A Blue Horse Initiative

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1 A Blue Horse Initiative THE HEALTHY MINDS COOPERATIVE REQUEST FOR PROPOSALS (RFP) ACCOUNTING SOFTWARE AND SERVICES ISSUE DATE: December 2, 2014 CLOSING DATE: December 18, 2014, 4:00 pm (A.S.T.) CONTACT PERSON: Karen Gilmore, Executive Director Healthy Minds Cooperative 45 Alderney Drive, Suite 200 Dartmouth, NS B2Y 2N6 Phone: ext / Website:

2 1. OVERVIEW Healthy Minds Cooperative is a member owned and democratically controlled charitable organization. Its shareholders are people who possess lived experience with mental illness, and/or an interest in the topic of people who are living with mental illness or mental health issues. Healthy Minds Cooperative is an innovative health care cooperative that provides a variety of peer-based programs and services to people living with mental health problems and illnesses and their families. Since our inception in 2005 Healthy Minds has developed and maintained strong community partnerships with the Provincial Government, District Health Authorities and organizations throughout Nova Scotia. Cooperative members provide significant and meaningful input into the design, development, delivery, and evaluation of mental health services in the Capital Health District. The Cooperative oversees the Department of Health & Wellness Nova Scotia Certified Peer Support Specialist Program. THE CO-OP HAS IDENTIFIED FIVE AREAS OF PRIORITIES: 1. Better access to mental health services. 2. Public education regarding mental illness to support early intervention and to address stigma 3. More participation of those with lived experience in the design, development, delivery and evaluation of mental health services. 4. Providing peer-support, navigation and advocacy services for consumers and their families. 5. Developing better connections to existing community services. HEALTHY MINDS COOPERATIVE 2

3 2. PURPOSE OF REQUEST FOR PROPOSALS You are invited to submit a proposal to develop and implement a financial management system for Healthy Minds Cooperative (herein referred to the Cooperative ) as well as annual accounting services with associated monthly bookkeeping. The intention of the financial management system is to provide a comprehensive financial overview of the organization to allow the Cooperative to implement strategies, efficiently allocate resources according to the identified priorities of the Cooperative work and achieve the mandate. The proposal should be directed to Karen Gilmore, Executive Director at the Healthy Minds Cooperative Proposals must be received by 4:00 pm Atlantic Daylight Savings Time (A.S.T.), Thursday, December 18, Proposals received after the closing time and date shown will not be considered and will be returned to the sender. 3. RATIONALE Proper bookkeeping and financial systems will ensure that the organizations uses its financial resources to support our mandate, maintain financial health, and ensure compliance with current Canada Revenue Agency requirements for charitable organizations while demonstrating accountability to our members, funders and stakeholders. The expansion of Healthy Minds Cooperative s peer support service to include the oversight of the Nova Scotia Certified Peer Support Specialist Program has led to unprecedented growth for the organization in a short period of time. Revenues and expenditures have doubled over the past fiscal year with a projected increase of doubling again by March 31, The number of staff has increased in one year from 4 full time equivalent positions to 8 full time equivalent presently with future growth set to be 18 full time equivalent positions by March 31, This has created a critical need for a robust and a dynamic financial management system that will allow the organization to organize, monitor and measure the effective use of financial resources. HEALTHY MINDS COOPERATIVE 3

4 4. SERVICES REQUIRED The required services is separated into two requirements. Proposals can be presented for either section (4.1 or 4.2) or a combination of the two. If applicable, separate proponents may be hired for each section. 4.1 ACCOUNTING SOFTWARE (FINANCIAL MANAGEMENT) AND ACCOUNTING SERVICES The Cooperative is seeking the professional services of a certified accountant with extensive industry experience in the non-profit sector to develop a sound effective financial management system and to provide accounting services. A. ACCOUNTING SOFTWARE AND SET UP The Cooperative requires a software management program which will allow for proper financial management. The following are required: Recommendation of accounting software that will allow for a standardized process for gathering information Initial accounting software purchase, installation, programing, training and support services based on recommendations Supply/ install Finance Server (hardware) /Software (includes server hardware (assumes static IP; license; IT labor) B. FINANCIAL MANAGEMENT SYSTEM The ffinancial management system must clearly demonstrate by way of accurate accounting records, reporting and financial processes to the Cooperative s management, Board of Directors, members, funders, donors and stakeholders that monies are being well spent and used for the purposes they are intended. The system will provide a financial summary of the organization that will allow it to implement strategies, effectively using resources, which will allow the organization to address the identified priorities of our work and achieve our mandate. The services would include the following, but is not limited to: 1 Initial review of current Financial Policies 1 Recommended services in addition to the items listed are encouraged HEALTHY MINDS COOPERATIVE 4

