1-8109 Indirect and External Cost Analysis FBD.pdf

Barnstable County Purchasing Department

REQUEST FOR PROPOSALS

Indirect & External Cost Study

RFP #: 8109

Date: December 29, 2025

Table of Contents

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INSTRUCTION TO BIDDERS

1. Scope of Services

2. Term of the Agreement

3. Sub-Contractors

4. Pre-Bid Meeting

5. Proposal Submission/Requirements

6. Required Proposal Response Date

7. Proposal Signature

8. Official Date and Time

9. Time for Proposal Acceptance

10. Modification or Withdrawal of Proposals, Mistakes, and Minor Informalities

11. Proposal Prices to Remain Firm

12. Questions and County POC

13. Changes & Addenda

14. Key Personnel

15. References

16. Price Escalation

17. Insurance

18. Contractual Terms

19. Collective Purchasing

20. References to General Laws

21. Cost of Preparation

22. County Tax Exemption

23. Political Activity Prohibited, Anti-Boycott Warranty

24. Contractor Compliance

25. Public Record Request

26. Proposal Evaluation Process

27. Vendor Self Service (VSS) – Online Supplier Portal

Attachments

1. Attachment A: Scope of Services

a. Appendix 1: Barnstable County Department Services Summary

2. Attachment B: Certificate of Non-Collusion/ State Tax Compliance

3. Attachment C: References

4. Attachment D: Purchase Order Terms and Conditions

5. Attachment E: Contract for Services

6. Attachment F: Bonfire Submission Instructions https://barnstablecounty-my.sharepoint.com/wjaedtke_barnstablecounty_org/maintenance/IFB/Model%20IFB%20comments.doc#statute

Barnstable County Regional Government of Cape Cod Purchasing Department Jennifer L.V. Frates, Chief Procurement Officer

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Barnstable County invites sealed proposals for Indirect & External Cost Study per Bid No. 8109

The bid documents may be obtained electronically online at https://barnstablecounty.bonfirehub.com where they are publicly available as of December 29, 2025 at 8:00AM.

Proposals are due January 26, 2026 at 11:00AM. THIS PROJECT IS BEING ELECTRONICALLY BID AND HARD COPY BIDS WILL NOT BE ACCEPTED. It is the proposer's sole responsibility to familiarize themselves with the Bonfire Online Bid Submission Platform and the online bid submission process and requirements.

The County of Barnstable reserves the right to accept or reject any or all bids, to waive any informality contained therein, and to award the contract as decided to be in the best interest of the County.

All proposals for this project are subject to the provisions of Massachusetts General Laws, Chapter 30B as amended.

The County of Barnstable fully complies with federal, state, and local laws and directives governing equal opportunity, affirmative action and non-discrimination in all county activities and actively solicits bids/proposals from MBE/WBE businesses in accordance with County policy.

Jennifer Frates Chief Procurement Officer

3195 Main Street | P.O. Box 427 | Barnstable, Massachusetts 02630 P: (508) 375-6637 E: Jennifer.frates@capecod.gov https://barnstablecounty.bonfirehub.com/ mailto:Jennifer.frates@barnstablecounty.org

Instruction to Bidders

Indirect & External Cost Study

RFP #: 8109

Barnstable County is soliciting proposals from qualified vendors to provide Indirect & External Cost Study.

1. Project Description/Scope of Work

Proposers are to submit responses based upon the specifications as outlined within Attachment A, "Scope of Services." All pricing should be inclusive all cost associated with providing services as specified.

2. Term of Agreement The contract resulting from this RFP is expected to be approximately 90-150 days upon execution.

3. Sub Contractors

If any aspect of this project is to be sub contracted it must be so noted within your response. Include the name of the sub contractors and qualifications.

4. Pre-Bid Meeting A pre-bid meeting has not been scheduled for this RFP.

5. Proposal Response Instructions All proposal responses will be received online prior to the date and time specified below for the project titled RFP # 8109 Indirect & External Cost Study to the Bonfire Online Bidding Tool which can be accessed online at https://barnstablecounty.bonfirehub.com All required documents must be submitted in the format specified, all fields must be completed as specified and the documents must be submitted to the correct project folder in order for the bid response to be complete. Hard copy bid responses will not be accepted. It is the proposer's sole responsibility to familiarize themselves with the Bonfire Online Bid Submission Platform and the online bid submission process and requirements. Instructions can be found in Attachment F.

6. Required Proposal Response Date

Vendors who wish to be considered for this project should submit their proposals per the instructions above to the County prior to the date and time specified below.

Proposals are due on or before January 26, 2026 at 11:00AM. No late proposals will be accepted.

7. Proposal Signature A proposal must be signed as follows: 1) if the proposer is an individual, by her/him personally; 2) if the proposer is a partnership, by the name of the partnership, followed by the signature of each general partner;

and 3) if the proposer is a corporation, by the authorized officer, whose signature must be attested to by the clerk/secretary of the corporation, and with the corporate seal affixed.

