Indirect Cost Rate Proposal (ICRP)

following:
1. Final Project Plan - FWC will meet with the selected Vendor for a kick-off meeting within three (3) days of the issuance of the purchase order resulting from this RFQ to discuss the Vendor's Preliminary Project Plan and to determine information and other resources needed to complete the Final Project Plan.
The Vendor shall develop and deliver a Final Project Plan within three (3) business days of the kick off meeting. FWC's Contract Manager will review and approve the Final Project Plan within three (3) business days.
The Final Project Plan shall be based on the Preliminary Project Plan submitted with the Respondent's response to the RFQ, and shall detail the specific timeframes, activities/tasks, responsibilities of the FWC, date the Final ICRP can be submitted to the DOI and other key milestones to ensure a successful implementation.
The Vendor shall enact the Project Plan within five (5) days of obtaining FWC approval in writing.
Any deviation by the Vendor from the FWC approved Project Plan deemed to be a material deviation (i.e., places the completion date in jeopardy), will be regarded by the FWC as a material breach and all remedies provided for in Section H shall become available to the FWC.
The Vendor shall participate in meetings, which may be face-to-face or conference calls, as agreed to by both parties, with the FWC and relevant parties for purposes of coordinating implementation activities.
2. Collect and Review Data – The selected Vendor shall hold sessions with FWC staff to review and evaluate FWC financial data and FWC organizational areas.
3. Prepare Indirect Cost Rate Proposal (ICRP) – Once all information has been gathered, prepare and compile an ICRP which addresses the following requirements or provides the following information:
• Conforms to the accounting principles and standards prescribed in accordance with 2 CFR 200, Subpart E.
• Contains information in such detail to allow the Cognizant FWC to make an informed decision on the correctness and fairness of FWC's procedures for identifying, measuring and allocating costs to each program operated by FWC;
• Contains a Cost Policy Statement which provides background information and cost charging policies and practices
• Includes contact information for the entity/person preparing the proposal;
• Includes a reconciliation of indirect cost rate proposal to audited financial statements, expenditure reports or approved budgets;
• Includes an indirect cost rate calculation detailing total direct and indirect expenses by function and cost category using the simplified method;
• Includes a schedule of fringe benefit by type and amount with an explanation of how the benefits are allocated;
• Includes a Certificate of Indirect Costs signed on behalf of FWC by an official at the Chief Financial Officer level or above prior to submission to the Cognizant FWC;
• Includes an organization chart reflecting the structure of FWC during the proposal period;
• Addresses FWC's capitalization policy, along with equipment use allowance or depreciation schedules;
• Includes financial data upon which the rate is based;
• Includes the approved Statewide Cost Allocation Plan;
• Includes a listing of grants and contracts identified by Catalog of Federal Domestic Assistance (CFDA) number, Cognizant FWC, total dollar amount, and the period of performance;
• Addresses unused leave payments to separating employees;
• Includes a schedule of all sub-awards, including names and amounts. This schedule should reflect the amounts over $25,000 excluded from the base calculation.
4. Draft Indirect Cost Rate Proposal (ICRP) – The Vendor shall submit the Draft ICRP to FWC's Contract Manager for review on or before the date indicated in the approved Project Plan. FWC requires seven (7) business days to review the first iteration and three (3) business days for any subsequent iteration. FWC will provide written comments to the Vendor, as appropriate. The Vendor shall make necessary edits and revisions after FWC review within an agreed upon time, but no later than seven (7) business days.
5. Final Indirect Cost Rate Proposal (ICRP) - The Vendor shall submit the Final ICRP to FWC's Contract Manager for approval prior to submission to the U.S. Department of the Interior, on or before the date indicated in the approved Project Plan. FWC will provide written approval of the Final ICRP within three (3) business days to the Vendor.
6. Submission and Negotiation of the Indirect Cost Rate Proposal (ICRP) – Following approval by FWC of the Final ICRP, the selected Vendor shall submit FWC-approved Final ICRP to the DOI IBC, on or before the date indicated in the approved Project Plan. The selected Vendor shall work with FWC's Cognizant Agency to address questions and respond to information requests. The Vendor shall make any agreed upon changes, and submit any revised, and/or supporting documentation requested by the DOI IBC.
The Vendor shall negotiate with the DOI IBC to establish an approved indirect cost rate to be formalized in an approved Cost Rate Agreement. The Vendor shall obtain the approved and negotiated Indirect Cost Rate Agreement from the DOI IBC and submit it to FWC for review and signature on or before the date indicated in the approved Project Plan.
7. Defend the Indirect Cost Rate Proposal (ICRP) –The selected Vendor shall defend the ICRP for a period of up to five (5) years following Federal approval, if audited.
8. Work Documents and Implementation – The selected Vendor shall provide the ICRP and the approved Indirect Cost Rate Agreement to FWC in an electronic format. FWC must be able to read and update all components of the ICRP. The Vendor shall transfer all knowledge and documentation relative to the development, negotiation and defense of the ICRP and resulting approved Indirect Cost Rate Agreement to FWC. The Vendor shall document any meeting and/or telephone conversations, e-mails and faxes. The Vendor shall provide all work papers/documents in support of the ICRP to FWC in an electronic format. The selected Vendor shall also provide coaching and instruction to FWC staff regarding implementation and application of the approved indirect cost rate. The Vendor shall participate in meetings, which may be face-to-face or conference calls as agreed to by both parties, with FWC and relevant parties for purposes of coordinating implementation activities.