Accounting Services - JL Atlanta

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REQUEST FOR PROPOSAL (RFP) – NON-PROFIT BOOKKEEPING/ACCOUNTING SERVICESThe Junior League of Atlanta, Inc. (JLA) invites you to submit a proposal for contracted bookkeeping andaccounting services. We anticipate a 12-month engagement (depending on performance) with option to renew.Additional information about our organization and scope of services are provided in subsequent pages.Questions Regarding RFPInquiries concerning this RFP should be submitted to sklein@jlatlanta.org using the subject line: “AccountingRFP”. Responses will be returned within 48 business hours.Submission of ProposalsDocuments must be submitted in PDF format via e-mail to sklein@jlatlanta.org by 5:00pm on October 15, 2019.Proposers will be contacted to schedule interviews in early October. Selected bidder will be notified in writing bymid-October and work will begin shortly thereafter. All proposers will be informed of a decision by October 15th.Send Proposals To:Sharon Klein, Director of Support ServicesThe Junior League of Atlanta, Inc.sklein@jlatlanta.org678-916-3102Subject Line: Accounting RFPDue Date & Time:Contact Information: Sharon Klein, Director of Support ServicesThe Junior League of Atlanta, Inc.3154 Northside Parkway, N.WAtlanta, Georgia 30327-1597Phone: 678-916-3100Fax: 404-814-0656 www.jlatlanta.org

SECTION I. Organizational OverviewThe Junior League of Atlanta, Inc. (JLA) was founded in 1916 with 45 members by Isoline Campbell, whobelieved that every member of the JLA had an obligation to use her talents and resources to improve the socialand economic conditions of others. The mission of the JLA is to be an organization of women committed topromoting voluntarism, developing the potential of women, and improving the community through the effectiveaction and leadership of trained volunteers.Today the JLA has over 3,200 members, making it the third largest Junior League within the Association ofJunior Leagues International (spanning over 291 Leagues in four countries). The JLA offers opportunities fortraining and leadership development, volunteer service and advocacy on issues affecting women and children inthe areas of commercial sexual exploitation, early childhood education and generational poverty. Last year alone,we invested over 100,000 volunteer hours valued at 2 million into the Atlanta community and provided nearly 225,000 in grant funding to our community partners. Our annual operating budget is approximately 1 millionand assets under management is 4.6 million.SECTION II. Project DescriptionA. Scope of WorkThe firm selected will be responsible for providing the following services for a period of one year with an optionto extend the contract. Bookkeeping Services Follow accrual accounting method Monthly reconciliation of bank accounts as well as reconciliation of all balance sheet accounts Maintain costs by program and/or grant designation Enter payroll information into accounting system Maintain deposit and vendor files by fiscal year Monitor release of restricted funds Assist with grant reporting as needed Identify areas for management review regarding process and practice to improve efficiency andensure compliance Financial Reportingo Budget to Actual Summary and Detailo Prepare monthly statements of Income & Expense, Balance Sheet, or other reports as necessaryo Present financials to Senior Management on monthly basis Audit Preparationso Participate in financial audits and reviews conducted by funding agencies, including documentpreparation and onsite supporto Prepare year end reports, schedules and other documents requested by auditoro Provide audit process support as needed; research and resolve issues as they ariseo Provide reports and data as requested for the completion of annual tax returns3154 Northside Parkway, N.WAtlanta, Georgia 30327-1597Phone: 678-916-3100Fax: 404-814-0656 www.jlatlanta.org

Reporting Requirementso Prepare periodic reports as required by Executive Team, Board and funders (e.g., County, State, andprivate philanthropic organizations)o Maintain fixed asset inventory and depreciationB. Deliverables Weeklyo Record all cash disbursements & cash receipts, and track income & expenses by GL, DivisionProgram & Activity codeso Record other miscellaneous journal entries as neededo Allocate payroll (bi-weekly) Monthlyo Record month-end journal entries for expenses and depositso Reconcile all balance sheet accountso Complete cost-allocationso Reconcile bank & credit card statementso Prepare management reportso Update audit schedules Annuallyo Assist management in preparation of grant budgets & reportso Assist management with annual budget development & import budget into SAGEo Maintain accurate chart of accountso Deliver timely IRS 1099 & 1090 filings, and state tax returnso Prepare the JLA for external financial audit Prepare requested schedules & documents Make adjusting entries as requested by auditor Have representative on-site during audit Communicationo Frequent face-to-face communication (either in person or via web-conferencing) will be expectedduring onboarding process, audits and year end budgeting processo Weekly phone check-ins during rest of year, which may change based on needs3154 Northside Parkway, N.WAtlanta, Georgia 30327-1597Phone: 678-916-3100Fax: 404-814-0656 www.jlatlanta.org

SECTION III. ProposalsA. General InformationPlease include a cover sheet with the following information:o Name of contractor/firmo Contact Persono Titleo Mailing Addresso Telephone Numbero E-mailo WebsiteB. Organizational Overview & QualificationsPlease provide the following descriptions:o Describe the firm, professional history & scope of practiceo Provide biographies of proposed team with resumes attached.o Explain how firm is a good fit with our organization, detailing experience with other non-profitclients of a similar size and scope.o Describe your proficiency with Abila/SAGE accounting software.o Provide details on staff turnover in past three years, and commitment to continuity.C. Proposed Work Plan & TimelinePlease provide the following descriptions:o Proposal to fulfill the Scope of Work and Deliverables noted above.o Outline of key steps and persons responsible, level of effort and supervision required.o Your preferences and expectations when working with clients.o Please describe your availability to be present in our Atlanta office as needed.D. Project Management & FeesPlease provide the following:o Process for managing project, including communications with the JLAo Measures & reports to be used to keep project on track & demonstrate fulfillment of expecteddeliverableso Proposed budget necessary to fulfill Scope of Work & Deliverableso Budget narrative, justification & methods of calculation, as well as hourly rates for the firm’semployees should additional services be requested outside of the scope of this proposalE. ReferencesPlease provide the following references:o List of non-profit clients (name only) for whom contractor/firm have provided similar contractedaccounting serviceso Contact information for three (3) specific professional references including at least two (2) nonprofit clients, for whom the contractor has provided similar accounting services3154 Northside Parkway, N.WAtlanta, Georgia 30327-1597Phone: 678-916-3100Fax: 404-814-0656 www.jlatlanta.org

Section IV. Additional TermsA. Reservation of RightsDuring the evaluation process, the JLA reserves the right to request additional information or clarificationsfrom proposers. The costs of developing proposals are entirely the responsibility of the vendor, and shall notbe charged in any manner to the JLA.B. Applicant RightsPlease note that all materials submitted in response to this RFP become the property of JLA upon delivery andshall be appended to any formal documentation, which would further define or expand the contractualrelationship between JLA and the contracted vendor. Each applicant agrees that the contents of every otherproposal submitted by other applicants with respect to this RFP are confidential and proprietary and waivesany right to access such proposals during the RFP process. No submissions or supporting documentation willbe returned to the submitting applicant.3154 Northside Parkway, N.WAtlanta, Georgia 30327-1597Phone: 678-916-3100Fax: 404-814-0656 www.jlatlanta.org

Bookkeeping Services Follow accrual accounting method Monthly reconciliation of bank accounts as well as reconciliation of all balance sheet accounts Maintain costs by program and/or grant designation Enter payroll information into accounting system

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