8. Official Date & Time

A bid will not be considered delivered unless the bid has been received online by the Bonfire Online Bidding Tool (in the correct project) which can be accessed at https://barnstablecounty.bonfirehub.com prior to the date and time specified in the documents. The official date and time shall be the date and time shown online at https://barnstablecounty.bonfirehub.com

9. Time for Proposal Acceptance The contract will be awarded within 60 days after the bid opening.

https://barnstablecounty.bonfirehub.com/

10. Modification or Withdrawal of Bids, Mistakes, and Minor Informalities

Any proposals may be withdrawn or modified prior to the date and time stated in the proposal for the opening of proposals. Such withdrawal or modification must be done by the bidder online through the Bonfire Online Bidding Tool.

After the bid opening, a Proposer may not change any provision of the bid in a manner prejudicial to the interests of the County for fair competition. Minor informalities will be waived or the Proposer will be allowed to correct them. If a mistake and the intended bid are clearly evident on the face of the bid document, the mistake will be corrected to reflect the intended correct bid, and the Proposer will be notified in writing; the Proposer may not withdraw the bid. A Proposer may withdraw a bid if a mistake is clearly evident on the face of the bid document, but the intended correct bid is not similarly evident.

If this bid is received electronically, Proposers are solely responsible for obtaining and completing required attachments that are identified in this bid and for checking for any addenda or modifications that are subsequently made to this bid or attachments. Barnstable County accepts no liability and will provide no accommodation to Proposers who fail to check for amended bids and submit inadequate or incorrect responses.

Proposers may not alter (manually or electronically) the bid language or any bid documents. Unauthorized modifications to the body of the bid, specifications, terms or conditions, or which change the intent of this bid are prohibited and may disqualify a response.

11. Bid Prices to Remain Firm All bid prices submitted in response to this bid must remain firm for 60 days following the bid opening.

12. Questions and County POC Any clarification of requirements or requests for additional information by proposers must be made in writing to the Bonfire Public Q&A https://barnstablecounty.bonfirehub.com and submitted no later than the deadline as referenced in the Submission instructions, Attachment E. Answers to all questions will be made in writing and posted online as an addendum to the IFB # 8109 Indirect & External Cost Study on the bid website as an attachment under the bid information: https://barnstablecounty.bonfirehub.comOnly questions answered by formal written Addenda will be binding. Oral and other interpretations or clarifications will be without legal effect.

Vendors with multiple questions shall submit up to 10,000 words in a single post within the Public Q&A section of Bonfire.

13. Changes & Addenda For any RFP document and any addenda that are received electronically, it is the responsibility of every Proposer who receives this RFP and all associated documents to check this website for any addenda.

Barnstable County accepts no liability to provide accommodation to Proposers who submit a response based upon information obtained from its website. Proposers may not alter (manually or electronically) the bid language or any bid documents.

14. Key Personnel Include within your response the key individuals that will be responsible for insuring the success of this project and their qualifications.

https://barnstablecounty-my.sharepoint.com/wjaedtke_barnstablecounty_org/maintenance/IFB/Model%20IFB%20comments.doc#statute

15. References Provide the following references (Attachment C):

• Provide the contact information (entity name, contact name, title, phone number & email address) for three client references on projects of similar type, scale, and complexity.

16. Price Escalation Not Applicable (N/A)

17. Insurance General Insurance Requirements Prior to the commencement this Contract, the Vendor shall procure and maintain during the life of the Contract and beyond as required, the types and limits of insurance as outlined below:

a. All insurance required of the Vendor will be maintained with companies assigned a letter rating in the "A-

VIII" category from A.M. Best or which are otherwise acceptable to the County of Barnstable, and which are lawfully authorized to do business in the Commonwealth of Massachusetts.

b. Each policy (except workers' compensation and personal property) shall include County of Barnstable, and all other political subdivisions/entities as their interests may appear in the awarded scope of work (herein after referred to as "all other political subdivisions"), its officers and employees as Additional Insureds or loss payees as their interests may appear. Each policy shall indicate that the coverage is primary and non-contributory.

c. Each policy shall contain a waiver of subrogation in favor of County of Barnstable, and "all other political subdivisions," its officers and employees.

d. No policy must be allowed to expire, be cancelled or materially modified without thirty (30) days' prior written notice to the Chief Procurement Officer, County of Barnstable.

Liability Insurance The Vendor shall be fully responsible for all claims for damages for bodily injury, including wrongful death, and all claims for property damage, which may result from the performance of this Contract by the Vendor, or any of their respective agents or employees. The Vendor's liability shall not be limited to the extent of the insurance required herein. The Vendor shall take out and maintain in force during the life of this Contract the following types of insurance to protect the County of Barnstable, and "all other political subdivisions," its agents, and employees from claims which may arise from operations by himself or by anyone directly or indirectly employed by Vendor or working on their behalf.

a. Commercial General Liability Insurance: to cover all claims for damages for bodily injury including accidental death, as well as claims for property damage which may arise out of operations performed in connection with the Contract. The policy shall provide a combined single limit for bodily injury and property damage of one million dollars (1,000,000) per occurrence, and three million dollars ($3,000,000) aggregate. Personal and Advertising Injury coverage shall be provided at a limit of ($1,000,000).

