Katherine Anne Porter School (KAPS) Request for Proposal Business Office Support

Transcription

1 Katherine Anne Porter School (KAPS) Request for Proposal Business Office Support RFP Information: Bid Title: Send Proposals to: Business Office Support Coni Wilson, Superintendent P. O. Box 2053 Wimberely, TX Due Date: Contact Information: Friday, July 1, 2016 at 3:00 PM CST Coni Wilson Table of Contents I. RFP Submission and Award II. Specific Information Requested III. Scope of Work IV. Terms and Conditions V. Evaluation Criteria Katherine Anne Porter Charter School Business Office Support RFP Page 1

2 I. RFP Submission and Award A. Proposals will be accepted until 3:00 PM CST, Friday July 1, Submissions may be either: 1. Electronic form ed to Coni Wilson; 2. Hardcopy in a sealed envelope marked Business Office Support : a) Delivered to KAPS via USPS or a delivery service. b) Hand delivered to KAPS by a representative of the vendor. B. Award will be made to the most qualified and responsible vendor whose proposal best meets the needs of the school as judged by KAPS. C. It is the responsibility of the prospective vendor to fully inform themselves of the conditions, requirements and specifications before submitting a proposal. Failure to do so will be at the vendor s own risk. D. Proposals shall include the following information: 1. Brief overview of the company/company profile and history 2. Product and Services Details as defined in the Scope of Work 3. Pricing for all products and services. Pricing should be listed for each area of the Scope of Work as well as an overall package pricing. 4. The contract terms should include agreement in 6 month increments (original term 6 months, with two six month renewals). This will allow the new administration to determine if KAPS is best suited to longer term outsourcing or in-house services. 5. Value Added Details any other services or value the vendor can provide that is not in the scope of work. 6. History of Charter School Experience within the State of Texas. 7. Three (3) Current references. II. Specific Information Requested Within Proposal A. Explanation of Experiences: Preferences will be given to vendors who have experience with charter schools orat least governmental entities. B. Abilities and Backgrounds of Personnel: Vendors should list key personnel who will be responsible forconducting the work, and provide resumes for those individuals. C. Ability to complete the Scope of Work: Vendors should comment on their ability to complete the scope ofwork listed below, being sure to list any items they do not feel they would be able to complete, and anyadditional items they are able to provide above the scope. Samples or examples of compliance monitoring and financial analysis should be included. D. Detailed Explanation of Costs: Explain in detail how costs are calculated and what the organization can expectto pay for the services provided for each of the services as well as a comprehensive package. E. References: Include references that may be contacted regarding services received from vendor Katherine Anne Porter Charter School Business Office Support RFP Page 2

3 III. Scope of Work A. KAPS utilizes the TxEIS system and the vendor selected will be required to utilize the system. The provider also must be knowledgeable in utilizing the full capacity of the system. The selected vendor must comply with the Texas Financial Accountability System Resource Guide (FASRG). The following Scope of Work includes the basic services KAPS is considering to outsource. B. Financial Services: 1. Budget Creation, Analysis and Financial Reporting: (Must be completed with the Superintendent, up to three days of vendor time) a) Develop a budget including all areas of staffing, contractors, supplies, debt, utilizing the Charter State Calculator, KAPS staffing and salary structure and organizational spending history. b) Manage budget to actual revenues and expenditures. c) Input budget to the finance system utilizing the full 20-digit TEA required account coding structure. d) Monthly budget to actual reporting and analysis. e) Budget amendment recommendations, preparation and review with KAPS Administration. 2. Accounting and Bookkeeping: a) Monthly Activities: (1) Reconcile all bank accounts. (2) Post deposits and electronic fund transfers. (3) Post manual checks. (4) Post all journal entries as required. (5) Process TRS deposit. (6) Submit TRAQS. (7) Draw down federal funds. (8) Maintain electronic records of all cash transactions. b) Annual Activities: (1) Close out fiscal year. (2) Balance general ledger. (3) Close all open purchase orders. (4) Enter financial data into TxEIS for the next fiscal year. 3. Annual Financial Audit: a) Serve as KAPS Liaison with chosen Auditor. b) Be available and respond to all the field audit questions and requests. c) Prepare year-end close out and annual financial audit requirements. d) Review and discuss draft audit with KAPS Administration and the chosen auditor. e) Complete all audit adjustments. 4. Financial Compliance: a) Monthly fiscal compliance reports are to be complete and discussed with the board by the 20 th of the following month. Katherine Anne Porter Charter School Business Office Support RFP Page 3

