WCLB Proposal Detail.pdf

WASHINGTON COUNTY LAND HOLDING CORPORATION

REQUEST FOR PROPOSALS

ACCOUNTING, BOOKKEEPING, QUICKBOOKS IMPLEMENTATION, AND

OUTSOURCED CONTROLLER SERVICES

RFP Issue Date: 07/27/26 Questions Due: 08/21/26, by 5:00PM Proposal Due Date: 08/24/26 Anticipated Contract Start Date: [TBD] Contract Term: Three Years

1. INTRODUCTION

The Washington County Land Holding Corporation, operating as the Washington County Land Bank and referred to throughout this Request for Proposals as the “Land Bank,” is seeking proposals from qualified accounting firms to provide comprehensive accounting, bookkeeping, QuickBooks implementation, financial reporting, Public Authorities Reporting Information System support, audit preparation, and outsourced controller services.

The selected firm will be expected to provide professional accounting oversight and financial-management support—not merely routine bookkeeping or transaction entry.

The Land Bank is a newly established organization entering its first years of operation.

Its anticipated annual budget is less than $2 million, and the volume of financial transactions is expected to remain relatively limited during the initial three-year contract period. Nevertheless, the Land Bank must establish sound accounting systems, internal controls, reporting procedures, and regulatory compliance practices from the beginning of its operations.

The Land Bank intends to award a three-year professional services contract, subject to annual Board approval, satisfactory performance, continued need, and the availability of funding.

2. ORGANIZATIONAL BACKGROUND

The Washington County Land Bank was established to address vacant, abandoned, tax-delinquent, environmentally challenged, and blighted properties within Washington County, New York.

Land Bank activities may include:

● Acquisition and disposition of real property;

● Property stabilization, demolition, rehabilitation, and redevelopment;

● Management of grant-funded programs;

● Payment of contractors, consultants, vendors, and professional service providers;

● Receipt of grant funds, County support, property-sale proceeds, and other revenues;

● Tracking costs and revenues by property, project, funding source, and program;

● Compliance with New York State public-authority reporting requirements; and

● Preparation for an annual independent financial audit.

Because the Land Bank is in its first year, the selected firm will play an important role in establishing its initial accounting structure, financial procedures, and reporting systems.

3. SCOPE OF SERVICES

The selected firm shall provide the following services.

A. QuickBooks Implementation and Initial Accounting Setup

The selected firm shall:

1. Establish and configure a QuickBooks Online accounting system for the Land Bank.

2. Develop a customized chart of accounts appropriate for a New York public authority and land bank.

3. Configure the system to separately track:

○ Individual properties;

○ Acquisition costs;

○ Demolition, stabilization, rehabilitation, and construction expenses;

○ Administrative and program expenses;

○ Grants and funding sources;

○ Restricted and unrestricted funds;

○ Property-sale proceeds;

○ Professional service contracts;

○ Capital assets;

○ Accounts payable and receivable;

○ Board-approved budgets and budget amendments; and

○ Other categories required for annual reporting and audit purposes.

4. Establish appropriate user roles, approval permissions, and access controls.

5. Develop consistent naming, coding, class, project, customer, or location conventions for properties and funding sources.

6. Assist with establishing the opening general ledger and recording organizational start-up transactions.

7. Establish electronic recordkeeping procedures for invoices, approvals, receipts, contracts, bank records, grant documents, and other financial records.

8. Develop a written accounting procedures manual describing financial workflows, responsibilities, approvals, documentation standards, and internal controls.

B. Ongoing Bookkeeping Services

The selected firm shall provide routine bookkeeping services, including:

1. Recording revenues, expenses, deposits, invoices, payments, transfers, reimbursements, and journal entries.

2. Maintaining the general ledger.

3. Maintaining accurate accounts payable and accounts receivable records.

4. Tracking expenses and revenue by property, project, grant, program, and funding source.

5. Reconciling all bank, investment, credit card, and other financial accounts monthly.

6. Reviewing transactions for appropriate documentation, coding, approval, and funding-source allocation.

7. Maintaining vendor information, W-9 forms, certificates of insurance when provided, and payment records.

8. Preparing annual Forms 1099 and related filings, when applicable.

9. Maintaining schedules of outstanding checks, deposits in transit, receivables, payables, advances, prepaid expenses, accruals, and deferred revenue.

10.Maintaining records of property acquisitions, carrying costs, capital improvements, dispositions, and sales proceeds.

11.Assisting with the accounting treatment of grants, capital projects, property inventory, capital assets, restricted funds, and other Land Bank activities.

12.Completing monthly financial close procedures promptly and consistently.

C. Professional Accounting Services

The selected firm shall provide professional accounting services in addition to bookkeeping, including:

1. Reviewing the general ledger and monthly financial activity for accuracy, completeness, and proper accounting treatment.

2. Preparing adjusting and recurring journal entries.

3. Advising the Land Bank regarding generally accepted accounting principles, applicable governmental accounting standards, and appropriate financial-reporting practices.

4. Establishing and maintaining year-end closing procedures.

5. Preparing or assisting in preparing year-end financial statements, schedules, and disclosures for submission to the independent auditor.

6. Advising management regarding revenue recognition, grant accounting, capital assets, property inventory, accounts payable, accounts receivable, accruals, deferred revenue, and other accounting matters.

7. Assisting with the development and implementation of internal financial controls.

8. Identifying accounting discrepancies, control weaknesses, missing documentation, or unusual financial activity and promptly notifying the Chief Executive Officer or designated Land Bank representative.

9. Assisting the Land Bank in responding to accounting questions from the Board, Audit Committee, Governance Committee, Finance Committee, County officials, grant agencies, and regulators.

D. Outsourced Controller Services

The selected firm shall serve as the Land Bank’s outsourced accounting and controller resource and shall:

1. Provide senior-level financial oversight of the Land Bank’s accounting system.

2. Review monthly reconciliations, financial statements, journal entries, and supporting schedules.

3. Monitor the Land Bank’s financial position, available cash, outstanding obligations, grant balances, property costs, and budget performance.

4. Assist management in developing annual operating and program budgets.

5. Assist with budget amendments and financial projections.

6. Provide cash-flow projections when requested.

7. Assist with the development of financial policies, including policies addressing:

○ Cash receipts and deposits;

○ Accounts payable;

○ Check signing and electronic payments;

○ Bank reconciliations;

○ Credit or purchasing cards;

○ Procurement documentation;

○ Grant accounting;

○ Property-related accounting;

○ Capital assets;

○ Record retention;

○ Fraud prevention;

○ Conflicts of interest; and

○ Segregation of financial duties.

8. Provide recommendations for improving financial controls and administrative efficiency.

9. Assist the Chief Executive Officer and Treasurer in understanding and presenting the Land Bank’s financial position.

10.Be available to answer reasonable accounting and financial-management questions from authorized Land Bank representatives.

E. Monthly Financial Reporting

The selected firm shall prepare a complete monthly financial-reporting package in time for inclusion in each regular Board meeting packet.

Monthly reports shall be delivered by the deadline established by the Land Bank and shall generally include:

1. Statement of net position or balance sheet;

2. Statement of revenues, expenses, and changes in net position;

3. Budget-to-actual report for the current month and fiscal year to date;

4. Cash and bank-account summary;

5. Accounts-payable aging report;

6. Accounts-receivable aging report, if applicable;

7. Check register or transaction-detail report;

8. Grant and funding-source report;

9. Property and project expenditure report;

10.Schedule of restricted and unrestricted funds;

11.Schedule of outstanding obligations and contractual commitments;

12.Year-to-date administrative and program expenditures;

13.Explanation of significant budget variances;

14.Identification of unusual transactions, financial concerns, or upcoming cash needs; and 15.Other reports reasonably requested by the Board, Treasurer, Chief Executive

Officer, or Audit Committee.

Reports must be understandable to Board members who may not have an accounting background.

The selected firm may be required to attend Board or committee meetings to explain financial reports and answer questions.

F. Required Meetings and Communication

The selected firm shall participate in two financial-management meetings per month with the Chief Executive Officer, Treasurer, designated staff, or other authorized representatives.

Meetings may be conducted virtually unless an in-person meeting is requested.

The selected firm shall also:

1. Respond to routine inquiries within two business days;

2. Promptly report urgent financial or compliance issues;

3. Participate in additional meetings during budget preparation, year-end closing, PARIS reporting, and the annual audit; and

4. Attend Board or committee meetings when reasonably requested.

The proposed fee shall clearly identify whether regular meetings and Board attendance are included in the monthly or annual fee.

G. PARIS and Public-Authority Reporting Support

The selected firm shall provide comprehensive assistance with the Land Bank’s required filings through the New York State Public Authorities Reporting Information System, commonly known as PARIS.

Services shall include:

1. Becoming familiar with current Authorities Budget Office and Office of the State Comptroller reporting requirements applicable to the Land Bank.

2. Maintaining accounting records throughout the year in a manner that supports accurate and timely PARIS reporting.

3. Preparing and reconciling financial information required for the annual PARIS budget report.

4. Preparing and reconciling financial information required for the PARIS annual report.

5. Preparing supporting schedules for revenues, expenses, assets, liabilities, debt, procurement, property transactions, grants, staffing, compensation, and other reportable financial information.

