REQUEST FOR PROPOSALS
The La Crosse Area Development Corporation (LADCO) is requesting proposals from qualified individuals or firms for accounting services. Services provided through this contract will assist LADCO to perform full charge bookkeeping. If requested, services may also include training of LADCO staff, adapting and strengthening internal controls, and updates to the existing financial system to a completely virtual system. The estimated total value of this two-year and eight-month contract is ~$11,000.
February 10, 2021 – Request for Proposals Issued
March 1, 2021 – Proposals Due
March 26, 2021 – Anticipated Contractor Notification
April 1, 2021 – System Training Begins
May 1, 2021 – Contractor Begins Fully Operating System
December 31, 2023 – Contract Completion
Appointments to view the current accounting system can be scheduled by contacting Sam Bachmeier, Economic Development Coordinator – firstname.lastname@example.org
Proposals must be clearly marked “Accounting Services Proposal” and delivered via email to email@example.com.
Proposals received after the submittal deadline will not be considered.
The La Crosse Area Development Corporation (LADCO) is a private, nonprofit organization that leads the development and diversification of the La Crosse County regional economy through the location and expansion of quality employers and job producing investments, including foreign direct investment, increasing exporting and finding real estate solutions. We exist to drive the Coulee region’s economic growth, diversification, and sustainability through recruiting new business to the region, helping our local companies stay and grow, and bridging the gap between education and industry to build a sustainable workforce pipeline to employment. LADCO is supported by its partners (municipalities in La Crosse County and Minnesota, and La Crosse County) and more than 110 private sector investors. Since 1972, LADCO has assisted companies with their location and/or expansion plans, creating thousands of jobs for Coulee region residents. The La Crosse area is at a pivotal point in history. The region is positioned to be a competitive national and global economy and LADCO is invested in driving progress.
LADCO currently employs 2 individuals and is actively searching for a third employee.
III. SCOPE OF WORK
LADCO is requesting multiple required services. The service period begins May 1, 2021 and is expected to extend through December 31, 2023. Services during April 2021 primarily will be training on LADCO’s system with LADCO staff. LADCO estimates contractors will work on average 10 hours per week to complete required services.
1) Perform Accounting Services. Typical services include, but are not limited to:
• Payroll including tax and benefit payments and reporting. LADCO issues payroll on the 15th and last day of every month. LADCO currently has 2 FTE’s
•Payables (~10-15 per month; LADCO will attribute appropriate expense lines
• Reconciling cash accounts (LADCO does not have securities
• Provide monthly financial statements and a monthly financial report for the Executive Director and Board of Directors
• Update the financial system as needed to improve performance and to accommodate changing requirements
• Implement electronic or virtual means for all processes possible (including, but not limited to, check signing, deposits, payroll, etc.
• Complete accounting and fiscal agent services for the outside organizations served by
LADCO (La Crosse Industrial Park Corporation)
• Work with LADCO’s Office Manager to:
– Identify where internal controls should be strengthened
– Document modifications to internal controls and administrative procedures affected by accounting services.
– Identify policies and procedures that LADCO should develop or update
2) Other Services (as requested by LADCO)
• Advise LADCO on adapting and strengthening internal controls.
• Provide input into documentation of administrative procedures as they relate to financial system management.
• As appropriate, train LADCO financial staff to operate a financial system successfully.
• Ensure the updated financial system is operating as intended if run by LADCO staff for an additional one-year period beyond the advertised 3-year term of this contract.
• Assistance with state and federal grants as acquired.
The successful contractor will work with LADCO’s staff. Staff will complete financial filing, track Paid Time Off, enter payables, enter credit card transactions, mail payments, and complete other clerical work associated with finance. The full scope of the Office Manager’s assistance will be negotiated between LADCO and the successful contractor.
Working with LADCO’s Executive Director and President/Treasurer,
• Pay bills on time and no less than bi-weekly.
• Prepare monthly financial statements with an accompanying written report for the Executive Committee at least one week prior to the Committee’s monthly meeting.
• Complete training with LADCO’s staff beginning April 1, 2021.
• Perform all accounting services beginning May 1, 2021.
LADCO’s financial information system must meet requirements set forth by the Wisconsin Department of Revenue and the Internal Revenue Service.
CONTENTS & SUBMISSION
Scope of Services
Proposals should describe how the contractor intends to carry out the services described, including transitioning services from the current provider and the firm’s expectations of and process for communicating with LADCO. It should also highlight any changes to the scope of work described in Section III of this RFP recommended by the contractor.
Proposals must provide details on anticipated work hours.
1) A description of the firm, including addresses of all offices proposed for involvement in this project, structure of the firm, size of the firm, number of years the firm has been in business, and the firm’s experience with state and federal grants.
2) A description of firm’s systems and abilities related to fully electronic accounting and communication services.
3) A statement of the firm’s financial stability and ability to complete all services.
4) A list of people who will work on the contract, including names, education, professional licenses, registrations or certifications, relevant experience (resumes are acceptable), and role in the contract. LADCO must affirm use of any staff not identified in the proposal to ensure staff qualifications are like staff proposed through the contractor’s proposal.
5) A minimum of three references. The references should include service description, contact person, phone number, and address of reference at minimum. References should demonstrate the experience of the staff proposed to work under the LADCO contract. LADCO reserves the right to check references beyond those provided by the contractor. The quality and relevance of references as it relates to services required under this RFP will be considered more competitive than an excess of references.
