Now enrolling kindergarten!

Issued: April 4, 2025

I. INTRODUCTION

Jackson Charter School is committed to maintaining efficient operations within the

school. To do so, it is important that all functions of the school are properly managed.

The school is seeking experienced firms to oversee and maintain financial operations

for the school. In order for your proposal to be considered, it must meet all the deadlines

and requirements outlined throughout this request.

Proposals are due no later than April 10, 2025, at 5:00 P.M. CST

There is no obligation on the part of the Jackson Charter School to reimburse those

submitting proposals for the costs of preparing their responses to this RFP.

II. SCHOOL DETAILS

Jackson Charter School is public school in the Rockford Public School District 205.

The school welcomes students K-5. The school’s day-to-day financial operations are

currently run by a Finance Manager. In addition, the school has a finance committee

and is managed by a Board of Directors – Rockford Charter School Organization. The

school is considering outsourcing some or all of finance functions for the School.

1III. SCOPE OF SERVICES

The following scope of services is sought for the request for proposals. Please note, if any

proposal excludes any portion of the tasks set forth below, please specifically reference

which task or tasks are not included in your proposal response:

• Prepare an annual budget which must be approved by the Board of Directors.

• Making the following authorizations within accounting software:

o journal entries, reconciliation, payroll, expenses, check preparation and

deposits

• Maintain and process all cash or checks received by organization.

• Preparation of the deposit for the bank and for entry into accounting software.

• Ensuring that all deposit slips and supporting documentation will be filed in a secure

and appropriate file.

• Ensuring that all deposits received are entered by the within 15 days of receipt.

• Ensuring all invoices are processed for payment including a review of the invoice to

ensure accuracy, appropriate documentation (including purchase order, if necessary) is

included with invoice, goods were received, hours billed and rate of pay are consistent

with terms of contract, whether the expense is included in the approved annual budget,

and if any down payments or other payments have been made toward the invoice.

• Generate check payments for all invoices.

• Processing of credit card authorization forms and entering credit card payments as an

expenditure in accounting software.

• Manage petty cash and prepare authorization forms detailing use of funds.

• Prepare monthly bank reconciliations of bank statements.

• Working with vendors to ensure timely resolution of outstanding checks.

• Complete a personnel action form for each new employee and changes in pay rates.

• Responsible for ensuring that all new employees complete the following documents:

Form W-4 Employee Withholding Certificates, I-9 Form and required copies, 401(K)

information, Direct Deposit Form, Insurance Application Forms, Personnel Policies,

and Contact for Insurance Information.

• Ensure that all payroll deductions are properly recorded.

• Ensure all deductions and pay rates are correct prior to the administration of payroll.

• Preparation of Purchase orders once determined if an expenditure is budgeted and if

funds are available.

• Maintain records of approved Purchase Orders and packing slips.

• Comparing Purchase Orders, Invoices, and packing slips to ensure there are no

discrepancies.

• Preparation the following reports on a monthly basis for review and for each Board of

Director meeting:

o Budget to Actual, Actual Cash Flow, State of Activity, and Statement of

Financial Position.

• Ensure completion of all journal entries, all outstanding checks are resolved, deposits

2are entered in detail, petty cash entries are completed, and bank reconciliation is

complete.

• Accurately maintain the General Ledger.

• Work with External Auditors to ensure Audits are executed in accordance with fiscal

accounting policies.

• Participating in entrance and exit interviews with all auditors/monitors.

• Preparing and keeping all financial records.

• Keep current account of the amount budgeted each year and the sums spent out of each

budget showing the unexpended balance for each item.

• Keep accounts showing at all times the fiscal conditions of the organization, including

current and anticipated revenues and expenses of all funds and accounts.

• Responsible for cash management.

• Keep and maintain a proper index to all documents and records so that access to such

records may be readily obtained.

• Attend all regular and special Board of Directors meetings deemed necessary by the

Board of Directors and staff management, unless excused.

• Responsible for employee payroll including payroll deductions, wage garnishments,

etc.

• Obtain appropriate authorization and support documentation.

• Communicate concerns, reports, and strategies to the Board, finance committee, and

Executive Team in a timely and efficient manner.

IV. REQUIREMENTS FOR APPLICATION

1. Proposed staffing structure for services provided.

2. Outline of any and all Fees for service, both monthly and annually, including

additional costs for any software systems used.

3. References must be provided identifying a minimum of three previous clients for

contact in which consulting services were performed. Prior work in school

settings and specifically with school leaders is preferred but not required.

