NORTHEAST OHIO REGIONAL SEWER DISTRICT
REQUEST FOR PROPOSAL
COST ALLOCATION PLAN / INDIRECT COST PROPOSAL
May 22, 2009
This Request for Proposal (RFP) is being sent to pre-qualified consulting firms to update the Northeast Ohio Regional Sewer District’s (NEORSD) Cost Allocation Plan (CAP) and Indirect Cost Proposal (ICP) Project. The RFP will be a three (3) year agreement which will include CAP/ICP reporting and services for 2008, 2009 and 2010 financial data. The deadline for proposals will be the close of business (4:30 P.M.) on June 5, 2009. Proposals are to be delivered to:
Northeast Ohio Regional Sewer District
3900 Euclid Avenue
Cleveland, OH 44115-2506
Attention: Mr. Kenneth Duplay, Financial Business Apps Analyst
We will not consider late submittals
Questions regarding this RFP may be directed to Mr. Kenneth Duplay during business hours by calling (216)881-6600 extension 6745 or emailing . However, Letters of Proposal as described below must be submitted in hard copy. The RFP is organized as follows:
SECTION I BACKGROUND
SECTION II SCOPE OF SERVICES
SECTION III LETTER OF PROPOSAL
SECTION IV SCHEDULE/TERM
SECTION V EVALUATION and SELECTION PROCESS
I. BACKGROUND
NEORSD has maintained indirect cost rates since 1980. These rates have enabled NEORSD to recover hundreds of thousands of dollars for administrative services in support of EPA grants.
NEORSD is not currently required to submit its Cost Allocation Plan (CAP) and Indirect Cost Proposal (ICP) for Federal cognizant agency prior approval. However, post-audits are performed by USEPA to finalize rates and closeout the year’s grant period.
II. SCOPE OF SERVICES
The following outlines the general scope of work for NEORSD’s Fiscal Cost Allocation Plan and Indirect Cost Proposal Project. We are asking Consultants to recommend a detailed approach, based on their past experience on similar projects.
Consultants are encouraged to propose alternatives to the scope of work (additions or deletions to the defined scope) as deemed necessary. A thorough discussion of any proposed alternative to the defined scope of work shall be included in the Consultant’s Letter of Proposal.
NEORSD will be responsible for the accuracy and completeness of the financial and statistical data given to the Consultant for use on this project.
1. The Consultant will assist NEORSD in obtaining post audit approval of the previous year’s CAP/ICP at such time as the closeout and audit is scheduled by USEPA.
2. The Consultant will negotiate and secure finalized rates for the year. A fixed fee arrangement will be proposed by the Consultant. No additional consulting fees or costs will be charged to NEORSD for post-audit services of the indirect cost rates.
3. NEORSD staff has been actively involved in compiling and analyzing NEORSD’s cost plan data and coding sheets. This approach has been extremely productive as well as successful. Therefore, the Consultant will be required to complete the CAP/ICP update in conjunction with in-house staff.
4. The Consultants will assist NEORSD by providing technical direction, computer processing, consultation and negotiation services. Upon approval, the Consultant will provide cost plan coding sheets to NEORSD staff.
5. The Consultant will be a direct liaison with NEORSD. During the course of the engagement, time will be provided as needed to advise NEORSD personnel in structuring the cost plan, reviewing expenditures, and determining allocable A-87 costs and distribution bases.
6. NEORSD’s completed cost plan coding sheets will be thoroughly reviewed. Changes will be recommended where appropriate.
7. Once the Consultant’s technical review is completed; the plan will be processed, verified, and edited. Indirect cost rates will then be computed, supporting schedules will be completed, and draft copies of the NEORSD Fiscal CAP/ICP will then be presented for review.
8. The Consultant will be required to meet with NEORSD staff, review the drafts, make any changes, and finalize the CAP/ICP.
9. Revisions may be necessary and the Consultant will re-run the model to finalize NEORSD’s CAP/ICP.
10. The Consultant will be required to provide post-audit assistance for project related work.
11. Once the CAP/ICP is finalized, the Consultant will forward six (6) copies, along with supporting documents, for NEORSD’s acceptance and billing use in next calendar year.
III. LETTER OF PROPOSAL
In responding to this RFP, please submit five (5) complete copies of a Letter of Proposal addressing, at minimum, the following items:
1. Description of the Consultants Understanding of the Project.
2. Describe your firm’s Experience and Past Performance with similar projects, qualifications and commitment of key personnel to NEORSD’s project
3. Financial Information. Consultant’s mailing address; Type of business (corporation, LLC, partnership, etc.); Federal Tax Id or proprietor’s Social Security Number (W-9 Form)
4. Methodology. Outline and describe in full the process in which the above SCOPE OF SERVICES will be performed.
5. Cost Proposal; which includes basis for billing and proposed payment terms.
IV. SCHEDULE/TERM
The Consultant is required to be available for technical support immediately upon acceptance of the proposal. An initial session will be held to initiate fieldwork efforts and to discuss current year concerns.
The Consultant will continue in full force and effect until December 31, 2011 or until the SCOPE OF SERVICES as agreed upon is complete.
V. EVALUATION and SELECTION PROCESS
1. The candidate’s proposal will be scored and ranked by the NEORSD’s selection committee.
2. Once the scoring and ranking process is complete, the results will be presented to NEORSD’s Consultant Review Committee and permission will be requested to conduct negotiations with the highest ranked firm.
- Negotiations will be conducted with the highest ranked firm to agree upon a final Scope of Work and the fees for those services. After the final Scope of Work and fees have been negotiated, NEORSD shall not increase the maximum not-to-exceed price of the contract without written authorization. Upon satisfactory completion of the contract, NEORSD shall retain all remaining unused funds.
- Staff will report to the Consultant Review Committee, and assuming successful negotiations, will make a recommendation to enter into a contract based on the outcome of the negotiations. If negotiations cannot be concluded successfully, permission will be requested to negotiate with the next highest ranked firm following the same procedure.
- NEORSD will select the Consultant on the basis of qualifications, understanding of the scope of services, level of services to be provided, and price. The awarded Consultant will be notified within thirty (30) days of the RFP deadline.
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