Preparation of a Central Cost Allocation Plan

Agency: Steuben County
State: New York
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
  • 541618 - Other Management Consulting Services
Posted Date: Mar 14, 2023
Due Date: Apr 24, 2023
Solicitation No: GC-23-008-P
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Bid Documents: Please Login to View Page
Bid Number: GC-23-008-P
Bid Title: Preparation of a Central Cost Allocation Plan
Category: General County Bids
Status: Open

Publication Date/Time:
3/14/2023 12:00 AM
Closing Date/Time:
4/24/2023 1:30 PM
Related Documents:

Attachment Preview

BATH, NEW YORK 14810-1510
(607) 664-2484
Notice is hereby given that the Human Services Committee of the Steuben County
Legislature and the Commissioner of Social Services Department will receive proposals
for professional services from interested audit firms to prepare and negotiate a central
cost allocation plan for the Department of Social Services; document #GC-23-008-P.
Requests for proposal forms, scope of services and general provisions are available at
the Steuben County Purchasing Department, 3 E. Pulteney Square, Bath, N.Y. 14810.
These documents are also available on the Steuben County website,
Interested parties assume all responsibility to acquire bid information and forms.
To be considered, proposals must be submitted on Steuben County forms and delivered
in a sealed opaque envelope. Proposals will be received at the Purchasing Department
until 1:30 P.M. local time on April 27, 2023; at which time they will be opened and
acknowledged as received.
Interested parties may contact Lise Reynolds, Director of Finance, Department of Social
Services, telephone number 607-664-2208.
Steuben County retains the right to reject any or all proposals and to withdraw this
solicitation at any time.
Dated: March 13, 2023
Andrew G. Morse
Director of Purchasing
Request for Professional Services:
Preparation of a Central Cost Allocation Plan
Document #GC-23-008-P
1. Scope of Services:
The County of Steuben seeks the professional services of an audit firm to
prepare and negotiate a central service cost allocation plan and indirect cost
proposals and related schedules as required, specifically the Statement of
Estimated Annual Maintenance Costs, LDSS-4927 and Information on Office
Space Rental Charges in Publicly Owned Buildings, LDSS-539.
2. Project Manager:
Lise Reynolds, Director of Finance, Steuben County Department of Social
Services, 3 E. Pulteney Square, Bath, N.Y. 14810. Telephone number: 607-
3. Qualifications:
The Social Services Commissioner will be free to make any inquiries deemed
necessary to ascertain the qualifications of the contractor and/or the accuracy of
statements made by the contractor as to its qualifications.
4. Contact Information and Requirements:
Along with its response, the submitter of the RFP shall include the following
information: name, address, telephone number and fax number.
5. Proposal Cost:
The price shall be an in toto price per the proposed scope of
By in toto it is meant, the aggregate of all costs billable to Steuben County
including but not limited to travel, freight, labor, materials and equipment.
6. Selection of a Contractor:
Selection shall only be made from proposals submitted by qualified, responsive
and responsible entities who sufficiently meet the terms, conditions and
specifications stated herein.
However, under all circumstances and all statements to the contrary not with-
standing, the Steuben County reserves as its right, the right to determine the
contractor in accordance with the best interest of Steuben County.
Determination is not made at the opening. All submitted proposals are subject
to final review and acceptance by the appropriate personnel or committee(s) of
the Steuben County Legislature before a determination is made.
Receipt of proposals by the County shall not be construed as authority to bind
the County.
7. References:
Any response to this request for proposal shall contain as a minimum at least
three (3) references with contact names and phone numbers where the
contractor has completed projects similar in nature.
8. Submission of Proposals:
Those submitting proposals do so entirely at their expense. There is no express
or implied obligation by Steuben County to reimburse any contractor or
individual for any costs incurred in preparing or submitting proposals, preparing
or submitting additional information requested by the County, or for participating
in any selection interviews.
9. Contract Award:
Award of contract will be made following a review of the proposal by County staff
as deemed appropriate, and award will be made by a designated committee.
10. Method of Award:
The award may be made to the most responsible contractor whose proposal is
determined to be in the best interest of Steuben County and who is deemed the
best fit to serve the County’s requirements based upon criteria stated under the
Scope of this Request For Proposal, the evaluation of references, corporate
qualifications and, if deemed necessary, an interview with the contractor and the
designated committee.
Price will not necessarily be the determining factor in the award of the contract.
