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RFP: Bookkeeping & Accounting

West Yellowstone Foundation

Request for Proposals: Bookkeeping and Accounting Services

Issue Date: December 15, 2025

Proposal Due Date: January 15, 2026

 

1. About the Organization

The West Yellowstone Foundation (WYF) is a nonprofit organization located in West Yellowstone, Montana. Our mission is to strengthen the sense of community and enhance economic vitality in West Yellowstone and the Hebgen Lake Basin. WYF’s vision is to Build Community Together, focusing on seven target areas: basic human needs, education, conservation, historic preservation, natural resources, economic development, and arts and culture.

 

WYF employs two full-time and four part-time staff members and operates with an annual budget of approximately $596,150. The Foundation provides six primary lines of community service: public transportation, postsecondary scholarships, community grants, endowments, fiscal sponsorships, and addressing other pressing community needs such as attainable housing. WYF also plans a major facility expansion project in the next 1–2 years, this will be funded largely through the Montana Department of Transportation.

 

Address: 420 Yellowstone Ave, PO Box 255, West Yellowstone, MT 59758

 

2. Scope of Services

WYF seeks proposals from qualified accounting firms or independent professionals to provide bookkeeping and accounting services tailored to nonprofit organizations. Services should include, but are not limited to:

2.1 Bookkeeping & Fund Accounting

  • Record all financial transactions in accordance with GAAP for nonprofit organizations.

  • Maintain fund balances and track restricted and unrestricted net assets.

  • Reconcile all bank accounts monthly (currently: 2 checking and 2 money market).

  • Reconcile investment accounts quarterly (2 accounts at Vanguard, 1 stock gifting account, 22 endowments held at MCF)

  • Bill pay as directed by the Executive Director (bookkeeper prints checks but has no direct bank access).

  • Track revenue and code donor contributions provided by WYF staff.

  • Reconcile endowment statements from Montana Community Foundation and One Valley Community Foundation quarterly.

  • Track restricted program funds separately (e.g., transit program, scholarships).

2.2 Financial Reporting

  • Prepare monthly and quarterly internal financial statements, including:

    • Statement of Financial Position (Balance Sheet)

    • Statement of Activities (Income Statement)

  • Prepare custom financial reports for board meetings, donors, and grantors as requested.

  • Attend one quarterly board meeting in person to present financial statements and answer questions.

2.3 Tax & Regulatory Compliance

  • Preparation and filing of IRS Form 990 and state charitable registration filings if applicable.

  • Support compliance with nonprofit status requirements.

  • Provide any necessary documentation for annual compilation report or audit.

  • Prepare quarterly transit program reports for Montana Department of Transportation (MDT).

2.4 Payroll Services

  • Process monthly payroll for approximately 5 staff members (paychecks due on the 5th).

  • Prepare payroll tax filings monthly and quarterly.

  • Provide annual payroll reports including W-2s.

2.5 Advisory & Support

  • Budget preparation assistance.

  • Internal controls consulting and fraud prevention recommendations.

  • Support for year-end audit or compilation review.

  • Assistance with accounting needs related to WYF’s facility expansion project.

2.6 Software & Access

  • Support QuickBooks Online, granting WYF staff the ability to run reports and maintain oversight.

  • Ensure secure handling of financial data and compliance with data security best practices.

 

3. Current Accounting Environment

  • QuickBooks Desktop used through current accounting firm, transitioning to QuickBooks Online preferred. Open to WYF paying for the subscription directly or through bookkeeping service.

  • 5-6 staff receive payroll (2 currently on direct deposit).

  • Approximate monthly transaction volume: 15–20 checks, increasing during August and September.

  • 1–3 grants managed per year; donor contributions tracked by WYF staff.

 

4. Proposal Submission Requirements

Proposals must include:

  • Firm or individual background, including nonprofit accounting experience.

  • References from at least three nonprofit clients.

  • Detailed description of services offered and approach to nonprofit bookkeeping, payroll, grant tracking, and reporting.

  • Proposed fee structure (flat monthly, hourly, or hybrid).

  • Estimated timeline for transition from current provider.

 

5. Evaluation Criteria

Proposals will be evaluated on:

  • Cost and fee structure

  • Experience with nonprofit organizations and community foundations

  • Experience managing restricted funds and grant reporting

  • Proximity and availability for in-person/zoom board meetings (preference for local providers)

  • References and client satisfaction

 

6. Additional Requirements

  • Proof of professional liability insurance and errors & omission bond coverage is preferred.

  • References from three clients must be included, prefer nonprofit but similar size organization is acceptable.

  • Background checks and data security compliance may be requested for the selected provider.

 

7. Submission Instructions:

  • Submit proposals via email as a PDF to Carrie Coan at carriecoan@westyellowstonefoundation.org.

  • Deadline: 5pm on January 15, 2026.

  • Questions may be directed to the same email, answers will be shared with all bidders.

  • Firms will receive confirmation of receipt.

  • Interviews may be requested at WYF’s discretion.

 

8. Contract Terms

  • Expected start date: February or March 1, 2026.

  • Initial contract term: 1 year, with potential renewal based on performance.

 

 


 
 
 

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