Photo’s courtesy of Mission Community Archives and Mark Hemrich

BOOKKEEPING SERVICES REQUEST FOR PROPOSAL

Posted: 06/01/2019

Purpose:  
The Mission Regional Chamber of Commerce requires a bookkeeping service to prepare month end financial reporting for the Board of Directors.

History:
The Mission Regional Chamber of Commerce (MRCC) is a federally registered Board of Trade that was established in 1893.  Today's Chamber continues to serve the businesses of Mission and areas east to the Harrison River and north to the end of the valley of the Stave.  It is still a strong advocate for economic development in the region and has grown to a membership of over 470 businesses and organizations.
The MRCC is governed by a Board of fourteen (15) Directors which include three (3) appointed members from the Mission Downtown Business Association, Community Futures North Fraser and the District of Mission. 
While financial considerations are driven by membership dues, other revenue is collected from sponsorships of events, municipal fee-for-service grants, Canada Summer Job grants and, administrative contracts.
The MRCC looks to continue the day-to-day administrative bookkeeping as a staff function.  All receivables and deposits will be allocated and processed by designated MRCC staff. All accounting will be completed and maintained on MRCC property.

Accounting Role Requirements:
The month-end and year-end reconciliations, as well as payables and financial reporting, will be assigned to a contracted bookkeeper.  The contracted bookkeeper will report to MRCC Manager. All payroll will be completed by the MRCC Manager. An accountant will be designated by MRCC to prepare the year-end reporting. The year-end documentation will be prepared in collaboration with the designated accountant.

  • Approximate number of payables transactions per month – 25
  • Approximate number of monthly deposits per month – 20
  • Approximate number of monthly g/l adjustments  - 10
  • Accounts Receivable is managed in a separate CRM management system and requires monthly g/l entries

Time Allocated                 Up to 6 hours per month with an additional 5 hours for year-end as required.
Value of Contract            $25-$40 per hour not to exceed $3300 year, depending on experience
Length of Contract          July 1, 2019, to June 30, 2019 
                                                With two options to renew one (1) year terms
                                                30-day cancellation option for all parties
 
Payment                  

Upon receipt of monthly financial statements and applicable invoice the contractor will be paid on the next monthly cheque run.
 
Qualifications & Requirements

  • Certified Professional Bookkeeper or Simply Accounting Designation (or equivalent)
  • Available to work on site during office hours
  • Be proficient in bank reconciliations and account reconciliations within Simply Accounting (SAGE 50)
  • Be proficient in general ledger review for allocations and inconsistencies within established controls

Submission & Completion
Proposals will be accepted until June 30, 2019, and can be forwarded to Jo-Anne Chadwick execdir@missionchamber.bc.caThe procurement process will follow the Purchasing Policy of the MRCC (see below) and the contract will be awarded to begin August 1st, 2019.

Purchasing Policy  
The policy is to ensure that the Mission Regional Chamber of Commerce is a transparent organization that serves Members by ensuring the completeness, accuracy, valuation, and validity of expenditures of the Chamber. 
Whenever possible the Chamber will invite expressions of interest from any and all parties for consideration involving major purchases of the Chamber. The Chamber is to make every effort to use as many of its members’ services as possible. The lowest financial offer or Chamber membership will not necessarily be the final deciding factor, quality is an important consideration involving all tenders.


Method
Following best purchasing practices, a minimum of three quotes will be obtained for any purchase over the allowable spending limit of the Manager. Emphasis will be given to the highest value over price.  Expression of interest will be time limited.   Decisions that are made by the Board are final.

RFP PDF FOR DOWNLOAD