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RFP - Nonprofit bookkeeping services

New Hampshire Public Health Association (NHPHA) located in Concord, NH is seeking proposals for bookkeeping services. NHPHA is a 501c(3) organization, and its major sources of revenue include grants, memberships and event fees. The organization serves as a fiscal agent for the New Hampshire Oral Health Coalition and therefore the finances of the coalition are a subset of the New Hampshire Public Health Association. The organization uses QuickBooks for its accounting software.

Individuals, organizations and corporations are eligible to respond to this request. Responders shall meet the following requirements:
• Bookkeeping experience in the nonprofit sector, including restricted fund accounting
• Advanced proficiency in QuickBooks
• Experience working with fiscal sponsorships
• Associate’s degree or higher
• Five or more years of active work experience

The awarded applicant will be responsible for providing the following services. It is estimated that this will take up to six hours per week.
A. Bookkeeping Services
1. Enter incoming invoices and work with NHPHA staff to ensure proper grant allocation
2. Process check requests and maintain a bill-paying schedule
3. Prepare weekly deposits
4. Enter biweekly payroll transactions
5. Create outgoing invoices based on grant requirements, track payments, and follow up as needed
6. Reconcile bank accounts and credit card statements and provide reports to executive director and treasurer monthly
7. Maintain records of accounts payable, accounts receivable, and other financial transactions for each organization
8. Provide financial data to track financial performance metrics
9. Work closely with NHPHA to ensure accounting accuracy on a variety of restricted funding sources
10. Assist NHPHA with adapting financial systems and processes to track restricted funding
11. Meet regularly with NHPHA’s Executive Director and the Oral Health Coalition Executive Director based on the needs of NHPHA
12. Maintain supporting documentation to support all transactions.
B. Financial Reporting
1. Generate financial reports monthly and as requested by the NHPHA Executive Director, NH OHC Project Director, or board treasurer
2. Present financials to Finance Committee on a monthly basis
3. Comply with grant and contract requirements for financial reporting where applicable
C. Audit & Tax Preparation Support
1. Prepare year end reports and other documents as requested to support completion of annual tax return
2. Prepare information for reviews, compilations, or audits as needed; research and resolve issues as they arise
3. Prepare annual form 1099 filings
D. Budget Preparation Support
1. Provide assistance with the preparation of an annual budget
2. Input the adopted budget into the QuickBooks software

PROPOSAL CONTENTS: Please provide the following information with your proposal:
A. General information: Business name, address, primary contact, email, and phone number
B. Scope of work: Description of services and approach to bookkeeping services, particularly as it relates to nonprofits and restricted funding
C. Qualifications: Summary of previous similar work for a nonprofit organization; proficiency with QuickBooks software; experience with multi- agency funders
D. Cost proposal: Budget and narrative. In addition, describe how you will bill for out-of-scope work or special projects
E. Resumes: For key personnel working on this project
F. Professional references: At least 3 references from organizations where you have performed similar work; include the current contact information for each

NHPHA will evaluate proposals based on completeness, assessment of qualifications, experience with previous similar work references, references, and cost proposal. Interviews may be requested. NHPHA expects to make a final decision by July 23, 2021. Work will start by August 1, 2021.

Please submit questions and completed proposals via email to April Mottram, Executive Director, New Hampshire Public Health Association, at amottram@nhpha.org
Complete proposals are due by 5:00 pm EST on Friday, July 9, 2021.

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