4 b) Monthly Analysis and Reporting includes: (1) Charter FIRST Indicators. (2) Budget to Actual Analyses. (3) Statement of Activities. (4) Statement of Financial Position. (5) Trends associated with the above. (6) At mid-year provide an analysis of: (a) Special Program Allocation Compliance (PIC). (b) Maintenance of Effort (IDEA-B, NCLB). 5. Payroll Processing a) Manage new hire set up including demographics, credentials, and contract (salary, benefits deductions, etc.). b) Enter time reports including hours worked and leave dates. c) Run Payroll Processes: (1) Ensure completeness and accuracy. (2) Run and submit reports to KAPS. (3) Upload electronic funds transfers to bank for direct deposit employees. (4) Print and deliver to KAPS any paper payroll checks. d) Complete TRS/IRS/Workers Compensation and Garnishment reports and transfer payments. e) Maintain employee information electronically and compliant with PEIMS reporting format. f) Process terminations with payout calculations and fund disbursement. g) Prepare, print and distribute W2 s, W3 and form 1095 s annually. 6. PEIMS (Public Education Information Management System) Reports: a) Prepare the financial and staff related data for PEIMS fall submission. b) Prepare the financial and staff related data for PEIMS midyear submission. c) Prepare the financial and staff related data for PEIMS summer submission. 7. Purchasing and Accounts Payable a) Review purchasing orders processed for proper coding and approvals. b) Review all request for payments for proper coding and approvals. c) Process payables on a bi-monthly basis. d) Manage vendor set up. e) Post to accounting and print checks with electronic signature. f) Distribute/mail vendor checks. g) Maintain all disbursement records in audit ready fashion to include, date, amount, vendor, coding, check numbers, etc. h) Prepare, print and distribute 1099 s annually. C. Federal Grant Management 1. Preform an annual review and make recommendations on KAPS the Comprehensive Needs and Campus Improvement Plans. Katherine Anne Porter Charter School Business Office Support RFP Page 4

5 2. Provide federal grant application assistance using E-Grants. 3. Administer federal grant programs and budget determinations including recommend amendments. 4. Manage federal funds budget to actual and allowable expenses. 5. Provide assistance if preparing federal grant compliance reports (Comparability, crosswalk, HQ, Final Expenditure reporting, etc.). 6. Review monthly of budget to actual expenditures and provide guidance to ensure compliance with federal rules. 7. Ensure expenditure compliance with grant regulations. 8. Review Maintenance of Effort (MOE) for NCLB and IDEA-B annual reports and provide recommendations to insure compliance. 9. Draw down (reimbursement) federal funds following the posted expenditures monthly. D. Human Resources Services 1. Process new hire offers. 2. Process Fingerprinting and background checks. 3. Review criminal history report in relation to KAPS hiring policy 4. Collect payroll and personnel data and integrate it into the payroll system. 5. Manage the annually required employee signatures on job descriptions, employee manuals and other required forms. 6. Manage benefit coordination including annual open enrollment period activities. 7. Manage and maintain employee personnel files. 8. Process employee terminations with benefit provider and payroll and maintain proper documentation. IV. General Terms & Conditions A. Scope: The school requests proposals from agencies with experience providing outsourced accounting services tocharter schools. B. Method of Evaluation: The evaluation of proposals will be done by a committee. 1. Each evaluator on the committeewill independently score each proposal using the predetermined point system listed within thisdocument. They will compile a total score for each proposal. Each evaluator will then individually rankeach proposal based upon the total score. 2. The proposal receiving the highest point scorewill be ranked 1, the second highest score will be ranked 2, and so on. After each evaluator completesthis process, the facilitator of the evaluation process will ask each evaluator for the rank they gave eachproposal. 3. These numbers will be totaled for all evaluators to determine an overall ranking for eachproposal. The highest ranked proposal (the one with the lowest rank number) will be recommended foraward of the contract. 4. The evaluation committee reserves the right to negotiate further terms and conditions, including price,with the highest ranked respondent. If the evaluation Katherine Anne Porter Charter School Business Office Support RFP Page 5