5 Develop a budget and reporting system Development of a system of financial controls, including additional clearly defined Internal Controls / Financial Policies and Processes for the Cooperative identifying authorities, responsibilities and accountabilities as required. Financial Controls will detect errors, prevent mistakes, or the misuse of funds and provide protection from liability for the management and board. Separation of duties must be acceptable within the limitations of staff compliment. Development of robust Financial Statement framework to be used in monthly reports Establish a system to monitor financial activities of specific programs and projects C. ACCOUNTING SERVICES The following accounting services are required. Additional monthly requirements would be completed in conjunction with the monthly bookkeeping services. Practices should comply with GAAP principles Initial review of previous accounting records and updating of all details for the Cooperative (to have updated details for 2014/2015 fiscal year, including full reconciliation and new assignments for all accounts) Entering all details into financial system based on financial management systems and Review of YTD General Ledger and annual preparation of ledgers, moving forward Establish a financial reserves and investment policy, if appropriate. Meet with the Cooperative s Board of Directors and the Executive Director quarterly or semi-annually to advise on current financial position and provide direction for end of year Annual Financial reconciliation statements for Annual General Meeting Annual Financial review with Executive Director and Board Chair Year-end financial report preparation and GST filing Provide timely information for financial rule changes or other financial events that impact the charitable community arise Work with Bookkeeper and Executive Director, as required HEALTHY MINDS COOPERATIVE 5

6 4.2 BOOKKEEPING SERVICES The Cooperative is also seeking the professional services of a bookkeeper with experience in the non-profit sector that is able to work with the designated accountant to provide timely accurate accounting records, reporting and processes. Bookkeeping practices should comply with GAAP principles and required services would include the following, but are not limited to: 2 Set up of Projects in new software program importing all financial data Allocate project monies per Revenue streams Weekly postings in general ledger and check runs Bi-weekly Payroll processing Monthly reconciliation of Bank Statements Monthly account reconciliation Monthly drafting of financial reports and statements, based on bookkeeper s reconciliations Monthly Statement of Cash Flows Monthly Income statements It is also required that this position be available to work on site on occasion 5. OWNERSHIP/COPYRIGHT OF MATERIALS Healthy Minds Cooperatives will have complete and full ownership and use of all reports and new materials ( works ) produced by the proponent under this project and shall have copyright therein. 6. REQUEST FOR PROPOSAL PROCESS A. CLOSING DATE One complete signed copy of each proposal must be received no later than 4:00 p.m. Atlantic Daylight Savings Time on Wednesday December 10, Proposals must be sent by in PDF or Microsoft Word format. Receipt of proposal submissions will be acknowledged via upon receipt, provided a valid accompanies the proposal. B. LATE PROPOSALS 2 Recommended services in addition to the items listed are encouraged HEALTHY MINDS COOPERATIVE 6

7 Late proposals will not be accepted and will not be considered. C. EVALUATION AND SELECTION The Cooperative reserves the right to modify terms, cancel or re-issue the RFP at any time at its sole discretion. This RFP is not to purchase goods or services be constituted as an offer or contract to purchase goods and services. The Cooperative is not bound to accept any offer and reserves the right to reject any and all proposals. The Cooperative reserves the right to award the contract in its entirety or in part, to multiple proponents, if applicable and as matched to the requirements as outlined. Each proposal will be evaluated by the Healthy Minds Cooperatives management and Board of Directors. The Cooperatives will be solely responsible for the decision as to which proposal may be chosen as the successful one. The Healthy Minds Cooperative reserves the right to accept any or all parts of a proposal. PROPOSALS WILL BE EVALUATED ACCORDING TO THE FOLLOWING CRITERIA: 1. How well does the proposal link up to the desired services requested? 2. Details and methodology proposed 3. Competence of the proponent which includes: Demonstrated knowledge and experience in area of accounting, specifically in the non-profit sector; Qualifications and experience; 4. References 5. Budget (professional fees and materials costs only) 7. DEBRIEFING HEALTHY MINDS COOPERATIVE 7

