Request for Proposals: Financial Services and Accounting Support – School Years 2026-2027 and 2027-2028

Request for Proposal: Financial Services and Accounting Support – School Years 2026-2027 and 2027-2028

Issued By: Kairos Academies (St. Louis, Missouri) – Free Public Charter School

Issue Date: March 16, 2026

Proposal Due Date: April 20, 2026

Contact for Inquiries: Dr. Khalil Graham (khalil.graham@kairosacademies.org)

1. Introduction

Kairos Academies (“Kairos”) invites qualified firms to submit proposals to provide financial services and accounting support for School Years (SY) 2026–2027 and 2027–2028, with an option to renew for an additional year, subject to mutual agreement and satisfactory performance.

2. Background

Kairos Academies is a free public charter school serving students in St. Louis, Missouri. Kairos is seeking a partner that can provide high-quality accounting operations, financial reporting, forecasting, and strategic financial advisory support that aligns with the school’s compliance requirements, board governance, and growth trajectory.

2.1 Objectives of this Engagement

The selected provider will help Kairos maintain accurate and timely financial records, ensure strong internal controls, deliver reliable reporting for leadership and the Board, and strengthen forecasting and cash management to support sound decision-making.

2.2 Current Systems

Kairos currently uses Sage for accounting and Paycor for HR and payroll. Proposers should describe their experience working with these systems (or comparable platforms) and their approach to ensuring data integrity across systems.

2.3 Internal Roles and Interfaces (NEW)

Kairos expects the provider to operate as an integrated extension of the internal team. Proposals must describe how your team will interface with Kairos stakeholders and approvals, including:

• Accounts payable approval workflow (who initiates, who approves, who releases payment)

• Payroll change workflow and reconciliation process with Paycor/HR team

• Grant compliance workflow (program owner vs. finance owner vs. provider responsibilities)

• Month-end close responsibilities and review cadence with Kairos leadership (CEO/COO/Finance Lead)

• Board/Finance Committee reporting responsibilities (prep, pre-reads, meeting participation)

3. Scope of Services

Proposers should address the full scope below and clearly indicate which services are included in the base monthly fee, which are excluded, and which are available as add-ons. Kairos may select a provider that proposes a tiered model, but the proposal must be explicit and unambiguous.

3.2 Financial Reporting

Provide monthly financial statements and variance explanations; cash flow projections; Board-ready reporting and narratives; ad hoc reporting as needed.

3.3 General Ledger Management

Maintain an accurate chart of accounts; post journal entries; reconcile accounts; manage month-end close; ensure GAAP compliance for a charter school context.

3.6 Grant Management and Compliance

Track grant budgets and expenditures; support drawdowns and reimbursement requests; maintain compliance documentation; coordinate with program leads.

3.7 Audit Support and Readiness

Prepare schedules and workpapers; coordinate with auditors; manage the audit timeline; support single-audit requirements, if applicable.

3.8 Compliance Reporting (State and Federal)

Support required reporting (e.g., ASBR and other state/federal submissions); ensure compliance calendars are maintained.

3.10 Systems and Software

Maintain systems integrity; recommend improvements; document processes; support data exports/imports; maintain secure access protocols.

3.12 Transition and Implementation Plan

Proposals must include a practical transition plan that ensures continuity and a clean cutover. At a minimum, include:

• 90-day implementation plan with milestones (data access, COA review, close calendar, board reporting cadence)

• Roles/responsibilities matrix for your team and Kairos during transition

• Plan for documenting procedures and internal controls

• Risk log: likely transition risks and mitigation steps

4. Compliance, Legal, and Contract Requirements

Kairos expects the selected provider to comply with applicable federal, state, and local laws and to maintain appropriate confidentiality and data security practices.

