REQUEST FOR PROPOSAL: ACCOUNTING/BOOKKEEPING SERVICES

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1 REQUEST FOR PROPOSAL: ACCOUNTING/BOOKKEEPING SERVICES The National Black Child Development Institute is a 501(c)(3) nonprofit corporation. For 45 years, the National Black Child Development Institute (NBCDI) has been at the forefront of engaging leaders, policymakers, professionals, and parents around critical and timely issues that directly impact Black children and their families. We are a trusted partner in delivering culturally relevant resources that respond to the unique strengths and needs of Black children around issues including early childhood education, health and wellness, child welfare, literacy, and family engagement. With the support of our Affiliate network in communities across the country, we are committed to our mission to improve and advance the quality of life for Black children and their families through education and advocacy. Four years after NBCDI s incorporation, its leaders launched the National Affiliate Network to mobilize volunteers at the grassroots level. Today, Affiliates operate in over 20 communities and are composed of dynamic and diverse individuals who implement nationally driven programs for children and families locally. Our Affiliates operate as independent corporations under NBCDI s group exemption. We are considering outsourcing their accounting/bookkeeping needs to an outside agency or individual and are requesting proposals and cost structures for such a contract. NBCDI has 24 operational Affiliates with operating budgets ranging from under $25,000 to $400,000 a year. NBCDI seeks to develop uniform bookkeeping and accounting practices for the Affiliate Network. NBCDI would like to transition and align all Affiliates to the National Office s fiscal year, November 1 - October 31. We are seeking someone who can provide monthly accounting/bookkeeping services for the Affiliates and prepare the required year end returns. RFP Information at a Glance Bid Title: Send Proposals To: Due Date & Time: Contact Information: Professional Bookkeeping/Accounting Services Attention: Cameron Poles, COO The National Black Child Development Institute 1313 L Street, NW Suite 110 Washington, DC Fax: (240) October 2, 2015 at 5:00pm Linda White-Ballou Chief Financial Officer Phone: (202) Table of Contents RFP Information at a Glance

2 Table of Contents... 1 Specific Information Requested Within Proposal... 3 Scope of Work for Each Affiliate (24)... 3 General Accounting:... 3 Additional Services:... 3 Annually:... 3 General Terms & Conditions... 4 Evaluation Criteria

3 Specific Information Requested Within Proposal Explanation of Experiences: Preferences will be given to vendors who have experience with small not-for-profit organizations. Abilities and Backgrounds of Personnel: Vendors should list key personnel who will be responsible for providing the monthly Bookkeeping and Accounting services, and provide resumes for those individuals. Include all relevant experience during the last 3 years with similar nonprofit corporations, and CPA licenses. Ability to complete the Scope of Work: Vendors should comment on their ability to complete the scope of work listed below, being sure to list any items they do not feel they would be able to complete, and any additional items they are able to provide above the scope. Detailed Explanation of Costs: Explain in detail how costs are calculated and what the organization can expect to pay for the services provided. Accounting Software Requirement: QuickBooks Online version References: Include a minimum of three references for NBCDI to contact. At least two references should be a former client. Scope of Work for Each Affiliate (24) General Accounting: Initially code and record all financial transactions that have not been recorded and bring bank account reconciliations up to date. Evaluate and create uniform account codes across the affiliates. On an ongoing monthly basis, code and record checks and deposits included in Affiliates check registers. Reconcile bank accounts and provide monthly bank reconciliation report to each Affiliate and the National Office. Provide quarterly detailed financial reports, including Statement of Activities, and Statement of Financial Position and Statement of Functional Expenses to each Affiliate and the National Office. Provide monthly Project Budget to Actual comparisons. Be available to answer questions from Affiliates designee of record and the National Office staff. Prepare and record all required journal entries. Perform monthly closing procedures after all monthly adjustments have been made. Additional Services: Annually: Review and revise internal controls for the Affiliates Develop and document financial policies and procedures for the Affiliates Support organizational budget development for the Affiliates Perform year-end close and prepare for annual audit, for Affiliates required to complete an annual audit. If an audit is required, meet with Affiliate s chosen independent auditor to plan for the annual audit, complete all requested schedules, provide copies of requested test documentation and respond to audit field staff requests. Assist with the preparation of the annual budget by proving historical expense information and calculating possible budget scenarios for each Affiliate s Executive Committee. Prepare annual 1099s for vendors who have received more than $600 in payments. Prepare federal and state returns as required for nonprofits, including additional schedules necessary for preparation of the federal form 990 tax return, including schedule B, individual/corporate donations of $5,000 or more. 3

