Fayette County Youth Soccer League Request for Proposal Accounting Services February 15, 2011 Page 1 of 9
TABLE OF CONTENTS 1.0 BACKGROUND...3 1.1 Overview...3 1.2 Terms and Conditions...3 2.0 REQUEST FOR PROPOSAL TIMETABLE...4 3.0 INSTRUCTIONS FOR COMPLETING PROPOSAL...4 3.1 Proposal Format...4 3.2 Accounting Services Requirements Response Instructions...4 3.3 Fee Proposal Instructions...4 3.4 Basis for Cost of Proposal...5 3.5 Completeness...5 3.6 Proposal Binding...5 3.7 Reservation of Rights...5 3.8 Prime Contractor and Subcontractors...5 3.9 Proposal is Not Proprietary...6 3.10 Assumptions...6 3.11 Errors and Omissions...6 4.0 ACCOUNTING SERVICES REQUIRMENTS...7 5.0 FEE PROPOSAL...8 Page 2 of 9
1.0 BACKGROUND 1.1 Overview Fayette County Youth Soccer League (FCYSL) provides recreational and select soccer programs to Fayette County s 107,000 residents. FCYSL uses McCurry Park for training and for games for all of its teams, ages 6 through 19. The McCurry Park soccer complex provides the community with 12 soccer fields, representing roughly 30 acres. Currently FCYSL is a not for profit organization with basic accounting, finance and tax support needs. FCYSL is looking for a company to provide Accounting and Tax Filing Services for the league to support general operations related to payment of vendors, payment to referees, managing the league budget, and handling the leagues State and Federal tax filings. A core team of FCYSL Board Members has been commissioned to evaluate and select a company to deliver Accounting and Financial to FCYSL. The core team is comprised of 4 members representing the FCYSL Board of Directors. The team is responsible for creating the RFP, assessing the responses, and ultimately making a recommendation to the FCYSL Board of Directors. The following sections of this document outline the instructions, schedule and requirements related to completing the responses to this Request for Proposal (RFP). 1.2 Terms and Conditions The selected company must be able to comply with the following terms and conditions: FCYSL is seeking pricing for a 1-year contract (April 2011 through April 2012) payable over 12 months FCYSL requires the ability to extend the term of the Agreement at the contracted fees, at FCYSL s option, for up to three consecutive one year periods Personnel used to fulfill the contract must be approved by the Fayette County Parks and Recreation Director Selected company will indemnify FCYSL from loss or damage arising from (but not limited to): Company s performance or non-performance of the Services, including mistakes, errors or omissions; negligence, gross negligence or willful misconduct; personal injury or death; damage to or destruction of Fayette County Parks and Recreation property FCYSL will have the right to terminate the selected company s services, in whole or in part, for convenience by providing thirty (30) days written notice FCYSL may immediately terminate the Agreement, in whole or in part, at any time and at no cost for cause including but not limited to the following: failure to cure a material breach; violation of laws, gross negligence or willful misconduct; a prolonged force majeure event; or insolvency of the selected company Selected accounting firm must be classified as an Independent Contractor by FCYSL and FCYSL is under no obligation or liability for taxes, insurance of any type; including Workman's compensation and health insurance Page 3 of 9
2.0 REQUEST FOR PROPOSAL TIMETABLE The following is a summary of the RFP schedule and deadlines: Feb 15 March 15, 2011 Feb 15 March 15, 2011 March 15, 2011 March 25, 2011 FCYSL announces the RFP via the Legal Organ of Fayette County. Bidder response period. Bidders can request the RFP sent to them by submitting a request via e-mail to Stephen Whetstone at swhetstone@fcysl.org. Electronic RFP responses are due to Stephen Whetstone at swhetstone@fcysl.org by 5:00 p.m. ET (Proposals not received by this date and time will not be considered for evaluation). Preferred Company identified. 3.0 INSTRUCTIONS FOR COMPLETING PROPOSAL 3.1 Proposal Format All proposal responses must be completed in the formats provided in Sections 4.0 and 5.0. In responding to the requirements, please respond per the instructions provided below in Sections 3.2 and 3.3. 3.2 Accounting Services Requirements Response Instructions The purpose of the template in Section 5.0 is to enable you to describe your organization s position on the Accounting Services requirements outlined by FCYSL. You should use the table in this section to provide your response to the Accounting requirements that FCYSL proposes using in support of its operations. In particular, FCYSL is interested in the following information in the Requirements tables: Any comments, edits, or concerns with respect to the particular requirement. Please note that you may submit an alternative description for consideration by FCYSL in this response. Your alternative definition, if any, should indicate the specific alternative you are proposing to substitute for FCYSL s requirement. All edits and comments should be placed in the Bidder Comments column of Requirements table. Your organization s willingness to be held accountable for satisfying the specific requirement (please respond Yes or No in the Accountable column of the table). If you indicate No, please provide a brief explanation in the Bidder Comments column. Note: Each item in the table requires a response. 3.3 Fee Proposal Instructions The Bidder must provide pricing in the Fee Proposal templates provided in Section 5.0. The pricing should include all of the required in-scope requirements described in the Section 4.0 of this RFP. Page 4 of 9
