State of Connecticut

This page was last updated on: April 15, 2011

REQUEST FOR PROPOSALS (RFP)
STATE WIDE COST ALLOCATION PLAN
OFFICE OF THE STATE COMPTROLLER
September 25, 2006

I. BACKGROUND

The State of Connecticut is required to file an annual State-wide Cost Allocation Plan (SWCAP) with the U.S. Department of Health and Human Services (HHS). The Budget and Financial Analysis Division (BFA), Office of the State Comptroller (OSC) has responsibility for the analysis, preparation, and submission of this plan.

Preparation of the plan requires analysis of central service costs, which are allocated to the various departments and agencies, in accordance with the U.S. Office of Management and Budget's Circular A-87, revision effective June 2004.

II. STATEMENT OF OBJECTIVES

The purpose of this RFP is to obtain bids for the analysis of central service costs and preparation of the State's Section I SWCAP for submission to the U.S. Department of Health and Human Services. A plan is to be prepared based on the central service costs incurred during the State's previous fiscal year for each year of the duration of the contract.

The contractor will analyze, develop, submit, and negotiate the State of Connecticut's State-wide Cost Allocation Plan with the federal government.

III. SCOPE OF WORK

1. Review the prior year SWCAP and accompanying work papers to become familiar with accounting and cost systems, agency personnel, billing systems and other matters related to the development of the SWCAP and supplementary reports. OSC will offer only minimal assistance with this task.

2. Review prior audit coverage and correspondence from (and to) the federal government relating to essential plan information.

3. Perform the necessary analysis of financial and accounting records, agency documentation, billing systems, budgets and any other information relevant to the SWCAP for the year under review.

4. Gather data and prepare a preliminary SWCAP Section I (based on actual and budgeted activity) for OSC review and approval. For each change in allocation of cost or determination of costs, the impact of each change will be fully documented in a separate report for OSC review and approval.

5. Prepare a report summarizing the carry-forward calculations on a service-by-service basis for each State agency.

6. Prepare a report summarizing the proposed fixed allocations for each State agency, including carry forwards, to be submitted to the federal government.

7. Prepare the information necessary to satisfy the documentation requirements for Section II as provided for in A-87.

8. Successfully negotiate the State of Connecticut's State-wide Cost Allocation Plan with the federal government.

9. Review, respond and resolve all audit adjustments and recommendations.

10. Deliver 5 copies of each plan and associated work papers for the Fiscal Years identified in the following list to OSC.

State Wide Cost Allocation Plan

Period Covered Due Date
F/Y 2008 12/31/ 2006* (extension will be sought)
F/Y 2009 12/31/ 2007*
F/Y 2010 12/31/ 2008*
F/Y 2011 12/31/ 2009*

Initial Cycle F/Y 2008 based on
FY 2005/06 Actual
FY 2007/08 Budget

Subsequent Cycle- F/Y 2009 based on:
FY 2006/07 Actual
FY 2008/09 Budget

Subsequent Cycle-F/Y 2010 based on:
FY 2007/08 Actual
FY 2009/10 Budget

Subsequent Cycle-F/Y 2011 based on:
FY 2008/09 Actual
FY 2010/11 Budget

* An extension for up to six (6) months may be sought from the Department of Health and Human Services, Division of Cost Allocation.

IV. EXPECTED RESULTS

Preparation, submission and successful negotiation of a State Wide Cost Allocation Plan for the State of Connecticut, in accordance with OMB Circular A-87, Cost Principles for State, Local, and Indian Tribal Governments, for the State Fiscal Years 2008, 2009, 2010, and 2011.

V. PROPOSAL SUBMISSION REQUIREMENTS

Each firm that wishes to be considered for the contract shall submit seven (7) copies of their proposal to be delivered to the following address no later than 3:00 p.m. (local time), Tuesday, October 31, 2006.

John Clark
Director, Budget and Financial Analysis Division
Office of the State Comptroller
55 Elm Street, Room 601
Hartford, CT 06106
(860) 702-3350

Proposals must include the following:

The title page must indicate the name of the firm, address, telephone number, name and title of the firm's contact person for this response, and the date.

The letter must include the name of the individual(s) proposed to serve the state on this engagement, a rationale for the firm's ability to provide the requested services to the state, and a statement of positive commitment to the availability of the firm's staff to provide the required services.

This summary must include the resume(s) of the individual(s) proposed to serve the state on this engagement. All relevant experience of the firm as well as the individual(s) assigned should be detailed within this section.

The profile must include the size and location of the firm (including the location of the Connecticut office (if any) and the number of employees attached to the Connecticut office), the number of years that the firm has been in business, and relevant experience in servicing state and local governments.

