RFP: Accounting/Bookkeeping Services

Michigan Peace Team (“MPT”) is requesting proposals from public accounting firms, bookkeeping firms and qualified individuals to perform accounting and bookkeeping services beginning November 1, 2011, with an annual contract agreement.

I.   Background Information

Michigan Peace Team is a nonprofit organization whose purpose is to empower people to engage in active, nonviolent peacemaking both domestically and abroad. The organization was founded in 1993 and provides comprehensive skills training and nonviolent peace team deployment services. 

Scope of Accounting Services

The purpose of the Request for Proposal is to obtain accounting services for the beginning November 1, 2011 through November 30, 2012 with the opportunity to extend the contract annually.
The scope of accounting services will consist of the following:

• Post all cash receipt and disbursement transactions to books of original entry maintained by contractor using accounting software (software to be approved jointly by MPT and the contractor).

• Prepare monthly financial reports detailing all operating revenues, expenditures, and other fund balance transactions of MPT, and deliver them electronically to MPT staff and Finance Committee prior to the monthly Finance Committee (generally the 5^th of the following month).

• Prepare biweekly (every 2 weeks) financial snapshots by 5pm on Friday that is distributed to the Finance Committee via email.

• Upon approval of the designated staff member, prepare checks for the necessary operating expenses for signatures on a biweekly basis. All checks are signed by two MPT designated signatories and it will be the responsibility of the contractor to obtain signatures within the specific timeframe for disbursement. Whenever possible, the contract will use online, auto-payment, EFTs and other payment methods that reduce the use of paper, postage and other non-renewable resources.

• Reconcile all MPT bank accounts.

• Assist the designated staff and auditors by preparing schedules and any other duties deemed necessary.

• Attend MPT Finance Committee meetings as requested and conduct at least one presentation annually for the MPT Core Community (Board of Directors) on relevant IRS, accounting rules or other topics as requested.

• Process payroll checks for staff, maintaining required documentation to meet all federal, state and local regulations and provide year end reporting for each staff member in compliance with said regulations.

• Track, monitor and compile necessary IRS and 501(c)(3) paperwork and their corresponding due dates. Complete necessary paperwork and forward to MPT Treasurer for signatures well in advance of their due dates.

• Maintain adequately-detailed fund accounting records such that discrete reports for each funding source (i.e. grants), program or project can be produced on a regular basis. Work with assigned staff to ensure all reporting deadlines are clearly identified and reports meet the requirements of each funding source, program or project.

The proposer will not be required to perform any other administrative functions, such as initiating or approving transactions.
All records will be maintained by the proposer in accordance with state record retention laws, but remain the property of MPT. Any and all records will be surrendered to MPT upon request.
The proposer will not release records or information related to MPT unless an application for public information has been submitted and approved by the MPT Core Community (our Board of Directors).

Qualifications

The proposer must demonstrate the capability to perform the above stated accounting services in accordance with generally accepted accounting principles and other procedures as required by the IRS, State of Michigan and MPT.

Term of Accounting Services

The contract for accounting services based upon Core Community approval of the proposal, will be for the period from November 1, 2011 through N0v3mber 30, 2012. At the end of six months’ service, both MPT and the contractor will have the option to terminate this contract and renegotiate the fee for continued accounting services. Such condition will be executable with at least thirty days’ notice to the other party.

II. Proposal Content

Administrative Component

To describe clearly the proposer’s understanding of the work to be done, the proposer will:

• Explain the proposer’s approaches to performing the accounting services
  

• List expenditures that will be absorbed by the contractor (postage, copy charges, etc.)

• List expenditures that will be additional charges to MPT (postage, copy charges, etc.)
  

• Indicate proposed billing rate for expanded services if the need for such should arise
  

Technical Component

The proposer will furnish satisfactory evidence of capability to provide in a professional and timely manner the services stated in the Request for Proposal. To meet this requirement:

• Provide evidence that the proposer has experience in performing accounting or other services to nonprofit entities. List current and past clients along with the names, telephone numbers and email addresses of contact persons and number of years services were provided.
  

• List names of staff member(s) who will direct the overall accounting services activity. Include the educational background of all staff members named and professional licenses held.
  

• Describe the level of assistance that will be expected from MPT staff.
  

Task/Activity Plan

The proposer will specify budgeted hours and timetable for accounting services for each monthly cycle.

Estimated Fees

Please state the estimated fee for providing accounting services for the period of November 1, 2011 through November 31, 2012. Also, state estimated fees for the subsequent two years, under existing conditions, if MPT to request an extension of the contract.

III. Conditions for Submission of Proposal

All proposals in response to this request must meet the following conditions to be considered:

· Proposal must be submitted via email (MPT.RFP@gmail.com) and include contact information for the principal with the proposer’s firm.

· Proposal must address each of the accounting service requirements as stated in this Request for Proposal.

· Michigan Peace Team reserves the right to reject any and all proposals, and to negotiate portions thereof. Proposals that address only part of the requirements contained in this Request for Proposal will not be considered.

· Michigan Peace Team reserves the right to select any proposal, considering the quoted estimated fee and other factors.

· The proposer shall furnish such additional information that MPT may reasonably require.

· Michigan Peace Team will not be liable for any cost incurred in the preparation of proposals; and

· Michigan Peace Team may ask proposers to send a representative for an interview prior to Core Community approval of a proposal. MPT will not be liable for the costs incurred by the proposer in connection with such interview.

IV. Procedures for Submitting Proposals

DELIVERY 
Responses to the request for proposal should be addressed as follows:

· One hard copy of the proposal mailed to -

Ms. Mary L. Hanna, Operations Manager

Michigan Peace Team

808 W. Barnes Avenue

Lansing, MI 48910

· Electronic copy in Microsoft Word emailed, as an attachment, to -

                 MPT.RFP@gmail.com

Proposals must be received no later than 5 p.m. EST on September 16, 2011. 

If you have questions about the proposal, the organization or any matter contained within this RFP, please submit your questions via email to MPT.RFP@gmail.com. Questions submitted less than 24 hours prior to the submission deadline will not be answered. All submitted questions and answers will be posted to this blog under the Questions and Answers section.