The County of Barnstable and "all other political subdivisions" shall be named as an additional insured on all public liability and property damage insurance policies. The policy shall include a waiver of subrogation in favor of the County of Barnstable, and "all other political subdivisions."

No insurance policy obtained pursuant to this section shall contain a deductible or self-insured retention.

b. Automobile Liability: to cover the liability of the Vendor arising from operations on and off the site of all motor vehicles whether they are owned, non-owned or hired. The policy shall be on an occurrence form with a combined single limit for bodily injury and property damage liability of at least one million dollars ($1,000,000).

The policy should include a Broadened Pollution Endorsement (CA 99 48) if Vendor is bringing fuel cans or possible pollutants, mobile equipment or other gas-powered tools on-site. If hauling hazardous materials, contaminants or pollutants, the policy shall include coverage form MCS-90 in accordance with Sections 29 and 30 of the Motor Carrier Act of 1980.

c. Umbrella Liability: to protect the Vendor against all claims excess of the commercial general liability and automobile liability mentioned above and employer's liability coverage mentioned in the paragraph below. The coverage provided by the umbrella policy shall be at least as broad as the underlying policies. The limit of protection provided by the policy shall be a minimum of two million dollars ($2,000,000) or such other amount if required by the County of Barnstable and indicated via addendum to this Contract.

Workers' Compensation and Employer's Liability Insurance Before commencing performance of this contract, the Vendor shall provide insurance for the payment of compensation and the furnishing of other benefits under the Massachusetts General Laws Chapter 152 (the so-called Workers Compensation Law) to all persons to be employed under this contract, the workers' compensation laws of any other state if there are any persons employed outside of Massachusetts, and any requirement for compensation required under any Federal Act for any maritime employee, longshoreman or harbor workers, and shall continue such insurance in full force and effect during the term of this contract. The contract shall, without limiting the generality of the foregoing, conform to the provisions of the General Laws Chapter 149 S34(a), which section is incorporated herein by reference and made a part hereof.

The Vendor shall provide employer's liability insurance in an amount not less than $500,000 for each accident or disease for each employee.

Personal Property Insurance Any tools, equipment, materials, and other personal property owned by Vendor shall be at the sole responsibility and risk of Vendor. The County of Barnstable, and "all other political subdivisions" shall not be liable for any loss, damage, or theft to such property. Any insurance that Vendor elects to maintain on Vendor's personal property and materials shall be at the sole responsibility and cost of Vendor.

Pollution Legal Liability If applicable, the Contractor shall provide insurance coverage for bodily injury and property damage resulting from Contractor's liability arising out of pollution related exposures such as asbestos abatement, lead paint abatement, tank removal, mold remediation, removal of contaminated soil, etc. The policy shall also include coverage for on-site and off-site bodily injury and loss of damage to or loss of use of property, directly or indirectly arising out of the discharge, dispersal, release or escape of irritants, contaminants or pollutants into or upon the land, the atmosphere or any water course or body of water, whether it be gradual, or sudden and accidental. The policy shall also include defense and clean-up costs. The policy shall provide a minimum limit of one million dollars ($1,000,000) per occurrence for this project. If the policy is claims made, the retroactive date shall be no later than the commencement date of this contract and the policy shall include an extended reporting period of at least one year from substantial completion and acceptance of the work by the County of Barnstable or owner of the project.

Additional types of Insurance The Vendor shall provide such other types of insurance as may be required by the County of Barnstable and indicated via addendum to this insurance requirement.

Proof of Insurance No work shall be commenced on the site by the Vendor until copies of the policy or certificates of the types of insurance required hereby have been furnished to the Chief Procurement Officer, in a form satisfactory to her. If the Vendor provides a Certificate of Liability Insurance, it must indicate each policy number, insurance company, policy effective and expiration date, and limits of insurance. The certificate must make specific reference to the Contract number. It must also provide proof that the policy(ies) has been properly endorsed to add the County of Barnstable, and "all other political subdivisions" as an additional insured and to add a waiver of subrogation in favor of the County of Barnstable, and "all other political subdivisions," and to provide the County of Barnstable with at least thirty (30) days' notice of any cancellation, termination or material modification. The certificate must be signed by a duly authorized representative of the issuing insurance companies.

In addition, renewal certificates must be received by the County of Barnstable thirty (30) days prior to any policy expiration. Further, policies must not be allowed to expire or be canceled without thirty (30) days prior written notice to the Chief Procurement Officer, County of Barnstable.

Effect of Failure to Continue Insurance in Force Failure to provide and continue in force insurance required by this contract shall be deemed a material breach of this contract and shall operate as an immediate termination thereof.

18. Contractual Terms

Contractual terms and conditions will consist of the standard terms and conditions clauses contained within the County Purchase Order (Attachment D) and the Contract for Services (Attachment E) within this RFP. Any term not objected to will be deemed to have been accepted by the proposer. Exceptions to the terms and conditions may result in the respondent's offer being deemed as non responsive.

