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

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Purchasing Department
100 N. Broadway, Suite 610 ~ Wichita, KS 67202
Phone: 316 660-7255 Fax: 316 660-1839
RFP #23-0061
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.
Place signature block here
Jaimee Witmer
Purchasing Agent
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
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:
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 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
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

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