Request for Proposals: Bookkeeping and Accounting Services

Organization NameJob CategoriesPosition TypeRegion and Location(s)Career LevelSalaryAd Online SinceApplication Deadline
City for All Women Initiative
  • Accounting / Finance
Request for Proposal
  • Ontario - Ottawa Area - Ottawa
Experienced (Non-manager)N/A2020-01-102020-01-23

Request for Proposal: Bookkeeping and Accounting Services

Background Information

The City for All women Initiative (CAWI) is an Ontario non-profit representing a unique collaboration of women from diverse communities, organizations, and academia whose mission is to work with municipal decision-makers to create a more inclusive city and advance gender equality. CAWI depends on a mixture of grants, membership dues, client service fees (social enterprise), and donations to further our mission. For the past 15 years CAWI has been operating under the auspices of a partnering charitable organization. In 2020 CAWI will transition to a fully independent nonprofit. We are seeking a bookkeeper to assist in setting up the financial and accounting systems and procedures for this transition and to manage bookkeeping and accounting services once established.

Scope of Bookkeeping and Accounting Services

Under the direction of the Executive Director and with oversight from the Treasurer, the Bookkeeper will maintain all necessary and appropriate records, files, and processes to ensure the smooth and compliant financial operation of the organization. Additionally, the Bookkeeper will support CAWI in setting up financial and administrative infrastructure as it transitions to a fully independent nonprofit with a social enterprise. The scope of the position includes, but is not limited to, the following services:

  • Set up an organizational accounting program (Quickbooks or Freshbooks) and transfer accounts to the new program
  • Manage all entries into the organization’s accounting program (Quickbooks), including accounts payable and accounts receivable and respond to vendor inquiries
  • Prepare and review bank deposits, payments, and bank statement reconciliation and code them in the accounting program; prepare cheques for signatures
  • Issue and record invoices, receipts, and refunds for CAWI services, including social enterprise work
  • Set up expense claim, credit card, and petty cash systems; record all employees’ reimbursement expenses and manage corporate credit cards following CAWI internal control guidelines
  • Set up payroll system; review and enter data into payroll reconciliation spreadsheet
  • Process semi-monthly payroll and records
  • Respond to employee inquiries regarding payroll services
  • Financial statements – set up monthly reporting systems and prepare monthly financial statements to be reviewed regularly with the Executive Director
  • Year-end reports – set up and provide year end reports to be reviewed with Executive Director
  • Assist with annual Audit preparation, including year-end working paper packages for the auditors
  • Assisting the Executive Director with preparation of any other financial reports requested by the ED, staff, or the Board of Directors
  • Be readily available to answer questions from Executive Director and Treasurer as needed
  • Other duties as required

Term of Bookkeeping and Accounting Services

The contract for bookkeeping and accounting services based on CAWI Board approval will be for a period of one (1) year from February 1, 2020 through January 31, 2021. At the end of ninety (90) days of service, both CAWI and the contractor will have the option to terminate this contract and renegotiate the fee for continued bookkeeping services. Such condition will be executable with at least thirty (30) days’ notice to the other party.

Proposal Content

A cover letter and proposal should be provided clearly stating an understanding of the services required and must include the following content:

A. Qualification Component

The proposer must demonstrate the capability to perform the above-stated bookkeeping services in accordance with generally accepted accounting principles. It is strongly preferred that the proposer have non-profit experience. Provide a CV or resume of the professional who proposes to direct the overall bookkeeping and accounting services. This should include information about the individual’s educational background and relevant experience. Please provide, as references, three current and/or past clients, the length of time the proposer has worked with each client and a short summary of services provided in each case, as well as contact information for each client.

B. Estimated Fees

Please state the estimated fee for providing bookkeeping and accounting services between February 1, 2020 through January 31, 2021. Note that the ongoing level of effort is expected to be up to 20 hours per month; however, in the initial period LOE will be higher to set up internal bookkeeping and accounting processes and procedures.

C. Administrative Component

Explain the approaches to performing bookkeeping and accounting services required by CAWI. Proposals must address each of the bookkeeping and accounting service requirements as stated in this RfP. The proposer shall furnish such additional information that CAWI may reasonably require. List expenditures that will be absorbed by the contractor (e.g. postage, copy charges, etc.). List expenditures that will be additional charges to CAWI. Indicate proposed billing rate for expanded services if the need should arise. CAWI may ask proposers to send a representative for an interview prior to the Board approving a proposal. CAWI will not be liable for costs incurred by the proposer in connection with such an interview.

Confidentiality Agreement/Code of Conduct/Conflict of Interest: Contractor will be required to sign CAWI’s standard forms as indicated.

Procedures for Submission of Proposal

Proposal to the RfP should be received no later than Thursday, January 23, 2020 at 5 p.m. EST by email to: Valerie Stam, CAWI Executive Director vstam@cawi-ivtf.org

If you have questions about the proposal, the organization, or any matter contained within this RfP, please submit your questions via email to vstam@cawi-ivtf.org. Questions submitted after 5 pm EST Thursday, January 23, 2020 will not be answered.

We encourage those who identify as women from equity-seeking groups to apply, including women with disabilities, women of colour, immigrant women, and Indigenous women. We thank all applicants for their interest; however, only those applicants under consideration will be contacted.

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