CEP_WQC_Accounting___Financial_Services.pdf

WRITTEN QUOTE CONTRACT: (M.G.L. Ch. 30B) Boston Cannabis Equity Program Accounting & Financial Technical Assistance

ECONOMIC OPPORTUNITY & INCLUSION

EMILY KNIGHT, CHIEF

PROJECT SUMMARY:

The Office of Economic Opportunity & Inclusion (OEOI) seeks competitive quotes from Certified Public Accountants (CPAs) and their businesses to provide tailored accounting, financial, and tax support to cannabis business owners within the Boston Cannabis Equity Program. The selected vendor will help program participants address industry-specific accounting challenges, manage financial records, mitigate risk, and strengthen business operations.

WQC SCHEDULE:

EVENT DATE

WQC Issue Date Monday, October 19, 2026 at 10:00 AM

OPTIONAL: Virtual Q&A Session Monday, November 9, 2026 at 6:00 PM https://www.zoomgov.com/j/1657247639

Quote Due Date Tuesday, December 1, 2026 at 12:00 PM

CONTACT INFORMATION:

Akilah Armstrong | Akilah.Armstrong@boston.gov All questions should be emailed with in the subject line.

You can access this WQC and submit your quote electronically through the City of Boston Supplier Portal, via boston.gov/procurement.

EV00018106

EV00018106

https://www.zoomgov.com/j/1657247639

I. INTRODUCTION AND SCOPE OF WORK

This section provides introductory information about the project and highlights important elements like the problem, goals, scope of work, project timeline, and contact information.

IMPORTANT INFORMATION:

● By submitting a quote, each respondent accepts the terms and conditions listed in forms CM-10 and CM-11, which are incorporated herein by reference. Please see Appendix 1 for a full list of the forms that the selected vendor will be required to sign and submit during the contracting process if awarded.

1.1 BACKGROUND

In November 2019, Mayor Martin J. Walsh, in partnership with Councilor Kim Janey and the Boston City Council, signed An Ordinance Establishing Equitable Regulation of the Cannabis Industry in the City of Boston. The purpose of this ordinance is to ensure equity in the City of Boston's cannabis industry and ensure resources are provided to those disproportionately impacted by the policies enacted under the “War on Drugs”.

Under this ordinance, the Mayor’s Office of Economic Opportunity & Inclusion (OEOI) was charged with establishing the Boston Cannabis Equity Program, through which we have developed technical assistance initiatives aimed at providing one-on-one business support to foster economic and entrepreneurial growth in Boston’s cannabis industry specifically for certified and pre-certified participants in the Boston Cannabis Equity Program.

At the conclusion of each project or engagement, the business owner is expected to have received the support needed to advance along their business journey and to feel empowered to take the next steps toward achieving their business goals. The business owner will also learn what action steps they need to take and how to do so.

With this Written Quote Contract (WQC), we seek competitive quotes from qualified Certified Public Accountants (CPAs) to provide tailored accounting and financial support to certified and pre-certified cannabis business owners and prospective owners. This contract covers the FY27–FY28 cycle and will conclude on February 28, 2028.

The selected vendor must provide advising and support on comprehensive services, including bookkeeping, tax preparation, financial reporting, budgeting, cash-flow management, financial planning, business-entity formation guidance, financial projections, general financial advisory, and overall compliance with cannabis-specific regulations. This https://drive.google.com/file/d/1KPoQBuzMCIBqO6gKOOEdXzQq62zbTDox/view?usp=drive_link https://www.boston.gov/sites/default/files/file/2022/02/Cannabis%20Ordinance%20and%20Amendments%208.2021_0.pdf https://www.boston.gov/sites/default/files/file/2022/02/Cannabis%20Ordinance%20and%20Amendments%208.2021_0.pdf support should help businesses navigate financial complexities, maintain regulatory compliance, and strengthen long-term operational success.

We look forward to receiving your response.1

1.2 SCOPE OF SERVICES

The Mayor’s Office of Economic Opportunity & Inclusion (OEOI) will provide funds to the selected vendor to provide accounting and financial technical assistance to certified and pre-certified cannabis equity businesses throughout the City of Boston. These services will provide current and prospective business owners with the tools and the support needed to establish, sustain, and grow their business. The cannabis businesses and prospective businesses are identified as those whose owners are certified or pre-certified within the Boston Cannabis Equity Program and verified by the Office of Economic Opportunity & Inclusion (OEOI), in collaboration with the Boston Cannabis Board and other appropriate city departments when applicable. Once selected, OEOI shall facilitate the initial engagement with the vendor. In each case, the vendor will be expected to work directly with the cannabis equity applicant.

