HomeMy WebLinkAboutCorrespondence - AuditorsGRANT COUNTY
COMMISSIONERS AGENDA MEETING REQUEST FORM
(Must be submitted to the Clerk of the Board by 12:00pm on Thursday)
REQUESTING DEPARTMENT: Auditor
REQUEST SUBMITTED BY: Shannon Falstad
CONTACT PERSON ATTENDING ROUNDTABLE: Shannon Falstad
CONFIDENTIAL INFORMATION: DYES F NO
DATE: 08/24/26
PHONE: 754-2011-2733
DAgreement / Contract
❑AP Vouchers
[]Appointment / Reappointment
❑ARPA Related
❑ Bids / RFPs / Quotes Award
❑ Bid Opening Scheduled
❑ Boards / Committees
❑ Budget
❑Computer Related
❑County Code
❑Emergency Purchase
El Employee Rel.
❑ Facilities Related
❑ Financial
[]Funds
❑ Hearing
❑ Invoices / Purchase Orders
❑ Grants — Fed/State/County
❑ Leases
❑ MOA / MOU
❑Minutes
❑Ordinances
❑Out of State Travel
❑Petty Cash
❑ Policies
❑ Proclamations
[]Request for Purchase
❑ Resolution
El Recommendation
BProfessional Serv/Consultant
❑Support Letter
❑Surplus Req.
❑Tax Levies
❑Thank You's
❑Tax Title Property
❑WSLCB
I am requesting consent for the hiring of Brian Carlson, Local Government Management Solutions
services in providing immediate execution of the 2027 Budget, financial oversight, GL account structure,
internal controls, and finalization of SOPs. Please see attached for the outline of his services to be
4
If necessary, was this document reviewed by legal? ❑ YES 0 NO ❑ N/A
DATE OF ACTION: G'
APPROVE: DENIED ABSTAIN
D2:
D3:
DEFERRED OR CONTINUED TO:
M1111111111MID]
4/23/24
The Grant County Auditor respectfully requests the approval a personal -services contract
with Local Government Management Solutions (LGMS), Brian Carlson for Financial Systems
Transition and Controls Consulting to provide analytical support for the 2027 County Budget
process, financial oversight, internal -control assessment, GL conversion support, finance policy
and procedure development, and staff knowledge transfer. Phase 0, 1, & 3 not to exceed
$14,000.00 and Phase 2 to be authorized via written task order or amendment. In consultation
with the County Administrator, I find that the consultant's unique familiarity with local
government financial systems creates a compelling basis for direct selection under County
policy; and authorize the Interim Auditor to administer the agreement."
Competitive solicitation is impracticable due to the immediate need for specialized financial -
systems transition and control -assessment services arising from the unexpected. Auditor vacancy
and CFO absence during the FY 2027 budget -development and ERP-conversion period. Direct
selection of LGMS is in Grant County's best interest because of the individual's immediately
available, unique familiarity with County financial operations, chart -of -accounts structure, staff
processes, and near -term reporting obligations."
Shannon Falstad
Grant County Auditor
35 C Street NW
Ephrata, WA 98823
509-754-2011 ext. 2733
slfalstad@grantcountywa.gov
L G M S
LOCAL GOVERNMENT
DATE: August 21, 2026
TO: Shannon Falstad, Grant County Auditor
FROM: Local Government Management Solutions / Brian Carlson
SUBJECT: Fractional CFO Advisory Services & Strategic Roadmap Engagement
Ms. Falstad,
This Engagement Letter outlines the scope of work and cost estimates for fractional CFO support
services with Grant County. Execution of this document serves as a Notice to Proceed (NTP) and
authorizes LGMS to begin the work described below.
1. PROJECT SUMMARY: Fractional CFO Support & Financial Operations Roadmap: Provide high-level
financial oversight, operational alignment, and critical budget development support for Grant County.
LGMS will deliver an independent review and prioritization of financial workflows, lead immediate
execution on the 2027 County Budget development, and establish a framework for ongoing policy,
reporting, and operational updates across County departments.
