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Requests for Proposal

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Request for Proposal (RFP)

 

Stand Up Placer (SUP) is sending you the enclosed invite for your consideration in our RFP process for an Accountant to demonstrate their qualifications for a one-year engagement with potential for annual renewal based on performance.

 

Additional details on our organization and scope of consulting services are noted below.

 

Important Note: All costs related to the submission of this RFP must be assumed by the submitting agency.  No expenses will be reimbursed.

 

Information Due

All Applicants must turn in a completed RFP Tuesday May 31, 2016 at 3:00pm PST via e-mail to marianne@standupplacer.org.

 

Additionally, 4 hard copies of the completed RFP must be received by Tuesday May 31, 2016 at 5:00pm PST. Hard copies are to be sent to:

 

Marianne Nodes, Administrative Services

Stand Up Placer

PO Box 5462

Auburn, CA. 95604

 

RFP Format

All documents need to be submitted in the following formats

 

Word: Times New Roman, Single Space, 1” Margins in Word 2004 or above

Excel: Excel 2004 or above

PowerPoint: PowerPoint 2004 or above

 

Questions Regarding RFP

All inquiries concerning this RFP should be submitted to marianne@standupplacer.org using the subject line, “Stand Up Placer Accountant RFP Inquiry”.

 

Deadline for Submitting Questions Concerning RFP

All questions must be submitted no later than Wednesday May 18, 2016 at 3:00pm PST.

 

 


 

SECTION I.              ORGANIZATIONAL OVERVIEW

 

Stand Up Placer is a private, non-profit 501(c) (3) community-based organization providing comprehensive services to victims of domestic violence and sexual assault in Placer County.

 

Stand Up Placer firmly believes that everyone deserves to live a life free from violence. We provide victims of domestic violence and sexual violence in Placer County with the support and skills to build the self- determined life they desire.

 

SECTION II.              SCOPE OF WORK

 

  1. Scope of Consulting/Contracted Services

The firm selected will be responsible for providing the following services.

  1. Monthly Close Activities
  • Review monthly, quarterly and annual expense allocations and make adjustments as necessary to ensure grant drawdowns are timely and accurate.
  • Reconcile bank accounts
  • Review monthly close process to properly recognize revenues/expenses per GAAP requirements and perform direct and indirect expense allocations in compliance with Federal A-122 requirements
  1. Management Reports
  • Internal and external financial reporting to Board and other management
  • Grant financial reporting
  1. Oversight of SUP Internal Accounting Staff
  • Oversee accounting entries on a monthly basis to ensure proper grant draws and compliance with GAAP and Federal guidelines
  • Ensure that vendor meets various accounting and filing deadlines, e.g. personal property taxes, 1099 filing, 1096 filing, quarterly sales tax filing, etc.
  1. Annual Financial Activities
  • Work with program staff and internal accounting personnel to prepare program budgets and roll up into full annual agency budget,
  • Prepare grant budgets for grant proposals
  • Prepare budget modifications as needed
  • Oversight of audit vendor relationship through audit completion with specific work on
    • Preparing and managing year-end A-133 portion of the audit
    • Preparing and manage various funder audits
    • Creation of annual Statement of Functional Expenses
  • Oversight of funder relationship through funder audits
  1. Project Work
  • SUP may request specific financial analyses or projects be completed by the vendor as needed

 

  1. Project Timeline

 

ACTIVITY DATE
RFP Issued
Deadline for Submission of Proposals
Proposals Reviewed/Scored
Interviews Conducted
References Contacted
Contract Awarded

 

  1. Other Qualifying Factors

Selected accounting vendor will possess the following:

  • Business Term: A minimum of 3 years in business
  • Direct Experience: Must have previous non-profit client experience including work with federal audits and the rules and regulations that go with it – from allocation of direct and indirect costs to rules regarding the contracting of vendors and purchasing of materials
  • Worker’s Compensation Insurance: The contractor hereby warrants that it carries Worker’s Compensation Insurance for all of its employees who will be engaged in the performance of the contract.
  • Professional Liability Insurance: The contractor shall maintain or cause to be maintained professional liability insurance during the period of the contract insuring against the losses, damages, or expenses incurred by SUP as a result of the willful or negligent acts, errors, or omissions of the contractor, or any officers, employees or agents thereof.
  • Confidentiality of Data: All financial, statistical, personal, technical, and other data and information relating to SUP’s operations, which are designated confidential by SUP and made available to the contractor, shall be protected by the contractor from unauthorized use and disclosure.  The contractor shall not be required under the provisions of this paragraph to keep confidential any data or information, which is or becomes publicly available, is independently developed by the contractor outside the scope of the contract or is rightfully obtained from third parties.

 

SECTION III.             proposals

 

Those wishing to submit proposals for this Accounting services contract should carefully review and submit the following information:

 

  1. General Information
  • Name of Individual/Organization
  • Contact Person
  • Title
  • Mailing Address
  • Telephone Number
  • E-mail
  • Website

 

  1. Organizational Overview
  • Describe your organization, history and scope of practice
  • Provide brief biographies of proposed team (w/ resumes attached)

 

  1. Qualifications
  • Briefly explain why you/your firm is a good fit with our organization and this contract
  • More specifically, describe how you/your firm meet the required qualifications outlined above (Sec. IIC).
  1. Proposed Work Plan & Timeline
  • Description of proposed process to be used to fulfill the Scope of Work noted above (Sec. IIA)
  • Outline of key steps, persons responsible and proposed timelines to complete each item

 

  1. Client Management Services & Fees
  • Process for managing work scope, including communications with SUP
  • Measures and reports to be used to keep work on track and demonstrate fulfillment of expected deliverables
  • Proposed project budget aligned with activities in Scope of Work (Sec. IIA)
  • Budget narrative, justification and methods of calculation
  1. Professional Service Work Sample

The firm shall provide with its proposal, sample financial report(s) prepared for a client that the firm believes is representative of professional work of the firm, preferably in an area related to the services being requested. This document will be used in the evaluation process in selecting a firm to provide services to SUP. At the request of the firm, the document can be returned immediately after the contract for these services is awarded. Identity of the client may be masked. SUP shall treat the professional work sample as confidential.

 

  1. References
  • List of clients (name only) for whom you/your company have provided similar accounting services
  • Contact information for three (3) specific professional references

 

  1. Evaluation Criteria

The below factors will be used when evaluating the proposals.  The factors are not listed in order of importance.

  • Responsiveness to Request for Proposal specifications
  • Project cost
  • Qualifications of firm
  • Qualifications and experience of the staff to be assigned to the project
  • References
  • Demonstrated capability to perform the type of work requested

 

During the evaluation process, SUP reserves the rights to request additional information or clarifications from proposers and the right to reject any or all proposals. A panel will evaluate proposals and the most qualified firm(s) may be requested to make oral presentations.

 

SECTION V.             ADDITIONAL TERMS

 

  1. Applicant Rights
    All materials submitted in response to this RFP become the property of SUP upon delivery and shall be appended to any formal documentation, which would further define or expand the contractual relationship between SUP and the Consultant/Contractor. Each applicant, as an express condition for SUP’s consideration of such proposal, agrees that the contents of every other proposal submitted by other applicants with respect to this RFP are confidential, proprietary and trade secret information in all technical areas and waives any right to access such proposals during the RFP process. No submissions or supporting documentation will be returned to the submitting applicant unless otherwise noted in the RFP. Neither party shall be liable for disclosures that are required by law.

 

  1. Conflict of Interest
    Proposing companies/entities are asked to identify any conflicts of interest in serving SUP and to clarify, if applicable, how conflicts will be managed/mitigated to ensure the best interests of SUP are met.

 

  1. Reservation of Rights
    This RFP does not commit SUP to award a contract, to pay any costs incurred in the preparation of the proposal to this request, or to contract for services. SUP reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified persons or organizations, or to cancel in part or in its entirety this RFP if, at the sole discretion of SUP, the organization determines that it is in its best interest to do so.