HomeMy WebLinkAboutRes2021-142 CITY OF SEWARD,ALASKA Sponsored by: Bower
RESOLUTION 2021-142
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A
CONTRACT WITH CARMEN JACKSON CPA,LLC FOR FINANCE AND
ACCOUNTING SERVICES IN AN AMOUNT NOT TO EXCEED $125,000,
AND APPROPRIATING FUNDS
WHEREAS,the City is in the process of recruiting a Finance Director; and
WHEREAS,in the interim,the Deputy Finance Director is serving as the Acting Finance
Director; and
WHEREAS, in an effort to assist the Finance Department, the City Manager proposes
entering into a contract with Carmen Jackson CPA, LLC for finance and accounting services; and
WHEREAS, Carmen Jackson CPA, LLC is a public accounting firm serving Alaska,
specializing in rural financial services,rural tax services, management services, audit preparation
services, and consulting services; and
WHEREAS, the Firm will perform standard Interim Finance Director and other
governmental accounting services to assist the Finance Department; and
WHEREAS,the hourly rate for the services ranges between$100-$175 per hour; and
WHEREAS,the Firm's duties may be performed on-site or off-site, duties performed on-
site will be reimbursed by the City on a per-occurrence; and
WHEREAS,the contract will begin in January and end on June 30, 2022.
NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD,ALASKA that:
Section 1. The City Manager is authorized to enter into a contract with Carmen Jackson
CPA, LLC for finance and accounting services in an amount not-to-exceed $125,000.
Section 2. Funding in the amount of$125,000 is hereby appropriated from General Fund
Unassigned Fund Balance account no. 01000-0000-3400 to Finance Department Contracted
Services acct no. 01000-1140-7009 within the 2022 operating budget.
Section 3. This resolution shall take effect immediately upon adoption.
CITY OF SEWARD, ALASKA
RESOLUTION 2021-142
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13th
day of December, 2021.
E SEWARD, ALASKA
Christy Ter y, Ma
AYES: Calhoon, Casagranda, DeMoss, Wells, McClure, Terry
NOES: None
ABSENT: Osenga
ABSTAIN: None
ATTEST:
A Brenda J. Ballou, MMC
II ciItly City Clerk
(City Seal) e '
F g •e e t,_
f�
• SEAL ` •
.... F1.. P�Q';
OFA. S .�
City Council Agenda Statement
Meeting Date: December 13, 2021
To: City Council
From: Janette Bower, City Manager _ .}
Agenda Item: Resolution 2021-142: Authorizing the City Manager to Enter into a Contract
with Carmen Jackson CPA, LLC for Finance and Accounting Services in an
Amount not-to-exceed $125,000 and Appropriating Funds
Background and justification:
The City is continuing recruitment for a Finance Director. In the interim, Deputy Finance Director
Sam Hickok is serving as Acting Finance Director. To assist the Finance Department, I propose
authorizing the City Manager to enter into a contract with Carmen Jackson CPA, LLC for finance and
accounting services.
Carmen Jackson CPA, LLC is a public accounting firm serving Alaska, specializing in rural financial
services, rural tax services, management services, audit preparation services, and consulting
services.
The Firm's mission is to provide accounting and tax services to businesses and individuals
throughout Alaska, enabling them to succeed in their communities.
The Project Manager will take direction from and assign tasks for completion as directed by the City
Manager or designee. Duties will vary month to month, depending on the needs of the City,
including position vacancies, seasonal requirements (e.g., budget or audit preparation), and other
demand factors. The assignments will be completed by designated Firm Team members, as
determined by skill level and request from the City Manager.The Firm understands that duties may
be performed on-site or off-site and may require disclosure to the City Manager for the estimated
time required for completion or agreement on a not-to-exceed amount.
The City Team will be available to assist the Firm Team by providing information, documentation,
and explanations. A Firm Team member will perform standard Interim Finance Director and other
governmental accounting services in the following areas as needed and requested:
• Fiscal planning and recommendations for updates to City Fiscal Policies and Procedures
• Timely reporting for all grants, grants management and specialty reporting for governments
• Communication with internal stakeholders
• Assistance with the preparation of monthly financial statements for internal stakeholders
• Annual audit preparation and annual budget preparation and amendments
• Review and advise on contracts at the request of the City Manager
• Assistance with evaluating current staff and hiring of new staff
• Accounts payable processing, review, approval and training
• General ledger accounting including journal entries, bank reconciliations, reconciliation of all
balance sheet accounts and revenue and expenditure accounts
• Training City Accounting and Finance personnel
The hourly rate for the services range between $100-$175 per hour. The actual number of needed
hours is unknown at this time. The City Manager will provide a monthly report regarding the
number of hours worked.
