720-5122 Public Assistance Cost Allocation Plan (PACAP) Consultant

The Virginia Department of Behavioral Health and Developmental Services (DBHDS) has issued Request for Proposal (RFP) #720-5122 for a Public Assistance Cost Allocation Plan (PACAP) Consultant to provide comprehensive financial and auditing services. The primary objective is to assist DBHDS in developing, maintaining, and improving its quarterly cost allocation plan in compliance with federal uniform administrative requirements and cost principles. Key deliverables include an initial audit report within 30 business days of contract execution, a recommended improvement report, a procedure format outline, quarterly narrative claiming template updates, and ongoing cost allocation consulting services. The evaluation criteria are structured to assess contractor expertise and personnel (35%), proposed fee structure (10%), plan to assist DBHDS (20%), work plan (15%), and small business subcontracting plan (20%). Proposals are due by March 3, 2025, at 10:00 AM, with an optional pre-proposal conference previously held on February 13, 2025, via Microsoft Teams. The initial contract term is from August 1, 2025, through July 31, 2027, with potential for four one-year renewal options. Contractors must maintain $1 million per occurrence/$3 million aggregate insurance coverage for accounting services.

The procurement is specifically set aside for DSBSD-certified micro businesses or small businesses, with a strong emphasis on including women-owned, minority-owned, and service-disabled veteran-owned businesses that have received small business certification. The Commonwealth has established a goal of 42% of purchases from small businesses, with maximum evaluation points awarded to certified small businesses. The current incumbent is Berry, Dunn, McNeil & Parker LLC, with an estimated annual contract value of approximately $90,000. DBHDS currently uses Excel for cost allocation but is open to vendor-suggested software platform alternatives. Federal Financial Participation (FFP) will provide approximately 50% federal funds for contract expenses through incorporation into the DBHDS PACAP. The department is not providing a specific budget and requests offerors to propose estimated costs, with the understanding that the vendor will be responsible for completing quarterly claiming template updates and providing annual recommendations for maximizing reimbursements. Potential contractors must also disclose any litigation history from the past 10 years and bankruptcy filings from the past 3 years.