without further discussion, negotiations, or Offeror’s presentations; therefore, Offeror shall offer the most favorable terms in response to this RFP. The offeror must demonstrate an understanding of the scope of service to be provided and the ability to accomplish the tasks set forth. Offeror shall include information that will enable the City to determine the Offeror’s overall qualifications. The City reserves the right to request additional information or clarification on any matter included in the proposal response, to enable the City to arrive at the final award decision.
Award - When the Review Panel has completed its work, City staff will then recommend an auditing firm to the City Manager and City Council for approval. The services provided by the successful bidder shall be governed by a Standard Services Agreement (Attachment B).
Attachments
A. Insurance Requirements
B. Standard Contract
C. Sanctuary City Compliance Statement
D. Sanctuary City Contracting Ordinance No. 12-18
E. Limited Liability Corporation (LLC) Resolution No. 86-21 F. Limited Liability Corporation Form