Estimated out-of-pocket expenses: Reimbursement of miscellaneous out of pocket expenses that are directly related to the work, if authorized in advance, shall be at reasonable cost without markup. FCYSL is interested in a monthly management fee plus pre approved pass-through costs. FCYSL is also interested in any additional services and capabilities that you believe will add value to your offering; however, for price comparison purposes, we ask you to detail each service and price in a separate section of your proposal labeled Value Added Services. These services may represent additional services not requested for any location in this RFP. Pricing for these services should be provided in a manner that allows FCYSL to make independent decisions about whether it is economically attractive to add each service individually. Section 5.0 is intended to provide Bidders with the opportunity to provide a comprehensive fee proposal. If there are any other fees, expenses, or other sources of income associated with your services that are not adequately described in these charts, you must provide an additional fee addendum that describes such provisions. Bidders may add rows on the Fee Proposal table as necessary to clearly communicate any further pricing distinctions or separately listed items. Please provide whatever attachments may be necessary to clarify your assumptions about a particular activity. 3.4 Basis for Cost of Proposal Any costs of proposal preparation must be borne by the Bidder organization and are not the responsibility of FCYSL. 3.5 Completeness The Bidder proposal must be complete and comply with all aspects of these specifications. 3.6 Proposal Binding It will be assumed that all representations made in the proposal will be binding and that the organization has agreed to all requirements of the RFP, unless specifically stated otherwise in a section on deviations at the beginning of your proposal. Amendments or clarifications shall affect only that portion of the proposal that has been amended or clarified. 3.7 Reservation of Rights This is a request for proposal and is in no way to be construed as a commitment to purchase services on the part of FCYSL. Even though the Bidder s proposal may be rejected, FCYSL reserves the right to use any of the concepts or ideas contained therein without incurring any liability. FCYSL reserves the absolute right to withdraw this RFP, by written notice or to reject any or all proposals submitted in response to this RFP. FCYSL further reserves the right to accept proposals from one or more prospective Bidders. FCYSL shall not incur any liability whatsoever by reason of such withdrawal, rejection, or acceptance. 3.8 Prime Contractor and Subcontractors FCYSL reserves the right to accept or reject any subcontractor the Bidder may include in its proposal. The prime contractor and all subcontractors and related services must be clearly identified in a section in the front of the Bidder proposal. Page 5 of 9
3.9 Proposal is Not Proprietary All proposals and any other materials submitted in response to this RFP will become the property of FCYSL and may be returned only at FCYSL s sole option and at the prospective Bidder s expense. In any event, FCYSL may, at its option, retain one (1) copy for its official files. FCYSL assumes no obligation regarding confidentiality of all or any portion of a proposal or any other material except that portion which prospective Bidder clearly designates as containing proprietary information by affixing the legend CONFIDENTIAL INFORMATION: Do not disclose to the upper right-hand corner of each page of Bidder s proposal which contains such proprietary information. In such event, FCYSL s sole responsibility shall be limited to maintaining the confidentiality of the information to the same extent that it maintains its own proprietary information. 3.10 Assumptions The data contained herein are estimated requirements for the purposes of this RFP. FCYSL reserves the right to modify any estimated requirements prior to signing the agreement with the selected Bidder. No prospective Bidder shall have a claim against FCYSL, and FCYSL shall have no liability to Bidder, in the event that any estimated requirements are modified for whatever reason. 