Seeking Accounting Firms

Request for Proposal

The NYC & Vicinity District Council of Carpenters is accepting proposals from CPA firms to provide audit (and tax) services for our Council in the future. Interested parties should submit a proposal to us by 5pm on February 10, 2012, for consideration. Response must be sent to:

Matthew Walker, Director of Operations New York City District Council of Carpenters 395 Hudson St., 9th Fl. New York, NY 10014 A description of our Council, the services needed, and other pertinent information follows:

Background of NYC & Vicinity District Council of Carpenters

The NYC & Vicinity District Council of Carpenters is a 501(c)(5) Labor Organization, with a related 501(c)(3) Charity Fund , 527 PAC Fund, and two 501(c)(2) title holding corporations. Annual revenues are between $27 million and $29 million per year, and the Council employs 90 people in 2 locations. The Council is membership-based and has approximately 25,000 members. The Council has a June 30 fiscal year-end, with a requirement to file an audited financial statement with the Executive Committee, the Council Delegate Body and general membership and an LM-2 with the Office of Labor Management Standards, Department of Labor by September 30 of each year in addition to applicable tax returns required by the Internal Revenue Service.

Services to Be Performed

The District Council is seeking to hire two (2) firms. Based on the expertise of your firm, your proposal is expected to cover one or both of the following two positions (although a selected firm may only hold one position):

Position 1: Service to the District Council

1. Annual audit to be completed in compliance with the previously mentioned filing requirement and meetings with audit committee and/or members of management, as necessary

2. Tax filings for the Council, related Charity and PAC funds, and title holding Corporations.

3. Quarterly reviews of internally prepared financial statements 4. Annual list of recommendations for enhanced internal controls and compliance issues Position 2: Service to the Audit Committee.

As a part of this committee:

1. Monitor compliance with the financial requirements of the District Council Bylaws

2. Review the District Council’s financial systems and procedures, making recommendations regarding best practices on a periodic basis

3. Monitor the District Council so that no financial fraud or corruption occurs

4. Quarterly report to the Delegate Body (at a minimum)

5. Develop policies and procedures for the Audit Committee Request for Qualifications

The NYC & Vicinity District Council of Carpenters is accepting proposals from CPA firms to provide audit (and tax) services for our Council in the future. Interested parties should submit a proposal to us by 5pm on February 10, 2012, for consideration. Response must be sent to:

Matthew Walker, Director of Operations
New York City District Council of Carpenters
395 Hudson St., 9th Fl.
New York, NY 10014

1. Describe your firm, discussing its audit philosophy, including the use of technology, and how it may differ from other firms.

2. Describe in particular, your firm’s local office; that is, partners, staff, and clients served.

3. Describe your firm’s local and national not-for-profit practice, including participation in professional, government, or other organizations related to the Union industry. Please also describe Union organizations similar to us.

4. Provide a list of other Union organizations your firm audits, both locally and nationally. Additionally, please indicate those Union organization clients your firm has obtained during the last three years. 

5. Identify the partners and managers who might be assigned to the audit. Please provide bios. Also, please identify other professionals resident in your local office who are qualified to serve our Council and their experience serving similar Union organizations.

6. Describe your firm’s capabilities and commitment to provide tax, information systems consulting and other management services to Union organizations. Identify any that are unique in this field.

7. Please provide local references from clients for whom you provide similar services.

Your Response to This Request for Proposal

In responding to this request, we request the following information:

1. Detail your firm’s experience in providing auditing and tax services to Union organizations in the not-for-profit industry, as well as associations of a comparable size to NYC & Vicinity District Council of Carpenters (the Council).

2. Provide information on whether you provide services to any related industry associations or groups.

3. Discuss the firm’s independence with respect to the Council.

4. Discuss commitments you will make to staff continuity, including your staff turnover experience in the last three years.

5. Identify the five largest not-for-profit clients your firm (or office) has lost in the past three years and the reasons. Also discuss, in instances when loss of the client was due to an unresolved auditing or accounting matter, the process of attempting to resolve the issue(s).

6. Identify the partner, manager, and in-charge accountant who will be assigned to our job if you are successful in your bid, and provide biographies. Indicate any complaints against them that have been leveled by the state board of accountancy or other regulatory authority, if any. Indicate any corrective actions that have been taken by the firm with respect to these people.

7. Describe how your firm will approach the audit of the Council, including the use of any association or affiliate member firm personnel and the areas that will receive primary emphasis. Also discuss the firm’s use of technology in the audit. And finally, discuss the communication process used by the firm to discuss issues with the EST, financial management team and audit committees of the Executive Board.

8. Set forth your fee proposal for the fiscal year ending June 30, 2012 audit, with whatever guarantees can be given regarding increases in future years. Provide your proposed fee for the required quarterly review work and for tax preparation. Your fee proposal should also delineate hours by level of staff. 

9. Describe how you will bill for questions on technical matters that may arise throughout the year. 

10. Furnish current standard and discounted billing rates for classes of professional personnel. 

11. Provide the names and contact information for other similarly sized clients of the partner and manager that will be assigned to the Council for reference purposes.

12. Describe how and why your firm is different from other firms being considered, and why our selection of your firm as our external accountants is the best decision we could make.

13. Include a copy of your firm’s most recent peer review report, the related letter of comments, and the firm’s response to the letter of comments.

Following are key contacts for information you may seek in preparing your proposal:

Key Personnel Michael Bilello EST (212) 366-7400
Matthew Walker Director of Operations (212) 366-7530
Judy Montreuil Chief Accountant (212) 366-3382

Requests for additional information, visits to our site, review of prior financial statements and tax returns, and appointments with the EST or financial management team (Director of Operations, Chief Accountant and member of accounting team) should be coordinated through our Chief Accountant. You may reach her at the number listed in this proposal. Please return the completed proposal to my attention at the address provided.

Relationship With Prior CPA or Current Service Provider

These services have been provided by Terrence R. Mooney, CPA. However, that firm is no longer able to provide the services our Council requires due to a lack of independence. In preparing your proposal, be advised that the EST and/or financial management team will give permission to contact the prior auditors.

Evaluation of Proposals

The Council will evaluate proposals on a qualitative basis. This includes our review of the firm’s peer review report and related materials, involvement with Union clients, interviews with senior engagement personnel to be assigned to the Council, results of discussions with other clients, and the firm’s completeness and timeliness in its response to us.