Split This Rock RFP Financial Systems



Split This RockRequest for ProposalsFinancial Management Consultant ServicesResponse Deadline: July 19, 2019Split This Rock seeks to engage a financial management consultant or firm to strengthen the organization’s internal controls, improve processes to track restricted grants, a move to in-house financial record-keeping, and a financial policies and procedures manual that provides staff and board with practical guidance to adhere to GAAP and other financial management best practices for small- to medium-sized nonprofits. We'd like to work with a professional who understands and values racial equity and anti-oppression as organizational operating principles. We're particularly interested in firms or individuals who have experience working with organizations at the intersection of arts and social justice and share our commitment to equity, access, and liberation. Please note any relevant experiences or relationships in your proposal materials. BackgroundInformation: Founded in 2008, Split This Rock is a DC-based nonprofit that brings poets and poetry to the center of public life through year-round local workshops, featured readings, and youth programs and through a biennial national poetry festival.Split This Rock currently has 4 full-time staff including a full-time Executive Director, Managing Director, Youth Programs Director, and Communications & Development Associate; part-time staff includes a Managing Editor and Youth Programs Fellow. In January 2019, Split This Rock completed a leadership transition from a founding director. A 7-member board convenes quarterly to maintain oversight of the organization’s operations and strategic direction. Split This Rock contracts more than 3 dozen teaching artists, coaches, fellows, featured artists, and work study students to support our robust programming, which serves over 1500 people of all ages, races, genders, and ability levels across the DC metro area every year. Our Poem of the Week series has 7500+ national and international subscribers. We manage 20 after-school poetry clubs, 2 monthly open mic events, twice monthly free writing workshops, an award winning youth slam, an annual poetry contest, and three annual youth poetry festivals. Split This Rock is well known as the host of a biennial national poetry festival and the creator of The Quarry, the only online searchable database of social justice poetry. Situation: We currently operate on a modified accrual basis with a fiscal year of July 1-June 30. Our accounting software is computer-based QuickBooks; we receive support from a contract bookkeeper; and an accounting firm prepares our annual 990 return. Our revenue is a combination of earned income from performances, ticket sales, and trainings (10%), individual giving (20%) and government and foundation grants (70%). A better system of tracking and reporting on these grants, particularly temporarily restricted funds, will be an important aspect of this consultancy.Scope of WorkSplit This Rock was selected as one of six participants in the DC Commission on the Arts and Humanities’ 2018-2019 UPSTART capacity building program, which will provide funding to implement a set capacity building work plan. We invite consultants to respond with a general proposal that describes the techniques, approaches and methods to satisfy the following tasks: Assess current financial policy and procedures to identify opportunities to strengthen legal compliance and organizational effectiveness. Share findings in writing to the Executive Director, Treasurer, and Executive Committee. Make recommendations for adjusting Chart of Accounts and Class List and support transition to new systems. Prepare a comprehensive financial policy and procedures manual that outlines appropriate division of responsibilities, policies, procedures, and internal controls, including updated procedures related to financial systems and software, annual budgeting process, an updated chart of accounts, cash management procurement policies, operating reserves, etc.Work with Executive Director and Treasurer to establish a written annualized version of the budgeting process that includes annual times with meetings, tasks, persons responsible, and interim and final deadlines. ?Recommend appropriate board meeting reporting tools, such as Statements of Activities, Statements of Financial Projects, financial dashboards and cash projection tools and provide training to the Executive Director and Executive/Finance Committee on preparing these reports. Provide trouble-shooting assistance on Quickbooks to staff. Provide close-out financial review training to members of the board of directors on understanding and utilizing the suggested financial documentation.BudgetThe ideal budget for this project is in the range of $10,000 to $15,000, depending on the selected approach. Split This Rock was selected to participate in the DC Commission on the Arts and Humanities’ 2019 UPSTART capacity building program, which will provide funding for this consultancy. Submission detailsIn addition to the response for the above scope of work, the following information should be included in the proposal: General qualifications of your firm/organization, including any specific experience working with nonprofits, arts organizations and/or organizations managing contractors and seasonal employees. Client list and contact information for three references.Name and background for the individual(s) providing consulting services. A work plan that details your approach to this scope of work.A preliminary timeline for proposed deliverables.A proposed fee structure and payment schedule.TimelineProposals due by Monday July 19, 2019Consultant selected by August 2, 2019Work to begin in mid-August 2019Assessment to be completed by September 30, 2019We expect a schedule for completing the scope of work to be proposed by consultant.ContactPlease send proposals in PDF format to Rasha Abdulhadi, Executive Director, at rasha@. They are available to answer questions. ................
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