SCOPE OF SERVICES 1. Develop and prepare a detailed Indirect Cost Allocation Plan in accordance with the Uniform
Guidance located in Title 2, Part 200 of the Code of Federal Regulations.
2. Develop and prepare a City-Wide Cost Allocation Plan for the City of Lynchburg to allocate appropriate
overhead costs to enterprise funds.
3. Develop and prepare overhead rates for the Department of Public Works.
4. Review the City's data collection worksheets, allocation bases, indirect cost pools and methods of
distributing costs for appropriateness and identify alternative methodologies which impact indirect cost
recoveries in an equitable manner.
5. Ensure the plan consistently treats specific types of costs as "direct" and "indirect" and in no case treats
costs charged as direct costs of federally supported programs as indirect costs of the plan.
6. Present, negotiate and secure approval of the plan with representatives of the State of Virginia, including
the Division of Social Services, and the appropriate federal agencies.
7. Defend and represent the City for a period of five (5) years, from the date of the last plan submitted and
approved, should the Plan be audited by Federal or State representatives.
SUBMISSION OF PROPOSALS
A. An original (1), so marked, and (4) copies, so marked, for a total of (5) of the proposal document
are required. In addition, submit one (1) copy of the proposal on a thumbdrive. If a vendor's policy is to
no longer use thumbdrives due to the security risk, the City will accept the electronic version of the proposal via
email ONLY after the deadline for submission has passed. DO NOT send the electronic version prior to the proposal
due date/time. The hard paper copies are what is required to be submitted prior to the noted proposal due date/time.
The City will not assume responsibility for reproduction where an insufficient number of copies have
been supplied. In any such case, the City will notify the Offeror of the deficiency and request that
the appropriate number of copies be delivered within 24 hours. Failure to comply with this or other
requirements of this Request for Proposal shall be grounds for the City to reject such proposals.
Telegraphic or facsimile submission of proposals is not acceptable and any such proposals will not be
considered. Nothing herein is intended to exclude any responsible bank or in any way restrain or
restrict competition. All responsible Offerors are encouraged to submit Proposals. The content of the RFP
and the successful Offeror's Proposal will become an integral part of the Contract, but may be modified
by provision of the Contract. Offerors must be amenable to inclusion in a Contract any information,
exclusive of that which is determined to be proprietary, provided either in response to this RFP or
subsequently discussed and agreed upon during the selection/negotiation process. The information
received will be considered contractual in nature, and will be used in validation and evaluation of
Proposals, and in subsequent actions related to Contract execution and performance of responsibilities.
***FedEx, UPS, and the USPS have access to City Hall to deliver mail/packages to the Procurement
Office. If vendors choose to hand deliver proposals, they can come to the Citizens First Info Center
located in the First Floor Lobby of City Hall at 900 Church St. Monday - Friday from 8:30 a.m. to 5:00
p.m. A Procurement Office staff member will be contacted to retrieve the proposals and they will be
timestamped upon physical receipt by the Procurement Office staff member. It is the sole responsibility
of the vendor to ensure their proposal is timestamped prior to the deadline for submission. Please allow
additional time to ensure this is done. As always, late proposals will not be considered.*** Direct inquires for information to: Matt Marsteller; Phone: 434-455-4233 or e-mail at
matthew.marsteller@lynchburgva.gov All requests for clarification of or questions regarding this RFP
must be made in writing and be received by 4:00 p.m. on February 22, 2023. All Addenda shall be
issued no later than 4:00 p.m. on February 24, 2023. All responses to this solicitation shall be in strict
accordance with the requirements set forth in this proposal document and the ensuing contract documents.
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