19. Collective Purchasing

In the event that the County is the lead agency in the procurement of goods and services on behalf of the Towns in Barnstable County and Political Subdivisions listed in Attachment A, the following shall apply:

A. Participating Entities: Reserve the right to reject their portion of the bid and/or waive any informalities.

Towns and Agencies not included in the bid and/or award will not be allowed to "piggyback" on this procurement.

B. Contractual Terms and Conditions: A Barnstable County contract for services will be executed as part of this procurement process.

Termination of a contract or services by any municipality shall not invalidate or alter the terms of a contract or services with any other municipality.

Some Towns or suppliers may require entering into their own specific agreements in addition to the execution of the County contract. Please note that the terms and conditions of these additional agreements shall not supersede the County contract terms and conditions. Participants are encouraged to submit these documents to their legal counsel for review.

C. Supplier Disputes: Participating entities are to attempt to resolve any matters directly with the Supplier with no involvement from the County. Only in the event of an unresolved dispute will the County attempt to settle the issue if they pertain to the services provided in the subject contract.

20. Reference to General Laws

Whenever in the proposal, contract, plans, drawings or specifications, reference is made to General Laws it shall be construed to include all amendments thereto effective as of the date of issue of invitation to proposal on the proposed work.

21. Cost of Preparation The cost of preparation and delivery of the proposals will be borne solely by the Vendor.

22. County Tax Exemption Any material furnished to Barnstable County is to be exempt from Massachusetts Sales Tax (Massachusetts Sales Tax Exemption No. E-04-6001419).

23. Political Activity Prohibited, Anti-Boycott Warranty The Contractor may not use any Contract funds and none of the services to be provided by the Contractor may be used for any partisan political activity or to further the election or defeat of any candidate for public office. During the term of this Contract, neither the Contractor nor any controlled group, within the meaning of s.993 (a) (3) of the Internal Revenue Code, as amended, shall participate in or cooperate with any international boycott, as defined in s.999 (b) (3) and (4) of the Internal Revenue Code of 1954, as amended;

nor shall either engage in conduct declared to be unlawful by M.G.L. c.151Es.2.

24. Contractor Compliance The successful Contractor must comply with provisions of The Copeland Anti-Kickback Act (18 USC 874) as supplemented in Department of Labor 29 CFR Part 3, the Davis-Bacon Act (40 USC 276a et.seq.), Sections 103 and 107 of the contract Work Hours and Safety Standard Act (50 USC 327-330) as supplemented by Department of Labor Regulation 29 CFR Part 5, and the Clean Air Act of 1970 (42 USC 1857, et.seq.) to the extent that they are applicable.

25. Public Record Request

All proposals received are subject to Massachusetts General Laws Chapter 4, Section 7, Section 26 and Chapter 66, Section 10 regarding public access to such documents. Statements or endorsements inconsistent with those statues will be disregarded.

26. Selection and Notice The awarding authority may cancel an invitation for bids, a request for proposals, or other solicitation, or may reject in whole or in part any and all bids or proposals when the awarding authority determines that cancellation or rejection serves the best interests of the County of Barnstable.

Basis for Acceptance:

Any proposal made will be accepted only on the basis that the Proposer represents that it is made in good faith without fraud, collusion or connection of any kind with any other Proposer for the same work; that the Proposer is competing solely in its own behalf without connection with, or obligation to, any undisclosed person, firm or corporation; that no other person, firm or corporation has any interest in the contract; that no officer, agent or employee of the County is financially interested in the contract; that the Proposer is fully informed in regard to all provisions of the Contract Documents, including, without limitation, the specifications and drawings, if any; the damages, bonds and insurance, if any. No proposal shall be deemed responsive unless a Proposer has certified and signed the statutory required Non-Collusion Certificate (Attachment B). In accordance with M.G.L. c.30B, the awarding of the contract is subject to the approval of the Barnstable County Commissioners.

Rule for Award:

Award will be made to the most responsive, responsible Proposer offering the most advantageous proposal response, based on the evaluative criteria and price.

Contract Award:

The Chief Procurement Officer shall award the contract by written notice to the selected Proposer within 60 days of the RFP deadline. The parties may extend the time for acceptance by mutual agreement. In accordance with M.G.L. c.30B, the awarding of the contract is subject to the approval of the Barnstable County Commissioners.

Screening Proposals:

Utilizing the proposal submission requirements and minimum (quality) criteria incorporated herein, the Evaluation Committee, to be designated by the Chief Procurement Officer, shall screen proposals as to their responsiveness, and identify those which are responsive.

Any proposal which, in the opinion of the Evaluation Committee, fails to include the information or documentation specified in the submission requirements shall be determined to be non-responsive and shall be rejected.

Any Proposer who fails to meet any of the standards set forth as minimum (quality) criteria shall be determined to be non-responsible and shall be rejected.

The County reserves the right to request additional information, should a proposal reach the state of final evaluation.

Minimum (Quality) Criteria:

1. A complete proposal including all items listed under Proposal Requirements and all required documentation and certifications.

2. A Non-Price Technical proposal that clearly demonstrates an understanding of the Project

Description/Scope of Work outlined in the RFP.

3. At least five (5) years of governmental experience.

4. At least three (3) comparable engagements performed within the last five years.

5. Identified key staff must have and demonstrate a minimum of ten (10) years of experience providing consulting services similar in size and scope to that requested in this RFP.

