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\hyphenation{Gentoo}

\begin{document}
\title{Request for proposal: Accounting Audit and advisory services for IRS compliance}
\author{Gentoo Foundation}
\date{\today}
\maketitle


\tableofcontents

\section{Main}
\label{opening}
The Gentoo Foundation is requesting proposals from CPA firms to provide audit, tax, and bookkeeping services for our foundation.
We invite your firm to send us a proposal by Jan 15 2019. The foundation and its mission are described below.

\section{Definitions}
\label{sec:definitions}
\begin{description}
	\item[Gentoo Linux] is a Linux distribution as further described in \sref{gentoolinux}
	\item[Gentoo Foundation] is a registered Domestic Nonprofit Corporation in New Mexico. More information in \sref{gentoo:foundation}
\end{description}

\label{gentoolinux}
Gentoo Linux\cite{gentoo} is a free, source-based meta distribution that enables a high degree of flexibility and high performance. Gentoo is a rolling release distribution, making upgrading an iterative process rather than jumping large gaps; if something breaks a user can easily roll back just the recent upgrade to get back to a working system. The Gentoo community consists of around 200 developers and a great number of users throughout the globe.

\subsection{Gentoo Foundation}
\label{gentoo:foundation}
Gentoo Foundation\cite{gentoo:foundation} (henceforth also the \textbf{Foundation}) is a registered Domestic Nonprofit Corporation in New Mexico with registration number 2463313\cite{gentoo:foundation:registration}, incorporated in May 2004. Non-profit corporate status filings in New Mexico have been in good standing since May 2008.

The registered mailing address is 500 Westover Dr., \#10605, Sanford, NC 27330.

The registered agent is Wayne G. Chew, 20 First Plaza, STE 517, Albuquerque, NM 87102.

Although it has been a goal for the Foundation to achieve charitable \LAWREF{501(c)(6)} status, the necessary US Federal paperwork has never been filed as such.

The executive of the Foundation is comprised entirely of unpaid volunteers, broken down as follows:
\begin{itemize}
	\item 5 volunteer trustees (elected), some of whom are also officers
	\item 2 volunteer officers (appointed)
	\item no employees
\end{itemize}

\subsection{Current financial status of the Gentoo Foundation}
\label{sec:background}
The financial state of the Gentoo Foundation is a Foundation with no outstanding invoices and a cash on balance at the end of FY2018 of approximately \$151K USD.

No financial reports have been published by earlier Boards of Trustees since 2012\cite{finrep}, and there are well-founded concerns that none of the original reports are entirely accurate.

As a result of negligence of previous treasurers and trustees necessary paperwork has not been filed with federal tax authorities (henceforth \textbf{IRS}).

A recent treasurer has taken responsibility for cleaning up the historical baggage and performed a massive job of going through historical transactions and recreated a full ledger of transactions. The recent treasurer is not a trained accountant or book-keeper, and the work has been taken on a best-effort basis.
The data of the reconstructed ledger is kept in a format for the open source book-keeping tool Ledger\cite{ledger01}.
Data can easily be exported from this tool and direct knowledge from accountants is not necessary in order to access the books as the current treasurer is available to support the efforts and data can be exported based on the needs of the accountant.

The recent treasurer did engage a CPA for several months in 2017, but that CPA was unable to continue for personal reasons.
The CPA did assist in creation of a provisional set of financial statements for the Foundation's first financial year, FY2005, which ended June 31, 2005.
The FY2005 data only contain 3.5 months of transactions, as the first bank account was opened March 2005, nearly 10 months after the incorporation of the Foundation.
The CPA also assisted in partially completing IRS Form 990 for FY2005, based on the FY2005 financial statements.

Best-effort Financial Reports have been reconstructed until FY2018 available at \cite{gentoo:finances}. Depreciation expenses have been captured, but in-kind donations are still in progress.

\subsection{Operations for Fiscal 2018}
The main income source is donations (23.162,01\$), followed by our participation in the Google Summer of Code program (4,700\$), interest of current accounts (483.64\$) and sale (including royalties for) of Gentoo merchandise (254.50\$). Expenses for FY2018 were \$9,292.95.

This income is used to fund the Gentoo Project activities, including purchases of infrastructure and marketing material; sponsoring projects related to Gentoo's activities; and sustaining the foundation's own operational expenses.

\section{Services to be performed.}
\label{sec:seek}
\begin{itemize}
	\item First and foremost the Foundation wants to get in good standing with the IRS including paying any back--taxes and penalties necessary. This will include assistance filing form 990 (or related forms.)
	\item In order to ensure that accounting is properly handled going forwards it is also expected that accounting and bookkeeping services will be outsourced along with advisory services on proper filings of necessary paperwork including tax-related matters.
	\item The Foundation would also like to pursue tax-exempt status and would need advice and assistance in obtaining this status with the IRS.
\end{itemize}

\subsection{Annual Audit and Tax Filing}
While we consider it beneficial to have a verified accounting of the Foundations finances up to 2018; We require annual accounting services to assist in filing taxes; not just for the past years, but on an ongoing basis.

\subsection{Historical Financial Reporting}
Due to the reconstruction of historical data, a verification of the presented Financial Reports in final form is needed in order to have a confirmed view of the Foundation's finances.

\section{Tooling}
As the Foundation supports an open source distribution, no proprietary tools should be required of the Trustees or officers to fulfill necessary operations. If the accountant is using such proprietary systems internally, it must be possible to use a web interface or similar to perform these duties, and it must be possible to export the data in a format that is readable outside such tools.

\section{Proposal}
Your proposal should include a fee structure and a timeline estimate of the proposed work. In addition, the Foundation would like the proposal to have a recent Peer Review attached.

\section{Contacting Gentoo}
Questions related to creating a proposal can be submitted by email to trustees@gentoo.org. This email address is also the contact point for any submission of a proposal.

\begin{thebibliography}{9}
	\bibitem{gentoo} \url{https://www.gentoo.org}
	\bibitem{gentoo:foundation} \url{https://www.gentoo.org/inside-gentoo/foundation/}
	\bibitem{gentoo:foundation:registration} \url{https://portal.sos.state.nm.us/BFS/online/CorporationBusinessSearch/CorporationBusinessInformation?businessID=214657&previouspage=DB} (access to site restricted for non-US locations)
	\bibitem{finrep} \url{https://wiki.gentoo.org/wiki/Foundation:Financial_Reports}
	\bibitem{ledger01} \url{https://www.ledger-cli.org/index.html}
	\bibitem{gentoo:finances} \url{https://wiki.gentoo.org/wiki/Foundation:Financial_Reports}
\end{thebibliography}
\end{document}