V. PROPOSAL TIMELINE

The RFP will be posted on April 4, 2025. Consideration for this RFP will close

April 10, 2025, at 5:00 p.m.

VI. NOTICE TO APPLICANTS

Jackson Charter School is soliciting competitive proposals for financial services with

the qualifications and experience listed throughout this document. Please email or

hand-deliver proposals to:

3Board Chair, Tamir Bell

tamirbell@gmail.com

Jackson Charter School

315 Summit Street

Rockford, IL 61107

Gianna Dallman

Sosnowski Szeto, LLP

gianna@sosnowskiszeto.com

Proposals are due no later than 5:00 pm on April 10, 2025. Proposals will be

evaluated following this due date by the Board with a proposal selected at the April

School Board meeting.

VII. QUESTIONS/INQUIRIES

Please direct any questions and inquiries to:

Roxanne M. Sosnowski

Board Attorney – Rockford Charter School Organization

815-900-7272

roxanne@sosnowskiszeto.com

4GENERAL TERMS AND CONDITIONS

“School” means Jackson Charter School. “RFP” means a Request for Proposal issued by the

School at any time or times. “Bidder” means a person or entity submitting a proposal to the

School in response to an RFP; including successful Bidders who may also be referred to as

“Contractor”.

1. PROPOSAL OPENING. Proposals will be received at the Board Attorney’s Office or via the

specified email addresses until the date and time specified for closure. No other proposals will be

considered after this date and time unless it is evidenced and determined that the proposal was in

the School’s possession prior to the scheduled proposal opening time and date. Late proposals

shall be rejected and shall remain unopened. The School does not prescribe the method by which

proposals are to be transmitted; therefore, it cannot be held responsible for any delay, regardless

of the reason, in transmission of the proposals. All proposals delivered in person shall be hand

delivered to Jackson Charter School, 315 Summit Street, Rockford, IL 61107.

2. PROPOSAL PREPARATION. Proposals must be submitted on this form and all information

and certifications called for must be furnished. Proposals submitted in any other manner, or

which fail to furnish all information or certificates required, may be summarily rejected.

Proposals may be modified or withdrawn prior to the time specified for the opening of the

proposals. Proposals shall be filled out legibly in ink or typewritten with all erasures, strikeovers

and corrections initialed in ink by the person signing the proposal. The proposal shall include the

legal name of the Bidder, the complete mailing address, a valid email address, and be signed in

ink by a person or persons legally authorized to bind the Bidder to a contract. Name of person

signing should be typed or printed below the signature.

3. PROPOSAL ENVELOPES. Envelopes containing proposals must be sealed and addressed to

Jackson Charter School Board Chair Tamir Bell. The name and address of the Bidder must be

shown on the envelope. Proposing companies may submit proposals electronically to the email

addresses provided above.

4. ERRORS IN PROPOSALS. Bidders are cautioned to verify their proposals before submission.

Negligence on the part of the Bidder in preparing the proposal confers no right for withdrawal or

modification of the proposal after it has been opened. In case of error in the extension of prices

in the proposal, the unit prices will govern and bind Bidder.

5. RESERVED RIGHTS. The School reserves the right at any time and for any reason to cancel

an RFP, accept or reject any or all proposals or any portion thereof, or to accept an alternate offer

which meets all terms and conditions of the RFP. The School reserves the right to waive any minor

informality or defect in any RFP and proposal. Unless otherwise specified, the School will award

5a proposal or reject proposals within 90 days of the date of proposal opening. The School may seek

clarification from any Bidder at any time and failure to respond promptly is cause for rejection.

6. INCURRED COSTS. The School will not be liable for any costs incurred by Bidders in

responding to an RFP.

7. AWARD. The School will evaluate proposals and will award a contract to the lowest responsive

and responsible Bidder whose proposal, conforming to the solicitation and specifications will be

most advantageous to the School. Determination of the lowest responsible Bidder conforming to

the solicitation shall not be restricted to the price quotation alone, but will include such other

factors (where applicable) as (a) adherence to all conditions and requirements of the technical

specifications; (b) price; (c) qualifications of the Bidder, including past performance, financial

responsibility, general reputation, experience, service capabilities, and facilities; (d) delivery or

completion date; (e) product appearance, workmanship, finish, taste, feel, overall quality, and

results of product testing; (f) maintenance costs and warranty provisions; (g) repurchase or residual

value; and (h) other such related items. The School is interested in obtaining the best overall value

and reserves the right to make a selection based on its judgment of the proposal that is best suited

for the purpose intended. The School may (1) reject any or all proposals, (2) accept other than the

lowest Bidder, and (3) waive informalities or minor irregularities in proposals received. The School

may accept any item or group of items of an offer, unless the Bidder qualifies the proposal by

specific limitations. The School reserves the right to determine the lowest responsible Bidder on

the basis of an individual item, groups of items, or in any way determined to be in the best interests

of the School. A written award or acceptance of a proposal mailed or otherwise furnished to the

successful Bidder within the time for acceptance specified in the proposal shall result in a binding

contract without further action by either party provided, the School at its discretion may elect to

require a formal written contract in which event the binding contract is not formed until the written

contract is signed.

