Agency: Montara Water & Sanitary District
Contact: Clemens Heldmaier (mwsd@coastside.net)
Phone: 650-7283545
Deadline: 10/01/2012
More: RFP Detail Online

INTRODUCTION

Montara Water and Sanitary District is a special district located about 20 miles south of San Francisco, California. It provides the unincorporated areas of Montara and Moss Beach with water, wastewater and garbage disposal services. The District, along with Granada Sanitary District and the City of Half Moon Bay, form a joint powers authority known as the Sewer Authority Mid-Coastside (Authority), which is headquartered in Half Moon Bay. The District contracts with the Authority for the operation and maintenance of its sewer system and the Authority’s wastewater treatment plant processes all waste received from the three member agencies. The District also owns and operates the local water system. The District’s water supply is derived from surface water and nine wells within the community. The system also includes treatment plants and three storage tanks.

DESCRIPTION OF THE DISTRICT

The Montara Sanitary District was formed on August 5, 1958 and is governed by an elected five-member board of directors. The District serves an area of about seven square miles and an estimated population of 5,500. The Board of Directors meets on the first and third Thursdays of the month.

In November 2001 the voters in Montara and Moss Beach passed a $19 million bond issue by a margin of 82% to acquire and improve the water system. In August 2003, the District became the Montara Water and Sanitary District when it acquired the local privately owned water company.

The District operates with a minimum of hired full time staff consisting of the General Manager, District Clerk, Billing Account Specialist, Superintendent of Water Operations, and three Water Systems Operators. The approximate annual budget for the sewer operations of the District is $1,400,000. In the current year the District plans to spend $1,200,000 for sewer system capital improvements. The main sewer enterprise revenue sources are Sewer Service Charges, Property Taxes and other fees.

The approximate annual operating budget for the water system is $1,400,000. An additional $1,200,000 is planned for water system capital improvements. Eighty percent of the District’s income on the water side is derived from residential and commercial water use charges and the remainder from property taxes and other fees. A copy of the budget for the current Fiscal Year is attached for your information.

REQUIRED SERVICES

The District’s fiscal year extends from July 1st through June 30th. Its accounts are based on a full accrual system. The District’s accounting system uses QuickBooks Premier Edition operated by District personnel and includes two separate funds, i.e. water and sewer. Payroll is entered by District staff and processed by Intuit. The accounting policies of the District conform to generally accepted accounting principles applicable to government entities. The financial statements of the District are presented as enterprise funds under the broad category of proprietary funds. Acquisition of capital facilities and improvements are financed from existing cash resources, bonds, other types of debt financing, and cash flow from operations. The following indicates, but is not limited to, the specific accounting services that are desired:

ACCOUNTING SERVICES:

• Prepare quarterly payroll tax returns and issue annual 1099’s and W-2’s.

• On a monthly basis, reconcile Bank Accounts and Accounts Receivable, clean up ledgers, income statements and balance sheets, review payroll and accounting accruals, and maintain Software Accounting System including Chart of Accounts and setup of memorized reports.

• Provide responsible professional and technical assistance in the administration and implementation of the District’s financial, auditing, and accounting programs.

• Ensure the integrity of the financial statements, including evaluating and analyzing transactions, implementing accounting procedures, and preparing accurate and timely financial analyses and reports.

• Assist Staff in the preparation of the annual Workers Compensation Audit and State Controllers Report.

• Assist in the coordination of the annual audits and assume a lead role as needed, such as preparing the necessary documentation and footnotes, and serving as a liaison to the auditing team.

• Ensure that reporting requirements of various federal, state and other regulatory agencies related to the accounting function are met.

• Implement special accounting measures for adequate tracking and reporting of capital accounts and inter-fund transactions.

• Monitor implemented District policies related to payroll, accounts payable, general ledger, and fixed assets to ensure compliance with applicable accounting standards.

• Make recommendations to improve the efficiency and effectiveness of operations within payroll, accounts payable, general ledger, and fixed assets.

• Oversee the maintenance and periodic physical inventory of the District’s inventory of fixed assets.

• Interpret, explain and apply general and governmental accounting/auditing principles and procedures, laws and regulations affecting the financial operations of special Districts

• Prepare additional reports and provide further staff support at the General Managers discretion.

• Expertise using Quickbooks in a fund accounting environment is necessary and a review of the current setup desired.

FORMAT AND CONTENT OF PROPOSAL

Kindly submit three (3) copies of your proposal. Proposals should contain as a minimum:

1. Name of firm. Specify the formal business name of the firm, including mailing address, telephone number, and the contact person for further information.
2. Personnel. Provide a description of the qualifications of all professional personnel who will be providing the services.
3. Scope of Work. Please indicate the services that you will provide as relates to the “Required Services” shown previously. Also indicate the manner in which the work
will be performed and the availability of staff during the workday. The District’s office hours are 7:30 a.m. to 5:00 p.m., Monday through Friday.
4. References. Please indicate work that you have performed for other government agencies and especially special districts. In addition, provide at least three references able to speak to the quality of similar work performed by your firm.
5. Fee. Please indicate the fee for Accounting Services including your hourly rates. The fee is obviously important but will not be the sole criteria for the Board’s award of this contract. The District anticipates an annual contract with two or more annual options to renew at the discretion of the District. Please provide a rate schedule for additional services.
6. Insurance. Please indicate whether you will meet the following insurance requirements prior to performing any services for the District. The consultant must obtain a minimum limit of $1,000,000 per occurrence for comprehensive general liability and professional liability insurance coverage and shall forward the Certificate of Insurance to the District prior to the District’s execution of the contract. The comprehensive general liability policy shall be endorsed to name the District’s Board Members, agents, and employees as additional insured.

There is no expressed or implied obligation of the District to reimburse responding firms for any expenses incurred in preparing proposals in response to this request. Failure to properly address all of the items set forth above may disqualify the prospective proposal from consideration.

AWARD OF CONTRACT

During the evaluation process, the District reserves the right to request additional information or clarification from proposers. It also reserves the right, at its sole discretion, to award the contract to the firm of its choice. Any agreement or contract resulting from the acceptance of a response shall be on forms supplied or approved by the District. The firm chosen shall not assign or transfer any interest in the contract without prior written consent of the District. The District reserves the right, without prejudice, to reject any or all proposals.

The Requests for Proposal are due at the District office not later than 4:30 p.m. October 1, 2012.

WHERE TO SEND THE PROPOSALS

Proposals can be mailed to the following address:

Montara Water and Sanitary District
P.O. Box 370131
Montara, CA 94037

Or they may be delivered to the following address:

Montara Water and Sanitary District
8888 Cabrillo Highway
Montara, CA 94037
(Located adjacent to the Pt. Montara Lighthouse and Hostel)

Or they may be emailed to: mwsd@coastside.net

All questions should be directed to Clemens Heldmaier, General Manager at (650) 728-3545.