Request for Proposal: Bookkeeping Services

The purpose of this RFP is to solicit proposals from experienced and qualified bookkeeping firms and individuals to perform bookkeeping services for the Kawartha Lakes Museum & Archives (KLMA). The KLMA is a non-profit organization registered in the province of Ontario and a registered charity, operating a museum in Lindsay, Ontario.

  1. Background Information

Our Vision

Telling our Untold Stories

Each day, our actions, decisions and inspiration will be driven by our vision statement.

Our Mission

Our mission is to operate a community museum for the purpose of preserving and presenting the diverse history and culture of the City of Kawartha Lakes, in the larger context of the Province and Country in which we live. Our Museum is composed of several collections that support our mission and vision: archives, library, artifacts, digital content, and human contacts. We are a charitable organization dedicated to inspiring interest, involvement and investment in heritage and culture. We work to fulfil our mission in partnerships with community stakeholders through: 

  • Collection, preservation and exhibition of items that reflect the history of the City of Kawartha Lakes and provide a foundation for research and education

  • Outreach initiatives that feature, celebrate and share local stories and how they connect to Canada’s history and our role in the global community 

    2. Scope of Work

KLMA operates on a calendar fiscal year, with an annual budget ranging from $100,000 to $1,000,000. Proposals should demonstrate expertise in compliance with Canadian accounting standards, and familiarity with the financial reporting requirements specific to non-profits. The selected accounting firm will be expected to provide the following services:

  1. Financial Management and Reporting

    • Preparation of accurate financial statements on time for monthly and annual meetings. Monthly reports and statements will be due by the 7th day of the following month, and annual reports and statements will be due within one month of the financial year end.

    • Assistance with budget preparation and ongoing monitoring.

    • Financial forecasting.

    • Development of monthly financial reports for the board.

    • Tracking and reporting on funds.

  2. Bookkeeping

    • Preparation of monthly bookkeeping using Quickbooks.

    • Maintenance and reconciliation of the general ledger.

    • Monitoring accounts payable and receivable processes.

    • Support payroll systems, including processing and related tax filings, as required.

    • Monitoring of emerging tax regulations impacting non-profits.

    • Oversight and review of bank and credit card reconciliations.

  3. Payroll

    • Ensure compliance with federal and provincial payroll tax regulations.

  4. Compliance and Regulatory Reporting

    • Ensuring adherence to all applicable provincial, federal, and local tax regulations.

    • Preparation and support for filing of corporate tax returns and other required tax forms.

    • Monitoring and implementing updates to relevant accounting standards and regulations.

    • Assistance with compliance for grant and funding requirements, if applicable.

  5. Advisory Services

    • Guidance on setting up bookkeeping accounts and reporting for grants.

  6. Additional Services

    1. Support with setting up and/or optimizing accounting software and systems, as applicable.

    2. Meeting with the Managing Director and auditor as needed. 

    3. Be available by appointment to meet with the Board President and Treasurer as needed. 

    4. Preferably perform bookkeeping services on site at the Museum.

      3. Proposal Requirements

Interested firms should submit a proposal that includes the following components:

  1. Firm Profile, Qualifications and Experience

    • Overview of the firm, including size, history, and areas of expertise.

    • Description of experience working with non-profit organizations.

    • List of key personnel who will be assigned to this engagement, including their qualifications and experience.

  2. Approach and Methodology

    • Detailed description of the approach and methodology to be used in providing the requested services.

    • Outline of the proposed timeline and key milestones.

    • Methodology and tools used for bookkeeping, reporting, and compliance.

  3. Fees and Costs

    • Detailed breakdown of fees for a proposed hourly basis agreement.

    • Any additional costs or expenses that may be incurred.

  4. References

    • List of at least three non-profit clients for whom the firm has provided similar services.

    • Contact information for references.

  5. Supporting Documentation

    1. Copies of relevant certifications, licenses, and professional memberships.

    2. Sample financial reports prepared for other non-profit clients (if available).

    3. Provide a CV or resume of the professional who proposes to direct the overall bookkeeping service activity. This should include information about the individual’s educational background and relevant experience.

    4. Evaluation Criteria

Proposals will be evaluated based on the following criteria:

  1. Experience and qualifications of the firm and key personnel.

  2. Demonstrated understanding of non-profit accounting and compliance requirements.

  3. Quality and comprehensiveness of the proposed approach and methodology.

  4. Cost-effectiveness of the proposed fees.

  5. Feedback from references.

    5. Conditions

  • KLMA reserves the right to reject any or all proposals and to negotiate with any respondent.

  • The issuance of this RFP does not obligate the KLMA to award a contract.

  • All costs incurred in responding to this RFP are the responsibility of the respondent.

6. Submission

Submission Details: send your proposal package to info@klmuseumarchives.ca 

We will contact only proposals that have been short-listed. 

By submitting a proposal, you agree to the terms and conditions. 

For questions or additional information, please contact info@klmuseumarchives.ca

Terms and Conditions

Confidential Information of KLMA: All information provided by or obtained from KLMA in any  form in connection with this request for RFP either before or after the issuance of this RFP:

(a) is the sole property of KLMA and must be treated as confidential; 

(b) is not to be used for any purpose other than replying to this RFP and the performance of any subsequent contract; 

(c) must not be disclosed without prior written authorization from KLMA; and 

(d) shall be returned by you to KLMA immediately upon the request of KLMA.

Proposal and Pre-Award Costs: No payment shall be made for costs incurred in the preparation and submission of a proposal in response to this RFP. No payments will be made for costs incurred for clarification(s) that may be required by KLMA.

Reserved Rights of KLMA: KLMA reserves the right to:

a) request written clarification or the submission of supplementary written information in relation to the clarification request from you and incorporate your response to that request for clarification into your proposal; 

b) assess yours and other proposals on the basis of:

  1. Experience in organizing similar scale of conferences;

  2. a financial analysis determining the actual cost of the proposal;

  3. information provided by references;

  4. information provided by you pursuant to KLMA exercising its clarification rights under this RFP process; or

  5. other relevant information that arises during this RFP process;

c) waive formalities and accept proposals which substantially comply with the requirements of this RFP;

d) verify with you, other proponents, or with a third party any information set out in a proposal; e) check references other than those provided by you;

f) disqualify any proponent whose proposal contains misrepresentations or any other inaccurate or misleading information;

g) disqualify any proponent or the proposal of any proponent who has engaged in conduct prohibited by this RFP;

h) make changes, including substantial changes, to this RFP provided that those changes be communicated to you prior to accepting your proposal;

i) select any proponent other than the proponent whose proposal reflects the lowest cost to CSPC or the highest score;

j) cancel this RFP process at any stage;

k) cancel this RFP process at any stage and issue a new RFP for the same or similar deliverables;

l) accept any proposal in whole or in part; or

m) reject any or all proposals;

These reserved rights are in addition to any other express rights or any other rights which may be implied in the circumstances and KLMA shall not be liable for any expenses, costs, losses or any direct or indirect damages incurred or suffered by any proponent or any third party resulting from KLMA exercising any of its express or implied rights under this RFP.

By submitting a proposal, you authorize the collection by KLMA of the information described herein as contemplated above.

Contact Information: For further details about KLMA, please explore our website www.klmuseumarchives.ca 
Questions are welcome and encouraged and can be directed to info@klmuseumarchives.ca