2025-1 - CMLTM, Non-profit accounting/bookkeeping services

Purpose
The purpose of this RFP is to solicit proposals from experienced and qualified accounting firms to provide accounting services for the College of Medical Laboratory Technologists of Manitoba (CMLTM). The selected firm will be responsible for all accounting and bookkeeping activities of the organization, ensuring compliance with all applicable regulations, and supporting the financial health and sustainability of CMLTM.
The CMLTM is the regulatory body for the profession of Medical Laboratory Technology in Manitoba. The CMLTM mandate (under The Medical Laboratory Technologist Act) is to “carry out its activities and govern its members in a manner that serves and protects the public interest”.
For more information about CMLTM visit the CMLTM website, www.cmltm.ca.
Scope of Work
CMLTM operates in the calendar fiscal year, with an annual budget of approximately $480,000. Proposals should demonstrate expertise in compliance with Canadian accounting standards, and familiarity with the financial reporting requirements specific to non-profits. The selected accounting firm will be expected to provide the following services:

1. Data File (setup and training)

• Recommend best option for CMLTM data file management (QBO SaaS or other solution).
• Recreate the CMLTM data file on QBO or other solution (if required).
• Provide education/training for CMLTM staff (if required).

2. Financial Management and Reporting
   • Preparation of accurate and timely financial statements.
   • Development of financial reports for Council.
   • Tracking and reporting on funds.
   • Assistance with budget preparation and ongoing monitoring (if requested).
   • Financial forecasting (if requested).
3. Bookkeeping
   • Preparation of monthly bookkeeping.
   • Maintenance and reconciliation of the general ledger.
   • Reconciliation of CMLTM bank and investment accounts.
   • Preparing reporting memo upon completion of monthly bookkeeping to address outstanding issues.
   • Generate financial reporting including Balance Sheet, Profile & Loss, and any other applicable reports.
   • Monitoring accounts payable and receivable processes.
   • Oversight of payroll systems, including processing and related tax filings.
   • Monitoring of emerging tax regulations impacting non-profits.
   • Oversight and review of bank and credit card reconciliations.
4. Payroll
   • Payroll is managed by Ibex Payroll.
   • Recording payroll as per the payroll summary report provided by Ibex Payroll.
   • Ensure compliance with federal and provincial payroll tax regulations.
5. Compliance and Regulatory Reporting
   • Ensuring adherence to all applicable provincial, federal, and local tax regulations.
   • Monitoring and implementing updates to relevant accounting standards and regulations.
6. Advisory Services
   • Guidance on financing options, including loans and grants.
7. Additional Services
   • Support with setting up and/or optimizing accounting software and systems, as applicable.
   • Present and review Quarterly Statements to Council.
   • Provide financial education to the Council (as required/requested).

• Name of contractor/firm
• Contact person/Title
• Mailing address
• Telephone number
• email address
• website

1. Firm Profile, Qualifications and Experience
   • Overview of the firm, including size, history, and areas of expertise.
   • Description of experience working with non-profit organizations.
   • List of key personnel who will be assigned to this engagement, including their qualifications and experience.
2. Approach and Methodology
   • Detailed description of the approach and methodology to be used in providing the requested services.
   • Outline of the proposed timeline and key milestones.
   • Methodology and tools used for bookkeeping, reporting, and compliance.
3. Fees and Costs
   • Detailed breakdown of fees for the proposed annual service / agreement
   • We will not consider proposals that work on an hourly basis.
   • Any additional costs or expenses that may be incurred.
4. References
   • List of non-profit clients for whom the firm has provided similar services.
   • Contact information for references.
5. Supporting Documentation