Request for Proposal for Accounting/Bookkeeping Service for 2025 4H Junior Livestock AuctionRequest for Proposal San Miguel County, Colorado ( County ) is seeking proposals from qualified professionals to perform accounting services for the 2025 4H Junior Livestock Auction conducted through the duration of the San Miguel Basin Fair. This will include pre-event setup, event management, and post event accounts payable/receivable invoicing from purchasers and payment to participants.A detailed scope of work has been prepared including suggested staffing as a reflection of previous practices, and includes the use of existing Quickbooks files to manage existing accounts and to create new accounts. Annual files shall be maintained and provide back to the County for audit purposes. Deposits and reconciliation must be provided to San Miguel County and be compatible with the County's accounting needs.The successful bidder must be able to provide pre-event, event, and post event services to be considered. In person attendance at auction activities will also be critical. Consultants are invited to submit proposals by 4:00 PM MST, on Friday, July 30, 2025. Proposed ScheduleThe proposed schedule for the consultant selection is as follows:Milestone Proposed DatesRFP Issued May 20, 2025Questions Deadline May 26, 2025 4:00 PM Mountain TimeQuestions Response deadline May 27, 2025 4:00 PM Mountain TimeProposal Due June 2, 2025, 4:00 PM Mountain TimeNotification of Selection (Tentative) June 5, 2025, 5:00 PM Mountain TimeContract (Tentative) June 6th, 2025Project Kickoff (TBD)Project completion (TBD) No later than December 31, 2025All dates are subject to change at the discretion of the County.InquiriesInquiries or questions on the contents and requirements of the RFP will be accepted in written electronic form only. Inquiries can be emailed to the attention of: Paige Starks to For security reasons, you must enable JavaScript to view this E-mail address. using the subject line 2025 4H Accounting . The deadline for inquiries is Monday, May 26, at 4:00 PM Mountain Standard Time, after which no further inquiries will be address.Substantive requests for information received may be responded to in writing by the County in the form of an addendum to this RFP and sent to all recipients of the RFP.Proposal SubmissionThe proposals must be submitted by Monday, June 2nd at 4:00 PM Mountain Time. Late proposals will not be accepted. It is the Consultant's responsibility to see that the Proposal is received at the proper time. The County is not responsible for delayed deliveries due to connectivity problems. The time the proposal is logged as received in the City's email system shall determine the official time received. Please submit an electronic copy of the proposal to the attention of: Paige Starks to For security reasons, you must enable JavaScript to view this E-mail address. with subject heading RFP Response for 2025 4H Accounting .Bidding DocumentsRFP packages may be obtained by accessing the details on the San Miguel County website https://www.sanmiguelcountyco.gov/Bids.aspx or contacting Paige Starks at the Finance Department in Norwood.
Background
San Miguel County, Colorado, is seeking proposals from qualified professionals to perform accounting services for the 2025 4H Junior Livestock Auction during the San Miguel Basin Fair. The County serves approximately 8,000 citizens and encompasses a diverse region including mountain resort communities and ranching areas.
The San Miguel Basin Fair showcases projects from regional 4H participants and includes a Junior Livestock Sale where animals raised as part of the Fair are auctioned.
Work Details
The contractor will provide comprehensive accounting services, which include: pre-event setup, event management, and post-event accounts payable/receivable invoicing. Specific tasks include handling cash, checks, and credit card transactions; detailed reporting of auction results; commission management and payouts for participants; coordination with event staff for smooth financial operations; maintaining Quickbooks files for existing accounts and creating new accounts; ensuring all buyer information is inputted into Quickbooks; recording declared added money; financial record-keeping during the event; day-of-event support including buyer registration and checkout processes; post-event accounting including reconciliation and final reports.
Period of Performance
The contract period will commence upon selection of the consultant with project completion no later than December 31, 2025.
Place of Performance
The services will be performed in Norwood, Colorado, during the San Miguel Basin Fair scheduled from July 11 to July 20, 2025.
Bidder Requirements
Bidders must demonstrate their capability to provide the required services through a transmittal letter outlining their qualifications, project approach, staff experience, sample projects similar to this scope of work, exceptions to contract terms if any, and a fee estimate. Proposals must be submitted electronically by June 2, 2025.
