DOD Education Activity (DoDEA) RFI: Student Activity Funds Accounting Solution

Notice ID: HE1254-25-R-SAF

Background: DoDEA allows middle schools and high schools to establish and manage student activity funds (SAF) to support student extracurricular activities. These funds are currently managed according to DoDEA regulation and guidance. The middle school level SAFs handle approximately $10,000 each year and the high school SAFs handle approximately $100,000 each year.    It must be user-friendly and permit 2-3 people access to the system at the school level and additional view only access for above school level staff to have the rights to generate reports.

DoDEA is requesting the proposed solution(s) to provide the minimum criteria:

• Cloud-based and vendor-hosted.
• Produces reconciliation reports, bank reconciliation reports, activity ledgers, extended codes to identify types of funding received (ex: donations, grants), outstanding check reports, and audit review, including any missing checks or missing receipts reports.
• Provide sequential lists of accounts payable, activity transfers, vendor transactions, receipts, journal adjustments, and canceled checks.
• Ability to record foreign currency and US currency independently, to include a dropdown menu to select country currency (Euro, Yen, Won, and Pound) when entering data …

The period of performance for these services, with an anticipated start date of 1 August 2025, will include a base period with four (4) 12-month option periods.

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