REQUEST FOR PROPOSALS
Certified Public Accountant
for the
Tucker County Development Authority, Inc.
The Tucker County Development Authority, Inc. invites you to submit a proposal for contracted fee accounting & bookkeeping services. Currently, we anticipate a 12-month engagement (dependent on performance) with an option to renew.
All respondents should be accurate, reliable, able to complete tasks independently and on time and have excellent communication skills.
SECTION I. ORGANIZATIONAL OVERVIEW
The Tucker County Development Authority, Inc. (TCDA) operates under Chapter 7, Article 12 of West Virginia State Code and is a component unit of the Tucker County Commission. As a public corporation, the Authority is governed by a volunteer Board of Directors consisting of twelve to twenty-one members (per state code) to allow for every incorporated municipality in the county to have representation. All board members (currently 13) are appointed by the Tucker County Commission.
The Board of Directors are responsible for setting broad goals, hiring, and supporting the Executive Director in pursuit of those goals, and ensuring the Authority has adequate, well-managed resources at its disposal.
The primary mission of the Tucker County Development Authority is to encourage growth and opportunity in the area, enhancement and maintenance of economic development, and preservation of Tucker County’s values and heritage.
The Authority has one employee and operates on an annual budget of approximately $125,000.
SECTION II: SCOPE OF SERVICES
MONTHLY:
- Ensure all financial activities of the Authority are recorded in an electronic general ledger in accordancewith generally accepted accounting principles (GAAP)
- Record Deposits (typically 1 each month)
- Print checks (typically 5 or less) and mail batch to TCDA for 2 signatures
- Submit ACH payments as needed, typically one credit card payment each month
- Prepare biweekly ACH payroll for one employee including payments to WV PEIA Health Insurance as well as WV PERS Retirement
- Disperse reimbursements for travel/ mileage as needed, typically quarterly.
- Provide reports and data as requested, including preparing board financial statements (e.g. balance sheet, income statement, two-year to date income statement, check register, budget to actual expense report) at least 3 days prior to monthly meeting (usually held on third Thursday of each month)
- Maintain fixed asset inventory and calculate/record depreciation
QUARTERLY:
- Prepare quarterly payroll tax returns and disperse associated payment
ANNUALLY:
- Payroll Tax Return
- Prepare W-2
- Prepare 1099 (typically 3 or less)
- Prepare year-end schedules in accordance with gaap for audit preparation
along with draft financial statements - Prepare financial statements and other documents in accordance with gaap requested byexternal auditors. Provide audit process support as needed
- Reconcile trial balance with audited financials from prior year’s audit performed by theAuthority’s external auditors
SECTION III. INFORMATION REQUESTED FROM RESPONDENTS
Firms responding to this RFP are encouraged to submit the following information in their proposals:
1. A description of the services that the firm offers in response to the Scope of Services Section outlined above.
2. A personal resume which lists the qualifications, experience, and credentials of the person in the firm who will have primary responsibility for providing services to the TCDA.
- A listing of three clients currently or formerly under contract to serve as references.4. A description of accounting computer software used.5. An hourly rate times the total hours of time per month expected to work on the items outlined in the scope of services. Give a grand monthly total cost along with a not to exceed fee which should include all costs.6. An hourly rate for any other additional services as needed.
SECTION IV – CRITERIA FOR PROPOSAL EVALUATIONS
The selection of the Certified Public Accountant firm will be based on the following:
1. The overall experience and ability in handling matters as described in Section II of this RFP
2. The professional qualifications and experience of the personnel to be assigned as the lead personnel to the Authority
3. The professional qualifications and experience of the firm
4. Cost of services
SECTION V: QUESTIONS AND CHANGES IN THE RFP:
Respondents shall carefully examine this RFP and seek clarification of any ambiguity, conflict, or other error. Questions should be addressed to Steve Leyh, Executive Director, steve@tuckerwv.com or 304-614-8839. Any changes in this RFP will be posted on the TCDA’s website at TuckerWV.com.
SECTION VI: SUBMITTAL DEADLINE
Receipt of Proposals: May 15, 2024, not later than 12:00 P.M. local time to the following email address: steve@tuckerwv.com
SECTION VII: CONTACT
Tucker County Development Authority, Inc.
c/o Steven Leyh, Executive Director
PO Box 176
Thomas, WV 26292
Telephone: 304-614-8839
Email: steve@tuckerwv.com
SECTION VIII: AWARD
The Tucker County Development Authority intends to award a contract as soon as practicable after receipt and evaluation of respondent’s proposals.
• The award of a contract shall be at the sole discretion of the Tucker County Development Authority.
• The award will be made to the offer deemed most meritorious. TCDA reserves
the right to accept or reject any and all proposals in whole or in part and to wave
informalities in the process.
• Proposals will be initially evaluated based on the written material provided, with
clarification as needed through telephone calls to respondents. Based on initial evaluations, the Authority may select vendors whose services and qualifications most closely meet the Authority’s needs to enter into discussions.