Dear colleagues:

Kennesaw State University is seeking a qualified firm to serve as consultant to assist us in preparation of a rate proposal and negotiation of a Facilities & Administration (F&A) rate between University and our cognizant Federal agency, the Department of Health & Human Services (DHHS). The firm will also advise University on its cost allocation and financial management procedures that affect F&A rate proposal preparation, the negotiated rate, and F&A recovery. 

If your firm is interested in this opportunity, please read the Request for Quotations below and submit your bid package to xxxxxx@kennesaw.edu by November 12, 2012 at 5:00 p.m. EST.

Laura Letbetter

Director, Proposal Development

Office of Research

Kennesaw State University, 1000 Chastain Road, MD 0111

Kennesaw Hall, Room 3419 (deliveries), Kennesaw, GA 30144-5591

Direct: 770.499.3365 | Main line: 770-423-6738 |Fax: 770-499-3620

xxxxxx@kennesaw.edu |www.kennesaw.edu/ogc

This email, and any attachments, is intended only for use by the addressee(s) named herein and may contain privileged and/or confidential information.  If you are not the intended recipient of this email, you are hereby notified that any dissemination, distribution or copying of this email, and any attachments thereto, is strictly prohibited.

Request for Quote

F&A Rate Consulting, Proposal Preparation, and Negotiation Services

OBJECTIVE:  Kennesaw State University (KSU) is seeking a qualified firm to serve as consultant to assist the University in preparation of a rate proposal and negotiation of a Facilities & Administration (F&A) rate between KSU and the cognizant Federal agency, the Department of Health & Human Services (DHHS).  KSU’s F&A Rate Proposal is due to DHHS on December 31, 2012. (We have requested an extension.)

UNIVERSITY OVERVIEW:  KSU is part of the University System of Georgia and is located 25 miles northwest of Atlanta. Fall 2012 enrollment nearly topped 25,000 students. While historically a predominantly undergraduate institution, in recent years the University has added master’s and doctoral degrees, and graduate students now make up over 7% of the student population. KSU’s fiscal year runs from July 1 to June 30, and in FY 12 KSU was awarded $10 million in grants and contracts, of which $4.2M was federal and federal flow-through dollars; expenditures were over $11M.  Awards are made to the KSU Research and Service Foundation (KSURSF) and subbed to the University for implementation. KSU’s current negotiated rate is 38.8% of total direct costs excluding capital expenditures and that portion of each subaward in excess of $25,000; the off-campus rate is 19.3%. These predetermined rates expire on June 30, 2013.

TERM OF CONTRACT:  KSU desires that an award be made such that work commences no later than the week of December 10, 2012.  All work must be completed no later than February 28, 2013.   

MINIMUM QUALIFICATIONS:  Bidders must have an understanding of the requirements set forth in Office of Management and Budget (OMB) Circular A-21, Cost Principles for Educational Institutions as evidenced by the timely completion of at least four projects of similar size and scope to include negotiations.  

SCOPE OF WORK:  KSU expects the following tasks, at a minimum, to be performed:

1.    Conduct initial consultation with the University’s administrative staff to advise on the current negotiation climate, general challenges, new developments, and issues for short form institutions that may impact F&A rate proposal preparation and rate negotiation. 

2.    Provide guidance on strategies and methodologies as appropriate to be employed by KSU during rate proposal preparation, including, but not limited to categorization of institutional costs; assignment of costs as direct costs and F&A costs; assignment of F&A costs to F&A cost pools; operation and maintenance allocations; building and equipment depreciation; interest allocation; and identification of unallowable costs.

        3.    Gather and compile KSU and KSURSF specific financial information available as of fiscal year ending June 30, 2012, required to complete the rate proposal.

4.    Advise KSU of the F&A proposal areas that are most susceptible to in-depth scrutiny by federal auditors and describe potential resolution steps.

        5.    Advise KSU on choice of an effective rate period (three, four, or five years).    

        6.    Prepare the final F&A rate proposal with associated narratives and schedules for University review and approval.

        7.    Advise KSU administrative and financial staff on the final proposal, negotiation strategy (if any), and expected outcome.

        8.    Assist the University in the negotiation of the F&A rate with DHHS by advising University staff in responding to post-submission data requests and inquiries from DHHS.

        9.    Provide a written report of specific recommendations for financial management practices for the future that will allow KSU to maximize its F&A rate and F&A recovery within the confines of OMB Circular A-21. 

DELIVERABLES:  Firm will be expected to furnish, at a minimum, the following:

        1.    Initial consultation with the University’s administrative staff to provide an overview of short-form F&A rate calculations, the rate negotiation process, and the current negotiation climate by December 14, 2012. 

        2.    Draft F&A Rate Proposal for University review by February 1, 2013.

        3.    Final F&A Rate Proposal ready for University signature and submission to DHHS by February 15, 2013.

        4.    Formal written report of recommendations for future financial practices to maximize F&A rate and recovery within limits established by OMB Circular A-21 by February 28, 2013. 

LOCATION OF WORK:  KSU understands that some of the work may be completed off-site via electronic data sharing and conferencing technology.  The bidder may optionally elect to visit the campus to meet with KSU personnel and collect data, but this is not a requirement for a successful bid. 

QUESTIONS: Questions about the RFQ should be emailed to xxxxxx@kennesaw.edu. 

BID PACKAGE:  The bid package should be emailed to xxxxxx@kennesaw.edu by 5PM EST on November 12, 2012 and must contain the following information in the order specified.  This information will be used solely to determine that the bidder has responded fully to the bid specifications.

1.    A proposed plan of work that outlines the bidder’s approach to addressing each task specified in the Scope of Work presented above, including timelines for milestones required to meet stated deliverables.  As part of this proposed plan, bidder must also indicate whether any work will be conducted on-campus and, if so, the number, length, and timing of campus visits. 

2.    Identification of key personnel who will be assigned to the project and a description of those individuals’ qualifications that demonstrates their prior experience in F&A rate proposal preparation and negotiation. 

3.    References for at least four projects of similar size and scope (i.e., preparation of a TDC-based rate proposal for a short-form institution of higher education and related activities) completed since 2005, including institution name, contact name, telephone number, and email address and year in which project was completed.  (These references may be contacted as part of the bid review process to determine if deliverables were timely met.)

4.    Lump sum quote for the above specified scope of work, including travel costs for any optional campus visit(s).

5.    In the event additional work beyond the specified tasks is required, the University will allow additional payments.  Therefore, bidders should furnish the daily rate for such additional work. 

[end of RFQ]