4 General Terms & Conditions Scope: The National Black Child Development Institute requests proposals from companies or individuals with experience providing outsourced accounting and bookkeeping services to nonprofit organizations. Delivery of Proposals: All proposals must be submitted via to the contact listed above. Method of Evaluation: The evaluation of proposals will be done by a committee. Each evaluator will independently score each proposal using the predetermined point system listed within this document. Evaluators will compile a total score for each proposal. Each evaluator will then individually rank each proposal based upon the total score they gave it. The proposal receiving the highest score will be ranked 1 the second highest score will be ranked 2, and so on. After each evaluator completes this process, the facilitator of the evaluation process will ask each evaluator for the rank they gave each proposal. These numbers will be totaled for all evaluators to determine an overall ranking for each proposal. The highest ranked proposal (the one with the lowest rank number) will be recommended for award of the contract. The evaluation committee reserves the right to negotiate further terms and conditions, including price, with the highest ranked respondent. If the evaluation committee cannot reach a mutually beneficial agreement with the first selected respondent, the committee reserves the right to enter into negotiations with the next highest ranked respondent and continue this process until agreement is reached. Non-Exclusive Agreement: This RFP does NOT establish an exclusive arrangement between NBCDI and vendor. NBCDI reserves, but is not limited to, the following rights: The right to use others to perform work and services described in this RFP; The right to request proposals from other vendors for work described in the RFP; The unrestricted right to bid any work or services described herein. Qualifications of Vendors & Eligibility Requirements: NBCDI expressly reserves the right to reject any proposal if it determines that the business and technical organization, equipment, financial and other resources, or experience of vendor, compared to work proposed, justifies such rejection. Proposal Preparation Costs: The costs of developing proposals are entirely the responsibility of the vendor, and shall not be charged in any manner to NBCDI. This includes, but is not limited to, the direct cost of vendor personnel assigned to prepare vendor s response to the RFP and any out-of-pocket expense (including, but not limited to, travel, accommodation, supplies) incurred by vendor in preparing the response to the RFP. Fiscal Information: Vendors may request financial information about the affiliates to assist in preparing their proposals. Requests can be directed to Linda White-Ballou at the contact information listed above. Ownership of Work Products NBCDI shall have ownership rights, including copyrights and patents, to all work products developed for NBCDI by the vendor. Key Events & Dates: Monday, September 14, Request for Proposals sent to prospective bidders Friday, October 2, Proposals due by 5:00pm. Committee will evaluate and contact top bidders with whom they wish to negotiate Friday, October 16, Recommendation will be made to NBCDI s President and CEO (President) Inquiries / Information: Any questions by prospective bidders concerning requirements of this bid should be submitted to Linda White-Ballou, contact information above. 4

5 Basis of Award or Rejection of Bids: The Evaluation Committee will recommend the lowest responsive and responsible bidder to NBCDI s President. Slight variations or irregularities may be accepted by NBCDI s President if either is found to be in the organization s best interest. The Evaluation Committee shall be responsible for determining the acceptability of a bid. NBCDI s President reserves the right to reject any or all bids, either in part or in whole. Evaluation Criteria Evaluation Criteria: The following factors will be considered in ranking the proposals received: Explanation of Criteria Possible Points Understanding of task and proposed plan + 0 to 10 Experience & qualifications of firm Experience with Not-for-Profit Organizations + 0 to 5 Experience with Affiliates Experiences & qualifications of personnel Primary Contact Accounting Team on Staff + 0 to 5 +0 to to 10 Missing Resumes -5 each (-20 max) Demonstrated understanding of Cost Accounting +0 to 5 procedures Ability to meet the Scope of Work +0 to 17 (one point for each item identified within the Scope of Work) Services above and beyond Scope of Work +0 to 8 References +0 to 5 for each positive reference (max 20 points) Costs + 20 for lowest rate +15 for second lowest rate +10 for third lowest rate +0 all others Maximum of 115 Points possible 5

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