Hamilton County PlanetBids #1026-041

Bookkeeping and financial reporting for eight Hamilton County volunteer fire and rescue departments

Hamilton County is seeking accounting firms to provide bookkeeping and financial reporting for eight county-supported volunteer fire and rescue departments. - Government buyer: Hamilton County, Tennessee, Procurement Department, with coordination and oversight from the County Internal Audit Office. - Departments served: Dallas Bay, Flat Top, Highway 58, Mowbray, Sale Creek, Sequoyah, Special Tactics and Rescue Service (STARS), and Walden’s Ridge Emergency Service. - Services requested: Bookkeeping, adjusting journal entries, annual financial statements and analytical review, department-specific bank reconciliations, transaction entry and classification, fixed-asset inventories and depreciation schedules, invoice and receipt review, board-minutes review, and applicable check writing and deposits. - Prepare IRS Forms 990 and, where applicable, 941, plus the Tennessee Annual Financial Report and timely filing. - All departments must use QuickBooks Online. Work must follow GAAP, coordinate with each department and the Internal Audit Office, and provide detailed account records for review within six months after each department’s fiscal year end. - Qualifications and oversight: Firms must have at least five consecutive years of relevant experience and nonprofit bookkeeping experience, as well as applicable licenses or certifications. Certified Bookkeeper or Certified Public Bookkeeper credentials are identified; CPA status is preferred but not required. The County may select one or multiple firms. Evaluation emphasizes experience and references, qualifications, and cost. - Named prospective bidders/vendors: ABC FINANCIAL GROUP; Akix Group dba Apex Financial Services; Elliott Group Consulting LLC; Govguide; Turner, Warren, Hwang & Conrad AC; and VendorLink, LLC. These are listed as prospective bidders, not selected contractors. - OEMs: No product manufacturers or OEMs are identified.

Description

Hamilton County, Tennessee is soliciting sealed proposals from qualified accounting firms to provide bookkeeping services for nonprofit volunteer fire and rescue departments located within the county. Services include various bookkeeping tasks and filing federal and state reports; departments will use QuickBooks Online, and the County Auditor’s Office will serve as the point of contact and provide financial statement review. The County intends to award an initial three-year contract, with up to five additional one-year renewal terms, and reserves the right to award to one or multiple proposers. Proposals are due November 17, 2026, at 2:30 PM Eastern.

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