6. Non-Collusion and Tax Compliance Form (Attachment B).

7. Satisfactory references (Attachment C).

8. Per M.G.L. Chapter 30B, Section 6 (b) 3, the submissions shall be in two separate files the Non-Price

Technical Proposal and the Price Proposal.

Non-Price Technical Proposal Requirements

1. Cover letter including name, address, and telephone number of consultant team, firm, or individual and principal contact person.

2. Type of organization (i.e. corporation, partnership, joint venture, sole proprietor, etc.), history, ownership and background including experience that clearly demonstrates the firm/individual and any proposed sub-contractors or partner firms is/are qualified to provide these services with respect to work being requested.

3. Project narrative indicating an understanding of the project scope, approach, and other comments the Proposer deems relevant.

4. Scope of Services to be provided outlining specific tasks and deliverables including a timeline detailing project milestones, meetings and deliverables.

5. Resumes for each individual to be assigned to the project and a staffing plan linking individuals to specific portions of the project scope.

Price Proposal Price Proposal shall include a cover sheet and attach a list of the names, titles, responsibilities and hourly rates of all individuals to be billed during this contract period and specify a total not-to-exceed cost and/or cost per task. Proposals should clearly identify all tasks to be performed and the basis for fees charged, billing rates for personnel to be assigned to the project, direct cost expenses, and clearly identify any other costs. All subcontractors if proposed must be identified and all sub-contractual costs must be indicated.

Cover letter clearly addressing any exceptions taken to the terms and conditions contained within this RFP.

Comparative Criteria:

Comparative Evaluation Criteria will be applied uniformly to all proposals. Each criterion shall be rated as follows:

• Highly Advantageous - submission excels on the specific criterion

• Advantageous - submission meets evaluation standard for the criterion

• Not Advantageous - submission does not fully meet the evaluation criterion or leaves a question or issue not fully addressed

• Unacceptable - submission does not address the elements of this criterion

Proposers should be aware that in order to evaluate the technical responses of this Request for Proposals in the County's E-bidding program Bonfire Interactive, a number is assigned to each of the ratings below as a symbol so that the system can provide a ranking of the most advantageous proposal and a composite rating report.

• 10 = Highly Advantageous

• 5 = Advantageous

• 1 = Not Advantageous

• 0 = Unacceptable

The Chief Procurement Officer then opens the pricing proposals when the technical evaluations are completed and shall determine the most advantageous proposal from a responsible and responsive offeror taking into consideration price and the evaluation criteria set forth in the request for proposals. This process is in accordance with the provisions of Mass General Law, Chapter 30B, Section 6.

1. Qualifications and experience with governmental costs studies

Highly Advantageous:

The Vendor demonstrates 10+ years of directly relevant experience providing the same or substantially similar services. Staff assigned to the project have advanced credentials, specialized certifications, and a documented history of successful projects of comparable size, scope, and complexity.

Advantageous:

The Vendor demonstrates 5–9 years of experience providing similar services. Staff assigned possess appropriate qualifications and have successfully completed projects of moderate size or complexity.

Not Advantageous:

The Vendor demonstrates 1–4 years of partially relevant experience OR the assigned staff have limited experience with the required services.

Unacceptable:

The Vendor has no relevant experience or failed to provide sufficient detail to assess qualifications.

2. Technical approach and understanding of County operations

The Vendor provides a clear, comprehensive, and detailed approach, including a structured methodology, timeline, milestones, quality-control procedures, and risk-mitigation strategies. Approach demonstrates a strong understanding of the County’s needs and offers value-added solutions.

Advantageous:

The Vendor provides a solid and workable approach that addresses all major RFP requirements. Some details may be high-level, but the proposal demonstrates understanding and a likely ability to complete the work successfully.

Not Advantageous:

The Vendor’s approach is basic, vague, or lacks detail in several areas. The methodology raises concerns regarding feasibility, clarity, or completeness.

Unacceptable:

The Vendor failed to address required elements of the scope OR provided an approach that is not feasible or does not meet minimum requirements.

3. Model Development

Highly Advantageous –

Model is based on recognized cost accounting. Assumptions are transparent, well-justified, and consistently applied. Methodology is fully documented with clear formulas, allocation bases, and data sources. Clear interface, intuitive structure, and minimal training required. Produces actionable, easy-to-interpret rate calculations. Supports decision-making with scenario analysis or sensitivity testing.

Advantageous – Model generally aligns with accepted accounting standards. Assumptions are mostly documented with minor gaps. Allocation methods are reasonable and defendable. Generally, user-friendly with some training required. Outputs are useful but not optimized for analysis.

Not Advantageous – Methodology is partially inconsistent with accepted standards. Key assumptions are unclear or weakly justified. Allocation bases may produce unreliable results. Model is cumbersome or difficult to navigate.

Outputs require significant interpretation or manual cleanup.

Unacceptable – Methodology does not conform to required standards or guidelines. Assumptions are unsupported or contradictory. Allocation methods are inappropriate or mathematically unsound. Model is unusable without extensive restructuring. Outputs are confusing or incorrect.