All proposals will be evaluated to determine if they meet the required format and
are in compliance with all requirements of the Request for Proposals.
Incomplete or non-responsive proposals may be rejected at the discretion of
Steuben County.
11. Contract Term:
The initial term of contract shall be for three (3) years with the option to extend
an additional two (2) years.
12. Assignability:
The contractor shall not assign, transfer, convey, sub-contract, sublet or other-
wise dispose of all or portions of the contract; and/or work to be performed as a
result of the contract; or its right, title or interest therein, or its power to execute
such contract, or its responsibility therein to any other person, company or
corporation, without the prior written consent of the Steuben County
Commissioner of Social Services and the Human Services Committee.
13. Insurance and OSHA Training:
a) This document includes an information sheet entitled: STEUBEN COUNTY
STANDARD INSURANCE REQUIREMENTS. These requirements establish
the minimum insurance(s) which the awarded contractor(s) shall have in
effect prior to entering into a contract to do business with Steuben
County. Said insurance(s) are required to remain in effect throughout the
term of the contract(s).
In the event that the contractor’s insurance lapses during the term of the
contract, the County reserves, as its right, the right to cancel the
contractor’s contract(s) and to purchase the contracted
product(s)/service(s) on the open market; with any increase in cost(s) to
Steuben County being charged to the contractor. Credit shall not be
issued to the contractor where open market cost(s) to the County are less
than the cost(s) contracted with the contractor.
b) Steuben County shall be named as an additional insured in the
contractor’s policy for all intents and purposes of contract(s) issued as a
result of an award of this proposal. The document number and title shall
be referenced in the description/additional comments section of the
certificate of insurance form.
Additional insured and certificate holder must only read: Steuben County,
3 E. Pulteney Square, Bath, N.Y. 14810.
c) Each contractor shall submit an original of its Certificate of Insurance
(which indicates the contractor’s compliance with the above sections a)
and b) to Steuben County Purchasing Department, 3 E. Pulteney Square,
Bath, New York 14810.
d) The Certificate of Insurance must be approved by the County Risk
Manager prior to the contractor’s acting on and/or performing any of the
obligations it incurred as a result of the award and/or contract.
e) Self-employed persons must carry Worker’s Compensation coverage as
directed by the Steuben County Risk Manager. Contractor shall submit an
original Certificate of NYS Worker’s Compensation Insurance Coverage
form WC 88 31 21 C, which indicates the contractor’s compliance, to be
approved by the County Risk Manager prior to the contractor’s acting on
and/or performing any of the obligations it incurred as a result of the
award and/or contract.
f) Worker’s Compensation Insurance Exemption: Contractors claiming to be
exempt from the requirement to carry/provide Workers’ Compensation
Insurance shall submit a fully executed CE-200 form; the form to be
complete, notarized, and stamped as received by the New York State
Workers’ Compensation Board.
g) OSHA TrainingWherein a contractor and Steuben County are both
parties to a contract involving a public works project with an aggregate
dollar value of two hundred and fifty thousand dollars ($250,000.00) or
more; said contract shall be understood, by all parties, to include “the
provisions that all of the contractor’s and sub-contractors laborers,
workers, and mechanics shall be certified as having successfully
completed a ten (10) hour OSHA approved course in construction safety
and health.” Such requirement having been mandated by the New York
State Laws of 2007, chapter 282.
In those instances where a RFP submittal is required, said certification(s)
shall be included with the contractor’s submittal. The contractor shall not
allow participation in the contracted work by its non-certified staff; i.e. all
of the contractor’s non-certified laborers, workers, and mechanics.
14. Prevention of Sexual Harassment
The Agent offering to provide services pursuant to this contract, as a Consultant,
joint venture consultant, subcontractor, attests that its performance of the
services outlined in this contract has a written policy addressing sexual
harassment prevention in the workplace and provides training, which meets the
New York State Department of Labor’s model policy and training standards, to all
employees on an annual basis.
Furthermore, by submission of this Expression of Interest procurement
document, each agent and each person signing on behalf of any agent certifies,
and in the case of a joint submission each party thereto certifies its own
organization, under penalty of perjury, that the submitter has and has
implemented a written policy addressing sexual harassment prevention training
to all of its employees. Such policy shall at minimum meet the requirements of

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