The contract will begin in January (actual date to be determined) and end on June 30, 2022.
Consistency checklist:
Comprehensive Plan: 3.7.1.3 Continue to improve the quality and efficiency of city governmental
services.
Fiscal note:
Is this a budgeted expense? ❑ Yes 0 No
If yes, from which line item?
Funding for this contract will be appropriated from General Fund Unassigned Fund Balance within
the 2022 operating budget.
Finance Department approval: --S4114
Attorney Review✓:
Yes ❑ Not applicable ❑✓
Recommendation
City Council approve Resolution 2021-142.
U
111�\i
3
wwa
f
City of 5eward - Interim Finance , •
PPOP05AL
5ubmitted by
Carmen • • P1
November
CAPMEN
IACK50N
Carmen Jackson CPA,LLC CAP�IE N
City of Seward-Interim Finance Director JACKSON
Proposal November 19,2021 C P A L L C
CONTENTS
I. Cover Letter I
1. Qualifications 3
FirmExperience........................................................................................................................................................................................................................................................................3
FirmHistory...................................................................................................................................................................................................................................................................................4
TypicalProjects for Firm.................................................................................................................................................................................................................................................5
2. Project Teams 5
TheFirm ProjectTeam...................................................................................................................................................................................................................................................5
Project/Business Manager - Crystal Miner, MBA...................................................................................................................................5
Firm President/Certified Public Accountant - Carmen Jackson, CPA..............................................................................7
Accountant - Cheryl Bartlett....................................................................................................................................................................................8
TheCity Team........................................................................................................................................................................................................................................................................9
3. References 9
FormerClient Reference I............................................................................................................................................................................................9
Current/Former Client Reference 2..................................................................................................................................................................9
Current/Former Client Reference 3..................................................................................................................................................................9
Current/Former Client Reference 4................................................................................................................................................................10
4. Other Information 10
Scopeof Work........................................................................................................................................................................................................................................................................10
RemoteAccess..........................................................................................................................................................................................................................................................................11
WorkSchedule...........................................................................................................................................................................................................................................................................11
5. Cost II
Feesand Expenses................................................................................................................................................................................................................................................................11
Term of Contract and Commitment to Perform Work.......................................................................................................................................................12
Billingfor Services....................................................................................................................................................................................................................................................................12
Attachment A. Licenses 13
Proposal 19 November 2021 i
Carmen Jackson CPA,LLC CARMEN
City of Seward-Interim Finance Director JACK50N
Proposal November 19,2021 C P A L L C
I. COVER LETTER
November 18, 2021
Janette Bower, City Manager
City of Seward
410 Adams St.
PO Box 167
Seward,AK 99664
SUBJECT: City of Seward- Interim Finance Director- Services Proposal
Salutation:
In fulfillment of the City of Seward's - Finance and Accounting Services request for Proposal,
Carmen Jackson CPA, LLC is pleased to submit this proposal in Adobe PDF format,via email.
Carmen Jackson CPA, LLC (Firm) is a public accounting firm serving Alaska, specializing in rural
financial services, rural tax services, management services, audit preparation services, and
consulting services. We are dedicated to providing our clients with professional, personalized
assistance and guidance in a wide range of financial and business needs. Following is the Firm's
information pertinent to this proposal:
• Company Name: Carmen Jackson CPA, LLC
• Business Type: Public Accounting Firm
• Point of Contact: Carmen Jackson, CPA
Phone: 907-232-2671
Email: carmenjacksonPcpa.com
• Mailing Address: 2521 E. Mountain Village Dr Ste. B PMB 209 Wasilla,AK 99654
• Physical Address: 1350 N Hoka Hay Circle#1 Wasilla,AK 99654
• TIN: 81-2809359
• Proposal Validity: 30 calendar days beginning November 18, 2021
Having worked with multiple municipalities since 2014, we believe that we have a thorough
understanding of the City of Seward's (City) needs. The work requested are services the Firm has
provided for other similar cities in Alaska. Our team of professionals has the right combination of
abilities, knowledge, and experience to provide essential accounting services, from supervision and
training of finance staff to annual audit and budget preparation.