4. Project Timeline and Staffing Availability

The Vendor demonstrates significant capacity, including multiple qualified staff, backup personnel, dedicated project management, and the ability to respond quickly. The Vendor provides evidence of sufficient equipment, technology, and infrastructure to support the project.

Advantageous:

The Vendor demonstrates adequate staffing and resources to perform the work, with reasonable response capacity.

Not Advantageous:

The Vendor shows limited capacity, such as a small staff, no backups, or insufficient equipment, posing a risk to performance.

Unacceptable:

The Vendor does not demonstrate the ability to meet the required capacity or staffing levels.

5. References and Prior Performance

References indicate excellent performance, consistent timeliness, high-quality work, and strong communication. All references are highly satisfied, and completed projects closely mirror the County’s required services.

Advantageous:

References indicate generally good performance with only minor issues. Projects are similar in nature.

Not Advantageous:

References indicate inconsistent performance, multiple issues, or limited similarity to the requested services.

Unacceptable:

References report significant problems, failure to complete work, contract termination, or inability to verify performance.

6. Deliverables & Reporting Quality

Highly Advantageous

• Proposed deliverables are clear, detailed, and exceed expectations, including draft and final reports, indirect cost models, supporting documentation, and training.

• Demonstrates ability to produce high-quality analytical outputs.

Advantageous

• Deliverables are complete and meet requirements.

• Quality is expected to be satisfactory and reliable.

Not Advantageous

• Deliverables are vague, missing key components, or poorly structured.

• Reporting expectations are unclear.

Unacceptable

• Deliverables do not meet minimum requirements or are not provided.

27. Vendor Self Service (VSS) – Online Supplier Portal For Vendors doing business with the Departments within the County Regional Government, Vendor Self Service (VSS) is available to enter and maintain contact and remittance information, discount and payment terms, designated contact persons, view current and prior 1099 data, purchase orders, invoices and checks.

Vendors are encouraged to visit: https://selfservice.capecod.gov/vss to register and click Vendor Self Service. Instructions are available on the landing page to help with the registration.

If you have done business with the County before, please be sure to have your vendor number and register as an existing vendor.

If you need your login information or have general questions, please email accounts.payable@capecod.gov, purchasing questions, please email purchasing@capecod.gov and banking information questions, please email treasury@capecod.gov.

Registration process takes 1-5 business days to finalize upon receipt of a completed, correct and signed W-9.

For a blank W-9 form, visit IRS Website for the most recent version.

END OF RFP

https://selfservice.capecod.gov/vss

Attachment A

Scope of Services

I. Purpose and Overview

Barnstable County seeks proposals from qualified consulting firms to develop a comprehensive and defensible

Indirect Cost Rate Study and External Service Rate Model. The purpose of this engagement is to:

1. Establish federal grant–compatible indirect cost rates for internal operations to support accurate allocation of administrative, facility, and central service costs across County departments, programs, and enterprise activities.

2. Establish fully burdened external service rates for County services provided to the fifteen municipalities on Cape Cod and other external partners. Rates must reflect direct, indirect, administrative, and overhead components in accordance with applicable cost principles and industry standards.

The resulting rate models will be used to improve financial transparency, support appropriate billing, ensure equity in municipal charges, and strengthen long-term fiscal planning.

The County’s departmental and divisional structure is included in Appendix 1.

The applicability of the federal indirect, internal indirect and external cost rates is illustrated below.

Dept# Department(s) Fund Fund Name Federal Indirect

Internal Indirect

External Rate

0 ALL 1 GENERAL FUND Y Y Y

250 DREDGE 250 DREDGE ENTERPRISE

FUND N Y N

500 CAPE COD

COMMISSION 10 CAPE COD

COMMISSION FUND N Y N

II. Scope of Services

The consultant shall provide all professional, technical, analytical, and advisory services necessary to complete the tasks below.

1. Project Initiation & Planning

• Conduct kickoff meeting with the Finance Director/Treasurer, County Administrator, Assistant County

Administrator and key finance staff.

• Review the County’s objectives, data availability, timelines, and communication protocols.

• Develop a detailed project plan including milestones and data request lists.

2. Review of Organizational, Financial, and Operational Structures

The consultant shall conduct a thorough review of:

• County organizational structure, departmental functions, and service responsibilities (see Appendix 1).

• Operating and capital budgets, audited financial statements, and chart of accounts.

• Internal service functions (e.g., Finance, HR, Procurement, IT, Facilities, Administration).

• Fee-supported programs (e.g., IT, Procurement, Cooperative Extension, Health & Environment programs).

• Current billing practices for municipal services (e.g., water testing, IT services, regional services, septic loan servicing, specialized programs).

The consultant shall identify:

• Indirect cost centers.

• Benefiting departments and programs.

• Existing and potential external services requiring rate development.

3. Data Collection, Cost Pool Development & Allocation Methodology

The consultant shall:

• Collect organizational, financial, personnel, operating, and facility data necessary to calculate indirect cost pools.

• Establish cost pools consistent with Uniform Guidance (2 CFR Part 200) and industry best practices.

