Christian Valley Park, CSD

CHRISTIAN VALLEY PARK COMMUNITY SERVICES DISTRICT RFP and BID for BOOKKEEPING and PAYROLL SERVICES

This is an (RFP) Request For Proposal.  We encourage you to bid even if you cannot perform every part of the duties that our last subcontractor has performed, just make a note of what you cannot perform.

The District's prior Bookkeeping service provider, who served for 20 years has just tendered their resignation.

CVPCSD is a UN-incorporated, Community Services District Enterprise primarily providing potable water and infrastructure for 632 billable customers, and responsible for maintaining District roads with property tax revenues. CVPCSD is a LAFCO subdivision of the State of California.

The general outline of what we require below:

As we are a local governmental municipal agency we are required to open this contract up for Bids. IF you feel that this solicitation fits within the purview of your service parameters, and you are interested in this type of contract, then we would greatly appreciate the submission of your Bid.

Current Bookkeeping/CPA services we have been receiving are as follows.

• Quarterly Financials
• Question: Will you provide other financial reports as necessary - example: comparing expenses from one year to the next, etc.
• Process monthly direct deposit payroll (if available)
• Prepare and submit tax deposits - both state and federal
• Direct Deposit of Paychecks (if available)
• Report employee wages and Board of Director's compensation to the State Controller's office annually. 
• Maintain the Depreciation Schedule 
• Reconcile 3 bank statements: plus 1 LAIF account
• Track the monthly reports from Placer County - and District funds which are received for the Direct Charges that pertain to a revenue Bond, referenced as the "Gayle Loop", and property taxes received
• Reconcile the District's checking accounts - the primary account for the district for deposits and payments
• Bookkeeping Service provider must have the capability of "Representing the District" in its annual audits. In so far as providing the records and all the needed backup work and to be able to host the auditor firm for the audit in their office (normally this audit historically takes between 2 - 3 days) 
• Bookkeeping Service provider shall make any adjusting entries per the auditor's requirements.

Additional facts monthly payables:

There are 2 people on the payroll: General Manager, Administrative Assistant.  The Board members are given a 1099 for all money received during the calendar year.

Monthly Salary: General Manager/ Secretary and Meter Reader positions are filled by one individual as a part time employee with no benefit plan.

Hourly wage: Assistant to the General Manager is a part time no greater than 20 hour a month position, with no benefit plan.

Monthly Contract plus charges: District's Water production facility is operated by a subcontractor.

NOTE: The District does all its own billing and collections on a Quarterly schedule and neither billing or collections are a task of the bookkeeper.

Additionally please answer the following questions:

1.) Our General Manager/ Secretary's desire is to have the continued convenience of being able to drop off the paperwork at your local office, rather than to have to scan and send them through email or postal mail. Is this something that is amenable to you?

2.) Would your firm have any particular issues with addressing any Board member directly? [There are 5 board directors]

3.) Please express how you would best accommodate anyone who has experienced identity theft and is not comfortable with disclosing their full Social Security Number.