1.2.1 Requirements

The selected vendor is expected to provide the following with the goal of enabling business owners to complete the following outcomes:

1. One-on-One Technical Assistance: Accounting and financial assistance, including but not limited to:

● Business Structuring and Tax Strategy: Guidance on selecting or transitioning to the most suitable business structure, such as an LLC or corporation, with a focus on tax efficiency and financial planning.

● Financial Record-Keeping and Bookkeeping: Advise and support on comprehensive bookkeeping services to maintain accurate financial records and track income, expenses, and cash flow, including recommendations for appropriate bookkeeping software, if needed.

1 This WQC follows all applicable requirements for open competition, and the City encourages participation from small, local, minority-owned, women-owned, and veteran-owned businesses. To support equality of opportunity for these businesses, we also encourage respondents to solicit for the subcontracting of goods and services from certified businesses. The City’s directory of certified businesses is available at This Link.

https://app.powerbigov.us/view?r=eyJrIjoiY2UwZDliYjUtZWJkNi00MzFmLWJlMTQtMDM2ZjFmYjgwMDY1IiwidCI6Ijg1NTI4ODdjLWNiYzMtNGVlNS05ZmQzLWVhMjE3ZTMwMjZmYyJ9

● Regulatory Compliance and Taxation: Support in meeting federal, state, and local tax requirements specific to the cannabis industry, including compliance with 280E tax restrictions.

● Licensing and Financial Reporting: Assistance with creating or updating financial documentation for licensing, permit renewals, and audits, in compliance with cannabis-specific financial regulations.

● Budgeting and Financial Planning: Development of detailed budgets and financial plans to support growth, including cash flow analysis and capital management.

● Contract Review and Financial Obligations: Review of financial obligations within contracts with suppliers, distributors, and other stakeholders, ensuring terms are clear and aligned with financial goals.

● Risk Management and Insurance Guidance: Advice on identifying financial risks and securing adequate insurance coverage to protect business assets and ensure operational continuity.

● Employee Payroll and Benefits Management: Support with payroll processing, benefits administration, and compliance with employment tax requirements.

● Financial Projections and Forecasting: Creation of financial projections and forecasts to help guide strategic planning and decision-making, supporting business growth and sustainability.

● Mergers, Acquisitions, and Valuations: Assistance with financial due diligence, valuation, and financial structuring for mergers, acquisitions, or partnerships in the cannabis industry.

2. Workshops and Group Sessions: Provide workshops or a workshop series for program participants on industry-specific accounting and financial services, including, but not limited to, the services outlined above.

3. Technical Assistance Events: Participate in events hosted by the Mayor’s Office of Economic Opportunity & Inclusion, focusing on providing technical assistance, including the initial Speed Dating technical assistance match event and End of Contract Celebration event.

4. Presentations and Testimony: Participate in hearings and community meetings as necessary on behalf of the cannabis businesses.

5. Grant Application Assistance: Assist business owners applying for state or local grant opportunities, including support with follow-up materials during the grant application review process.

6. Guidance Materials: Work with the Cannabis Equity Program Manager to develop a City-owned guide for Boston Cannabis Equity Program participants; the vendor will prepare and finalize all guidance materials. The accounting and financial best-practices guide will support business owners as they prepare for tax season and navigate the early stages of business formation. Guidance materials will be owned by the City of Boston for the exclusive use of the Boston Cannabis Equity Program, including all rights, title, and interest in the document.

1.2.2 Stakeholder Coordination

The Office of Economic Opportunity & Inclusion will oversee stakeholder coordination, which encompasses:

1. Connecting the selected vendor with the current or prospective business owner(s) for an introductory meeting to discuss the business needs.

2. Officially matching the selected vendor with the current or prospective business owner to complete the project.

3. Managing the coordination of other stakeholders (if needed).

Once matched, the selected vendor will then oversee the completion of the business needs and overall project, including:

1. Direct facilitation and collaboration with the current or prospective business owners to determine meeting methods and frequencies for project completion.

1.2.3 Reporting

The selected vendor will be responsible for submitting:

1. After the introductory meeting, submit tailored engagement and/or project proposals that identify the following:

a. Scope of Services

b. Project Length (# of hours required)

c. Fee Proposal

d. Final Deliverables

2. Upon completion of the engagement, submit invoices for the one-on-one project, workshop, technical assistance event, presentation, or testimony given.

3. Before the issuance of each engagement’s payment, share feedback on the project, workshop, event, presentation, or testimony and feedback about working with the program participant and the Cannabis Equity Program Manager.

4. Before the contract end date, give detailed feedback on your overall experience as a vendor for the Boston Cannabis Equity Program.

Additionally, the selected vendor will be responsible for working with the Cannabis Equity Program Manager to draft, edit, and finalize a City of Boston-owned guide for Boston Cannabis Equity Program participants. Once finalized, the guidance materials will be owned by the City of Boston, including all rights, title, and interest for the exclusive use of the Boston Cannabis Equity Program. The submitted guidance material should include:

1. Drafting, editing, and finalizing guidance material for assistance during tax season and navigating the early stages of business formation. The document should include:

a. Cannabis accounting best practices

b. Guidance on filing taxes for a cannabis business

c. Guidance on different entity formation options and recommendations for cannabis businesses

2. Drafting and finalizing the guidance material and incorporating any feedback from the Cannabis Equity Program Manager.

3. Completing the guidance material within 4 months of the contract start date.

The Office of Economic Opportunity & Inclusion will provide selected vendors with mid-way and end-of-contract reports, detailing:

1. The number of projects completed, along with the associated business/es, pre-certified or certified owner, and/or workshop name.

2. The project start and completion dates.

3. The total project cost.

4. The invoice number and corresponding payment date.

1.3 CONTRACT DETAILS

CONTRACT TERM*

Contract Dates

December 21, 2026 - February 28, 2028

Maximum Budget

$25,000.00

Payment Type

Project-based

*Not to exceed 3 years except as articulated in 30B s. 12(b). Contract will be awarded to the lowest quote deemed responsible and responsive

Additional Details

● Payment will be made upon satisfactory completion of the initial project and deliverables as outlined in Section 1.2 Scope of Services.

● All invoices must clearly reference the deliverable(s) completed and be submitted via email to the Cannabis Equity Program Manager and uploaded to the technical assistance platform.

● Once reviewed and approved, the Cannabis Equity Program Manager will submit the invoice for payment.

● All quoted prices must be inclusive of potential travel, administrative time, and incidental expenses. No additional reimbursements will be made beyond the agreed deliverable-based pricing.

● Payment is project-based, but projects are not guaranteed. The City may request one, more, or even no services. Payment will be based on the number of projects completed.

II. HOW WE CHOOSE

This section explains how we will choose the supplier and what we consider a responsive and responsible vendor.

2.1 RULE FOR AWARD:

We will award the contract to the responsible and responsive vendor offering the needed quality of supply or service at the lowest price.

To be considered responsive: a quote must contain all the required information, be submitted before the deadline, and demonstrate that their offering meets the minimum quality requirements or specifications.

To be considered responsible: a vendor must have the capability, integrity, and reliability to perform the work described in this document.

Specifically, to be considered responsible and responsive, the vendor for this project must demonstrate:

MINIMUM

EVALUATION

CRITERION

DETAILS/REQUIREMENTS

1 Relevant Experience ● At least three (3) years of experience serving a range of businesses, including cannabis businesses, minority-owned businesses, women-owned businesses, and other disadvantaged business enterprises.

● Demonstrate experience completing at least three

(3) examples of comparable projects, showcasing accounting and financial expertise. Examples should include one-on-one support to help businesses achieve their financial objective such as filing business taxes, developing and implementing tax strategies, budgeting, financial reporting and forecasting, regulatory financial compliance, conducting workshops, and developing guidance materials for business owners. For each example, provide a brief description of services, outcomes, and work examples.

● Provide at least two (2) examples of prior work with municipalities or other public-sector clients.

● Demonstrated knowledge of cannabis accounting practices, including Internal Revenue Code Section 280E.

2 Qualifications ● The team must include at least one Certified Public Accountant (CPA) who holds an active license in good standing with the Massachusetts Board of Public Accountancy.

● The CPA must have a current IRS Preparer Tax Identification Number (PTIN).

3 Capacity to Complete Work

● Demonstrated capacity to manage the scope of work and support multiple businesses simultaneously, including proof of availability and staffing capacity. Please identify the full-time and part-time staff who would be allocated to the project.

2.2 YOUR QUOTE

To show that you meet the requirements to be considered responsible and responsive, please answer the questions below. Feel free to include other information that may be relevant (i.e. graphics or links to your work).

Q1: PROJECT DELIVERY

QUESTION:

Please explain how you will deliver the services described in the Scope of Work and why your organization is best-suited to manage business consulting services for the Boston Cannabis Equity Program.

Suggested length: 1–2 pages.

To demonstrate that you meet the requirements of this Written Quote Contract, focus on:

● What services your organization provides and how long you’ve been doing this work.

● Your plan to deliver one-on-one accounting and financial support, workshops, and group sessions

● How you would meet the required project timeline for guidance materials

RESPONSE:

Q2: PROJECT TEAM

Provide the qualifications of the staff who will work on this project. Suggested length:

1–2 pages.

An ideal answer will include:

● Clearly identify the team's Certified Public Accountant (CPA). Provide the CPA’s name, role on the contract, issuing state or jurisdiction, license number, and license expiration date. Attach a copy of the current license or official verification from the applicable licensing authority.

● Identify other key team members who would work on this contract and the team structure; if your team includes multiple organizations, please let us know how long you’ve worked together.

● Highlight examples of similar accounting and financial projects they have successfully completed, including work serving disproportionately impacted communities.

● Please disclose whether you or your company has an interest in any cannabis business currently seeking, intends to seek, or has approval from the City of Boston or any of its agencies.

Q3: ADDITIONAL INFORMATION

Share your experience working with cannabis businesses or other highly regulated products or industries. Suggested length: 1–2 pages.

An ideal answer would include:

● A detailed explanation of the industry and businesses you served.

● How your assistance, specifically how accounting and financial support, helped the business achieve their operational goals.

● Document your staff’s expertise in delivering accounting and financial services to cannabis businesses and experience navigating regulated industries.

2.3 REFERENCES

Provide 2-3 references using the template provided below, directly corresponding to the requirements for responsibility & responsiveness.

EXAMPLE REFERENCE

FIELD EXAMPLE ENTRY

Organization Smith Events

Project Manager (or equivalent) Jennifer Smith

Phone Number 845-111-2222

Email (if available) jsmith@smithevents.com

Project Description Planned and implemented a family-friendly concert on the steps of City Hall. Worked with diverse community organizations to select performers and vendors. Hosted 150 residents.

Project Start and End Dates March 2020 – May 2020

Expertise Demonstrated by this Project (see section 2.1 for more details)

Stakeholder Engagement, Project Design, Accessibility

REFERENCE 1

Organization

Project Manager (or equivalent)

Phone Number

Email (if available)

Project Description

Project Start and End Dates

Expertise Demonstrated by this Project (see section 2.1 for more details)

REFERENCE 2

Organization

Project Manager (or equivalent)

Phone Number

Email (if available)

Project Description

Project Start and End Dates

Expertise Demonstrated by this

REFERENCE 3

Organization

Project Manager (or equivalent)

Phone Number

Email (if available)

Project Description

Project Start and End Dates

Expertise Demonstrated by this

2.4 QUOTE PRICING TEMPLATE

DELIVERABLES AS DEFINED IN THE SCOPE OF WORK FIXED PRICE

One-on-One Technical Assistance $ __________

Workshops and Group Sessions $ __________

Technical Assistance Events $ __________

Presentations and Testimony $ __________

Guidance Materials $ __________

TOTAL FIXED PRICE $_______________

ADDITIONAL SERVICES AS

NEEDED - POSITION

HOURLY RATE ESTIMATED

QUANTITY

TOTAL PRICE

XXX $ __________

XXX $ __________

XXX $ __________

XXX $ __________

Note: These additional hours are estimates only. The City may request more, less, or no additional services. Payment will be based on the unit prices provided here and the actual amount of services requested, All materials should be submitted online in the City of Boston Supplier Portal, which can be accessed at boston.gov/procurement. Select the “Supplier Portal” button. You must log into your vendor account in order to access this bidding opportunity

APPENDIX 1: CONTRACT TERMS AND CONDITIONS

Please be familiar with these terms and conditions at the time of quote submission to ensure that you are able to meet them if awarded the contract.

All vendors are required to review (but not sign or submit) the following documents at this stage. By submitting a quote, a respondent acknowledges that if they are selected as the winning vendor, they will be required to complete and provide each of the below forms to the City as part of the contract package:

1. Form Wage-1 – Requirements Of The Boston Jobs, Living Wage, And Prevailing Wage Ordinance

EV00018106

https://drive.google.com/file/d/15FZuK-XR1LrFOP8-GjrwgCPIgdmjo-Sq/view?usp=sharing

2. Form Wage-2 – The Boston Jobs, Living Wage, And Prevailing Wage Ordinance Vendor Agreement

3. Heat Illness Protection Ordinance – Applies to contractors whose employees perform work in a setting at risk of causing heat illness. Covered work includes:

landscaping, tree services, grounds cleaning/mowing, outdoor property maintenance, outdoor security services (including flaggers), moving services, and trash/recycling collection and hauling

a. Form Heat-1 - Heat Illness Protection fact sheet for covered contractors

b. Form Heat-2 - Heat Illness Protection Affidavit (required for covered services described above) By submitting a quote, each respondent accepts the terms and conditions listed in forms CM-10 and CM-11, which are incorporated herein by reference.

https://drive.google.com/file/d/17XPoR_weADlqqTYhp1hYAOsTNGyY3kKx/view?usp=sharing https://www.boston.gov/departments/labor-compliance-and-worker-protection/heat-illness-and-injury-prevention-ordinance https://drive.google.com/file/d/1-EXPBQ8dMkD0WNd0DJos9MUcFuCqcxIR/view?usp=sharing https://drive.google.com/file/d/1SwjW8g0HMHJvG2LSClX4c_jDKsElD3tR/view?usp=sharing https://drive.google.com/file/d/1KPoQBuzMCIBqO6gKOOEdXzQq62zbTDox/view?usp=drive_link

2.3 REFERENCES