6 committee cannot reach a mutually beneficialagreement with the first selected respondent, the committee reserves the right to enter intonegotiations with the next highest ranked respondent and continue this process until agreement isreached. 5. The committee will make a recommendation to the KAPS board for review and approval. The committee shall be responsible for determining the acceptability of a bid. The Board reserves the right to reject any or all bids, either in part or in whole. C. Confidentiality of Information: The school reserves the right to retain all copies of vendor proposals submitted in response to this Request for Proposals. All information submitted must be made available to the public for examination, if so requested. Vendor requests to hold certain submitted materials in confidence cannot be honored. If it is essential to your organization that certain materials be kept confidential, and they are a required element of this Request for Proposal, it is recommended that you decline to respond to this solicitation. D. Qualifications of Vendors & Eligibility Requirements: The school expressly reserves the right to reject any proposal if it determines that the business and technical organization, equipment, financial and other resources, or experience of vendor, depth of resources, compared to work proposed, justifies such rejection. E. Proposal Preparation Costs: The costs of developing proposals are entirely the responsibility of the vendor, and shall not be charged in any manner to the school. This includes, but is not limited to, the direct cost of vendor personnel assigned to prepare vendor s response to the RFP and any out-of-pocket expense (including, but not limited to, travel, accommodation, supplies) incurred by vendor in preparing the response to the RFP. F. Lobbying: Respondents are hereby advised that lobbying is not permitted with any school personnel or Board members related to or involved with this RFP. All oral or written inquiries must be directed through the school which will be evaluated as the proposals are received. Lobbying is defined as any action taken by an individual, firm, association, joint venture, partnership, syndicate, corporation, and all other groups who seek to influence the governmental decision of a Board member or school personnel on the award of this contract. Any respondent or any individuals that lobby on behalf of respondent may result in rejection or disqualification of said proposal. G. Key Events & Dates: 1. Friday, June 24, Request for Proposals posted on school s web site and bid notices mailed to prospective bidders. 2. Friday, July 1, Proposals due by 5:00pm. 3. Tuesday, July 5, Recommendation will be made to Board of Directors. 4. Wednesday, July 6, 2016 All RFPresponders will be notified of KAPS decision(s). 5. Monday, July 11, 2016 Awarded vendor should be available to begin services. H. Inquiries / Information: Any questions by prospective bidders concerning requirements of this RFP should be addressed to cwilson@kapschool.org. Katherine Anne Porter Charter School Business Office Support RFP Page 6

7 V. Evaluation Criteria:The following factors will be considered in ranking the proposals received, 100 points possible: A. Understanding of task and proposed plan 5 B. Experience & Qualifications 1. Vendor experience with Charter Schools Primary Engagement Lead Depth of Support (Accounting, Analysis, Federal, HR) 15 C. Demonstrated understanding of FASRG accounting procedures 5 D. Ability to meet the Scope of Work 25 E. Vendor process efficiency 10 F. References, points for each positive reference 5 G. Pricing including Value Added Products and Services 10 Katherine Anne Porter Charter School Business Office Support RFP Page 7