The Firm is committed to performing the work within the contract period, commencing upon
award and continuing until June 30, 2022 or as needed and agreed upon.The Firm does not provide
audit services to any clients, so that we may not have any management conflicts (perceived or
actual) for an audit. Additionally, the Firm does not prepare financial statements including
compilations and reviews. However, Firm staff will assist the City staff to create standardized
templates or reports for financial statements to be produced and ensure that City staff are aware of
Proposal 19 November 2021 1
Carmen Jackson CPA,LLC CARMEN
City of Seward-Interim Finance Director JACK50N
Proposal November 19,2021 C P A L L C
all accounting related information that must be completed prior to producing accurate reports. The
rest of the proposed accounting services are typical services provided by the Firm for a city. This
proposal is a firm and irrevocable offer for the one-year period. This proposal is valid for 30 days
beginning November 19, 2021.
The Firm believes it is best qualified to perform the work required under the engagement. This is
due to our previous history with similar cities, our ability to work remotely or on-site, and our
dedication to providing highly qualified professionals interested in assisting the City to fulfill all its
financial operating and reporting requirements.
Should the City require further information, please do not hesitate to contact us. Thank you for
your consideration.
Closing,
Carmen Jackson, CPA LLC
Proposal 19 November 2021 2
Carmen Jackson CPA,LLC CAWI/"IE�vI
City of Seward-Interim Finance Director IACK50I 'J
Proposal November 19,2021 C P A L L C
I
I. QUALIFICATIONS
Firm Experience
Carmen Jackson CPA, LLC is a public accounting firm with over a combined 43 years of experience
in various financial areas, including bookkeeping, payroll, tax, accounting, audit preparation,
management,banking,health care, not-for-profits, and governmental accounting. The Firm,located
in Wasilla, Alaska, has been in business for nearly eight years and is armed with a fresh and
modern-day accounting team. Since opening our doors, we have taken on several first-class cities
and second-class cities as clients. Clients in rural communities of Alaska include small to medium-
sized entities, not-for-profit, and for-profit and are located from as north as Nuiqsut, as west as
Seward and as south as Dillingham.
Select clients and services provided,similar to the City, include the following:
• City of Dillingham, for which we have provided interim Finance Director services, audit
preparation for FY 2014 through FY 2021,as well as interim accounting staff services;
City of Galena, for which we provided audit preparation services, including multiple FEMA
grants as a result of the 2013 flood, payroll preparation, quarterly and annual payroll
reporting, sales tax reporting to the State of Alaska, assistance with power cost utilization
reporting for nonregulated utilities, assistance preparing data and reporting to insurance
vendors, assistance with loan applications and community partner agreements, and helping
them catch up on and prepare for state and federal audits, including FY 2014 through FY
2021;
City of Nuiqsut, for which we provided accounting consultation and services, including
training staff on accounting and use of QuickBooks, bookkeeping, payroll, as well as quarterly
and annual gaming reports for FY 2017 and FY 2018 and audit preparation services.
Within our normal scope of work for clients, we have identified and helped provide solutions for
many problems. Some examples of these solutions include:
• Creating and modifying internal controls for various clients to minimize their risk of financial
loss;
• Informing clients of lack of insurance coverage on City-owned property, as well as removing
properties from insurance listing that are no longer in use or possession to reduce costs;
• Advising clients on staffing levels within Finance Departments to ensure tasks allocated can
be completed in the most efficient and effective manner;
• Assisting various clients with hiring, including a review of candidates and interviewing to hire
and retain qualified staff,
• Closely monitoring revenue and expense recorded in the general ledger and ensuring
transactions are recorded correctly. This allowed for consistent reporting from year to year,
enabling the client to see changes in financial data and promptly address issues. It also
tightens up the budgeting process;
Revamping a client's Chart of Accounts to report data concisely and uniformly, thus allowing
data to be easily exported and manipulated. This project includes advising clients on the
proper use of funds, departments,locations, etc.; and
Proposal 19 November 2021 3
Carmen Jackson CPA,LLC CAWI�"IE�vI
City of Seward-Interim Finance Director IACK50N
Proposal November 19,2021 C P A L L C
I
• Providing referral services to clients for special needs projects or services.
