REQUEST FOR PROPOSAL (RFP) FOR BOOKKEEPING SERVICES

REQUEST FOR PROPOSAL (RFP) FOR BOOKKEEPING SERVICES
Issued by: Cochrane & District Chamber of Commerce
P.O Box 996
Cochrane, Alberta
403 932 0320
Info@cochranechamber.ca
Date Issued: February 21, 2025

I. INTRODUCTION The Cochrane & District Chamber of Commerce is seeking proposals from qualified bookkeeping professionals or firms to provide comprehensive financial record-keeping services. The Chamber is a nonprofit organization dedicated to supporting local businesses and fostering economic development.
II. SCOPE OF WORK The selected bookkeeper will be responsible for performing the following tasks:

1. General Ledger Management: Maintain accurate financial records, including all revenue and expenses.
2. Accounts Payable & Receivable: Process and record invoices, payments, and receipts.
3. Bank Reconciliations: Reconcile bank and credit card statements monthly.
4. Financial Reporting: Prepare monthly financial statements, including balance sheets, income statements, and cash flow reports.
5. Payroll Processing: Complete payroll processing, ensuring tax compliance, and reporting.
6. Budget Assistance: Support in preparing and monitoring the Chamber’s annual budget.
7. Tax & Compliance: Ensure compliance with local, state, and federal tax regulations, including nonprofit reporting requirements.
8. Grant & Fund Tracking: Maintain records for any grants or special funding received.
9. Audit Preparation: Provide necessary documentation for audits or financial reviews.

III. QUALIFICATIONS & REQUIREMENTS The ideal candidate or firm should possess:

• A minimum of 3 years of bookkeeping experience, preferably with nonprofits or chambers of commerce.
• Proficiency in QuickBooks Online and Dext.
• Knowledge of nonprofit financial regulations and compliance requirements.
• Strong organizational and communication skills.
• Ability to provide references from previous clients.

IV. PROPOSAL SUBMISSION REQUIREMENTS Interested candidates must submit a proposal including:

1. Cover Letter – Introduction and statement of interest.
2. Company/Professional Background – Description of experience and qualifications.
3. Scope of Services – Outline of proposed approach to bookkeeping services.
4. Technology & Tools – List of accounting software and tools used.
5. Fee Structure – Detailed pricing, including hourly or monthly fees.
6. References – Contact information for at least two (2) professional references.

V. SELECTION PROCESS & TIMELINE

• Proposal Due Date: March 7, 2025
• Review Period: March 10, 2025
• Interviews (if necessary): March 11,12, 2025
• Final Selection & Notification: March 14, 2025
• Expected Start Date: March 17, 2025

VI. SUBMISSION INSTRUCTIONS All proposals must be submitted electronically in PDF format to info@cochranechamber.ca. Late submissions will not be considered.
VII. QUESTIONS & CONTACT INFORMATION For any questions regarding this RFP, please contact: Jennifer Wanner
info@cochranechamber.ca