2. SCOPE OF SERVICES & DELIVERABLES
3
' A
RATE
DURATION
Phase 0: Discovery,
• Discovery, stakeholder outreach, and
$175 / hr Hourly basis:
Alignment &
departmental alignment meetings.
NTE 10 hrs
Prioritization
• Initial audit of existing financial processes,
software/ERP workflows, and legacy General Ledger
Target: Complete
(GL) structures.
NLT August 31,
• Finalization of prioritized Master Execution
2026
Roadmap for subsequent modules.
Phase 1: 2027
• Primary development and analytical support for
$175 / hr
Hourly basis
Budget
the 2027 County Budget process.
NTE 60 Hours
Development
• Review of historical budget baselines, Capital
Outlay, and revenue/expenditure projections.
Target: Align with
• Alignment of budgetary workflows with statutory
2027 Budget
timelines and ERP upload requirements.
Development
Calendar
Phase 2: Modular
• Sequential execution of prioritized projects
$175 / hr
Hourly basis:
Project Execution
including: ERP policies, Grant Reporting, GL Account
10-20 hrs/week
(Preview)
Code Updates/Inactivation's, and Internal Controls.
(Execution via
Task Order)
L G M S
LOCAL GOVERNMENT
Phase 3: Closeout
. Finalization of standard operating procedures
$175/hr
Hourly basis:
& SOP Transition
(SOPS) and operational documentation.
NTE 10 hrs
(Preview)
• Formal knowledge transfer to County staff for
Target: Project
ongoing internal maintenance.
Closeout
Project Cap (Phase
All services executed under Phase 0, Phase 1, and
$175 / hr
Not to Exceed:
0, Phase 1 & 3)
Phase 3 of this scope
$14,000 Total (80
Hours Max)
Project Cap (Phase
All services executed under Phase 2 of this scope
$175 / hr
TBD
2)
Note: Total engagement duration spans from the Date of Mutual Execution until TBD.
3s CLIENT RESPONSIBILITIES
To maintain the project timeline and achieve the objectives outlined above, the Client shall provide the
following:
• Current and historical operational budgets, line -item expenditures, legacy GL code charts, and
Capital Outlay schedules.
• Timely access to key administrative, finance, and departmental staff for discovery interviews
and process reviews.
• Access to existing ERP system data, policy files, and statutory budget schedule requirements.
• Billing and Payment: Invoices will be submitted monthly for actual hours accrued against active
tasks. Payment is due net-30 (within 30 days of invoice receipt).
• Contingency & Extensions: The contract ceiling for Phase 0, Phase 1, & Phase 3 is set at a Not -to -
Exceed (NTE) amount of $14,000. Additional phases or scope expansions may be authorized via
written task order or amendment. Extensions must be mutually executed in writing by authorized
representatives of both parties.
• Authority: The signatory below represents that they have the authority to bind the Agency to the
financial obligations herein.
• Public Records: LGMS acknowledges that work product generated under this agreement may be
subject to public records disclosure requirements under the Washington Public Records Act (RCW
42.56).
• Travel & Reimbursable Expenses: On -site visits and local travel will be billed at a flat rate of $240.00
per trip ($100.00 IRS mileage stipend plus $140.00 per associate daily stipend). Travel expenses will
be itemized on monthly invoices as incurred and billed in addition to standard hourly fees.
L G M S
LOCAL GOVERNMENT
EFFECTIVE DATE AND AUTHORIZATION
This engagement is authorized and effective immediately upon the date of final execution. By signing
below, the County provides LGMS a formal Notice to Proceed (NTP) with the services and tasks defined
in the scope of work above.