Firm H LLB
Living in Alaska her entire life, Carmen Jackson has had the opportunity to travel throughout this
great state. As a child, Carmen spent nearly five years living on the Kuskokwim River in Aniak. In
college, she participated in the Volunteer Income Tax Assistance Program with the University of
Alaska Anchorage and the Small Business Development Center. During her first season in this
program, Carmen traveled to a couple of small villages outside of Seward. The following season,
she was asked to return as a supervisor, and she thoroughly enjoyed assisting the village people
and exposing students to Rural Alaska.
Right out of college, Carmen was hired as Staff Accountant by Karen Rogers of Altman, Rogers &
Company. Here, she had the opportunity to travel to rural Alaska communities, providing financial
services to non-profits, governments, and corporations further. During this time, she realized that
rural Alaska is where she wanted to focus most of her work, which is why she started her practice
in 2014 to provide accounting services to this population.
From 2006 - 2013, Carmen worked as Director of Financial Services at Mat-Su Health Services, Inc.,
a Federally Qualified Health Center and Community Behavioral Health Center, which provides
integrated medical and behavioral health care. In this position, she oversaw a 10-person finance
department with two major programs and multiple internal departments. Then she spent a year in
public practice refreshing her tax skills in 2013. Carmen had the recent opportunity to serve as the
Accounting Supervisor for the Mat-Su Borough School District from August of 2017 to August of
2020. Where she led a team of six Accounting staff members who were responsible for accounts
payable,general ledger,grant financial reporting, student activities accounting, fixed asset tracking,
relationship banking, audit preparation and coordination, and production of the comprehensive
annual financial report. This experience further increases the Firm's ability to serve clients of a
wide variety.
Additionally, Carmen has recently served on the Board of Directors and Board Finance Committee
for Mat-Su Health Services and currently serves on the Board of Directors for Valley Community for
Recycling Solutions. Prior to that Carmen was active in Business Networking International where
she served as the club's President for a year, was a founding member and President of her local
Rotaract Club, participated in the UAA Accounting Club as Co-Director of Public Relations. Carmen
has presented to groups of all sizes. These opportunities have made her an excellent public speaker
and comfortable with presenting information to a wide variety of groups which further enhances
her ability to represent clients interests through discussions with key players for clients.
As the sole owner of the Firm, Carmen is proud to see that her team has assisted various Alaskan
businesses, governments with accounting and consulting services since opening in 2014. The Firm
has been privileged to work with several cities on an ongoing basis. The assistance provided has
allowed these cities to meet the needs of their residents while maintaining the transparency and
trust of the residents.
The Firm's Mission is to provide accounting and tax services to businesses and individuals
throughout the State of Alaska, thereby enabling our clients to succeed in their communities. The
Firm is founded on the values of integrity, ethics, honesty, dedication, determination, and passion.
Everyone in the Firm is dedicated to our Mission and has a passion for helping others. The Firm
utilizes efficient systems and technology to fulfill our Mission.
Proposal 19 November 2021 4
Carmen Jackson CPA,LLC CAPI�� vEI� I
City of Seward-Interim Finance Director 1ACK50N
Proposal November 19,2021 C P A L L C
I
Typical Projecfs for Firm
Typical projects performed by the Firm include:
• Audit preparation
• Individual tax
• Payroll and accounts payable
• Finance department staffing adequacy and duty allocations
• Budget preparation
• Grants management and reporting
• Presentations to councils/boards
• Training on accounting and best practices
Systems evaluation and improved use of systems
• Various management consulting services
• Systems to improve communication within finance departments
2. PROJECT TEAMS
The Firm Pro-jecfTeam
• Project Manager- Crystal Miner, MBA
• Firm President/Certified Public Accountant- Carmen Jackson, CPA
• Senior Accountant- Cheryl Bartlett
• Additional Firm staff may be assigned to the City as determined by the Firm
Project/Business Manager -Crystal Miner,MBA
Crystal Miner has lived in Alaska for 16 years. She has had over ten years in healthcare
management, running different types and sizes of medical clinics in Alaska. As part of this
experience, Crystal has overseen numerous projects, including implementing and converting
software and a complete transfer of location for an City. She has a Green Belt in Lean Six Sigma as
well as a Masters in Business Administration from Alaska Pacific University.
