Indirect Cost Rate Consulting Service Details and Requirements

AGENCY: Illinois Criminal Justice Information Authority (“ICJIA”)

Please mark and fill out the Met/Not Met Qualifications

SPECIFICATIONS

CONTRACT LENGTH - The desired contract term is FY 27, (07/01/26 to 06/30/27).

LOCATION – Work can be conducted in contractor’s offices, but meeting(s) in Chicago with ICJIA staff are required.

REQUIRED SERVICES

The Illinois Criminal Justice Information Authority is a state agency dedicated to improving the administration of criminal justice. We are a Chicago-based, medium-sized agency with 135 permanent employees, 50 contractual staff and a State Fiscal Year 2026 budget of $494.2 million (31% federally funded); our primary functions are granting administration and criminal justice research. In State Fiscal Year 2026 our agency has (35) Federal awards, totaling $264,151,935.

We need to calculate, apply for, and negotiate a Federally approved indirect cost rate for use by our agency as soon as practicable.

Our vendor will:

1) Review all the activities, functions, and costs associated with the administrative operations of the agency for the state fiscal year to set up state fiscal year 2026 Indirect Cost Rates; 2) review the Federal awards executed with the agency that may have indirect cost recovery provisions and review alternative rate distribution bases. This review will assist in determining the methodology for presenting the indirect cost rates consistent with Appendix VII to 2 CFR 200; 3) prepare a cost allocation plan that assigns all allowable indirect costs based on appropriate allocation statistics. Statewide costs, including group insurance, equipment, and building use charges should be included in the analysis. A detailed analysis of the various activities of each organizational unit will be required to correctly determine the cost allocation pools and distributive basis. A narrative description based on the analysis is also required. A summary schedule will need to be developed allocating the costs by organizational component and cost origin; 4) determine the cost base for each rate category; 5) compute the proposed indirect cost rate; 6) provide calculations necessary for obtaining provisional rates. Any adjustment for carry forward costs into the proposed rate year will have to be calculated; 7) prepare other materials as necessary for the submission of the rate proposal to the federal government; and 8) represent the agency at meetings with Federal officials and present the proposal and as necessary, participate in the review and negotiation of the proposal with the Federal cognizant agency.

MANDATORY QUALIFICATIONS

The vendor and staff assigned to provide the services must possess the following:

M1: Qualification -

1) Experience, at least five (5) years, analyzing state government costs, developing, defending, and negotiating cost allocation plans and indirect cost rates prepared in accordance with OMB Circular A-87, ASMB C-10 or 2 CFR 200; 2) 3 years of experience working with time reporting systems and allocating staff time to direct and indirect costs; and 3) 5 years of experience working with state agencies and/or large municipalities and utilizing knowledge of the complexities of the federal funding streams.

Met

Not Met

Vendor Narrative:

Mandatory Specification M2: Qualification - The Vendor must provide three (3) State of Illinois references where they have provided the services that are required including client name and location, a description of the services provided and the dates.

Met

Not Met

Vendor Narrative: