Hancock County Soil and Water Conservation District (HCSWCD) invites Financial Service Firms to submit a proposal for the preparation of its yearly audited financial statements and related filings for a three-year period beginning with the 2017 fiscal year ending December 31, 2017.  Our organization does not require a federal single audit. The audit of Hancock County Soil and Water Conservation District’s financial statements must be performed in accordance with generally accepted auditing standards.

Hancock County Soil and Water Conservation District is a quasi-municipal corporation created by an Act of the Maine Legislature (Title 12 MRSA Part I, Chapter 1). The District is organized exclusively for purposes described in Sections 501(c)(1) and 170 (c)(1) of federal tax code. The District is governed by locally-elected Board of Supervisors. HCSWCD is a member of the Maine Association of Conservation Districts a 501(c)(3) organization supporting the work of 16 Maine Conservation Districts.  HCSWCD’s mission is to conserve clean water and healthy soil by working alongside willing landowners to implement incentive-based voluntary conservation practices on private lands. Our programs include:  Watershed Protection, Agricultural Technical Assistance, Citizen Science, and Education.

HCSWCD directly serves less than 100 clients each year with funding from grants, contracts, and fees. We receive government funding from, Maine Department of Agriculture Conservation and Forestry, and Hancock County.  We have 2 employees located in 1 office.  Our annual revenue has ranged between $100,700 and $178,500 with a mean of 135,000 over the past 5 years.

HCSWCD requires the following services:

  1. Perform audit report for Fiscal Year 2017 ending December 31, 2017 in accordance with the GA’s Financial Audit Manual (“The Blue Book”) (“The Yellow Book”).
  2. Review of Control Structure
  3. Assistance with establishing an Indirect Cost Proposal for FY 2017, utilizing the Direct Wages method
  4. Bookkeeping Consultation: review Chart of Accounts, implement Class Tracking, Customer/Job, invoicing time to jobs. Fee schedule for quarterly and customized financial reports.

The above must be completed within 90 days of the end of each fiscal year, in order for our Board to review each document prior to its submission to the appropriate recipients.  In addition, Hancock County Soil and Water Conservation District requires that a meeting of the auditors and selected Hancock County Soil and Water Conservation District board and staff members be held to discuss a draft version of the financial statements and that the auditors meet at least yearly with the Board of Directors.

All proposals must include:

  1. a) Evidence of the firm’s qualifications to provide the above services;
  2. b) Background and experience in auditing nonprofit clients;
  3. c) The size and organizational structure of the auditor’s firm;
  4. d) Statement of the firm’s understanding of work to be performed, including tax and non-audit services;
  5. f) A proposed timeline for fieldwork and final reporting;
  6. g) Proposed fee structure for each of the three years of the proposal period, including whatever guarantees can be given regarding increases in future years, and the maximum fee that would be charged;
  7. h) Describe your billing rates and procedures for technical questions that may come up during the year, or whether these occasional services are covered in the proposed fee structure;
  8. i) Names of the partner, audit manager, and field staff who will be assigned to our audit and provide biographies.
  9. j) A copy of your firm’s most recent peer review report, the related letter of comments, and the firm’s response to the letter of comments; and
  10. k) References and contact information from at least 3 comparable nonprofit audit clients.

Your proposal must be received by Friday December 1st 2017.  Send your proposal to 192 Main Street Ellsworth, ME 04605.  Proposals will be reviewed prior to the December Board of Supervisors Meeting a recommendation regarding the choice of auditors will be made at the Board of Supervisors at the December 14th meeting.


If you have any questions or would like further clarification of any aspect of this request for bid, please contact me at 207-667-8663. Financial Statements are available upon request. I look forward to receiving your proposal.




Zachary R. Steele

Executive Director