This is a service / maintenance or supply contract in Lynchburg, Virginia. Contact the soliciting agency for additional information.

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.