6) Proof of insurance. The selected contractor will be required to add LADCO and its officers and employees as an additional insured for services performed.
Proposals must provide hourly rates with estimated hours by staff and projected expenses. This is a two-year and eight-month contract. Therefore, rates of the proposal should reflect the given time frame.
Sam Bachmeier, Economic Development Coordinator
601 7th Street North,
La Crosse, WI 54601
LADCO assumes no responsibility and no liability for costs incurred relevant to the preparation and submission of the proposal or any other costs prior to issuance of a contract.
Proposals received after due date and time will not be considered.
Upon submission, all proposals become the property of the LADCO. The expense of preparing, submitting, and presenting a proposal is the sole responsibility of the contractor. LADCO retains the right to reject any and all proposals received, to interview or not interview any or all firms responding to this RFP prior to selection, to negotiate with any qualified source, or to cancel in part or in its entirety this RFP if it determines such action to be in the best interest of the LADCO or that of eligible parties. Reasons for cancellation or rejection will be provided to all registered vendors in writing. This solicitation in no way obligates the LADCO to award a contract.
Proposals will be evaluated on the following criteria:
1. Completeness and responsiveness of submission.
2. Scope of Work Format and Contents (5%):
a. Is the proposal written in concise language understandable to a non-technical audience?
b. Is the proposal well organized and easily navigable?
3. Qualifications (50%): To what degree:
a. Do the personnel to be assigned to this project have the necessary qualifications to conduct this work?
b. Do the personnel to be assigned to this project have experience with state and federal grants and financial management?
c. Does the contractor have a proven record of successful completion of similar work within time and budget constraints?
d. Do the assigned staff demonstrate success working together with each other as a team unit if multiple staff will be used to serve this contract?
4. Cost Proposal (10%):
a. Is the cost proposal thorough and clearly linked to the proposed scope of services?
b. Are rates and costs reflective of an efficient level of effort necessary to complete the task, compensation reflective of level of expertise, materials appropriate to the task and expectations of quality, and overall reasonable costs as accepted in the industry?
5. References (5%)
6. Execution of Services (25%)
a. Does the contractor have the ability to execute the requested services through a virtual platform.
Proposals will be evaluated by a selection committee consisting of the LADCO Executive Committee, Board and Staff.
If any changes are made to this RFP, an addendum will be issued to contractors expressing interest and providing LADCO with contact information. Alternative delivery methods may be arranged by request. A contractor may correct, modify, or withdraw a response to this RFP via written notice received by LADCO prior to the submission deadline. Modifications must be submitted electronically and clearly
labeled “Modification No”. Each modification must be numbered in sequence and must reference the original RFP.
After the opening of responses to this RFP, a contractor may not change any provision of the response in a manner prejudicial to the interests of LADCO or fair competition. If a mistake and the intended correct wording are clearly evident on the face of the response document, the mistake will be corrected to reflect the intended correct meaning and the contractor will be notified in writing. Contractors may not withdraw responses to this RFP so corrected. A contractor may withdraw an opened response to this RFP if a mistake is clearly evident on the face of the response document, but the intended correct wording is not similarly evident.
LADCO reserves the right to seek clarification of any statement submitted, conduct interviews with contractors, and to select a contractor that is best able to address the services requested and promote the public interest.
LADCO reserves the right to examine all aspects of responses submitted, tangible and intangible. LADCO reserves the right to withdraw this Request for Proposals, and/or to advertise for new submissions at any time if it is in the best interest of LADCO to do so. A contract will be awarded as deemed to be in the best interest of the LADCO.
IV. STANDARDS AND DELIVERABLES
1. All documents must be provided in digital form (Microsoft Office format for report text and PDF format for full report). Images (photos, maps, drawings, graphics, etc.) shall be provided as separate files for use by LADCO.
2. Copies of all reports and documents, including drafts, should be provided to LADCO no less than one week prior to any scheduled review or discussion.
3. All data, databases, reports, programs and materials created under this project shall become the property of the La Crosse Area Development Corporation.
IV. CONTRACTING PROVISIONS
Performance under the scope of work must be completed by the dates indicated in Section I.
The amount and timing of payments will be determined during contract negotiations. Requests for payments shall be made directly to the LADCO, and payments made shall be 100 percent of the amount requested and approved. LADCO anticipates making payments within 30 days of invoicing.
Ownership of Material
All rights, titles to and ownership of the data, material, and documentation resulting from this contract project and/or prepared for the LADCO pursuant to a contract between LADCO and the selected contractor shall remain with the LADCO.
Compliance with State and Federal Laws
All contractors must comply with any and all applicable laws, statutes, ordinances, rules, regulations, and/or requirements of federal, state, and local governments and agencies thereof, which relate to or in any manner affect the performance of this agreement. LADCO receives funding from numerous local government agencies. Those requirements imposed upon LADCO as a recipient or subrecipient of federal funds are thereby passed along to the contractor and any subcontractors, and those rights reserved by the state or federal government are likewise reserved by the La Crosse Area Development Corporation.
All contractors and any subcontractors must carry adequate insurance coverage and must affirm being an equal opportunity employer. Contractor shall comply with the provisions of the Americans with Disabilities Act (See Primer for Small Business at https://www.ada.gov/ta-pubs-pg2.htm).
It is the policy of the LADCO that Disadvantaged Business Enterprises (DBE) have the opportunity to participate to the maximum extent feasible in procurement and contracting.
The La Crosse Area Development Corporation is an Equal Opportunity Employer