CONSULTANT:
Brian Carlson, Principal, LGMS
CLIENT:
Shannon Falstad, County Auditor, Grant County
DATE:
DATE:
Grant County Personnel Policy
j) Training for County employees
Minimal Process
Below $25,000 you may directly solicit proposals. Go to the appropriate service
provider roster or other sources with a simple set of criteria and select 1-3 firms to
submit a proposal. Select directly from
the rosters or other sources for small projects. For basic RFPs, the basis for evaluation
may simply be that proposals will be ranked as first, second, and third, etc., based on the
proposal's overall quality, price, and reference checks. A simple ranking process
presumes that all criteria_ are weighted equally. However, it does not work well with
numerous proposals or if individual criteria are deemed to be more important.
Informal Process
Between $25,000 & $75,00o a less structured process is followed and selection of
potential firms from a roster or other sources is allowed with no advertisement.
Departments may use the informal proposal process to solicit proposals for services
under $25,000 when they believe the process would result in a broader response and/or
better -quality proposal.
• Develop detailed criteria and prepare RFP.
• Go to the appropriate service provider- or agency -maintained roster, using
the criteria, and select 3-5 firms to submit a proposal in response to the
RFP.
• Evaluate proposals and make award decision.
• Provide in the advertisement a basic format for scoring firms, you may
also place language in case of a tie.
(i.e.) Selection will be made on the basis of the submittals as received. The Selection
Committee may deem it necessary to interview responders. The County retains the right
to interview responders as part of the selection process.
For an informal process you might state something like the following example in the
RFQ/P.
This is a small project, and this request is being performed under an informal request
for qualifications. As such the selection is based on a smaller number of requirements
such as.
• Ability and Reputation (20 pts possible typ.)
• Quality of previous performance (20)
• Responsiveness to solicitation requirements (20)
• Staff readily available for the project (20)
• Expected timeline to complete. (20)
Grant County Personnel Policy Page 4 of 9
Grant County Personnel Policy
b) Small construction improvement projects or consultant agreements
c) Architectural services agreements are made using the county's standard
form agreement. Standard AIA agreements are acceptable.
Purchase of Goods —The Public Works Director may delegate authority to
approve the purchase of goods from the ER&R Fund, the REET Fund, or the
Capital Outlay Fund that does not require a formal bid or a formal contract.
The Public Works Department may approve payment for the purchase of fuel
and payment for utility services. Department personnel may approve
purchasing deicing or safety products and oil products for road maintenance
from the state bid or interlocal agreement.
1601.12 Elected Officials /Department Heads (EO/DH) may Approve Certain
Documents
Vendor agreements such as work orders, work requests, or quotes etc. for
commonly used minor services such as repairs where academic credentials or
professional expertise are not required, or repairs by a single vendor in an
amount less than $20,000 may be approved by the EO/DH.
The purchase of goods worth less than $20,000 may be approved by the
EO/DH.
Eo/DHs may approve personal services agreements in less than $20,000.
EO/DHs may not approve other formal contracts that contain a liability
clause or intergovernmental agreements, regardless of the dollar amount,
unless they are reviewed by the prosecuting attorney's office.
In order to be eligible for approval by the EO/DH, the purchase must be made
within the current calendar year and funds for the purchase have been
previously allocated in the budget. The EO/DH is responsible to comply with
any applicable bidding requirements, capital budgetary restrictions, review by
the Prosecuting Attorney if required, and contract indexing. Approval for any
purchase that requires informal or formal bidding under this policy may not
be delegated by the EO/DH to a subordinate other than their designated
acting in their absence (charter exempt in the case of elected officials).
1601.13 Contract Amendments
Amendments (change orders, addendum) will be in writing and signed by
both parties. Amendments cannot alter the nature of the project or change its
scope beyond what a reasonable bidder would consider a modification, as
opposed to a different project. Specific cases should be reviewed with the
Prosecuting Attorney to determine whether the proposed changes require an
amendment or a new contract. Expired contracts may not be amended. In
cases where the County anticipates additions to the scope of work as more
funding becomes available, bid specifications (if required) and the original
contract's scope of work should so state. The following rules govern the
approval of amendments, and change orders:
Grant County Personnel Policy Page 13 of 19