6. Assisting with entry of financial information into PARIS when authorized and provided with an appropriate PARIS user role.

7. Providing the Chief Executive Officer, Treasurer, Board, and designated certifying officials with copies of proposed PARIS financial information for review before certification.

8. Correcting validation errors and reconciling inconsistencies identified during the PARIS submission process.

9. Coordinating with Land Bank staff, the independent auditor, the Authorities Budget Office, and the Office of the State Comptroller when necessary.

10.Maintaining copies of submitted reports, supporting schedules, certifications, and correspondence.

11.Monitoring reporting deadlines and providing management with reasonable advance notice of information needed to complete each filing.

12.Assisting with amendments or corrections to previously submitted reports when required.

Final review, Board acceptance, and certification of PARIS reports shall remain the responsibility of the appropriate Land Bank officers and Board.

H. Annual Audit Preparation and Support

The selected accounting firm shall prepare the Land Bank’s books and records for examination by the separately retained independent auditor.

Audit-support services shall include:

1. Completing the annual accounting close.

2. Preparing a final adjusted trial balance.

3. Reconciling all balance-sheet accounts.

4. Preparing schedules requested by the independent auditor.

5. Preparing property, grant, capital-asset, revenue, expense, payable, receivable, and cash schedules.

6. Organizing invoices, contracts, bank statements, Board approvals, grant documents, property records, and other supporting materials.

7. Preparing the auditor’s requested “prepared by client” documentation.

8. Responding promptly to reasonable auditor questions.

9. Preparing proposed adjusting journal entries for review.

10.Assisting management in evaluating audit adjustments and recommendations.

11.Assisting with the preparation of management’s response or corrective-action plan for any audit findings or recommendations.

12.Coordinating the audit schedule so the final audit can be completed within all applicable legal and regulatory deadlines.

The accounting firm shall not perform the independent audit and shall remain organizationally separate from the firm selected to provide independent auditing services.

I. Budget Development and Financial Planning

The selected firm shall assist with:

1. Preparation of the annual operating and program budget;

2. Preparation of budget assumptions and supporting schedules;

3. Entry and reconciliation of the adopted budget in QuickBooks;

4. Preparation of budget amendments;

5. Multi-year revenue and expense projections when requested;

6. Grant and project cash-flow planning; and

7. Preparation of financial information for Board resolutions, grant applications, contracts, and other organizational documents.

J. Additional Services

The Land Bank may request additional related services, including:

● Federal or State informational tax filings, if applicable;

● Grant-specific financial reports;

● Financial information for funding applications;

● Assistance responding to monitoring reviews;

● Development of specialized internal-control procedures;

● Financial training for Board members or staff; and

● Other accounting or financial-management services.

Proposers shall identify hourly rates or separate fees for services not included in the base proposal.

4. REQUIRED QUALIFICATIONS

The selected firm must demonstrate:

1. Professional accounting qualifications appropriate for the services being proposed.

2. Experience providing both bookkeeping and higher-level accounting or controller services.

3. Experience with QuickBooks Online implementation and administration.

4. Knowledge of generally accepted accounting principles and applicable governmental accounting standards.

5. Experience with public authorities, local development corporations, land banks, municipalities, governmental entities, nonprofit organizations, or grant-funded organizations.

6. Familiarity with PARIS, the New York State Authorities Budget Office, and Office of the State Comptroller reporting requirements, or the ability to demonstrate a clear plan for acquiring that knowledge.

7. Experience preparing financial records for an independent audit.

8. Capacity to provide consistent services during the entire three-year contract period.

9. Appropriate professional, general liability, workers’ compensation, disability, and cybersecurity insurance.

10.Strong professional references.

Preference may be given to firms with direct experience serving New York land banks or local public authorities.

5. PROPOSAL REQUIREMENTS

Proposals should include:

A. Firm Information

● Legal name and business address;

● Year established;

● Ownership structure;

● Number of employees;

● Primary contact information;

● Location of the office that will serve the Land Bank; and

● Identification of any subcontractors.

B. Qualifications and Experience

● Description of relevant accounting, bookkeeping, QuickBooks, controller, PARIS, grant-accounting, and audit-support experience;

● Description of experience with public authorities, land banks, governmental entities, and nonprofit organizations;

● Examples of similar engagements; and

● Description of the firm’s understanding of the needs of a newly established, low-volume land bank.