In 2018, Crystal started her own management consulting company and has assisted Citys in starting
up a business, shutting down a business, hiring, software utilization, and policy and procedure
development. Her skill set is of value as she can see the big picture of a project and work effectively
with a team to assure the overall goals are met without missing needed details. She is IT savvy and
understands how to communicate with people of differing computer skill sets.
Proposal 19 November 2021 5
Carmen Jackson CPA,LLC CAWI�"IE�vI
City of Seward-Interim Finance Director IACK50N
Proposal November 19,2021 C P A L L C
Project Manager
• Receive assignments from City Manager
Project Position Description
• Assign tasks to Firm Team
• Assure completion of tasks assigned
!------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Professional Credentials Master of Business Administration;Alaska Pacific
University, 2011
!------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
As an action-oriented person, I am always looking
Professional Statement to move projects forward and achieve goals. My
values are open and honest communication,
helping others,and learning and growing.
!------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
• Effective and efficient project management
Management Skills • Business management consulting
• Lean Six Sigma-Yellow Belt
!------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Able to Travel to Location Yes
------------------------------------------------------------------------------------------------------------------------------------------------------!-----------------------------------------------------------------------------------------------------------------------------------------------------------------------
Proposal 19 November 2021 6
Carmen Jackson CPA,LLC CAPI�� vEI� I
City of Seward-Interim Finance Director IACK50N
Proposal November 19,2021 C P A L L C
Firm President/Certified Public Accountant. -Carmen Jackson,CPA
Certified Public Accountant
Project Position Description Working closely with the City Manager for
consulting and project development
---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------i
Current Title Firm President/Certified Public Accountant
(CPA)
!--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Years of Experience 20+
---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------i
Years Rural Community Specific Experience I 5+
---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------i
Similar Projects Experience Multiple City contracts as Interim Finance
Director and analysis of systems for efficiency.
!--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Professional Credentials Certified Public Accountant, State of Alaska,
#2685,November 13, 2013 - Current
---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------i
My career as an Accountant has included a
variety of experience that has given me a depth
and knowledge base to offer clients. I enjoy
Professional Statement working with rural clients to stabilize their
finance departments with sound processes to
build efficiency and quality reporting. I enjoy
building positive relationships with clients and
related parties for compliance and reporting.
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
• Effective team builder and compassionate
leader
Management Skills Employee mentoring and development
• Quality administrative processes
• Effective and efficient project management
!--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Able to Travel to Location Yes
-----------------------------------------------------------------------------------------------------------------------------------------------------'----------------------------------------------------------------------------------------------------------------------------------------------------------------------
Proposal 19 November 2021 7
Carmen Jackson CPA,LLC CAWI�"IE�vI
City of Seward-Interim Finance Director 1ACK50N
Proposal November 19,2021 CPA , L LC
Accountant- Cheryl Bartle{{
Accountant
• Support for journal entries and general
ledger
• Bank reconciliation
• Accounts receivable processing
Project Position Description • Accounts payable processing
• Payroll assistance
• Collections
• Assisting with audit preparation
• Sales tax entries and support
• Train staff on-site or remotely
-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Current Title Senior Accountant
-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Years of Experience 40+
-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Years Rural Community Specific Experience 25+
-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Similar Projects Experience • Mat-Su Health Services -Accounts
Receivable Supervisor
• City of Seward-Audit preparation
assistance,grant reporting,collections,
accounts receivable analysis and
supervision
--------------------------------------------------------------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------------------------------------------------------------------------
Professional Credentials Accounting/Business Systems, Linn-Benton
Community College,Albany, OR
--------------------------------------------------------------------------------------------------------------------------------------------------------------------
!---------------------------------------------------------------------------------------------------------------------------------------------------------------------
Professional Statement I I enjoy digging into projects and cleaning up and
sorting out the details. I have a keen ability to
see the bigger picture while focusing on the
details. I am available to work on-site to
complete projects within my skill set.
