Indirect Cost Allocation Plan and Indirect Cost Rate Proposa

Palm Beach County's Purchasing Department, on behalf of the Office of Financial Management and Budget, issued Request for Submittal No. 200407-IM on October 7, 2020, seeking qualified consultants to develop the County's Indirect Cost Allocation Plan and Indirect Cost Rate Proposal for fiscal years ending September 30, 2020 through 2022, with possible extension through fiscal years 2023 and 2024. The consultant must develop an allocation plan and rate proposal compliant with Title 2 of the Code of Federal Regulations Part 200 Appendices V and VII, identifying indirect costs incurred by the County to support and administer State and Federal programs. Key deliverables include a first draft due March 1st, second draft due April 1st, and final version due May 1st of each contract year, with all materials submitted in both hard copy and electronic formats. The procurement serves to establish indirect cost allocation methodologies that address the County's receipt of $59.7 million in direct Federal Assistance and $32.2 million in direct State Assistance in 2019. Evaluation criteria include experience and qualifications (30 percent), project approach and understanding (20 percent), key personnel and operations (15 percent), price (15 percent), Small/Minority/Women Business Enterprise participation (15 percent), and business location/local preference (5 percent). The submittal deadline is November 9, 2020, at 4:00 p.m., with an anticipated award date of December 7, 2020, contract commencement on February 1, 2021, and an initial contract term extending through January 31, 2024.

Small/Minority/Women Business Enterprise utilization is not mandatory; however, an SBE Evaluation Preference applies to contracts under $500,000, and respondents seeking this preference must be certified by the Palm Beach County Office of Equal Business Opportunity. Respondents must register in the County's Vendor Self Service system and comply with all Equal Business Opportunity program requirements, including submission of EBO Schedules 1, 2, 3(A), and 4 documenting subcontractor participation and payment tracking. The incumbent contractor is ML Weekes & Company, PC, whose previous contract was valued at $46,500, with the most recent indirect cost rate agreement negotiated with the U.S. Department of Health and Human Services. The anticipated budget for this project is $49,500, though respondents are instructed to submit competitive pricing rather than use this amount as a ceiling. Pricing must be submitted on the provided Price Submittal Page with costs allocated as 25 percent for the first draft, 25 percent for the second draft, and 50 percent for the final deliverable. The consultant must also provide hourly rates for additional services such as department-specific cost allocation plans, with services exceeding $10,000 requiring County approval.