8. PRICING. The price quoted for each item is the full purchase price, including delivery to

destination, and includes all transportation and handling charges, premiums on bonds, material or

service costs, patent royalties and all other overhead charges of every kind and nature. Unless

otherwise specified, prices shall remain firm for the contract period. If at any time after a contract

is awarded, the successful Bidder(s) makes a general price reduction in the comparable price of

any material covered by the contract to customers generally, an equivalent price reduction based

on similar quantities and/or considerations shall apply to the contract for the duration of the

contract period (or until the price is further reduced). Such price reduction shall be effective at the

same time and in the same manner as the reduction in the price to customers generally. For the

purpose of this provision, a “general price reduction” shall mean any horizontal reduction in the

price of an article or service offered (1) to successful Bidder’s customers generally, or (2) in the

successful Bidder’s price schedule for the class of customers, i.e., wholesalers, jobbers, retailers,

etc., which was used as the basis for bidding on this contract. An occasional sale at a lower price,6or sale of distressed merchandise at a lower price, would not be considered a “general price

reduction” under this provision. The successful Bidder shall invoice the School at such reduced

prices indicating on the invoice that the reduction is pursuant to the “price reduction” provision of

this contract. The successful Bidder, in addition, shall within ten (10) days of any general price

reduction, notify the Principal and Board of Directors of such reduction by letter. Failure to do so

may result in termination of the contract.

Option year pricing, if any, may include price increases as stated in the proposal specifications.

9. DISCOUNTS. Prices quoted must be net after deducting all trade and quantity discounts.

10. INTERPRETATION OR CORRECTION OF BIDDING DOCUMENTS. Bidders shall

promptly notify the Jackson Charter School of any ambiguity, inconsistency or error which they

may discover upon examination of the RFP documents. Interpretations, corrections and changes

to the RFP may only be made by the issuance of an addendum by the School. Each Bidder shall

ascertain prior to submitting a prior that all addenda have been received and acknowledged in the

offer.

11. DEFAULT. If delivery of acceptable items or rendering of services is not completed by the

time promised, the School reserves the right, without liability, in addition to its other rights and

remedies, to terminate the contract by notice effective when received by Bidder, as to stated items

not yet shipped or services not yet rendered and to purchase substitute items or services elsewhere

and charge the Seller with any or all losses incurred. The School shall be entitled to recover its

attorney fees and expenses in any successful action by the School to enforce this contract.

12. INSPECTION. Materials or equipment purchased are subject to inspection and approval at the

School’s destination. The School reserves the right to reject and refuse acceptance of items which

are not in accordance with the RFP, instructions, specifications, drawings or data or Bidder’s

warranty (express or implied). Rejected materials or equipment shall be removed by, or at the

expense of, the Bidder promptly after rejection and if not removed within 10-calendar days after

notice, such shall be returned via collect shipping.

13. ROYALTIES AND PATENTS. Bidder shall pay all royalties and license fees. Bidder shall

defend all suits or claims for infringement of any patent, copyright or trademark rights and shall

hold the School harmless from loss on account thereof.

14. COMPLIANCE WITH LAWS AND REGULATIONS. Bidder represents and warrants that

throughout the term of any contract arising from award of a proposal and any extension thereof,

Bidder and all products shall be and shall remain in compliance with all applicable federal, state,

and local laws and regulations.

