Indirect Cost Rate Consultant

Agency:	Sedgwick County
State:	Kansas
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services 541618 - Other Management Consulting Services
Posted Date:	Sep 8, 2023
Due Date:	Oct 3, 2023
Solicitation No:	23-0061
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Attachment Preview

SEDGWICK COUNTY, KANSAS

DIVISION OF FINANCE DEPARTMENT

Purchasing Department

100 N. Broadway, Suite 610 ~ Wichita, KS 67202

Phone: 316 660-7255 Fax: 316 660-1839

https://www.sedgwickcounty.org/finance/purchasing/

requests-for-bid-and-proposal/

REQUEST FOR PROPOSAL

RFP #23-0061

INDIRECT COST RATE CONSULTANT

September 8, 2023

Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide an Indirect Cost Rate

Consultant. If your firm is interested in submitting a response, please do so in accordance with the instructions contained

within the attached Request for Proposal. Responses are due no later than 1:45 pm CDT, October 3, 2023.

All contact concerning this solicitation shall be made through the Purchasing Department. Proposers shall not

contact county employees, department heads, using agencies, evaluation committee members or elected officials with

questions or any other concerns about the solicitation. Questions, clarifications and concerns shall be submitted to the

Purchasing Department in writing. Failure to comply with these guidelines may disqualify the Proposer’s response.

Sincerely,

Place signature block here

Jaimee Witmer

Purchasing Agent

JW/ch

RFP #23-0061

Sedgwick County…Working for you

Table of Contents

About this Document

II. Background

III. Project Objectives

IV. Submittals

V. Scope of Work

VI. Sedgwick County’s Responsibilities

VII. Proposal Terms

A. Questions and Contact Information

B. Minimum Firm Qualifications

C. Evaluation Criteria

D. Request for Proposal Timeline

E. Contract Period and Payment Terms

F. Insurance Requirements

G. Indemnification

H. Confidential Matters and Data Ownership

I. Proposal Conditions

VIII. Required Response Content

IX. Response Form

RFP #23-0061

Sedgwick County…Working for you

About this Document

This document is a Request for Proposal. It differs from a Request for Bid or Quotation in that the county is seeking a solution,

as described on the cover page and in the following Background Information section, not a bid or quotation meeting firm

specifications for the lowest price. As such, the lowest price proposed will not guarantee an award recommendation. As

defined in Charter Resolution No. 68, Competitive Sealed Proposals will be evaluated based upon criteria formulated around

the most important features of the product(s) and/or service(s), of which quality, testing, references, service, availability or

capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal

evaluation criteria should be viewed as standards that measure how well a vendor’s approach meets the desired requirements

and needs of the county. Criteria that will be used and considered in evaluation for award are set forth in this document. The

county will thoroughly review all proposals received. The county will also utilize its best judgment when determining whether

to schedule a pre-proposal conference, before proposals are accepted, or meetings with vendors, after receipt of all proposals.

A Purchase Order/Contract will be awarded to a qualified vendor submitting the best proposal. Sedgwick County reserves the

right to select, and subsequently recommend for award, the proposed service(s) and/or product(s) which best meets its

required needs, quality levels and budget constraints.

The nature of this work is for a public entity and will require the expenditure of public funds and/or use of public

facilities, therefore the successful proposer will understand that portions (potentially all) of their proposal may become

public record at any time after receipt of proposals. Proposal responses, purchase orders and final contracts are subject to

public disclosure after award. All confidential or proprietary information should be clearly denoted in proposal responses

and responders should understand this information will be considered prior to release, however no guarantee is made that

information will be withheld from public view.

II. Background

Sedgwick County, located in south-central Kansas, is one of the most populous of Kansas’ 105 counties with a population

estimated at more than 514,000 persons. It is the sixteenth largest in area, with 1,008 square miles, and reportedly has the

second highest per capita wealth among Kansas’ counties. Organizationally, the county is a Commission/Manager entity,

employs nearly 2,500 persons, and hosts or provides a full range of municipal services, e.g. – public safety, public works,

criminal justice, recreation, entertainment, cultural, human/social, and education.

The Division of Finance coordinates the development of a cost allocation plan based on actual costs incurred during fiscal

year 2023, in accordance with OMB Uniform Guidance 2 CFR part 200. The indirect rate proposal will include both

departmental overhead expenses and indirect support costs identified in the County's most recent OMB Uniform Guidance

2 CFR part 200 Cost Allocation Plan. The plan, based on 2022 data included fourteen central service or allocating

departments/centers.

This information is to be used in the development of grant applications, contract negotiations and the annual budget

document including allocations to non-general fund departments.

The jail rate study is used to determine the hourly billing rate for inmates of local municipalities and to provide periodic

submissions to the Office of the Federal Detention Trustee eIGA website for updating the USMS Intergovernmental

Agreement jail rates for federal prisoners in a county detention facility.

The Health Department Cost Allocation Plan is used to determine the department administrative cost rate used in developing

grant proposals and used as matching funds for Kansas Department of Health & Environment (KDHE) funded programs.

The COMCARE Fully-Loaded Hourly Personnel Rates Report is a study to develop cost by program and position title to

be used in calculating rates for proposals to service requests from other agencies and third party payers.

RFP #23-0061

Sedgwick County…Working for you

Broadly stated, the county desires to select:

• A reputable firm to develop a Cost Allocation Plan and indirect rate.

• A reputable firm to prepare a jail rate analysis and complete prescribed forms as directed by County Management.

• A reputable firm to develop a Department Cost Plan for the Health Department.

• A reputable firm to develop a Fully-Loaded Hourly Personnel Rates Report for COMCARE.