4.1 Required Contract Considerations

Proposers must state whether they can accept the following contract requirements as written, or provide redlines/alternatives:

• Data ownership: Kairos retains ownership of all financial data, reports, workpapers, templates, and deliverables

• Service level expectations (SLAs) aligned to Section 7; documented error correction process

• Transition assistance upon termination (including handoff of files, passwords, process documentation, and a final close package)

• Confidentiality and FERPA-adjacent safeguards where student-related financial data may be present

• Conflict of interest disclosure

• Insurance coverage (professional liability/errors & omissions) and relevant licensure

5. Proposal Submission Instructions

5.1 Timeline for RFP Process

• Issue Date: 3/16/2026

• Questions Due: 4/6/2026

• Responses to Questions: 4/13/2026

• Proposal Due Date: 4/20/2026

• Finalist Interviews (if applicable): 4/27/2026

• Anticipated Selection Date: 5/15/2026

• Anticipated Start Date: 7/1/2026

5.2 Proposal Format and Content Requirements

Proposals should be concise but complete and must include the sections below.

1. Executive summary and understanding of Kairos’ needs

2. Firm qualifications and relevant charter school / nonprofit experience

3. Proposed team structure, roles, and bios (identify primary day-to-day point of contact)

4. Approach to scope of services (Section 3), including systems experience (Sage/Paycor)

5. Governance and cadence: month-end close meeting, quarterly forecast refresh, board/finance committee support, and annual relationship stepback

6. Transition and implementation plan (Section 3.12)

7. Dashboards and cash forecasting samples (Section 3.11)

8. Pricing and fee structure (Section 6), including add-ons and assumptions

9. Included/Excluded Services + Fee Triggers table (required)

10. Excluded Services Matrix (required)

11. References (at least 3), preferably charter schools or similarly regulated nonprofits

12. Conflict of interest statement

5.3 Submission Method and Deadline

Submit proposals electronically to the RFP contact listed above by the Proposal Due Date. Late proposals may not be considered.

6. Pricing Requirements

Proposals must include transparent pricing that minimizes surprises and clearly links fees to scope.

6.1 Base Fees and Add-ons

Provide a monthly base fee for SY 26-27 and SY 27-28, and any proposed annual escalation. Identify all optional or variable-priced services with unit pricing (hourly rates or fixed fees).

6.2 Included/Excluded Services + Fee Triggers

Include a one-page table that lists: (a) services included in the base fee, (b) services excluded, and (c) explicit triggers that cause additional fees (e.g., new entity setup, extraordinary audit adjustments, system migrations, additional grant reporting, board-requested ad hoc analysis).

6.3 Excluded Services Matrix

For each excluded service, provide: description, reason excluded, how it is priced, typical time/effort range, and risk/impact if not completed or delayed.

7. Service Level Expectations (SLAs)

Kairos expects strong operational discipline and predictable timelines. Proposers must confirm their ability to meet the expectations below or propose alternatives.

• Month-end close completed within an agreed timeline (e.g., 10 business days) with reconciliations and variance narrative

• Monthly board/leadership reporting package delivered on an agreed schedule prior to finance/board meetings

• 13-week cash forecast updated at least monthly (or more frequently during tight cash periods)

• Budget development and annual forecast calendar aligned to Kairos governance needs; quarterly forecast refresh

• Grant drawdowns/reimbursements processed within agreed turnaround times; compliance documentation maintained

• Audit preparation: schedules and requested items produced within mutually agreed timeframes

• Responsiveness: business-day response standards for routine requests; escalation protocol for urgent items

8. Evaluation Criteria and Selection Process

Kairos will evaluate proposals using a weighted rubric and may invite finalists to interviews or request additional information.

8.1 Evaluation Rubric

Category	Weight
Relevant experience and results (charter/nonprofit)	25%
Proposed team capacity, roles, and continuity plan	20%
Methodology, controls, and operational discipline (close, reconciliations, AP/AR)	20%
Strategic advisory value + dashboards + cash forecasting quality	20%
Cost transparency and total value	15%

9. Questions

All questions regarding this RFP should be submitted to the RFP contact by the Questions Due date. Kairos will provide responses to all submitted questions by the Responses to Questions date.