6-Attachment B Scope of Work for RFSQ.pdf

USBE Agreement Number: XXXX

Attachment B: Scope of Work

Background USBE administers federally funded child nutrition programs in accordance with 2 CFR 200, 7 CFR Parts 210, 220, and 226. To ensure financial integrity, compliance with procurement standards, and timely completion of required program reviews, USBE may engage third‑party professional services vendors to supplement internal capacity.

Scope of Work All services shall be performed in accordance with applicable federal regulations (including 2 CFR 200), USDA guidance, and USBE policies. Vendor to complete desk reviews for the following activities:

1. Conducting CACFP Financial Reviews (approximately 16 hours to complete)

2. Conducting SNP Procurement Reviews (approximately 4-7 hours to complete)

3. Reviewing financial records, procurement documentation, and supporting materials

4. Identifying findings, issuing recommendations, and supporting corrective action processes

5. Providing technical assistance related to federal and state requirements

6. Completing claim edit checks to ensure proper reimbursement

DELIVERABLES

Vendor deliverables include, but are not limited to:

1. Utilize USBE Child Nutrition Program tools to complete review documentation in USBE‑designated systems

2. Composing written findings and corrective action reports

3. Verbal and written correspondence with program sponsors as directed by USBE

4. Retain review workpapers and supporting documentation

5. Report results of claim edit checks completed

EQUIPMENT

Vendor will provide own internet service and laptop.

USBE will issue a Cloud PC to have a remote desktop to access USBE accounts.

USBE IT will provide a tutorial on using the Cloud PC. Licenses for account access will be covered by USBE.

Student Data Vendor may have access to confidential and sensitive data, including financial documents, student, and sponsor information, including:

1. Required Financial Data Points for Review

a. Bank activity (one month)

i. All bank accounts used to receive or spend CACFP funds

b. Bank and financial statements

i. Corresponding to the same one‑month review period

c. Detailed expenditure records

i. Itemized general ledger

ii. Actual expenditure reports

d. Transaction support documentation

i. Itemized receipts

ii. Dated invoices

iii. Canceled checks

iv. Credit card and cash transaction records

e. Payroll records

i. Documentation supporting payroll charges to CACFP

f. Allocation support records

i. Documentation showing how shared costs were allocated to CACFP

g. Disbursement records to sponsored facilities

i. Evidence of payments made to sites or unaffiliated centers

h. Administrative cost data (if applicable)

i. Amounts of CACFP reimbursement retained for administrative expenses

i. Revenue vs. expenditure data

i. Information sufficient to determine surplus, break‑even, or loss status

j. Audit documentation (if applicable)

i. Single Audit reports

ii. Evidence of audit compliance with 2 CFR 200

Vendor agrees to:

• Use data solely for purposes of performing services under this Agreement

• Comply with all applicable data privacy laws and policies

• Adhere to attached Terms and Conditions and available remedies

Budget Information The all-inclusive, firm, fixed price for this contract will not exceed [some portion of total available budget] billed at Contractor’s hourly rate for work to be completed by June 30, 2027. There will be no travel or reimbursement expenses. Total budget for agreement:

not-to-exceed [some portion of total available budget].

Program Management and Invoicing Utah State Board of Education:

1. Program Manager: [name];

[email]; [phone]

2. Contract Manager: [name];

[email]; [phone]

3. Vendor: [name]; [email]; [phone]

Any changes or deviation from the agreement must be agreed to in writing through a proper change order to this purchase order. Contractor shall submit invoices electronically at least quarterly, but no longer than by the end of each fiscal year (June 30th) for any services rendered during the fiscal year to accountspayable@schools.utah.gov for services provided in accordance with the terms on the agreement.

Invoices shall include the following:

1. Contractor Name

2. Invoice date

3. Purchase Order Number

4. Recipient Entity’s contact information (phone number and email address)

5. Contractor’s authorized signature

6. Date(s) goods/services were provided

7. Description of goods and/or services for which payment is requested

8. Dollar amount requested

9. Tracking of hours worked

Invoices submitted by Contractor to USBE without the required information will not be paid and shall be returned to the Contractor for completion.

All payments made to the Contractor under this agreement shall be made in the name of the Contractor, as it appears in this agreement. All payments will be sent to the Contractor will be sent to the address for the Contractor as it appears in the agreement.

Changes to the information identified in this section must be requested in writing.

To obtain payment for the goods and/or services authorized by this agreement, Contractor shall submit the itemized invoice together with supporting documentation of work performed.

USBE reserves the right to question or seek clarification for any cost invoiced if the invoice is not supported by proper documentation.

Contractor may be required to repay USBE if, during or after the contract period, an audit or other review determines that payments made by USBE to Contractor were mailto:accountspayable@schools.utah.gov incorrectly paid or were based on incorrect information received from the Contractor.

USBE reserves the right to withhold any or all subsequent payments to the Contractor until the incorrect amounts paid have been fully recovered.

Offerors PLEASE SUBMIT THE FOLLOWING:

1. Qualifications for completing this Scope of Work

2. All-inclusive quote, including detailed breakdown of costs