III. Project Objectives

Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide an Indirect Cost Rate

Consultant. The following objectives have been identified for this contract:

1. Acquire Indirect Cost Rate Consultant Services meeting the parameters, conditions and mandatory requirements

presented in the document.

2. Establish contract pricing with the vendor that has the best proven “track-record” in performance, service and

customer satisfaction.

3. Acquire Indirect Cost Rate Consultant Services with the most advantageous overall cost to the county.

IV. Submittals

Carefully review this Request for Proposal. It provides specific technical information necessary to aid participating firms in

formulating a thorough response. Should you elect to participate with an electronic response, the RFP number must be

entered in the subject line and email the entire document with supplementary materials to:

Purchasing@sedgwick.gov

Should you elect to participate with a physical response, the response must be sealed and marked on the lower left-hand

corner with the firm name and address, bid number, and bid due date. Submit one (1) original AND one (1) electronic

copy (.PDF/Word supplied on a flash drive) of the entire document with any supplementary materials to:

Jaimee Witmer

Sedgwick County Purchasing Department

100 N. Broadway, Suite 610

Wichita, KS 67202

SUBMITTALS are due NO LATER THAN 1:45 pm CDT, TUESDAY, October 3, 2023. If there is any difficulty

submitting a response electronically, please contact the Purchasing Technicians at purchasing@sedgwick.gov for

assistance. Late or incomplete responses will not be accepted and will not receive consideration for final award. If you

choose to send a hard copy of your proposal, Sedgwick County will not accept submissions that arrive late due to the fault

of the U.S. Postal Service, United Parcel Service, DHL, FedEx, or any other delivery/courier service.

Proposal responses will be acknowledged and read into record at Bid Opening, which will occur at 2:15 pm CDT on the

due date. No information other than the respondent’s name will be disclosed at Bid Opening. We will continue to have

Bid Openings for the items listed currently. If you would like to listen in as these proposals are read into the record, please

dial our Meet Me line @ (316) 660-7271 at 2:15 pm.

V. Scope of Work

The county desires the most thorough and professional services available. The following specifications outline the minimum

requirements of the proposed service. They are provided to assist proposers in understanding the objectives of the county

and submitting a thorough response. Proposals received must reflect in detail the degree of service provided. The proposed

service which meets all the specifications will be recommended for award within the listed selection criteria. The successful

proposer shall provide a service which at a minimum includes the following features:

RFP #23-0061

Sedgwick County…Working for you

1. Prepare an annual administrative cost allocation plan, which is fully compliant with OMB Uniform Guidance 2 CFR part

200 and which identifies for each administrative service:

• The total expenditure incurred to provide the service in the most recent full year;

• Any exclusions of total expenditure from the cost to be allocated, with explanation for the exclusion;

• The basis on which cost is to be allocated to programs;

• The quantity of service provided to each program in the most recent full year;

• The unit cost to provide the service;

• The full cost allocated for providing the service to each program.

The cost allocation plan must be completed and delivered to the county by May 1st of each year. Information required

by the consultant (including unaudited financial statements and various data components) can be provided by the county

as early as February 1st of each year.

2. Prepare an annual Indirect Cost Rate Proposal (ICP), which identifies the costs of indirect services provided to the

Sedgwick County Health Department operating areas. This cost plan must be fully compliant with OMB Uniform

Guidance 2 CFR part 200.

3. Prepare a Fully-Loaded Hourly Personnel Rates Plan based on prior years budgeted expenditures allocated to

COMCARE service provider staff.

4. Determine the average daily cost of housing prisoners at the Sedgwick County Local Adult Detention Facility (Jail),

which will include calculating a daily per prisoner cost rate, and a booking fee cost rate. Develop a Jail Rate Analysis

Cost Breakdown by cost category by daily cost per inmate. The Jail Rate Analysis should include an hourly cost

per inmate for municipal billing rates. These costs are to be calculated annually, immediately following the

completion of the Cost Allocation Plan with final rates available within 30 days of completion of the Cost Allocation

Plan. Provide assistance, if needed, with the completion of the submission to the Office of the Federal Detention

Trustee eIGA website.

5. Be available to defend and/or explain the numbers in the Cost Allocation Plan to local, state and federal agencies if

requested. This may include educational or informational meetings with County Management and Staff.

6. Be available to justify to federal agencies the numbers and data included in the Jail Rate Analysis and used in the

submission to the Office of the Federal Detention Trustee eIGA website.

7. Be available to enter into negotiations of each completed Cost Allocation Plan with local, state, and federal

representatives, if such negotiation is requested by such representatives.

8. Provide consulting support regarding the county’s data collection worksheets, allocation bases, indirect cost pools,

and methods of distributing costs for appropriateness.

9. Insurance shall be maintained in force throughout the duration of this Contract with specifications as outlined in the

Insurance Requirements section.

VI. Sedgwick County’s Responsibilities

• Provide information, as legally allowed, in possession of the county, which relates to the county’s requirements or

which is relevant to this project.

• Designate a person to act as the County Contract Manager with respect to the work to be performed under this

contract.

• County reserves the right to make inspections at various points of the project. Contractor agrees to openly

participate in said inspections and provide information to the county on the progress, expected completion date

and any unforeseen or unexpected complications in the project.

RFP #23-0061

Sedgwick County…Working for you

Indirect Cost Rate Consultant

Attachment Preview

Sign-up for a Free Trial, Government Bid Alerts

See Also

RFB/RFP	Due Date	Description	Document	Pre-bid Conference
23-0061	10/3/2023 1:45:00 PM	Indirect Cost Rate Consultant	RFP