Martin County Healthy Start Coalition, Inc.
& Treasure Coast Maternity Center, Inc.
Request for Proposal for Independent Audit Services
#RFP2025-01
Click Here to Read Full RFP for Independent Audit Services
Q&A Responses
Updated: September 16, 2025
1. What were the audit fees paid to the prior firm, and is there an established budget for external audit services for FY 2025 for each entity?
A: For the previous year’s audit, audit fees totaled $10,000, with an additional $1,500 for preparation of the Form 990, covering both entities combined. Yes, there is an established budget for external audit services for each entity’s FY 2025 audit.
2. Will the Finance Committees or leadership have a preference among on-site, hybrid, or fully remote audit approaches, particularly given your hybrid record-keeping system?
A: Leadership prefers the selected proposer to conduct at least one on-site visit each year at the shared offices of Martin County Healthy Start Coalition (MCHSC) and Treasure Coast Maternity Center (TCMC). While remote and hybrid approaches are acceptable for portions of the audit, an in-person presence at least once annually is expected to ensure full access to records, facilitate clear communication, and support the integrity of the audit process.
3. Is the RFP being issued due to the five-year required rotation, or are there other factors prompting review of audit firm options?
A: The RFP is being issued in alignment with best practices and fiscal due diligence, as the prior engagement was limited to a five-year term. This review ensures transparency, accountability, and that the Coalition and Maternity Center continue to receive high-quality, independent audit services. The process is not being initiated due to performance concerns. The prior audit firm has provided valuable service over the past engagement and is welcome and encouraged to submit a proposal for consideration.
4. Can you provide us with a copy of the most recent audited financial statements?
A: Yes. Copies of previous audits, dating back to FY 2018, are publicly available on our website at: https://www.mchealthystart.org/about/financials/.
5. How many years has the current auditor been engaged?
A: The current audit firm has been engaged for the past five years. In accordance with our policy and best practices, we open the audit engagement for proposals every five years to ensure transparency, accountability, and fiscal due diligence.
6. For the past 3 years (6/30/22, 6/30/23, and 6/30/24) what were the audit fees for each entity? Were there any additional billings outside of scope, and if so, what were they?
A: Audit fees for the past three years were as follows:
FY 2022: $9,787
FY 2023: $9,770
FY 2024: $9,775.60
In addition, fees of $1,500 per year were incurred for preparation of the Form 990. There were no additional billings outside of scope.
7. Page 10 of the RFP mentions that the audit should be completed each year by December 15 and presented at the January board meetings. For the first year, since the auditor would be engaged so late, what are the expected timelines?
A: The December 15 deadline is set in alignment with funder requirements; however, for the first year, exceptions can be made to adapt to the selected proposer’s workflow and engagement timeline. The latest the audit can be presented to the Board is at the March meeting to meet the tax filing deadline. Beginning in subsequent years, timely completion by the December 15 deadline will be expected.
8. Does management prepare the financial statements or is the auditor expected to prepare the financial statements?
A: Management prepares the financial statements internally. The auditor is expected to conduct the audit and provide any necessary adjustments or recommendations but is not responsible for preparing the financial statements. The auditor will, however, be responsible for preparing the annual Form 990.
9. In the prior year audit, were there any audit adjustments or management comments? If so, please provide.
A: Yes, there were audit adjustments and management comments in the prior year audit. While this information is not confidential, it is not available on our website due to formatting limitations. We encourage interested proposers to proactively request the documentation by emailing us at ssuffich@mchealthystart.org, and we will promptly provide the materials.
10. Have there been any significant financial changes in the past year (new debt, new leases > 12 months, change in accounting software or systems)?
A: Yes, there have been several significant financial changes in the past year. The organization incurred new debt of $77,000 related to the Mom Mobile program. Additionally, accounting software was upgraded to MIP which was implemented in Summer 2025 from QuickBooks Online. The organization also entered into a storage lease for the Mom Mobile program, costing $1,300 per month. Other than these items, there have been no significant changes to accounting systems or long-term leases.
11. Have there been any changes in key management personnel that are involved in the audit in the past year?
A: There have been no changes in key management personnel involved in the audit over the past year. The Director of Finance has been with the organization for 2.5 years, the Chief Operating Officer has served for 16 years, and the Chief Executive Officer has been in her role for 8 years.
12. What is the reason for considering a change in auditors? What is your favorite attribute of your current auditor and your least favorite attribute?
A: The change in auditors is being considered solely because our five-year engagement term has concluded, and we are required to open the engagement to proposals as part of our fiscal due diligence and best practices. It is not a reflection of performance concerns.
Our favorite attributes of the current auditors are their professionalism, responsiveness, attention to detail, and strong understanding of the complexities of our organizations. If there is one least favorite attribute, it would be the distance required for them to travel for on-site meetings and the challenge this can introduce to scheduling.