3.11 Errors and Omissions Should the Bidder discover any material ambiguity, conflict, discrepancy, omission, or other error in this RFP, please immediately notify Stephen Whetstone at swhetstone@fcysl.org of such discovery with a request of modification or clarification of this RFP, and cite the specific paragraph in question. FCYSL solely reserves the right to determine the materiality of such discovery or question. If, in the opinion of FCYSL, such discovery or question may cause an ambiguity in the bid responses, FCYSL shall issue an Addendum to amend the RFP, extend the RFP due date if necessary, and/or provide answers to questions received in writing or clarifications to remove the ambiguity. Otherwise, FCYSL reserves the right to negotiate minor exceptions, irregularities, or errors in the RFP and/or the bid responses. Page 6 of 9
4.0 ACCOUNTING SERVICES REQUIRMENTS The following table outlines the requirements for Accounting Services. No. Accounting Requirements Accountable? Bidder Comments 1.0 Process all AP transactions for FCYSL, including: a. Regular monthly expenses, including: payroll, subcontractor payments, maintenance and miscellaneous (Approximately 10 to 15 transactions per month) b. Process and deliver referee checks on a weekly basis for the Spring and Fall seasons (Approximately 35 to 60 checks per week depending on scheduled games) c. Process special requests as needed for Georgia Soccer and other entities when FCYSL is hosting tournaments duties consist of getting cash for the referee scheduler (between $5,000 and $15,000 for the weekend depending on the schedule) 1.1 Process checks and cash received. Sources include a. Season registrations in August and January this is the majority of the transactions b. Money received for tournaments c. Money received from affiliated clubs for field use or referee scheduling 1.2 Maintain subsidiary accounts for travel teams a. Between 4 and 6 teams per season, b. 2 to 3 checks per season (2 seasons each year) c. Reconciliation of team funds at the end of each season in order to provide refunds to individual players 14 checks per team per season (must coordinate with team coaches) 1.3 Check the P.O. Box weekly, more so during the registration period 1.4 Coordinate with the registrar payment issues regarding unpaid participants 1.5 Record credit card payments for participants 1.6 Calculate invoices from affiliated clubs for field use and referee 1.7 Prepare financial statements on a monthly basis for presentation to the Board 1.8 Prepare and submit payroll reports on a quarterly and withholding remittances as required (generally monthly) 1.9 Prepare the organization Federal Form 990 Federal information return 2.0 Complete annual 1099s process for all FCYSL Contractors Page 7 of 9
5.0 FEE PROPOSAL The following table outlines the format for the Bidders fee proposal for the Accounting Services. No. Accounting Requirements Monthly Fees 1.0 Process all AP transactions for FCYSL, including: a. Regular monthly expenses, including: payroll, sub-contractor payments, maintenance and miscellaneous (Approximately 10 to 15 transactions per month) b. Process and deliver referee checks on a weekly basis for the Spring and Fall seasons (Approximately 35 to 60 checks per week depending on scheduled games) c. Process special requests as needed for Georgia Soccer and other entities when FCYSL is hosting tournaments duties consist of getting cash for the referee scheduler (between $5,000 and $15,000 for the weekend depending on the schedule) 1.1 Process checks and cash received. Sources include a. Season registrations in August and January this is the majority of the transactions b. Money received for tournaments c. Money received from affiliated clubs for field use or referee scheduling 1.2 Maintain subsidiary accounts for travel teams a. Between 4 and 6 teams per season, b. 2 to 3 checks per season (2 seasons each year) c. Reconciliation of team funds at the end of each season in order to provide refunds to individual players 14 checks per team per season (must coordinate with team coaches) 1.3 Check the P.O. Box weekly, more so during the registration period 1.4 Coordinate with the registrar payment issues regarding unpaid participants 1.5 Record credit card payments for participants 1.6 Calculate invoices from affiliated clubs for field use and referee 1.7 Prepare financial statements on a monthly basis for presentation to the Board 1.8 Prepare and submit payroll reports on a quarterly and withholding remittances as required (generally monthly) 1.9 Prepare the organization Federal Form 990 Federal information return 2.0 Complete annual 1099s process for all FCYSL Contractors Monthly Subtotal Pass-Through Expenses Related to Ongoing Fees Item Item Subtotal Pass-Through Expenses Grand Total of Monthly Fees (Ongoing and Pass-Through) $xx,xx.xx $xx,xx.xx Page 8 of 9
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