Names, addresses, and phone numbers of individuals who can serve as references for the firm must be provided. The references provided should have direct experience working with the firm. At its option, the firm may provide sample work to illustrate its relevant experience. The state is not responsible for any costs incurred by any party in responding to this request for proposal.

The state desires costs to be detailed on an hourly rate basis with a not to exceed price for each year of the contract.

The proposal should include a summary of the bidder's experience with affirmative action. This information should include a summary of the bidder's affirmative action plan and the bidder's affirmative action policy statement.

VI. INSTRUCTIONS TO VENDORS

1. Vendors who are furnished a copy of this RFP and intend to make a proposal are requested to submit a letter of intent by Monday, October 9, 2006. Those not intending to make a proposal are asked to submit a negative reply.

2. Questions regarding this request for proposals must be submitted in writing by Monday, October 9, 2006. Those vendors submitting a letter of intent will receive copies of all written questions and answers regarding this request for proposals.

3. The firm or firms selected as finalists after an initial evaluation may be required to give a presentation to the selection committee.

4. All responses to this request for proposals must conform to these instructions. Failure to conform may be considered appropriate cause for rejection of the response.

5. Delivery of responses must be in a sealed envelope or box. The name and address of the vendor must appear on the envelope or box. FAX responses are not acceptable.

6. Vendors must structure the response as outlined in this request for proposals.

7. The state of Connecticut is exempt from the payment of excise, transportation, and sales taxes imposed by the federal and state government. Such taxes must not be included in the cost.

8. The proposal must be signed by an authorized official of the vendor. The proposal must provide the name, title, address and telephone number for individuals with authority to negotiate and contractually bind the company.

9. All cost estimates will be considered as “not to exceed” quotations.

10. There will be no bidders' conference.

VII. CONDITIONS

Any prospective contractors must be willing to adhere to the following conditions and must positively acknowledge such intent “to comply with the provisions of Section VII of this request for proposal” in the Contract Compliance section of the proposal submission:

1. The State of Connecticut reserves the right to accept any or all proposals submitted for consideration. All proposals will remain sealed until the deadline for submission has passed.

2. Any contract awarded as a result of this request for proposals must be in full conformance with the statutory requirements of the State of Connecticut.

3. All proposals submitted in response to this request for proposals are to be the sole property of the State of Connecticut and will become subject to the provisions of the Freedom of Information statutes.

4. Any product, whether acceptable or unacceptable developed under a contract awarded as a result of this request for proposals is to be the sole property of the State of Connecticut unless explicitly exempted under contractual provision.

5. The timing and sequence of events relating to this request for proposals will be determined by the State of Connecticut.

6. Any price offerings by vendors must be valid for a period of 120 days from the due date of the vendor's proposal.

7. Any alleged oral agreement made by a vendor with any agency or employee will be superseded by the written agreement.

8. The State of Connecticut reserves the right to amend or cancel this request for proposals.

9. The State of Connecticut reserves the right to reject the proposal of any vendor that is in default of any prior contract for misrepresentation.

10. The State of Connecticut reserves the right to correct inaccurate awards resulting from its clerical errors.

11. Proposals are subject to rejection in whole or in part if they limit or modify any of the terms and conditions and/or specifications of this request for proposals.

12. A vendor, if requested, must be prepared to present evidence of experience, ability, service facilities, and financial standing necessary to meet the requirements set forth or implied in the proposal.

13. No additions or changes to the original proposal will be accepted after submittal.

14. By responding, the vendor implicitly states that the proposal is not made in connection with any competing vendor submitting a separate response to this request for proposals, and is in all respects submitted without collusion or fraud. It is further implied that the vendor had no involvement with employees of the Office of the State Comptroller in the development of this request for proposals.

15. The proposal must include a summary of the bidder's experience with Affirmative Action. This information is to include a summary of the bidder's Affirmative Action Plan and the bidder's Affirmative Action Policy Statement.

16. It is mutually understood and agreed that the contractor shall not assign, transfer, convey, sublet or otherwise dispose of his contract or his right, title, or interest therein, or his power to execute such contract, to any other person, firm or corporation, without the previous written consent of the Office of the State Comptroller.

VIII. EVALUATION OF PROPOSALS

Each proposal will be evaluated by a screening committee against the following criteria to determine which vendor is most capable of implementing the state's requirements.

XI. Rights Reserved to the State of Connecticut

The state reserves the right to award in part, to reject any and all proposals in whole or in part, to waive technical defects, irregularities and omissions if, in its judgment, the best interest of the State of Connecticut will be served.