Request for Proposal – Accounting System Implementation Manager

Statement of Purpose

Meridian is looking for assistance in managing implementation of a new accounting system.  The current system is Microsoft Dynamics SL version 2015. New systems under consideration include Sage Intact and Microsoft Dynamics Business Central.  Timing is not yet certain but could commence in early September and extend through December/January.  Although not yet certain, we currently estimate about 20 hours per week.

Background Information

Meridian is a nonprofit, nonpartisan diplomacy center that connects leaders through culture and collaboration to drive solutions for global challenges. Founded 60 years ago, Meridian works with governments, the private sector and the diplomatic community to develop exchange, training, culture and convening programs to help leaders address global challenges and opportunities.

Meridian employs approximately 115 employees and total revenues in 2019 were $42.5 million.  The Finance Department includes ten employees focused on accounting, financial planning & analysis and compliance.   We currently use Microsoft Dynamics SL version 2015 for general ledger, accounts payable and accounts receivable processing. Processes are quite labor intensive and paper-based.  Planning and reporting is managed through Adaptive Insights, which was implemented in 2018.

Meridian is primarily funded through Federal grants and contracts as well as contributions from corporations, foundations and individuals.  There are some private sector contracts.  Most programs are funded through Bureau of Educational and Cultural Affairs of the US Department of State

Scope of Work

The basic scope of work is to manage the project and lead coordination between the Meridian Finance team and the system implementation consulting team.  Responsibilities will include project management and administration (i.e. keeping the project running on time and on budget), managing invoices and the related accounting, coordinating with Meridian’s finance team to ensure they are providing input and feedback to implementation consultant, and assisting in system implementation tasks as needed in relation to the following:

  • Redesign of the chart of accounts and cost center structure and related data mapping
  • Redesign of accounts payable invoice processing to include automated workflow
  • Redesign of employee expense reporting and credit card reconciliation processes to include automated workflow
  • Improvement in automated allocations
  • Improvement in revenue recognition processes
  • Development of automated work flow in general ledger processes including storage and retention of journal entry supporting documentation

The successful candidate should have a strong background in non-profit accounting and experience in ERP implementation within the non-profit sector.  Experience with and understanding of Federal funding is strongly preferred.  Experience with Microsoft Dynamics SL, Sage Intaact and Microsoft Dynamics Business Central is also preferred.

Other deliverables

Please estimate the time and fees required for this project. If you quote the project in terms of time and materials, please include a not-to-exceed estimate.

Please include the following in your response:

  • Accounting experience and qualifications – Please summarize the experience and qualifications of the candidate in non-profit accounting, including experience with Federal grants and contracts.
  • System implementation experience and qualifications – Please summarize the experience and qualifications of the candidate in ERP/accounting system implementations. Experience in converting from Microsoft Dynamics SL to other systems such as Sage Intacct and Business Central should be highlighted.
  • References – Please provide three references for accounting system implementations managed or led by the candidate.

Contractual Conditions

All contractors must adhere to Meridian’s policy on Human Trafficking and Privacy.

Confidentiality

This RFP contains information that is proprietary and confidential to Meridian, who has all rights of copyright in it. Any dissemination, distribution, reproduction, or disclosure in any form of the content of this document is forbidden without prior written permission by Meridian contacts. This proposal document may not be used for any purpose other than by the vendors for developing their response to it, and all reasonable efforts must be taken by the vendors to ensure confidentiality of the document itself and any information provided therein. This document and any other information of a confidential nature which may be provided to the vendor during the course of the RFP process are and will be covered by the non-disclosure agreement in place between Meridian and the vendor.

Obligations and Acceptance

Meridian is not obliged to disclose the reasons behind any decision taken in response to this RFP to any parties. Meridian shall not be obligated to accept and reserves the right to, in its sole discretion, reject any proposal, in whole or in part. Meridian reserves the right, in its sole discretion, to waive non-compliance of any supplier. Meridian reserves the right to take any of the following courses of action, among other courses not listed below:

  • Enter into negotiations with any vendor that provides the services to which this RFP relates;
  • Develop a short list and re-issue a revised RFP;
  • Meet with one or more firms to further discuss their proposals;
  • Negotiate directly with one or more vendors;
  • Re-package the offering and negotiate with one or more vendor
  • Do nothing and keep the information on file for future reference.

By submitting a proposal under this RFP, the vendor acknowledges that being selected as the winner of this RFP does not provide any guarantee or advantage toward being awarded any subsequent work in connection with the current subject matter or otherwise, including by being selected the winner of any subsequent RFP, and Meridian shall have no obligation to award any such subsequent work to the winner of the current RFP.

Evaluation and Award Process

Meridian may ask for demonstrations and discussions regarding your recommendations.

Proposals will be evaluated based on how well the proposed system meets Meridian’s needs and addresses current plan points including deliverables and SoW.   Response and questions should be addressed to Theresa Furman, Chief Financial Officer, at tfurman@meridian.org

We anticipate the following schedule:

  • August 17, 2020: Request for proposal issued by Meridian International Center
  • September 11, 2020: Proposals due
  • September 15, 2020: Selection announced