Request for Proposal for Accounting Services

About this position

Background Information

Weston Frontlines is a not-for-profit charitable organization with a mission to address the pressing needs of Canada’s most vulnerable children and youth between the ages of 6-29. We provide an array of services including  homework clubs, employment programs, violence prevention, mental health awareness, leadership health education, summer camps, catering services, & much more. While Frontlines' main office is located at 1800 Weston Road, we have staff and partnering sites that are located all across the Greater Toronto Area.

Vision:

Our vision is that our communities will transform so that all children and youth can have safe and inclusive space(s) to grow, develop, and achieve health, purpose, and a sense of belonging.

Board of Directors:

Our Board of Directors, which we refer to as our Partnership Team, sets the strategic direction for our centre. They willingly give their time, setting policies and engaging in activities with the staff to raise the profile of Frontlines.

Our Partners:

Frontlines feels privileged to have formed strong relationships with partners to help transform our community. We believe that partnerships allow us to draw on the expertise and extended resources to better serve the Weston community, resulting in more children and youth served.

Goals and Objectives of this Request for Proposal:

Frontlines aims to find a company or individual willing to manage our financial aspects of the organization.The overall goal is to have a professional service support us with all aspects of our finances (Bookkeeping- Budgets-Reporting- Payroll-Audit preparation-Taxation). This is an important consideration during the proposal evaluation.

Responders 

• Individuals, organizations and corporations are eligible to respond to this request.

• Responders shall meet the following requirements:

  • Solid understanding of advanced bookkeeping and accounting payable/receivable principles for nonprofits.

  • Proven bookkeeping experience.

  • 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.

Proposal Details

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

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

Scope of Work

Scope of Work and Services Required

The applicant will be responsible for providing the following services:

1. Bookkeeping Services

1. Accounts Receivable: receive and record revenue as dictated by CRA

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 and present financials to the Board of Directors on a monthly basis.

4. Preparation of financial reports for our funders and stakeholders.

3. Reporting Requirements

1. Prepare monthly reports as required by the Board of Directors.

2. Assist in preparing funder reports as required by Operations team

4. Budget

1. Provide assistance to the Treasurer and Executive Director with the preparation of an annual Budget.

2. Input the adopted budget into the QuickBooks software

5. Payroll

1. Payroll- proficiently using our Ceridian account 

2. All Payroll transactions and fund allocation journal entries must be accurately processed and reconciled.

3. Payroll- ensure the process is in compliance with CRA regulations and guidelines 

6. Audit Preparation and Coordination

1.  Liaise with the Agency’s external auditor.

2.  Complete the auditor’s questionnaire as needed.

3.  Obtain third-party confirmations and reconcile all balance-sheet accounts.

4.  Reconcile major expense items, including salaries and benefits.

5.  Prepare draft annual financial statements, including statement notes.

6.  Prepare a file for the external auditor containing the statements, accountant’s electronic working papers records and other supporting evidence.

7. H.S.T. Remittances and Reports 

1.  Prepare and reconcile quarterly HST remittances 

8. Preparation of the Annual Filing 

1. Complete and submit documentation needed for Frontlines annual filing to the government after approval from the Board of Directors and Executive team

Other requirements of the relationship with Frontlines: 

1 One main contact from service provider

2 Weekly meetings with staff 

3 Twice per month onsite at Frontlines or at the service provider’s location

4. The applicant would need to utilize the following platforms to support 

- Dext- system to upload all receipts and code prior to Q-Books 

- Uncat- System for uncoded receipts 

- Plooto- Approval system

- Q-Books- accounting system

5. Occasional entry of transactions by Frontlines internal Finance and Operations team to be reviewed by the chosen vendor. 

References:

Please provide three (3) references from companies of similar non-profit experience

Financial details

Responders are invited to provide their fees for the following services (Bookkeeping Services, Financial Reporting, Reporting, Budget, Payroll, Auditing, Taxation Services) noted below. Frontlines prefers fees to be at a monthly cost. 

Responders are obliged to provide prices only for services that they can provide directly and not services subcontracted.

Signature Page

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

Submission Timeline

Deadline to ask questions to info@frontlines.to is August 22nd 2024
Deadline for submission is August 31st 2024
Interviews for selected candidates by September 13th 2024
The Board of Frontlines aims to notify vendors by September 25th 2024
Start date: October 1st 2024

Contract Terms

• Frontlines reserves the right not to award a contract. In any contract awarded, Frontlines will require the vendor to agree to certain minimum legal terms acceptable to Frontlines, 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 Frontlines Centre 

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. Please check posting regularly for any updates

Deadline to ask questions is August 15th 2024

Links to Audited financial statements 

2021

2022

2023

Please submit proposals to info@frontlines.to