Request for Proposals - Bookkeeping Services

2020 - version 1.0

Background Information

Open Source Matters, Inc. is a Not for Profit Corporation under the laws of the State of New York, USA and provides financial and legal support to the Joomla! Project.

Since 2015, Open Source Matters used to have a bookkeeper to help the Treasurer to ensure keeping the books current and compliant with the laws.

Responders

• Individuals, organizations and corporations are eligible to respond to this request.
• Responders shall meet the following requirements:
  • Proven bookkeeping experience.
  • Solid understanding of basic bookkeeping and accounting payable/receivable principles.
  • Proven ability to calculate, post and manage accounting figures and financial records.
  • Data entry skills.
  • Previous experience working with nonprofits.
  • High degree of accuracy and attention to detail.

Scope of Work and Services Required

The awarded applicant will be responsible for providing the following services:

1. Bookkeeping Services
   1. Accounts Receivable: received and record revenue as dictated by IRS Guidelines.
   2. Maintain Deposit and Vendor files by Fiscal Year.
   3. Follow the Accrual Accounting method for maintaining the books.
   4. Monthly reconciliation of bank accounts as well as reconciliation of all balance sheet accounts.
   5. Monthly reconciliation of payments made.
   6. Enter transactions into the accounting system.
   7. Bank statements reconciliation.
   8. Maintain supporting documentation to support all transactions.
2. Financial Reporting
   1. Budget to Actual Summary and Detail
   2. Prepare monthly statements of Income & Expense, Balance Sheet, or other reports as necessary
   3. Provide financials to the Board of Directors on a monthly basis.
3. Audit Preparation
   1. Participate in eventual financial audits and reviews.
   2. Prepare year end reports, schedules and other documents requested by the Treasurer.
   3. Provider audit process support as needed.
   4. Provide reports and data as requested for the completion of annual tax returns.
4. Reporting Requirements
   1. Prepare monthly reports as required by the Board of Directors.
   2. Maintain fixed asset inventory and depreciation.
5. Budget
   1. Provide assistance to the Treasurer with the preparation of an annual Budget.
   2. Input the adopted budget into the QuickBooks software

Proposal Details

Responders are requested to write a proposal in which they highlight the understanding of the services required and sufficient information about related experience in similar roles.

Interested parties are encouraged to provide any additional information not otherwise requested that may help Open Source Matters in awarding this professional service contract.

Financial details

Responders are invited to provide projected fixed cost for each of the 6 sections (Bookkeeping Services, Financial Reporting, Audit Preparation, Reporting, Budget) noted above.

Responders may choose to respond to some elements in the Scope of Work or to all of them. 

Responders are obliged to provide prices only for services that they are able to provide directly.

Subcontracting is not allowed by this RFP.

Signature Page

Each proposal must contain the signature of a duly authorized agent or officer of the company submitting the proposal.

Submission Timeline

Contract Terms

• Initial contract will be for 1 year with an option to extend the contract for 3 one-year contract periods.
• OSM reserves the right not to award a contract. In any contract awarded, OSM will require the vendor to agree to certain minimum legal terms acceptable to OSM, such as audit rights, representations and warranties, indemnification,compliance.
• All confidential information included in bid proposals will be treated as confidential, but a listing of bidders and the general terms of the winning bid will be made publicly available.
• The RFP can be withdrawn at any point without reason.
• No compensation will be given to any entity submitting a proposal or working on a proposal.
• The vendor selected for this proposal will be solely at the discretion of Open Source Matters, Inc.

Changes to this document during the RFP Process

This RFP document version may be occasionally updated to include additional information based on the questions we get from potential vendors and the version number at the top of this document will be changed as necessary.