RFP - Bookkeeping Services

remote
Ottawa, ON, Canada .
contract . February 20, 2026

Description

1.0 Statement of Purpose

Parkdale Food Centre (“PFC”) is seeking proposals from qualified service providers (“service provider”) for financial and accounting services on an outsourced basis including, but not limited to, account reconciliation, bank reconciliation, payroll, and monthly compliance requirements (CRA compliance, WSIB), monthly financial reporting against budget and support for the annual audit. All proposers must have relevant nonprofit experience and proficiency with QuickBooks Online.

2.0 Background

Parkdale Food Centre is a registered charitable organization, located in the Hintonburg neighbourhood of Ottawa. Since our inception over 40 years ago, we have grown from a traditional food bank to one of the leading voices on poverty issues in Ottawa and a recognized trailblazer in the local food security sector. We believe in doing things differently and are supported by a large base of energetic volunteers and partners who share our vision of an Ottawa where everyone has the means and opportunity to live a healthy, connected, and fulfilling life. PFC’s mission is to build healthier, more connected neighbours and neighbourhoods through good food, innovative community partnerships, and by challenging inequalities in order to create lasting impacts. In addition to an innovative grocery program that provides free healthy food to 1,600 individuals each month, our regular programming includes cooking workshops, social justice workshops for children, youth and adults; leadership training for youth with barriers to employment and graduation, and peer advocacy training for adults living in low-income households.

We have a staff of 15 individuals, and a volunteer team of approximately 150. We operate Monday to Friday 9am-4pm. We generate revenue through a number of grants (public, private and foundations), donations from individuals, fundraising events, fee-based programming, and the sale of goods. PFC’s annual budget ranges from $1.3 million to $1.6 million annually and operates on a calendar fiscal year.

Current related software:

Humi (Payroll)
Quickbooks Online (Bookkeeping)
CanadaHelps (donation receipt)
Kindful (Donor CRM)
Dext (Receipt and invoice submission)
Plooto (Accounts Payable)
Google Workspace

3.0 Scope of Work

PFC is seeking an accounting partner with client expertise in the nonprofit sector, including competence with restricted/non-restricted funds, and nonprofit reporting requirements.

Payroll and/or Benefits
Prepare/run bi-weekly payroll files
Prepare and post monthly payroll-journal entry
Benefits administration - includes set-up & termination of employee benefits, salary changes & any other employee benefit amendments.
Reconcile quarterly benefits to the payroll register to ensure that employee deductions and taxable benefits are being treated with company policies and CRA guidelines.
Prepare annual filing of all employee T4's and T4 summary to CRA.
Accounts Receivable
Receive and record revenue as dictated by GAAP
Monitor the aged accounts receivable sub-ledger and flag any overdue payments to management.
Accounts Payable
Review coding of an estimated 30-40 invoices & 30-40 receipts each month in Dext for accuracy, following up as necessary to obtain any missing information
Publish all bills into QBO
Run the aged accounts payable report for the weekly payment run
Monthly reconciliations
Reconcile bank statements monthly
Reconcile Kindful Donor CRM for individual donations received through multiple channels (CanadaHelps, Stripe, Benevity, Cash/Cheque, Direct Deposit)
Produce monthly financial statements no later than the 15th day of the following month.
Annual Audit Preparations
Prepare year-end documents, reports, and schedules as requested by the auditor
Provide audit process support as needed; research and resolve issues as they arise
Other
Assist with compliance for grant and funding requirements
Provide reports and data as requested for the completion of annual tax returns (T3010)
Prepare and reconcile quarterly HST remittances

4.0 Term of Contract

Initial contract will be for 1 year with an option to extend the contract for 3 one-year contract periods.

5.0 Cost Proposal

Proposers are requested to submit a project price, including each service and detailed fee schedule. Selected proposers will be paid net 30 monthly with an approved invoice. Any adjustments, additional expenditures, or other service outside the scope of this proposal must be pre-approved. The budget range for PFC’s contract is $3,800-$4,800 per month.

6.0 Proposal Contents

Please use the following format when preparing your response.

Section 1: Proposer information: Company name, primary contact, email, phone, etc.
Section 2: Scope of work/description of services and approach to bookkeeping/accounting services, particularly as it related to GAAP Guidelines for nonprofits and accounting for restricted funding
Section 3: Firm’s qualifications: Summary of previous similar work for a nonprofit organization; familiarity with Quickbooks Online.
Section 4: Attachments:
Cost proposal: Budget and narrative; the Proposal should indicate clearly on what basis the service is priced, i.e., hourly rate, daily rate or lump-sum for all services, and whether the price quoted is an estimate or a fixed price.
Professional References: 2 references for which proposer has performed similar work; include current contact information for each
Any optional services or recommended services not listed in the requirements set out in Part 4 of this RFP should be listed and quoted separately from the main service.

7.0 Selection Process

Proposals will be reviewed for completeness and experience, references and reasonableness of cost proposal. Interviews may be requested with select proposers.

8.0 Proposal Submission

Completed proposals shall be submitted electronically by clicking apply above no later than March 31 2026.

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