---------------------------------------------------------------------------------------------------------------------------------------------------------------------!---------------------------------------------------------------------------------------------------------------------------------------------------------------------
Able to Travel to Location Yes
-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Proposal 19 November 2021 8
Carmen Jackson CPA,LLC CAPI�� vEI� I
City of Seward-Interim Finance Director IACK50N
Proposal November 19,2021 C P A L L C
The City Team
The City will provide the Firm with work papers and supporting documents to complete the items
listed in the Scope of Work. If positions are unfilled, it should be expected that the number of hours
to complete a work task by the Firm Team will increase.
Expected City Team members that will be available to assist the Firm Team include:
• City Manger
• Assistant Finance Director
• Department Directors as needed
• Various Accounting and Finance employees
3. REFERENCES
Former Client Reference I
• Name: Amber Jusefowytsch,Assistant City Administrator, City King Cove
• Address: 3380 C Street,Ste 205;Anchorage,AK 99503
• Telephone Number: (907) 274-7573
• Email Address: amberj@kingcoveak.org
• Accounting Services Provided: Audit Preparation
• Service Period: FY 2015 - FY 2018
Current/Former Client Reference 2
• Name: Jane Campbell, Finance&Human Resource Manager Disability Law Center
• Address: 3330 Arctic Blvd,Ste 103;Anchorage,AK 99503
• Telephone Number: (907) 632-8994 (cell)
• Email Address: jampbell@dlcak.org
• Accounting Services Provided: Audit preparation and grant reconciliation
• Service Period: FY 2019 - Current
Current/Former Client Reference 3
• Name: Anita Fuller, Finance Director, City of Dillingham
• Address: PO Box 889; Dillingham,AK 99576
• Telephone Number: (907) 842-1450
• Email Address: Anita.Fuller@dillinghamak.us
Proposal 19 November 2021 9
Carmen Jackson CPA,LLC CAWI�"IE�vI
City of Seward-Interim Finance Director 1ACK50N
Proposal November 19,2021 C P A L L C
I
• Accounting Services Provided:Audit preparation,budget preparation,management
advisory services, and Interim Finance Director
• Service Period: FY 2015 - Current
Current/Former Client Reference 4
• Name: Shanda Huntington, City Manager, City of Galena
• Address: PO Box 149; Galena,AK 99741
• Telephone Number: (907) 656-1301
• Email Address: shuntington@ci.galena.akus
• Accounting Services Provided:Audit preparation services,bank reconciliation,
management advisory services,and training of finance staff
• Service Period:FY 2014-Current
4. OTHER INFORMATION
Scope of Work
The Project Manager will take direction from and assign tasks for completion as directed by the City
Manager or designee. Duties will vary month to month, depending on the needs of the City,
including position vacancies, seasonal requirements (e.g., budget or audit preparation), and other
demand factors. The assignments will be completed by designated Firm Team members, as
determined by skill level and request from the City Manager. The Firm understands that duties
may be performed on-site or off-site and may require disclosure to the City Manager for the
estimated time required for completion or agreement on a not-to-exceed amount.
The City Team will be available to assist the Firm Team by providing information, documentation,
and explanations. A Firm Team member will perform standard Interim Finance Director and
governmental accounting services in the following areas as needed and requested:
• Fiscal planning and recommendations for updates to City Fiscal Policies and Procedures
• Timely reporting for all grants,grants management and specialty reporting for governments
• Communication with internal stakeholders
• Assistance with the preparation of monthly financial statements for internal stakeholders
• Annual audit preparation and annual budget preparation and amendments
• Review and advise on contracts at the request of the City Manager
• Assistance with evaluating current staff and hiring of new staff
• Accounts payable processing,review, approval and training
General ledger accounting including journal entries,bank reconciliations, reconciliation of all
balance sheet accounts and revenue and expenditure accounts
• Training City Accounting and Finance personnel
Proposal 19 November 2021 10
Carmen Jackson CPA,LLC CAWI�"IE�vI
City of Seward-Interim Finance Director 1ACK50N
Proposal November 19,2021 C P A L L C
I
Pemote Access
As some requirements of the City may need to be completed remotely, the Firm has the ability to
provide services via remote access to the Cities' accounting system, either by the Firm's resources
or the Cities'resources.
