RFP for IT Cost Allocation Plan Services

The Texas Comptroller of Public Accounts is seeking an independent financial services firm to provide IT Cost Allocation Plan Services through RFP No. 238m. The procurement targets a vendor to prepare and update the agency's annual data processing cost allocation plan in accordance with Texas Government Code Section 2106, with the goal of maximizing indirect cost recovery from federal programs. Specific deliverables include producing annual data processing cost allocation plans that identify and allocate allowable costs per 2 CFR Part 200 federal principles, with the contractor also required to provide ongoing cost allocation guidance for one year after each plan's delivery. Key procurement dates include March 10, 2025 for written questions, March 17, 2025 for question responses, and April 7, 2025 for proposal submissions. The contract will be awarded on a firm fixed price basis with milestone-based payments tied to draft plan delivery, final plan submission, and state receipt of Division of Cost Allocation approval. Proposal evaluation will be weighted 70% on respondent qualifications/experience and 30% on cost, with the initial contract term running from September 1, 2025 through August 31, 2029.

The solicitation includes a mandatory HUB (Historically Underutilized Business) Subcontracting Plan requirement for contracts expected to exceed $100,000, with statewide HUB participation goals ranging from 11.2% for heavy construction to 32.9% for special trade construction contracts. Respondents must complete detailed HUB documentation demonstrating either direct subcontracting to Texas-certified HUB vendors or good faith efforts to engage such vendors through Method A or Method B compliance documentation. Prime contractors must provide notice to potential HUB subcontractors within 10 working days of contract award and submit monthly progress assessment reports. While no specific budget range is explicitly stated, the comprehensive nature of the cost allocation services and the multi-year contract suggests a substantial procurement value. The requirement for federal cost allocation expertise and detailed reporting indicates that only firms with specialized knowledge in governmental financial services and indirect cost recovery will be competitive in this procurement.