C. Proposed Engagement Team

● Names and titles of individuals assigned to the engagement;

● Professional licenses and certifications;

● Relevant experience;

● Role of each team member;

● Identification of the primary day-to-day contact; and

● Resumes or professional biographies.

The Land Bank must approve any material changes to the proposed engagement team.

D. Technical Approach

The proposal shall describe:

● The proposed QuickBooks setup process;

● The proposed accounting and bookkeeping workflow;

● Procedures for obtaining and approving financial documents;

● Monthly closing and reconciliation procedures;

● Monthly reporting procedures;

● Internal quality-control procedures;

● Approach to PARIS reporting;

● Approach to annual audit preparation;

● Communication and meeting procedures;

● Data-security and backup practices;

● Transition procedures at the beginning and end of the contract; and

● Anticipated implementation schedule.

E. Fee Proposal

The proposer shall provide:

1. A fixed monthly or annual fee for each of the three contract years;

2. A detailed explanation of services included in the base fee;

3. Hourly rates for additional services;

4. Separate pricing for optional services;

5. Any anticipated software, travel, administrative, or reimbursable costs;

6. Any proposed annual escalation; and

7. Any assumptions upon which the fee is based.

The Land Bank prefers a predictable fixed-fee structure appropriate to its limited initial transaction volume.

F. References

Provide at least three references for comparable accounting or controller engagements.

References should include organization name, contact person, title, telephone number, email address, services provided, and length of engagement.

G. Conflicts and Independence

The proposer shall disclose:

● Any actual, potential, or perceived conflicts of interest;

● Any current or prior relationship with Washington County, the Land Bank, its

Board members, officers, employees, contractors, or professional service providers;

● Whether the firm intends to submit a proposal for the Land Bank’s independent auditing services; and

● Any matter that could affect the firm’s objectivity.

The firm selected under this RFP will not be eligible to serve as the Land Bank’s independent auditor during the same period.

H. Certifications

The proposer shall certify that:

● The information contained in its proposal is accurate;

● The proposer is authorized to conduct business in New York State;

● The proposer is not suspended or debarred from public contracting;

● The proposer will comply with applicable federal, State, and local laws;

● The proposer will maintain confidentiality and appropriate cybersecurity protections; and

● The proposer will comply with the Land Bank’s policies and contract requirements.

6. EVALUATION CRITERIA

Proposals may be evaluated using the following criteria:

● Relevant accounting, public-authority, land-bank, governmental, or nonprofit experience: 25 points

● Qualifications and experience of the proposed engagement team: 20 points

● Quality and completeness of the technical approach: 20 points

● QuickBooks, PARIS, financial-reporting, and audit-support capabilities: 15 points

● Cost and overall value: 15 points

● References, availability, and demonstrated ability to meet deadlines: 5 points

The Land Bank may conduct interviews with one or more proposers before making a selection.

Award will be made based on qualifications, responsiveness, cost, demonstrated understanding of the engagement, and overall best value to the Land Bank. The lowest-cost proposal will not necessarily be selected.

7. CONTRACT TERM

The anticipated contract term is three years, beginning approximately [TBD] and ending

[TBD].

Continuation in years two and three shall be subject to:

● Satisfactory performance;

● Board approval;

● Continued need for the services;

● Availability and appropriation of funding; and

● Compliance with the resulting agreement.

The Land Bank may terminate the agreement in accordance with the termination provisions contained in the final contract.

8. PROPOSAL SUBMISSION

Proposals must be received no later than:

5:00PM on Aug 24th, 2026

Electronic proposals shall be submitted in PDF format to:

Jadyn Defayette Email: jdefayette@northcountryruraldevelopment.org

Proposers are responsible for ensuring timely receipt.

9. QUESTIONS

Questions regarding this RFP must be submitted in writing by August 24th, 2026 to:

Jadyn Defayette Email: jdefayette@northcountryruraldevelopment.org

Responses to material questions may be distributed to all known proposers or posted publicly.

10. RESERVATION OF RIGHTS

The Land Bank reserves the right to:

● Reject any or all proposals;

● Waive minor irregularities or informalities;

● Request clarification or additional information;

● Conduct interviews;

● Negotiate the scope, terms, and price;

● Verify references and qualifications;

● Award all or part of the requested services;

● Cancel or reissue this RFP;

● Amend the procurement schedule;

● Decline to make an award; and

● Select the proposal determined to provide the best overall value.

All costs associated with preparing a proposal are the responsibility of the proposer.

11. EQUAL OPPORTUNITY

The Washington County Land Bank is an equal-opportunity organization.

Minority-owned, women-owned, service-disabled veteran-owned, disadvantaged, and locally based professional firms are encouraged to submit proposals.