that I bought the Proposal Pack. The reaction from my existing clients has been great! They are very impressed with how detailed and professional my new business proposals are."
August 20xx Macey Zylstra Owner Zylstra Accounting Service 1934 Main Street Suite Seaside OR Dear Ms. Zylstra
Breezy Beach Motel invites your company to submit proposal to provide accounting and associated services from Zylstra Accounting Service. Your company is well respected member of our community with known experience in the fields required for this proposal. You will find all the information you need included in this packet. We look forward to receiving your proposal and bid. Sincerely Grace Hallston Owner Breezy Beach Motel 503 555 9810 g.hallston@BreezyBeachMotel.com www.BreezyBeachMotel.com
Proposal August 20xx Invitation to Submit Proposal to Provide Accounting and Associated Services for Breezy Beach Motel Prepared for. Macey Zylstra Owner Zylstra Accounting Service Prepared by. Grace Hallston Owner Breezy Beach Motel Breezy Beach Motel is beachside motel in Seaside Oregon with rental units. We employ staff of in cleaning maintenance and management positions. Breezy Beach Motel is in need of accounting services that include accounting recordkeeping payroll bookkeeping and actuarial services. Breezy Beach Motel desires to contract with one local company that can provide all of these services. Requirements for submitting proposal and estimate for our contract include. Bidders must have minimum of three years of experience in the accounting industry Describe the experience and training of the accounting staff that will provide services. Bidders must provide payroll services Paychecks must be issued to all employees every two weeks and payroll taxes must be automatically deducted from salaries as required by law.
Bidders must provide bookkeeping and record keeping services Reservations and payments for motel rooms will be taken by our reservation service which will provide this information to the accounting service for input into standard bookkeeping format. Maintenance and replacement records and costs must be entered as well with all records preserved in an easily accessed format. Bidders must provide actuarial services These services include providing statistical information when needed advising management and contracting with appropriate agencies. All accounting staff must be experienced and vetted Provide work histories and background check information for all your staff. Bidders must provide five references from long term clients List references from five clients for whom you have provided continuous accounting services for minimum of one year. See the References page for format and details of information to be provided. Bidders must be located within miles of our location Breezy Beach Motel is dedicated to hiring locally and we desire for our accounting partner to be able to easily meet in person with our managers. List references from five clients for whom you have provided continuous accounting services for minimum of one year. Use the following format for each reference listed. Reference Name Reference company Reference title Phone. Reference phone mail. Reference mail Length of contract. Start and end dates of contract Services provided by. List personnel providing service URL to client’s site or portfolio page Description of services provided to this reference. Notes In addition to five long term client references you may also list other clients for whom you have done short term projects or with whom you have newer relationships. Key deadlines for accounting services are outlined below.
Description Deadline Payroll checks issued print or direct deposit Every two weeks Payroll taxes and other fees paid As required per federal and state regulations Updated bookkeeping report issued to hotel owner and managers First Friday of every month Payments made to suppliers utilities insurers etc. On time payments as required by each entity
Annual reconciliation of accounts January of each year for previous year Special reports for exceptional situations such as major repairs and insurance claims rare As requested by owner or managers Every proposal submitted should adhere to the following format guidelines. Submission Format
Submit proposals in printed format only on 8.5 size pages with margins of at least inch. Two copies must be submitted as described on the Evaluation page. Length Proposals of up to pages will be accepted. We expect most proposals to be in the 12 page range. Pages Required All proposals must include the following pages in the following order. Title Page Contact Information with signature of authorizing company official Experience Budget References. Additional sections may be included. Each section may consist of one or more pages. See the Requirements page for details about what to include as well as the Budget and References pages in this RFP. Fonts Fonts used should be Times New Roman or Helvetica no smaller than point type.
Additional Information See the Evaluation page in this RFP for criteria on which each proposal will be evaluated. Deliver two printed copies of your proposal by 5. 00pm PST Friday August 20xx to. Grace Hallston Owner Breezy Beach Motel 1000 Sand Blvd. Seaside Oregon
Proposals will be evaluated using the following criteria. How well the proposal meets the needs and requirements described in this RFP Experience level of company and staff Hiring and training practices for staff Availability of staff for meetings in Seaside Oregon Recommendations from other clients and general business reputation
The contract will be awarded on September 20xx. This decision will be posted on our website www.BreezyBeachMotel.com and will also be communicated by email to all project bidders. The following criteria must be met in order for the bid to be accepted. Contract Requirements All requirements must be met as outlined in the proposal. Contractual Obligations All contractual obligations must be met as outlined in the contract and addendums. Documentation Completed All required documentation including background check information for all employees must be completed and delivered. Breezy Beach Motel has set an annual cap of $25 for accounting services. This total should include the cost of all services listed on the Requirements page. Breezy Beach Motel will award one year contract to the winning bidder with options to renew each year. Costs for subsequent years may not exceed 5% more than the previous year.
Annual Budgets Accounting Costs Amount Amount Amount Payroll Bookkeeping Record keeping Actuarial and General Accounting Services
$27 562.50 Breezy Beach Motel 1000 Sand Blvd. Seaside Oregon PH 503 555 9810 FX 503 555 9811 www.BreezyBeachMotel.com
Describe the background information regarding the proposal. This can be your restatement of the purpose behind the grant or RFP being applied for. Show your understanding of the reason for submitting your proposal. This is typically used for grant proposal. Restate the need that has not been fulfilled. Restate the reason for the need not being fulfilled yet. For example it could be due to new federal mandate. Restate the opportunity now present for qualified applicants such as yourself and relate it to what you have to offer. Describe how your mission statement and philosophy are in line with the needs of the project.
Key project deadlines are outlined below. If needed explain here the form in which each item must be delivered on the deadline to whom and how delivery must be communicated and verified. Then list in the table below all of the important deadlines related to the project. Under Description be sure to include an accurate description of exactly what is expected to be delivered on the deadline. You may want to include the names of responsible parties along with the description. Under Deadline you may want to include time as well as date. Description Deadline Item to be delivered or milestone to be completed e. g. " Detailed engineering specifications" or " Spring Catalog" or " Web site prototype complete for design review" Item to be delivered or milestone to be completed Item to be delivered or milestone to be completed Item to be delivered or milestone to be completed Item to be delivered or milestone to be completed Item to be delivered or milestone to be completed Item to be delivered or milestone to be completed Item to be delivered or milestone to be completed Item to be delivered or milestone to be completed Item to be delivered or milestone to be completed
Insert detailed budget for the company. You can also use the Cost Summary template at the beginning of the proposal to show just the overall costs then detail them further in the Budget. Small proposals may only use one template or the other as you see fit. Income Sources. Income source Total from this source Income source Total from this source Income source Total from this source Annual Budgets Year 1 Year 2 Year 3 Assets Cash Insert Insert Insert Accounts Receivable Insert Insert Insert List all other financial income. Insert Insert Insert TOTAL ASSETS. A. Sum A. Sum A. Sum Expenses Accounts Payable Insert Insert Insert Taxes Payable Insert Insert Insert Line of Credit Insert Insert Insert Accrued Payroll Insert Insert Insert List all other expenses. Insert Insert Insert TOTAL EXPENSES. E. Sum E. Sum E. Sum Surplus Sum E Sum E Sum E Standard Disclaimer. The numbers represented above are to be used as an estimate. The above Budget does in no way constitute warranty of final price. Estimates are subject to change if specifications are changed cost of doing business changes or costs for outsourced services change before being locked in by binding contract.