Statewide Cost Allocation Plan Services for the Office of the Governor (OOG)

The State of Texas Office of the Governor Financial Services Division is soliciting proposals for Statewide Cost Allocation Plan (SWCAP) Services under RFP No. 301-26-03430, with responses due on March 24, 2026 at 2:00 p.m. Central Time. The procurement seeks a qualified firm to develop and manage comprehensive Statewide Cost Allocation Plans in compliance with 2 CFR Part 200 and OMB Circular A-87, including preparation of draft and final cost allocation plans, calculation of indirect cost rates, negotiation of federal approval from the U.S. Department of Health and Human Services Region VI, and provision of training and implementation guidance. Key deliverables include draft fixed and full cost allocation plans due 45 days from contract award, final plans due by May 28, 2026 for the fiscal year ending August 31, 2027, collection and analysis of expenditure data, submission of revenue and expenditure documents for internal service and fringe benefit funds, and negotiation of plan approval with federal cost negotiators to maximize recovery of federal dollars. The contractor must maintain a dedicated U.S.-based Account Manager to oversee all contract activities and demonstrate financial responsibility through audited financial statements compliant with GAAP or IAS. Proposals must be organized into 14 tabs including transmittal letter, executive summary, financial responsibility documentation, company background, experience and qualifications, organizational structure and staff credentials, detailed work plan, transition plan, cost proposal using the fixed fee format specified in Exhibit E, assumptions and exceptions, conflict of interest disclosures, HUB subcontracting plan, references, and miscellaneous exhibits, submitted as one original signed hard copy, three additional hard copies, and one searchable PDF on digital media. Evaluation criteria are weighted as follows: Company Information and Financial Responsibility (10%), Experience/Qualifications/References (30%), Proposed Work Plan (30%), and Compensation and Fees (30%).

The contract is subject to Texas HUB (Historically Underutilized Business) subcontracting requirements, with the contracting agency having determined that subcontracting opportunities are probable; respondents must complete and submit a HUB Subcontracting Plan identifying all portions of work to be subcontracted and percentages expected to be awarded to Texas-certified HUB vendors versus non-HUB vendors, or provide justification for self-performing the entire contract. Respondents must also demonstrate good faith efforts by notifying at least three Texas-certified HUBs and two or more trade organizations or development centers of subcontracting opportunities with a mandatory seven-working-day response period prior to bid submission. Bidders may claim various Texas preferences, including preferences for Texas-based businesses, service-disabled veteran-owned enterprises, and other qualifying categories identified in Exhibit C, though the specific impact of these preferences on award decisions is subject to evaluation committee determination. The contract primary term commences on the effective date and terminates August 31, 2027, with renewal options for up to three additional twelve-month periods through August 31, 2030, contingent on contractor performance and Office of the Governor approval. The Office of the Governor will compensate the selected contractor through a fixed-fee compensation schedule covering all costs associated with deliverables, including labor, project management, administrative expenses, and travel, with no markup or overhead costs reimbursable unless pre-approved in writing; the maximum contract amount will be determined at the time of contract award and has not been publicly disclosed. Addendum No. 1, issued March 3, 2026, updated Exhibit E with the required pricing structure, and all prospective bidders must acknowledge receipt of this addendum to maintain eligibility for consideration.