RFP for Cost Allocation Plan

Location:	Minnesota
Posted:	Jun 15, 2026
Due:	Jul 10, 2026
Agency:	Washington County
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Publication URL:	To access bid details, please log in.

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Request for Proposals (RFP) for

Cost Allocation Plan (CAP)

RFP release date: June 15, 2026

Submission due date: July 10, 2026

Government Center | 14949 62nd Street North | P. O. Box 6 | Stillwater, MN 55082-0006

P: 651-430-6001 | F: 651-430-6017 | TTY: 651-430-6246

www.washingtoncountymn.gov

Washington County is an equal opportunity organization and employer

Table of Contents

1. Introduction ...................................................................................................................................................... 3

1.1. Background Information .......................................................................................................................... 3

1.2. County Authorized Representative .......................................................................................................... 3

1.3. Schedule ................................................................................................................................................... 3

2. Scope of Services............................................................................................................................................... 4

2.1. Mandatory Services.................................................................................................................................. 4

2.2. Deliverables .............................................................................................................................................. 5

2.3. Other Requirements................................................................................................................................. 5

2.4. Optional Services ...................................................................................................................................... 5

3. Proposal Content............................................................................................................................................... 5

3.1. Cover Letter .............................................................................................................................................. 5

3.2. Qualifications and Experience .................................................................................................................. 5

3.3. Fee Schedule............................................................................................................................................. 6

3.4. References ................................................................................................................................................ 6

3.5. Appendix A – County’s Standard Terms and Conditions.......................................................................... 6

3.6. Conflict of Interest.................................................................................................................................... 6

4. Proposal Submittal ............................................................................................................................................ 6

5. Proposal Evaluation and Selection.................................................................................................................... 6

5.1. Evaluation Committee.............................................................................................................................. 7

5.2. Evaluation Criteria .................................................................................................................................... 7

5.3. Interview/Presentation ............................................................................................................................ 7

5.4. Final Selection........................................................................................................................................... 7

5.5. Conditions of this RFP............................................................................................................................... 7

6. Proposal Questions ........................................................................................................................................... 8

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RFP for Cost Allocation Plan

1. Introduction

The purpose of this Request for Proposals (RFP) is for Washington County to secure a qualified firm to

prepare the County’s Cost Allocation Plan (CAP) in accordance with Title 2 CFR Part 200 regulations. The

County is seeking a three (3)-year contract with the option to extend for up to two (2) additional one (1)-

year terms. These services will go through the RFP solicitation process every five (5) years at minimum.

1.1. Background Information

Washington County, Minnesota is the fifth most populous county in Minnesota with a diverse population,

including longtime residents, young professionals and families, and new immigrant communities. Over the

last 20 years, Washington County has experienced rapid growth from a rural, farming community to an

expanding urban area.  

The County was established in 1849 and has the powers, duties, and privileges granted counties by state

law, codified in Minn. Stat. § 373. The County serves an area of 423 square miles, with an estimated

population of 262,748. The County’s fiscal year begins on January 1 and ends on December 31. The County is

governed by a five-member County Board of Commissioners representing separate districts. In addition, the

Offices of County Attorney and Sheriff are elected on a countywide basis.

The County offers a full range of services including property tax administration, law enforcement and

corrections, public works, parks, solid waste management, library, community health, county extension,

human resources, courts, and general administration. The County employs approximately 1,400 employees.

1.2. County Authorized Representative

The County Authorized Representative for this RFP is:

Amanda Hoffman

Amanda.Hoffman@WashingtonCountyMN.gov

1.3. Schedule

Washington County anticipates the following schedule:

Schedule

RFP Release Date

Questions Due

Addendum Release Date

Proposals Due

Interviews (if necessary)

Notification of Award

Commencement Date

Due Date

June 15, 2026

June 22, 2026

June 29, 2026

July 10, 2026

Week of July 27, 2026

August 4, 2026

October 1, 2026

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RFP for Cost Allocation Plan

2. Scope of Services

The successful Contractor will have the ability to perform all the functions below. Contractors who cannot

provide the full range of requested services may submit a proposal but must clearly note any services listed

in this request which would not be provided. Contractors are also encouraged to highlight any services for

which they possess particularly notable qualifications.

