Request for Proposal For Bookkeeping Services

Scope of Work & Services Required

NESAWG is seeking proposals for bookkeeping services following an accrual-based accounting system under 501(c)(3) non-profit regulations using online NetSuite Cloud Accounting software to include the following scope of work with potential expansion: 

Bookkeeping & Coding

• Enter accounts payable into NetSuite as needed (i.e. bills, invoices, check requests,  reimbursements, create sales orders)
• Create invoices for accounts receivable as needed
• Code revenue and expenses appropriately tied to each grant/ funding source 
• Assist with receipt of sponsor donations; calculate fair market value of in-kind donations; apply coding
• Maintain paper and / or online filing systems
• Code revenue and expenses for two purchase/debit cards
• Provide support for other bookkeeping items as needed

Budget Creation

• Assist with organizational and programmatic budget creation
• Review organizational budget and format it following the NetSuite chart of accounts format
• Upload budget into NetSuite   
• Create special events budget as needed

Financial Reporting

• On a monthly basis:
  • Attend Finance Committee meetings to provide monthly reports including three financial statements (Profit & Loss Statement, Statement of Financial Position, Cash Flow Statement), comparison of Budget vs. Actuals, and high-level Financial Management Notes
  • Attend additional meetings as needed
• Every 6-months:
  • Develop financial projections to provide input on Mid-Year and End-of-Year Budget Review
  • Support potential reforecasting process
• Support grant financial application and grant financial reporting requirements
• Aid with the creation and submission of Expense Reports for trips, special events and activities
• Maintain fixed asset inventory and depreciation

Accounting Policies

• Co-develop accounting and financial policies with Executive Director and Finance Committee (offer input on financial rules and regulations that NESAWG needs to observe)
• Update policies as needed
   

Potential Expansion on Scope of Work

Policies & Auditing Support Expansion

• Create and periodically update an Accounting Manual with accounting policies (developed above)
• Assist with Reserve Asset placement and investment; review, monitor, track and report on Reserve Assets.
• Participate in eventual Financial Reviews and Audits

Exclusions

• Bank statement reconciliation
• State and federal tax filing and reporting
• Payroll

Additional Considerations

Time Commitment

Initial contract will be for one year with an option to extend for (3) one-year contract periods as an independent contractor. 

Estimated time projection: 

• September – February: 6-9 hours/month
• March – August:  3-6 hours/month 

Fee Schedule

The bookkeeping services proposal should include a flat fee or not-to-exceed schedule based on the above monthly estimated time projection and scope of work. An hourly rate should also be included for add-ons. Once retained for services, any printing, copying, and/or gas/mileage expenses will be reimbursed and coded as reimbursable expenses.

Training

A NetSuite three 2-hour training sessions will be offered by TIDES fiscal sponsorship personnel. There is no limit to the number of participants from your business attending the NetSuite training. No training charges will be expected from the participating bookkeeping business, and no training charges will be issued by the TIDES training team.

About nesawg- A Farm & Food System for All

The Northeast Sustainable Agriculture Working Group is the Region’s Food and Farm Network

The Northeast Sustainable Agriculture Working Group (NESAWG) is a network of over 500 participating organizations and thousands of individuals carrying out farm and food systems endeavors in twelve states and Washington D.C. Our purpose is to harness the power that exists in our multi-sector regional network to catalyze meaningful change toward a sustainable and just food system. Our region includes Connecticut, Delaware, Massachusetts, Maine, Maryland, New Hampshire, New Jersey, New York, Pennsylvania, Rhode Island, Vermont, West Virginia, and Washington D.C.

Our goals are to:

• Cultivate a robust network that spans across sectors and the region
• Embody and shepherd equity
• Advance regional interests, sustainability, and equity in food policy 

Click here to learn more. 

Submissions

Please submit your proposal to: [email protected] by Monday, June 27th at 11:59pm EST and include “Bookkeeping Services Proposal by [your business name]” on the subject line. 

Submissions should:

• Include a link to your business website, and background information about your business approach, mission, and values
• Include outline of bookkeeping experience and similar roles
• Provide three client references and contact information
• Include resume with credentials

Individuals, organizations, and businesses are eligible to respond to this request. We encourage responses from businesses who have been historically underrepresented, as well as co-operative businesses operating under co-operative principles and values.
 

Questions

Please direct your questions to [email protected] or call 401-484-8110 during Eastern Standard Time business hours to speak with Cristina Cabrera.