• Recommend allocation bases (e.g., labor hours, FTES, square footage, transactions, service volume) that accurately associate indirect costs with benefiting programs.

• Document all assumptions for defensibility and audit readiness.

4. Indirect Cost Rate Development (Internal Allocation Rates)

The consultant shall compute:

• A recommended Countywide Indirect Cost Rate.

• Department-specific or function-specific indirect rates where appropriate.

• Rates compatible with federal grant reimbursement where applicable.

The model must include:

• Detailed schedules showing direct vs. indirect costs.

• Allocation of central services to operating departments.

• An Excel-based, user-modifiable model with formulas, links, and instructions.

5. External Municipal Service Rate Development

The consultant will develop fully burdened rates for services provided by Barnstable County to municipalities and other external entities.

This includes:

• Identifying all municipal-facing services across departments (e.g., IT, laboratory testing, technical assistance, regional environmental programs).

• Determining direct labor, fringe benefits, overhead, indirect, and administrative cost components of each service.

• Developing a rate schedule for municipal billing that is transparent, consistent, and aligned with County policy and Massachusetts municipal finance expectations.

• Recommending annual update methodologies.

6. Model Creation & Tools for Ongoing Use

Deliver an Excel-based model that:

• Allows County staff to update rates annually.

• Provides instructions, formulas, allocation bases, and assumptions.

• Includes sensitivity analysis and scenario tools for workload or cost changes.

• Supports both indirect rates and external fee/rate structures.

7. Reporting & Presentations

The consultant shall prepare:

• Draft Indirect Cost Rate Study Report for review.

• Final report that documents methods, findings, allocations, assumptions, and recommendations.

• Municipal Service Rate Report including methodology, calculations, and proposed rate schedules.

• Presentation to:

o County Administrator o Assistant County Administrator o Finance Director/Treasurer o Others as deemed appropriate.

Reports shall be written in clear, public-facing language where appropriate.

8. Training & Technical Assistance

Provide training for County finance staff that includes:

• Walk-through of the allocation model.

• Instructions for updating rates.

• Troubleshooting common issues.

• Written user manuals or quick-reference guides.

Ongoing technical support shall be available through the final acceptance of deliverables.

III. Required Deliverables

1. Project Work Plan & Data Request List

2. Draft Indirect Cost Rate Study

3. Final Indirect Cost Rate Study Report

4. External Municipal Service Rate Model & Report

5. Excel-based Allocation Model(s) with instructions

6. Presentation materials (PowerPoint)

7. Training session(s) and written materials

IV. Project Timeline

The County anticipates completion within 90–150 days of contract execution. Respondents shall provide:

• A detailed timeline for all phases.

• Expected data request periods.

• Milestone and review schedule.

Barnstable County Departments and Services Summary v. 11/5/25

Department Divisions / Key Programs Internal Services (within County) External Services (to Towns / Public)

Board of Regional Commissioners Executive Branch: 3-Member, Elected

Exercises general supervision and direction over all agencies of the Cape Cod regional government. Supervises the County Administrator and the Executive Director of the Cape Cod Commission.

Elected Representation

Assembly of Delegates Legislative Branch: 15-Member, Elected Responsible for adopting new legislation (ordinances) and maintaining checks and balances over the executive branch;

Reviews annual County Budget.

Elected Representation

County Administration Commissioners’ Office Office of the County Administrator, Executive management, coordination, records, communications, assets management.

Public meeting access, inter-municipal coordination, information access.

Human Resources Human resource management. Implements workforce personnel policies, and ensures compliance with labor laws and union agreements, and manages benefits.

None

Human Rights Commission Respond to inquiries from Administration and Departments on human rights best practices; advise Administration and County elected officials.

An advisory body established by Barnstable County Regional Government (by Ordinance 22-01) to promote human rights for all persons of Barnstable County. Receives and responds to human rights complaints.

Center for Public Safety & Training Fit Testing for County staff.

Supports municipal fire departments on Cape Cod through specialized on-the-job training and resources, in line with industry standards and best practices. HazMat, Fit Testing.

Finance / Treasurer Accounting, AP, Treasury, Budget, Grants

Supports the Administrator and Countys department in aspects fiscal operations, including budgeting, accounting, payroll, procurement, and financial reporting, to ensure transparency, accountability, and responsible stewardship of public funds.

Manages the county’s fiscal operations, including budgeting, accounting, payroll, procurement, and financial reporting, to ensure transparency, accountability, and responsible stewardship of public funds.

Purchasing Procurement support to all departments Vender Registration; Cooperative Bids; Open Solicitations

APPENDIX 1

Facilities Building Maintenance, Custodial, Capital Projects Facility upkeep, repairs, project management

Facility use coordination, public grounds use requests; rental and management of County-owned buildings to the State Court System.

Information Technology Network & Security, Applications, AV/Hybrid Meetings

Delivers technology services and support to county departments enhancing operational efficiency, data management, and public access to information. Manages cybersecurity.

Delivers technology services and support to selected towns in Barnstable County.

Health & Environment Office of the Director Manage departmental divisions; oversee budget prep.; grants;

strategic directon; liaise with County departments; manage public communications.

