Request for Proposals for Accounting Services

1. About CUTV

CUTV – Community University Television is a not-for-profit organization based in Quebec.

CUTV is seeking proposals from qualified individual accountants or accounting firms to provide professional accounting services and financial oversight.

CUTV currently has a bookkeeper responsible for day-to-day bookkeeping and financial reporting. The accountant or accounting firm selected through this process will work collaboratively with the existing bookkeeper and focus primarily on professional accounting oversight, financial reporting, year-end accounting, annual audited financial statements, compliance, and financial advice.

2. Purpose of the Request for Proposals

CUTV is inviting qualified independent accountants and/or accounting firms to submit proposals for accounting services to the organization.

CUTV is looking for a service provider who can:

• Review and oversee the work of the existing bookkeeper;
• Ensure that CUTV's financial records are accurate and properly maintained;
• Prepare and/or review periodic financial statements;
• Complete year-end accounting work;
• Provide or conduct CUTV's annual audit and prepare the audited financial statements, where applicable;
• Assist with government, tax, and regulatory requirements;
• Provide financial advice to management and the Board of Directors; and
• Identify financial issues, risks, and opportunities for improvement.

3. Scope of Services

3.1 Financial Oversight and Review

The service provider will:

• Review bookkeeping records and financial transactions;
• Review bank and account reconciliations;
• Review general ledger activity and account classifications;
• Identify discrepancies or accounting issues;
• Provide recommendations regarding accounting procedures and internal controls; and
• Work collaboratively with CUTV's existing bookkeeper.

3.2 Year-End Accounting

The service provider will assist with CUTV's annual year-end process, including:

• Review of year-end accounts;
• Year-end adjustments, including accruals, deferrals and amortization;
• Review of receivables and payables;
• Review of grant revenues and related expenditures;
• Reconciliation of balance-sheet accounts;
• Preparation of year-end working papers; and
• Coordination with CUTV's bookkeeper and other financial professionals.

3.3 Annual Audit and Audited Financial Statements

CUTV is seeking a service provider that can provide or conduct its annual audit and prepare the organization's audited financial statements.

Services may include:

• Preparing and reviewing year-end accounts
• Preparing audit working papers and supporting schedules;
• Conducting the annual audit, where the proponent is qualified to do so;
• Preparing and/or finalizing CUTV's annual audited financial statements;
• Communicating with CUTV management, Treasurer, Finance Committee, and Board of Directors as required;
• Identifying and communicating accounting or internal-control matters;
• Responding to reasonable audit-related questions; and
• Presenting the audited financial statements to the Board or Annual General Meeting, if requested.

Proponents must clearly identify whether they will conduct the audit themselves or use another qualified professional or firm.

3.4 Tax and Regulatory Compliance

The service provider should be able to advise and/or assist CUTV with applicable requirements, including:

• GST/QST matters;
• T4 and other applicable information reporting;
• Applicable tax filings;
• Government reporting;
• Grant-related financial reporting; and
• Other accounting or regulatory requirements relevant to CUTV.

4. Relationship With Existing Bookkeeper

CUTV's existing bookkeeper will continue to be responsible for day-to-day bookkeeping activities.

The selected accountant or accounting firm will provide professional accounting oversight and will not be expected to duplicate routine bookkeeping services unless specifically requested by CUTV.

The division of responsibilities will be agreed upon at the beginning of the engagement.

5. Qualifications and Experience

Proponents should demonstrate:

• Relevant professional accounting qualifications and/or designation;
• Experience providing accounting services to not-for-profit organizations;
• Knowledge of Quebec accounting, tax, and regulatory requirements;
• Experience preparing or reviewing financial statements;
• Experience with annual audits and year-end accounting;
• Experience working with Boards of Directors and/or Finance Committees;
• Strong understanding of financial controls and reporting; and
• Ability to communicate financial information clearly to non-accounting personnel.

Experience with community organizations, media organizations, grant-funded organizations, or similar organizations is an asset.

6. Proposed Service Arrangement

Proponents should describe their proposed service arrangement, including:

• Frequency of accounting reviews;
• Expected hours per month or year;
• Services included in the proposed fees;
• Services billed separately;
• Expected response time;
• Whether services will be provided remotely, on-site, or both; and
• The individual(s) who will be responsible for CUTV's account.
  CUTV is open to proposals from both individual accountants and accounting firms.

