DEADLINE for PROPOSALS
This request for proposal (RFP) is issued on behalf of Art Windsor-Essex (“AWE”), which is the sole point of contact during the procurement process.
Proposals must be received via email by no later than 5:00 p.m. on Friday December 16, 2022 addressed to:
Thomas Boucher
Manager of Operations
Art Windsor-Essex
tboucher@artwindsoressex.ca
If additional information is required to interpret the requirements outlined within this document, written questions must be received by Thomas Boucher no later than 5:00 p.m. on December 9, 2022. No information will be provided verbally, or by any other person will be considered binding. All respondents should use this document and its attachments as the basis for their proposal at this time. Also, all applicants will be provided a copy of submitted questions and answers.
This request for proposal (RFP) is private and confidential. Its use is limited for the sole purpose of soliciting proposals to meet the needs of Art Windsor-Essex. Under no circumstances is this document to be forwarded, copied or made public, in whole or in part, without the pre-approved written consent of Art Windsor-Essex. Upon completion of the RFP process, vendors are asked to destroy the original and all copies of this document.
This request for proposal (RFP) does not commit Art Windsor-Essex to award a contract, to pay any costs incurred in the preparation of a response to this request or to produce or contract for services or supplies. Art Windsor-Essex reserves the right to accept or reject any or all proposals received as a result of this request, to waive minor irregularities in the procedure, to negotiate with any qualified source or to cancel in part or in its entirety, this RFP, if it is in the best interests of Art Windsor-Essex to do so.
Proposals may be amended by Art Windsor-Essex in response to a need for further clarification, specifications and/or requirement changes, new opening dates, etc. Proposals may be amended after receipt by Art Windsor-Essex by submitting a later dated proposal that specifically states that it is amending an earlier proposal. No proposal may be amended after the opening date unless requested by Art Windsor-Essex. Proposals may be withdrawn by the Proponent, only in entirety and by a written request to Art Windsor-Essex.
Disclosure of any possible conflicts of interest that may result from the award of this contract or services provided under this contract must be declared in the proposal.
Invitation
Art Windsor-Essex is inviting proposals from qualified firms to provide Financial Auditing Services for the organization’s fiscal years failing in the period January 1, 2022 to December 31, 2026. It is the intent of this document to identify the general framework of the services and content required by AWE.
The scope of work includes performing all necessary work to provide an audited opinion on the year-end financial statements and attendance as needed at Board Meetings/Board Committee Meetings, and Annual General Meeting for a term of (5) years. The successful proponent shall also prepare the required charitable tax filings with the Canada Revenue Agency (Charities Directorate).
The firm will have knowledge and experience in:
- Non-for-profit trends/issues
- Presentation and financial statement preparation
- Knowledge of HST with respect to non-profit organizations
- Knowledge of financial filing, and charitable tax filing
- Proven track record
Financial Background
AWE’s fiscal period is January 1st to December 31st.
The annual budget is approved by Art Windsor-Essex Board of Directors.
Accounting software – Sage Simply Accounting
Payroll provided by Ceridian Canada
Staff Size: Full time and Part Time of Permanent staff of 13
For reference purposes, applicants may request a copy of our latest charity information return. Lastly, AWE’s audited financial statements can be found on our website.
Timing
AWE’s Annual General Meeting is generally held sometime during the first 120 days of the year (Typically the Last Wednesday of the month in April) so all audit work and final reports would have to be completed in time for approval at the Board’s March Board meeting which is usually held the 4th Wednesday in March. Charitable Tax Return is due to the Charities Directorate on or before the 30th of June each year.
Year End Audit Proposal Submissions
Each proposal submission should include the following documented information:
1) Background of the firm or company including full legal name, business mailing address, business phone number, web site, number of years in business and full disclosure of any parent company and/or subsidiary affiliations;
2) Experience and qualifications with respect to performing audits for non-profit organizations, fund accounting and/or businesses of similar size to the AWE;
3) The name of our primary contact within your organization and their direct contact details;
4) An Executive Summary of the basic highlights of the Proposal;
5) The proposed audit team and their qualifications;
6) Outline the approach of the firm or company, and identify resources to be assigned to audit. This should include the number of planned field visits, expectations of working paper completion from management and staff, any other relevant information;
7) Fee structure and/or timing of billing including cost breakdown for each service component
8) Proposals should include at least three references and on sample of a completed annual audit delivered by your firm.
Review Process
AWE will establish a process to review proposals. The AWE may arrange a meeting(s) to obtain clarifications or allow proponents the opportunity to present their proposal.
AWE reserves the right to accept or reject any or all proposals.
Evaluation Criteria
Proposals will be reviewed and evaluated based on the following criteria:
- Experience with comparable organizations (non-for-profit charities) - (30%)
- References and Qualifications of auditing staff (20%)
- Fee structure (20%)
- Previous experience and/or familiarity with AWE (10%)
- Completeness of submissions - (10%)
Submission Deadline
Proposals must be submitted to Art Windsor-Essex located at 401 Riverside Drive West, Windsor, Ontario, N9A 7J1, and should be directed to the attention of Thomas Boucher, Manager of Operations.
The closing date for submissions is 5 P.M. on Friday December 16, 2022.
IMPORTANT Dates (Subject to change)
Release RFP: November 16, 2022
Questions: Received no later than 5:00 p.m. on December 9, 2022
Proposals Due: Received no later than 5:00 p.m. on December 16, 2022
PRELIMINARY Evaluation: Completed by approximately December 23, 2022
Interviews/Presentation: If Needed during the week of January 3 - 6, 2023 (tentative; exact date to be determined)
Selection Date: January 13, 2023