Work Schedule
On-site work will be performed Monday through Friday, eight hours per day, or as requested by the
City Executive Director. Outside of on-site services,work may be performed for the City via remote
access to the Cities' accounting system, server, and other files. Hours and time for services
performed via remote access will be at the request of the City Executive Director and may be
restricted based on the availability of the dedicated remote connection.
5. COST
Fees and Expenses
The total cost will be based on hours and days worked at the hourly rates listed below.
SCHEDULE OF PPOFE55IONAL FEES
----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Job Class Pate
------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Firm President/CPA $175/hour
-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Certified Public Accountant $145/hour
------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Project Manager $145/hour
-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Accounting Supervisor $135/hour
-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Senior Accountant $125/hour
-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Accountant $100/hour
------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Proposal 19 November 2021 11
Carmen Jackson CPA,LLC CAWI�"IE�vI
City of Seward-Interim Finance Director 1ACK50N
Proposal November 19,2021 C P A L L C
I
The City will reimburse for airfare and lodging on a per-occurrence basis. Below is an estimated
cost for airfare to and from Seward for one person. Lodging will be reimbursed by the City based on
OCONUS Federal Travelers Per Diem for Maximum Lodging(FY2021 listed below as reference).The
Firm Project Team will require per diem reimbursement for meals and incidentals following the
OCONUS Federal Travelers Per Diem schedule. Reimbursement for airfare will be based on actual
expense for utilization of local airline with main cabin seating.
SCHEDULE OF ESTIMATED TRAVEL RATES
----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Expense Estimated Pate
-------------------------------------------------------------------------------------------------------------- -' ------------------------------------------------------------------------
---------------------------
Airfare $200
(round trip from Anchorage to Seward) I
------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Lodging in Seward
(per night) $104-$299
-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Meals and Incidentals
$146
(daily)
-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Term of Contract and Commitment to Perform Work
Services will commence once signatures are affixed on an Engagement Letter to follow acceptance
of this proposal and terminate on June 30, 2022. The Firm's proposal is a firm and irrevocable offer
for the one-year period and is valid for 60 days beginning November 19, 2021.
Billing for Services
The City will be billed monthly for services, and payment will be expected within 15 days of
receiving each invoice. If payments become more than 30 days overdue, work may be suspended
until the account is brought current.
Proposal 19 November 2021 12
Carmen Jackson CPA,LLC CAPI�� vEI� I
City of Seward-Interim Finance Director 1ACK50N
Proposal November 19,2021 C P A L L C
ATTACHMENT A. LICENSES
LICENSE DETAILS
License#: 114219
Program: Public Accountancy
Type: Limited Liability Company Public Accounting Permit
Status: Active
DBA:
Issue Date: 08/22/2016
Effective Data: 1213012019
Expiration Date: 12/31/2021
Mailing Address: WASILLA,AK,UNITED STATES
Owners
Owner Name Entity Number
Carmen Jackson CPA,LLC 10038906
Relationships
Title License/Entity# Name License Status Expiration Date
Partner or Shareholder CPAI2685 CARMENJACKSON Active 12/31/2021
Designations
No Designations Found
Agreements/Actions/Accusations
No Agreements/Actions/Accusations Found
COPYRIGHT®STATE OF ALASKA•DEPARTMENT OF COMMERCE,COMMUNITY,AND ECONOMIC DEVELOPMENT
Proposal 19 November 2021 13
Carmen Jackson CPA,LLC CAP["-IEI v
City of Seward-Interim Finance Director 1ACK50N
Proposal November 19,2021 C P A L L C
LICENSE DETAILS
License#: CPA12685
Program: Public Accountancy
Type: Certified Public Accountant
Status: Active
Issue Date: 11/13/2013
Effective Date: 12/30/2019
Expiration Date: 12/31/2021
Mailing Address: WASILLA,AK,UNITED STATES
Owners
Owner Name Entity -ler
CARMEN M.JACKSON
Relationships
Title License/Entity# Name License Status Expiration Date
Firm 114219 Carmen Jackson CPA,LLC Active 12131/2021
Designations
No Designations Found
Agreements/Actions/Accusations
No Agreements/Actions/Accusations Found
COPYRIGHT®STATE OF ALASKA-DEPARTMENT OF COMMERCE,COMMUNITY,AND ECONOMIC DEVELOPMENT
Proposal 19 November 2021 14