7. Proposal Requirements

Proposals should include:

A. Proponent Information

• Name of individual or firm;
• Address;
• Telephone number;
• Email address;
• Website, if applicable; and
• Primary contact person.

B. Qualifications and Experience

• Professional designation(s), where applicable;
• Education and qualifications;
• Years of professional experience;
• Experience with Quebec not-for-profit organizations;
• Relevant audit and accounting experience; and
• At least two professional references.

C. Proposed Approach

Please describe:

• How you would work with CUTV's existing bookkeeper;
• How you would review and oversee the accounts;
• How frequently you recommend financial reviews;
• How financial information would be presented to management and the Board;
• Your approach to year-end accounting and the annual audit; and
• How accounting issues or financial risks would be communicated to CUTV.

D. Fees

Proponents should complete Appendix A – Pricing Schedule and clearly identify all included services, additional services, hourly rates, and applicable expenses.

8. Proposal Evaluation

CUTV will consider the following when reviewing proposals:

• Qualifications and relevant experience;
• Experience with not-for-profit organizations;
• Understanding of CUTV's requirements;
• Proposed approach;
• Ability to work effectively with the existing bookkeeper;
• Availability and responsiveness;
• Fee structure;
• References; and
• Overall suitability of the proposed services for CUTV.

CUTV may contact proponents for clarification or additional information before making a decision.

10. Confidentiality and Conflict of Interest

The selected service provider will be expected to maintain confidentiality regarding CUTV's financial, operational, personnel, and other confidential information.

Proponents should disclose any actual or potential conflict of interest that could affect their ability to provide professional services to CUTV.

11. Submission of Proposals

Proposals should be submitted electronically to:

CUTV – Community University Television
Attention: Rebeccah Redden
Email: operations@cutvmontreal.org

Submission deadline: October 9, 2026 at 5 pm Eastern Time.

12. Questions

Questions regarding this Request for Proposals should be submitted to:

Rebeccah Redden
Email: operations@cutvmontreal.org

13. General Conditions

This is an open request for proposals. Submission of a proposal does not guarantee that CUTV will select or hire a proponent.

CUTV reserves the right to accept or reject any proposal, request additional information or clarification, negotiate terms with a proponent, or decide not to proceed with the engagement.

CUTV will not be responsible for any costs incurred by proponents in preparing or submitting a proposal.

No contract will exist unless and until a written agreement is signed by CUTV and the selected accountant or accounting firm.

Appendix A – Pricing Schedule

Proponent Name: ______________________________________

Please provide all fees in Canadian dollars (CAD).

A. Ongoing Accounting Oversight

Service

Proposed Fee

Monthly accounting review and oversight

$__________

Quarterly accounting review and oversight

$__________

Annual accounting oversight

$__________

Other proposed arrangement

$__________

Estimated hours included: __________________

B. Year-End Accounting

Service

Proposed Fee

Year-end account review and adjustments

$__________

Preparation of year-end working papers

$__________

Preparation of financial statements for audit

$__________

Other year-end services

$__________

C. Annual Audit and Audited Financial Statements

Service

Proposed Fee

Annual audit

$__________

Preparation/finalization of audited financial statements

$__________

Presentation to Board/AGM, if requested

$__________

Other audit-related services

$__________

Total annual audit fee: $__________

D. Additional Services

Professional / Service

Hourly Rate

Partner / Principal

$__________

CPA

$__________

Senior Accountant

$__________

Other

$__________

E. Optional Services

Service

Proposed Fee

Budget preparation / forecasting

$__________

Grant financial reporting

$__________

Tax return preparation

$__________

GST/QST support

$__________

Financial policy/internal-control review

$__________

Board/Finance Committee presentation

$__________

Other

$__________

F. Annual Fee Summary

Component

Annual Fee

Ongoing accounting oversight

$__________

Year-end accounting preparation

$__________

Annual audit and audited financial statements

$__________

Other mandatory services

$__________

Estimated Total Annual Fee

$__________

Taxes: ☐ Included ☐ Excluded

Additional expenses/disbursements:
☐ None anticipated
☐ Applicable — please describe:

G. Pricing Assumptions and Exclusions

Please identify any assumptions, exclusions, or circumstances that could result in additional charges.

Proponent Signature: _________________________________

Name and Title: ______________________________________

Date: _______________________________________________