(See below)

Massachusetts Alternative Septic System Test Center (MASSTC) Division Director oversees the AquiFund Wastewater technology testing and R&D; Data sharing, research support with laboratory facilities.

Water Quality Laboratory Offer testing of water samples to MASSTC

A state-certified facility that provides comprehensive water testing and analysis services to ensure the safety and quality of drinking water, groundwater, and environmental resources to the towns and residents of Barnstable County.

AquiFund None

A low-interest loan program that helps Cape Cod homeowners finance the design, upgrade, and installation of environmentally compliant septic and wastewater treatment systems to protect local water resources.

Public Health Nursing Offers health information and vaccination services to County employees.

Provides community-based health services, including immunizations, health screenings, education, and disease prevention programs, to promote and protect the well-being of Cape Cod residents.

Emergency Planning Laboratory Safety Officer; County Safety Committee; Risk management.

Provides “all hazards” emergency coordination in order to address homeland security, meteorological events, public health matters, and regional sheltering issues that affect the region and its 15 towns.

Public Health Grants None Tobacco sales enforcement; Provide public health training and support to towns on Cape Cod.

Human Services Systems Planning, Network of Care, Grant Programs

Provide data and policy support to County departments and the County Administrator.

Coordinates regional planning, funding, and collaboration among health and human service agencies to address the community’s needs and enhance the well-being of Cape Cod residents.

Children’s Cove Advocacy, Forensic Interviews, Family Support None

Provides a multidisciplinary environment for children and families affected by abuse, coordinating investigations, support, and advocacy services to promote healing and justice.

Cape Cod Cooperative Extension

4-H, Agriculture, Marine, Nutrition, Hazardous Waste, Forestry

Provide data and policy support to County departments and the County Administrator.

Delivers research-based education and technical assistance in areas such as agriculture, marine resources, water quality, youth development, food security, hazardous waste disposal, and environmental stewardship to support Cape Cod communities.

AmeriCorps Program Surge capacity for County initiatives

Engages volunteers in yearlong service projects that address the region’s environmental, disaster preparedness, and community needs while fostering civic engagement and leadership.

Dredge Program Dredge Operations, Maintenance, Scheduling None

Provides dredging services to towns on Cape Cod, maintaining safe navigation channels and promoting coastal resilience through the beneficial reuse of dredged sand on local beaches.

Cape Cod Commission Planning, GIS, Transportation, Economic Dev.

Data integration, coordination with departments

The County’s regional planning and regulatory agency; works to protect the Cape’s natural, built, and cultural resources while promoting balanced economic development and sustainable growth. DRI review, mapping/GIS services.

Registry of Deeds Registrar of Deeds, an elected official.

Transfers revenue to the County General Fund and to the Cape Cod Commission; Provides quarterly updates on revenue projections to the County Administrator, Finance Director, the Board of Commissioners, and the Assembly of Delegates.

Records and preserves all deeds, mortgages, easements, land plans, and other title documents for the 15 towns of Cape Cod, providing a permanent public record of property ownership and interest.

Attachment B

CERTIFICATE of NON-COLLUSION AND TAX COMPLIANCE

Pursuant to Massachusetts General Law, Chapter 7, Section 22 (20), I certify under penalties of perjury that this bid/proposal is in all respects bona fide, fair, and made without collusion or fraud with any person. As used in this certification the word "person" means any natural person, joint venture, partnership, corporation or other business or legal entity.

Pursuant to MGL Chapter 62C, Section 49A, I certify under the penalties of perjury that I, to the best of my knowledge and belief, have complied with all laws of the Commonwealth of Massachusetts relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

Company: ______________________________________

Address: ______________________________________

Signature of Individual Signing Bid, or Corporate Officer: ________________________________

Telephone Number: _____________________________________

Social Security Number Or Federal Identification Number: ___________________________

Date: ____________________________________________________

Any person or corporation which fails to execute this document will be considered a non-responsive Proposer and will be rejected pursuant to MGL Chapter 30B.

ATTACHMENT C

REFERENCE FORM

Proposer:_____________________________________________

Reference:_______________________________________ Contact:________________________ Address:_________________________________________ Phone:_________________________ _______________________________________________ Email:____________________________ Description and date(s) of supplies or services provided:__________________________________

_______________________________________________ Email:____________________________ Description and date(s) of supplies or services provided:__________________________________

_______________________________________________ Email:____________________________ Description and date(s) of supplies or services provided:__________________________________ attach additional sheets if necessary

ATTACHMENT D

Purchase Order Terms and Conditions

This purchase order issued by the County of Barnstable (hereinafter “County”) and the attached description of product/services to be provided and price quote submitted by the supplier/contractor/consultant named in this purchase order (hereinafter “vendor”) shall constitute the contract between the County and the vendor.

This purchase order, description of product/services and price quote constitute the entire agreement between the parties (hereinafter “contract”) and there are no contracts other than those incorporated herein. In the instance of the purchase order resulting from a state contract or intergovernmental collaborative bid, the terms and conditions of that bid and/or contract will apply, and the terms stated herein shall be supplemental to those terms.