Bar Harbor Chamber of Commerce Seeks RFP For Auditing and Financial Review Services

Request for Proposal

Professional Auditing and Financial Review Services

Issuing Organization: Bar Harbor Chamber of Commerce

Date of Issuance: September 14, 2026

Proposal Submission Deadline: October 14, 2026, 5:00 PM EST

Purpose and Scope of Work

The Bar Harbor Chamber of Commerce is soliciting proposals from qualified, licensed Certified Public Accounting (CPA) firms to provide multi-year professional Auditing and financial review services.

The selected firm will perform alternating service engagements over a four-year period, beginning with the fiscal year ending December 31, 2026:

• Year 1 (FY 2026): Full Financial Statement Audit
• Year 2 (FY 2027): Financial Statement Review
• Year 3 (FY 2028): Full Financial Statement Audit
• Year 4 (FY 2029): Financial Statement Review

Important Historical Context

Proposing firms should note that the Bar Harbor Chamber of Commerce has not completed a formal financial review or independent financial audit since 2003. Consequently, Year 1 (FY 2026) will require additional preliminary setup, internal control evaluations, and opening balance verifications to establish a reliable baseline for ongoing multi-year reporting.

Organization Background

The Bar Harbor Chamber of Commerce is a 501(c)(6) Non-Profit organization dedicated to promoting business prosperity and enhancing the economic climate of the Bar Harbor community.

• Primary Revenue Sources: Membership dues, event revenues, promotional publication sales, and visitor center operations
• Accounting System/Software: Quickbooks Online
• Operating Budget: Approx. $725,000 annually.

Scope of Services & Deliverables

1. Financial Statement Audit (Years 1 & 3)

   1. Express an independent opinion of the fair presentation of the Chamber’s financial statements in accordance with U.S. GAAP.

   2. Evaluate internal accounting controls and risk management procedures.

   3. Issue a formal Audit Report and Management Letter detailing findings, risk exposures, and actionable recommendations.

   4. Present final audit findings to the Finance Committee and Board of Directors.

2. Financial Statement Review (Years 2 & 4)

   1. Perform inquiry and analytical procedures to provide limited assurance that no material modifications are required for GAAP compliance.

   2. Issue a formal Accountant’s Review Report.

Proposal Submission Requirements

Proposing firms must submit a concise, structured proposal covering the following sections:

1. Firm Profile & Qualifications

   1. Overview of the firm, location, and non-profit industry experience (especially previous experience with membership associations and 501(c)(6) nonprofits).

   2. Verification of CPA license and peer review participation/results.

2. Team Experience & Key Personnel

   1. Profiles and qualifications of the engagement partner, manager, and primary staff.

3. Audit Approach & Transition Strategy

   1. Proposed methodology for conducting the Year 1 audit, specifically addressing how the firm will handle open balances given the multi-year gap since the 2003 audit.

   2. Sample schedule/timeline for fieldwork and final report generation. The organization’s fiscal year runs on a calendar year. The Board of Directors is hopeful to have the final report generation completed before the end of quarter 2.

4. Fees & Pricing Structure

   1. Fixed fee breakdown for each individual year (Years 1-4) covering the financial engagement (Audit or Review).

   2. Hourly rates for additional advisory services outside the standard scope.

5. References

   1. At least three (3) professional references, preferably from non-profit organizations or membership associations of similar scale.

Evaluation Criteria

Proposals will be evaluated by the Finance Committee and Board of Directors based on:

• Relevant Experience (30%): Demonstrated experience auditing 501(c)(6) or similar non-profit entities.

• Transition & Initial Audit Plan (25%): Depth and clarity of the proposed approach to address the audit gap since 2003.

• Cost & Value (25%): Multi-year fee structure competitiveness and clarity.

• Staff Qualifications (10%): Expertise and credentials of assigned personnel.

• References & Reputation (10%): Feedback from current and former non-profit clients.

RFP Timeline & Key Dates

Submission Instructions & Contact Information

Please submit your electronic proposal in PDF format to:

• Contact Person: Everal Eaton, Executive Director & Bryan Paxton, Board Treasurer

• Organization: Bar Harbor Chamber of Commerce

• Mailing Address: 93 Cottage Street, Suite 102, Bar Harbor, ME 04609

• Email Address: everal@visitbarharbor.com & paxton.bryan@gmail.com

• Phone: (207) 801-2566 ext. 13

Submissions must be received no later than 5:00 PM EST on Wednesday, October 14, 2026.