715. TERMINATION FOR CAUSE.

a) The School may terminate this contract in whole or in part, without liability:

• if deliveries are not made at the time and in the quantities specified,

• if the Bidder fails to perform any of the provisions of the RFP, the proposal, and the

resulting contract, or so fails to make progress as to endanger performance of the

contract in accordance with its terms, and in either of these circumstances does not cure

such failure within 30 days or such period of time as the School may direct,

• if it is determined the successful Bidder knowingly falsified information provided to

the School,

• if it is determined the successful Bidder offered substantial gifts or gratuities to a School

official, employee, or agent whether in their official capacity or not,

• or in the event of a breach or failure of the Contractor to comply with any of the other

terms or conditions herein.

b) The School shall notify the contractor in writing of the specific nature of the breach and

shall request that it be cured. If the Contractor does not cure the breach within thirty (30)

days of such notice, the School may immediately terminate this contract. To terminate, the

School shall give notice to the Contractor in writing, and to the extent specified therein,

Contractor shall immediately terminate deliveries under the contract. Termination of the

contract shall not preclude the School from pursuing any and all remedies available to it at

law or at equity.

c) Any termination by the School, whether for default or otherwise, shall be without prejudice

to any claims for damages or other rights of the School against Contractor.

d) The School shall have the right to audit all elements of any termination claim and

Contractor shall make available to the School on request all books, records, and papers

relating thereto. The Contractor shall be paid only for the performance of work up to the

date of termination if the School exercises its right to terminate.

16. TERMINATION WITHOUT CAUSE. Unless otherwise specified in the RFP, a contract

resulting from award of a proposal may be unilaterally terminated by the School, for any or no

reason, upon sixty (60) days written advance notice to the Bidder. Bidder may submit claims for

actual work performed up to and including the day of notice of termination with appropriate

documentation supporting such claim for materials, labor, or acquired inventory for equitable

adjustment and any such material shall become the property of the School upon settlement.

17. ASSIGNMENT. The Bidder may not assign, subcontract, delegate or otherwise transfer this

contract or any of its rights or obligations hereunder, nor may it contract with third parties to

perform any of its obligations hereunder except as contemplated in this contract, without the

School’s prior written consent.

18. FORCE MAJEURE. Each Party shall be excused from liability for the failure or delay in

performance of any obligation under this Agreement by reason of any event beyond such Party’s

8reasonable control including but not limited to Acts of God, fire, flood, explosion, earthquake, or

other natural forces, civil or military authority, terrorists, war, civil unrest, accident, any strike or

labor disturbance, shortage or inability to obtain critical material or supplies, plague, epidemic,

pandemic, outbreaks of infectious disease or any other public health crisis, including quarantine

or other employee restrictions, or any other event similar to those enumerated above and beyond

the Parties’ control.

Such excuse from liability shall be effective only to the extent and duration of the event(s) causing

the failure or delay in performance and provided that the Party has not caused such event(s) to

occur and continues to use diligent, good faith efforts to avoid the effects of such event and to

perform the obligation. School’s payment obligations under this Agreement shall be tolled for the

duration of such force majeure and in proportion to the extent that Contractor’s performance is

delayed, suspended, or otherwise affected. If a Party’s non-performance under this section extends

for thirty (30) days or longer, the Party affected by such non-performance may terminate this

Agreement by providing written notice thereof to the other Party.

19. PROPOSAL CERTIFICATION. The Bidder’s signature on a proposal certifies: (a) The

proposal is genuine and not made in the interest of, or on the behalf of, any undisclosed persons,

firms or corporation and is not submitted in conformity with any agreement or rules of any group

association, or organization. (b) Bidder has not directly or indirectly induced or solicited any other

Bidder to enter a false or sham proposal. (c) Bidder has not solicited or induced any person, firm

or group to refrain from bidding. (d) Bidder has not sought by collusion or otherwise to obtain for

self-interest any advantage over any other Bidder or the Owner. The Bidder’s signature on the

Proposal Form certifies that they have read and understand the contents of this solicitation and

agree to furnish at the prices shown any or all of the items and/or services, subject to all

instructions, conditions, specifications and attachments hereto. Failure to have read all the

provisions of the RFP shall not be cause to alter any resulting contract, request additional

compensation, or relieve Bidder from obligation to perform under this contract.

20. MODIFICATIONS. This contract can be modified only by written bi-lateral modification

signed by the parties or duly authorized agents.

21. ADDENDA. If it becomes necessary to revise any part of the RFP, a written addendum will be

issued by the School and posted on the School webpage and may also be posted with Bonfire. If

the School issues written addenda, such addenda shall become part of the contract documents. A

Bidder who fails to review an addendum and who has previously submitted an offer, shall not be

relieved from any obligation in the proposal submitted.

22. BINDING EFFECT. The terms, conditions, provisions, and undertakings of any contract

formed by award of a proposal shall be binding upon and inure to the benefit of each of the parties

thereto and their respective successors and assigns.

923. EQUAL OPPORTUNITY EMPLOYER. Jackson Charter School is an Equal Opportunity

Employer and encourages proposals or proposals from any company or individual regardless of

race, gender, national origin, religion or age.

