Welcome To Payroll Solutions International - Applying For The Request for Proposal for Bookkeeping Services Position

Executive Summary:

The Association of Tax & Accounting Professionals (ATAP) is seeking proposals to provide bookkeeping services for ATAP for a three (3) year period beginning with the calendar year January 1, 2023 and with the option to extend for one (1) additional year.

About Us:

The Association of Tax & Accounting Professionals is a not-for-profit Canadian Association representing independent professional practitioners in the accounting, bookkeeping and taxation fields.  Our members are primarily self-employed but membership also includes Professionals who are employees of accounting or bookkeeping firms.

Scope of Work:

HLB seeks a consultant with bookkeeping and/or accounting experience serving local governments and non-profit community development organizations.  The scope of work includes review of the general ledger accounting system (QuickBooks online) to ensure the financial reporting needs of the organization. Perform monthly reconciliations of the bank account as well as reconciliations of all balance sheet accounts. Maintain audit lead sheets through the end of month close process. Process vendor payables including the check printing. Process invoice reimbursements in a timely manner (30-day timeframe) and file accordingly. Insurance reporting as needed. Support for year-end external audit and minor administrative tasks such as but not limited to phone calls, filing, copies, etc. The scope of work is estimated to require 10 to 20 hours a week with certain tasks required to be done at ATAP offices with the Treasurer. The consultant will report to the Executive Director and Executive Team.

Timeline:

Request for Proposals issued: November 25, 2022

Proposals due: December 9, 2022

Evaluation of proposals: December 16, 2022

Contract executed: December 23, 2022

Questions Regarding This Procurement

Questions regarding this procurement should be sent to: frank@atapcanada.org no later than 5 p.m. Eastern time on December 2, 2022.

Evaluation of Proposals

Proposals will be evaluated by a team of ATAP Board Members and possibly other subject matter experts as determined by ATAP.

Scoring will be as follows:

Experience and qualifications: maximum of 60 points

Customer service approach: maximum of 20 points

Pricing: maximum of 20 points

 

ATAP reserves the right to accept or reject all or any part of any Proposal, waive minor formalities/technicalities, and award the Proposal(s) deemed to offer the best value to ATAP. ATAP reserves the right to award to a single Proposer or multiple Proposers.

Proposal Requirements

Proposals are limited to 20 pages using standard font sizes and margins. Required materials described in below (insurance and financials) will not count toward the maximum page count. ATAP is not responsible for any costs incurred in developing responses to this RFP. At a minimum, proposals should include:

  1. Detail of your experience in providing bookkeeping & accounting services to governmental entities, as well as other entities comparable to ATAP.
  2. Description of the qualification of principal staff to be assigned to the consulting services such as resumes of the individuals directly related for this contract and references or letters of recommendation. Information with respect to the education, position with the firm, years and type of experience.
  3. Description of the procedures to be performed, including the approaches and methods to use, for tasks to be accomplished in a timely manner. Also include sample financial reports and reconciliation schedules previously provided for a former client/firm.
  4. Evidence of professional licensing and any similar certifications.
  5. Evidence of at least $1 million in general liability insurance and professional liability insurance, as well as required worker’s compensation coverage or ability to secure such coverage, should services be retained by ATAP.
  6. Hourly fee or rate as it is determined anywhere in the range from 20-30 hours per week depending on the week. Billing and payment will be disbursed on a monthly basis in the subsequent month once services are fully rendered.
  7. Computer equipment will not be provided, therefore will need to be equipped. This includes monitors, mouse, and keyboard. Email will be provided once onboard.

Submittal Instructions

Please forward your proposal to frank@atapcanada.org no later than 5 p.m. Eastern time on Friday, December 9, 2022. Late submissions will not be considered; ATAP will use the email timestamp from the ATAP email system to determine the time and date when responses are received. ATAP shall not be liable for any late proposals. The RFP response (Proposal) MUST be signed by an individual authorized to contractually bind the firm submitting the Proposal. A failure to sign the Proposal will cause it to be rejected as NON-RESPONSIVE. The Proposal must give full firm name and address of Proposer. The person signing the Proposal should show title or authority to bind his/her firm in a contract.

The information included with this RFP is provided solely for the convenience of the proposers. WHILE THIS INFORMATION IS BELIEVED TO BE ACCURATE, NO REPRESENTATION OR WARRANTY OF ANY KIND IS MADE BY ATAP AS TO ACCURACY OR COMPLETENESS. Respondents are solely responsible for conducting such independent due diligence investigations as necessary for the preparation of responses. ATAP and its employees, consultants, agents, and advisors are not responsible for the completeness or accuracy of any information distributed or made available, orally or in writing, during this procurement process.

Independent Contractor

It is understood that in the performance of any services herein provided, for Provider shall be, and is an independent contractor, and is not an agent or employee of ATAP and shall furnish such services in its manner and method, except as required by this Agreement. Further, Provider has, and shall retain the right to exercise full control over the employment, direction, compensation, and discharge of all persons employed by the Provider in the performance of the services hereunder. The Provider shall be solely responsible for and shall indemnify, defend, and hold ATAP harmless, from all matters relating to the payment of its employees, including compliance with Canada Revenue Agency, withholding, and all other wages, salaries, benefits, taxes, exactions, and regulations of any nature whatsoever.

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