2.1. Mandatory Services

The Contractor shall prepare, on behalf of the County, annual Cost Allocation Plans (CAPs) for years 2026,

2027, and 2028, to be completed in calendar years 2027, 2028, and 2029. CAPs for fiscal years 2029 and

2030 shall be included and shown as optional contract extensions. All plans must be prepared in accordance

with Title 2 CFR Part 200 (Uniform Guidance), applicable federal and state requirements, and based on the

County’s actual year-end financial data.

The Cost Allocation Plan (CAP) must:

• identify, summarize, and allocate the allowable costs of central support services, including but not

limited to accounting, purchasing, personnel, legal, information technology, facilities, and other

administrative functions.

• Allocate costs to benefiting departments, programs, and funding sources, including federal and

state grants, using equitable, supportable and compliance allocation methodologies.

• Include clear documentation of cost pools, allocation bases, assumptions, and methods.

The Contractor shall perform all necessary and required data analysis, cost identification, classification, and

allocation calculations. The final CAP must be delivered in a format suitable for submission to appropriate

federal and state agencies. The Contractor will also assist in the negotiation and approval process with

cognizant federal and state representatives as needed.

County involvement will be limited to providing access to financial and payroll records, responding to

inquiries, and participating in limited staff interviews to support accurate interpretation and allocation of

costs.

In addition to plan preparation, the Contractor shall:

• Provide instruction and guidance to County personnel on claiming allocated costs for

reimbursement from state and other applicable funding sources.

• Monitor the status of claims, at the County’s request, to support timely recovery of funds.

• Conduct internal quality assurance reviews to ensure accuracy, completeness, and regulatory

compliance before delivering each Plan.

• Provide draft Plans for County review and feedback prior to finalization and certification for

submission.

The resulting Cost Allocation Plans shall support the County in recovering allowable costs, improving

financial transparency, supporting grant applications, and enhancing understanding of the full cost of County

services.

The Contractor must demonstrate expertise in governmental cost allocation and a thorough understanding

of Title 2 CFR Part 200 and applicable state regulations.

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RFP for Cost Allocation Plan

2.2. Deliverables

The consultant shall provide, at a minimum:

• A project plan, including schedule, milestones, and communication plan

• Annual data request templates and information request lists

• Draft Cost Allocation Plan for County review

• Final Cost Allocation Plan document suitable for submission to federal and state agencies

• Indirect cost rate calculations, if applicable

• Allocation models and workpapers (e.g., Excel-based tools) in editable format

• Training materials and training sessions for County staff

• Implementation and reimbursement claiming guidance documentation

2.3. Other Requirements

The consultant shall demonstrate:

• Experience developing Cost Allocation Plans for government or nonprofit entities

• Strong knowledge of 2 CFR Part 200 (Uniform Guidance) and related regulatory guidance

• Expertise in governmental accounting, financial systems, and cost recovery programs

• Strong analytical, technical writing, and documentation skills

• Capacity to support audit inquiries, agency reviews, and requests for clarification

2.4. Optional Services

The County may add the optional services listed below. Contractors shall clearly indicate if they provide

these services and highlight any particularly notable qualifications or experience with these services.

• Additional indirect cost rate proposals or multi-year rate development

• Assistance with federal or state audit responses beyond the standard CAP review process

• Development or refinement of internal cost allocation tools or models

• Supplemental financial analysis related to cost recovery opportunities

• Specialized training for County departments and staff on full-cost budgeting or grant reimbursement

strategies

3. Proposal Content

The following will be considered minimum contents of the proposal and must be submitted:

3.1. Cover Letter

Introduce the Contractor submitting the proposal and state the Contractor’s understanding of the services.

Include name, address, telephone number, and email address of the contact person(s), as well as the names

of any others participating in the proposal.

3.2. Qualifications and Experience

Provide demonstrated qualifications and experience that proves the ability to perform the services and

meet the requirements of this RFP.

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Title:	RFP for Cost Allocation Plan
Category:	Washington County Accounting & Finance
Status:	Open

RFP for Cost Allocation Plan

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