8 At the conclusion of the Request for Proposal process, all Proponents will be notified and feedback provided, upon request. 8. ESTIMATED TIME-FRAMES AND PROCESS By submission of a proposal the Proponent warrants that, if this Request for Proposals is to design, create or provide a system or manage a program, all components required to run the system or manage the program have been identified in the proposal or will be provided by the proponent at no charge. 9. NOTIFICATION AND CORRESPONDENCE Questions, notices and correspondence may only be addressed by to: Karen Gilmore, Executive Director, at the Healthy Minds Cooperative: However, in the interest of fairness, all questions will be answered by and sent to all respondents or potential respondents. All questions will be required to be submitted by Wednesday December 3, 2014 and answers provided to all who requested information by Thursday December 4, CHANGES TO PROPOSAL WORDING The proponent will not change the wording of its proposal after closing and no words or comments will be added to the proposal unless requested by the Healthy Minds cooperative for purposes of clarification. 11. WORKING LANGUAGE OF THE HEALTHY MINDS COOPERATIVE The working language for the purposes of this RFP is English and all responses to this RFP must be in English. 12. EXPENSES The proponents are solely responsible for their own expenses in preparing a proposal and for subsequent negotiations with the Healthy Minds Cooperative, if any. If the Healthy Minds Cooperative elects to reject all proposals, the Healthy Minds Cooperative will not be liable to any proponents for any claims, whether for costs or damages incurred by the proponent in preparing the proposal, loss of anticipated profit in connection with any final contract, or any other matter whatsoever. 13. PROPOSAL VALIDITY HEALTHY MINDS COOPERATIVE 8

9 Proposals will be open for acceptance for at least 90 days after the closing date. 14. PRICING Prices will be firm for the entire contract period unless this RFP specifically states otherwise. 15. CURRENCY AND TAXES Prices quoted must be in Canadian dollars and include appropriate HST charges. 16. ADDITIONAL TERMS A. DEFINITION OF CONTRACT Notice will be provided in writing to a Proponent that has been identified as the successful Proponent and the subsequent full execution of a written Contract will constitute a Contract for the goods or services. No Proponent will acquire any legal or equitable rights or privileges relative to the goods or services until the occurrence of both such events. B. LIABILITY FOR ERRORS While the Healthy Minds Cooperative has used considerable efforts to ensure an accurate representation of information in this Request for Proposals, the information contained in this Request for Proposal is supplied solely as a guideline for Proponents. The information is not guaranteed or warranted to be accurate by the Healthy Minds Cooperative, nor is it necessarily comprehensive or exhaustive. Nothing in this Request for Proposal is intended to relieve Proponents from forming their own opinions and conclusions with respect to the matters addressed in this Request for Proposal. C. MODIFICATION OF TERMS The Healthy Minds Cooperative reserves the right to modify the terms of this Request for Proposals at any time based on its sole discretion. This includes the right to cancel this Request for Proposal at any time prior to entering into a Contract with the successful Proponent. D. OWNERSHIP OF PROPOSALS AND FREEDOM OF INFORMATION HEALTHY MINDS COOPERATIVE 9

10 All documents, including proposals, submitted to the Healthy Minds Cooperative become the property of the Healthy Minds Cooperative. Proposals will be received and held in confidence by the Healthy Minds Cooperative. E. USE OF REQUEST FOR PROPOSALS This document, or any portion thereof, may not be used for any purpose other than the submission of proposals. F. CONFIDENTIALITY OF INFORMATION Information pertaining to the Healthy Minds Cooperative obtained by the Proponent as a result of participation in this project is confidential and must not be disclosed without written authorization from the Healthy Minds Cooperative. 17. PROPOSAL FORMAT The following are general proposal requirements to be included: Experience in implementing projects of similar size and scope Project workplan/schedule covering the entire timeline of the project Organization History Full methodology Detailed budget References: a minimum of three written references and telephone contact information is required from non-profit organizations HEALTHY MINDS COOPERATIVE 10

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