24. INSURANCE REQUIREMENTS. All Respondents/Contractors shall have a Certificate of

Insurance and provide policy endorsements evidencing specific coverage of the types of insurance

in the amounts specified below and deliver to the School only upon award of an RFP such

qualifying certificate or certificates of insurance. Coverage shall be placed with a responsible

company licensed to do business in the State of Illinois, and with a minimum insurance rating of

A: VII as found in the current edition of A M Best’s Key Rating Guide. Each policy shall bear an

endorsement precluding the cancellation or reduction of said policies without providing to the

School thirty (30) days prior notice thereof in writing. All required insurance shall be maintained

by the Contractor in full force and effect during the life of the Contract, and until such time as all

work has been approved and accepted by the School. The Contractor is responsible for all

insurance deductibles and Self-Insured Retentions. During the term of the Contract, Contractor

shall maintain insurance at or above the limits specified, and each such policy shall include the

School as an additional insured. Such policies shall cover any loss or liability that may be incurred

by the School, its board members, administrators, employees, staff members, agents, attorneys,

and all other representatives, resulting from Contractor’s maintenance, operation, or use of a

Vehicle in performing transportation services pursuant to the attached Contract, or from

Contractor’s performance of any other duty under the Contract. Contractor shall furnish all such

policies, with proper certification, to the School upon execution of the Contract. All such policies

shall contain a cancellation clause requiring the insurer for each respective policy to notify the

School at least thirty (30) days in advance of the expiration of that policy or any decreases in the

scope of its coverage below the requirements of this Section or the attached specifications. In the

event of such expiration or decrease, the School may withhold money due and owing to Contractor,

or which may become due and owing to Contractor, in an amount sufficient to obtain insurance to

the levels required by this Section, and may then apply those funds for that purpose. All deductibles

required by all such policies shall be paid by Contractor, and the School shall have no obligation

to pay them.

The insurance required by this section shall meet the minimum limits established in Section 12-

707.01 of the Illinois Vehicle Code, 625 ILCS 5/12-707.01, including a minimum of personal

injury liability insurance in the amount of $1,000,000 for any one person in any one accident, and

subject to the limit for one person, $5,000,000 for two or more persons injured by reason of the

operation of the vehicle in any one accident.

The cost of all policies required by this Section shall be reflected in the prices stated on the

Proposal Form, and Contractor shall not be entitled to receive from the School any additional

compensation for any such insurance costs. At all times during the term of the contract, the

10Contractor and its independent contractors shall maintain, at their sole expense, insurance coverage

for the Contractor, its employees, officers and independent contractors, as follows:

Insurance Type Minimum Acceptable Limits of Liability

Workers Compensation Statutory

Employers Liability

A. Each Accident

B. Each Employee-disease

C. Policy Aggregate-disease

$1,000,000

$1,000,000

$1,000,000

**Commercial General Liability ****

A. Per Occurrence

B. General Aggregate

1. General Aggregate – Property

2. General Aggregate – Per

Project

3. General Aggregate –

Products/Completed

$1,000,000

$5,000,000

$3,000,000

$3,000,000

Comprehensive Auto Liability

Uninsured Motorist Coverage

$5,000,000 bodily injury and property

damaged combined

$150,000 per person, $500,000 aggregate

Fire Legal Liability (any one fire) $100,000

General Umbrella Excess Liability $3,000,000 – $5,000,000*

**Business Auto Liability**** $1,000,000

*Minimum $3,000,000.00; maximum $5,000,000.00 as prescribed in the proposal documents

**An Additional Insured Endorsement as well as endorsements for Waiver of Subrogation and

Insurance is Primary and Non-Contributory to additional insured insurance coverage in addition

to a Certificate of Insurance

****Garage Liability (combines standard GL & Auto Liability) Garage Keepers Liability

If any policy or coverage is written as “claims made” then coverage must be maintained for 4 years

after project completion.

Notwithstanding the existence of required insurance, Contractor agrees it is responsible for injury

and damage to persons and property including such damages as may exceed the limits set forth

above, resulting from its own negligence and the negligence of its owners, employees, agents and

representatives and further for the negligence of others under Contractor’s direction and control

when arising from or in any way related to the bid and resulting contract and Contractor’s

performance of its contract obligations.

The School and its officers and employees shall be named as additionally insured on all certificates

of insurance. Insurance certificates shall also reference project name and RFP. Certificates can be

mailed to Jackson Charter School, 315 Summit Street, Rockford, IL 61107.