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Background
A.1 The Organization
Own the Podium has been set up to provide technical support to national sport organizations with the aim of delivering more Olympic and Paralympic medals for Canada. The organization prioritizes investment strategies by making funding recommendations using an evidence-based, expert-driven, targeted and collaborative approach.
Own the Podium was incorporated under the Canada Not-for-profit Corporations Act on March 13, 2012. The organization is currently pursuing a Registered Canadian Amateur Athletics Association (RCAAA) designation which would see the organization receive charitable status.
- Annual budget: $7.4 million
- Funders: Sport Canada, Canadian Olympic Committee, Canadian Paralympic Committee
- Staff: 32 Staff (FY2025-26)
A.2 Governance Structure
Own the Podium is governed by a volunteer Board of Directors and supported by a professional management team. The Board of Directors consists of 12 Directors with a separate Finance & Audit Committee consisting of three members of the Board and two independent members with relevant financial expertise.
The auditors will report directly to the Finance & Audit Committee, which in turn recommends approval of the audited statements to the Board of Directors.
A.3 Finance Team and Support Systems
The finance team consists of the Controller, who reports to the Vice President Partnerships, Finance & Administration. Own The Podium recently moved their accounting systems from Sage 50 to Microsoft Business Central, effective April 1, 2024.
Own the Podium maintains complete electronic documentation and is fully prepared to provide the auditor with access to all relevant financial and administrative records.
General Instructions
B.1 Invitation
Own The Podium is soliciting proposals for the appointment of an auditing firm. The initial engagement is for the provision of external audit services for the fiscal year ending March 31, 2027, with the option to renew for up to four additional years, subject to satisfactory performance, mutual agreement, and annual Board approval.
B.2 Proposal Submission Date
Proposals are due by 5:00pm EST February 27, 2026.
Proposals shall be submitted by email to:
Dennis Blinn, VP Partnerships, Finance and Administration
Own The Podium
Suite 120, 700 Industrial Avenue
Ottawa, Ontario K1G 0Y9
Proposals received after the above cited date will be considered a late proposal and are not acceptable unless waived by the CEO.
B.3 Decision Timeline
Auditors will be appointed at the AGM in July 2026 for the March 31, 2027 year end. At which point the selected auditor will be informed of the decision.
B.4 Proposal Content
All proposals must include:
- Cover Sheet
- Firm Profile
- Please provide a brief overview of your firm, including number of years’ experience and the areas of expertise performed by the firm.
- Experience auditing medium-sized non-profit organizations and charities in Canada.
- Work Plan - provide a detailed outline on how your auditing firm proposes to meet the engagement requirements, including details of audit methodology and suggested dates when work will be performed.
- Team Qualifications
- Identification of the audit partner and key staff assigned to the engagement
- Summary of professional qualifications and relevant experience
- Approach and Methodology
- Description of proposed audit approach and timelines
- Description of how communication with management and the Board will be handled
- Description of quality control and independence policies
- Customer Service & Client Needs
- Provide your approach to customer service and commitment to timing and deadline requirements. Also, please discuss the approach to resolution of accounting and disclosure issues, as they can arise from time to time. Please highlight any added value that your organization would bring to OTP.
- Other Additional Information (Optional)
- You may provide information in this section about additional services that may be of interest to or any other information not included in the sections above.
- If you would like to recommend modifications to the procedures herein specified, do not hesitate to address such matters under this heading
Scope of Services
C.1 Services to be Provided
The services outlined below are intended to provide a general outline of the type of services that will be required. The auditor shall perform the audit in accordance with Canadian generally accepted auditing standards and prepare the financials in accordance with Canadian Accounting Standards for Not-for-Profit Organizations (ASNPO).
C.2 Annual Audits
The annual audit of Own The Podium for the fiscal year ending March 31, 2027 will be expected to be completed by mid-June each year, with the Finance & Audit Committee to approve recommendation of the financial statements at the Annual General Meeting in early July.
The audit firm shall perform an examination of the records of Own The Podium, to the degree necessary to express an unqualified opinion on the financial statements. The audit firm shall immediately, upon discovery of information or conditions that would otherwise lead to a qualified opinion, inform and fully discuss such matters with the Controller. In addition, the auditor shall allow a reasonable period of time for staff to investigate and take such corrective action as to avoid inclusion of a qualification.
The financial statements of Own the Podium are to be published annually on our website, therefore must be prepared in a bilingual format.
Attendance by an appropriate representative of the audit firm at the Annual General Meeting is not required but they are asked to participate in meeting with the Finance & Audit Committee to discuss any findings during the audit.
C.3 Other Services
The selected audit firm may be asked from time to time to provide advice and direction on any relevant organizational matters.
Submission Requirements
D.1 Submission Framework
D.2 Financial Proposal
The fee proposal should provide a breakdown of costs in the following areas:
- An estimate of the total hours of work required to complete the audit with subtotals for each major area of work.
- Identification of total charges for professional services.
- Identification of any additional charges related to the audits and the basis for calculation of those costs.
- Any and all other expenses
Proposals must include a five-year schedule of fees, for services herein described. All prices are to be quoted net of HST.
Evaluation Process
E.1 Process
The Evaluation Committee, composed of 2 members of the Finance & Audit Committee, the Vice President of Finance & Administration and the Controller will evaluate the proposals. A Matrix will be used to compare the scores awarded by each member of the Evaluation Committee and a consensus will then be reached through discussion internal to the Committee with the top 3 bids being presented to the Finance & Audit Committee for recommendation to the Board.
Final decision will be confirmed at the AGM in July 2026.
TERMS & CONDITIONS
- Any financial obligation incurred by the bidder to complete the RFP or to establish a legally binding contract with OTP will not be paid for or reimbursed by OTP.
- By submitting a proposal, a vendor agrees to all the terms and conditions of this Request for Proposal.
- The statements made in the bidder’s proposal are binding to the reliance of OTP; therefore a representative of the bidder that is authorized to do so, must sign the vendor proposal.
- OTP and the vendor agree that all details of this Request for Proposal process, including both financial information and proposal concepts, shall be confidential during this process and thereafter, and do whatever is reasonably necessary to preserve such confidentiality.
- OTP is not obligated to accept the lowest-cost or any proposal submitted.
- OTP reserves the right to and may exercise any of all of the following rights and options with regards to this RFP:
- Reject all proposals
- Decide not to award any contract
- Reject any proposal without inviting the bidder to submit a new proposal
- Seek, in writing, or orally, clarification of, or additional information concerning Proposals that are considered responsive without obligation to the vendor
- Further negotiate with the successful bidder in order to arrive at the most cost-effective contract that is in keeping with the terms and conditions of this RFP
- The vendor, if chosen, shall undertake to disclose any conflicts of interests in the provision of the services.
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