Specifications include, but are not limited to: Phase I –Planning and Strategy: The project planning and strategy phase will involve a technical assessment of the practices URI followed in developing its most recent F&A rate and the practices it plans to follow in preparing the future FY 2024 base year proposals. This assessment is needed to identify strengths and weaknesses in URl's current practices and to develop a plan with URI’s team for the proposal development to support the Federal review and negotiation. The assessment would be conducted through discussions with URI staff, and desk reviews of available documentation. The assessment would cover the following main areas: The DHHS-DCA review of the last proposal and the issues raised during the review and negotiation of rates; The structure, composition, and allocation base(s) for each F&A cost pool (i.e., building and equipment depreciation, interest expense, operations and maintenance expenses, general administration, departmental administration, sponsored projects administration and library); The composition of the direct cost bases (i.e., organized research, other sponsored activities, instruction, other institutional activities, etc.); The procedures followed to develop the modified total direct cost ("MTDC") base of the URI direct functions, including the process used to classify sponsored projects as organized research, instruction/department research, other sponsored activities and sponsored training; The space study instructions, functional definitions and processes; The reconciliation of the financial statements to the F&A cost pools, including adjustments and reclassifications, ; Reviewing the main schedules from each of the three proposals for shortcomings and opportunities; The procedures used to capture cost sharing on sponsored projects; Procedures for determining depreciation costs; Procedures for updating the physical inventory of Equipment; Method used to allocate equipment depreciation; Procedures for determining and allocating operations and maintenance costs; Procedures for determining and allocating Interest expense; Procedures for developing and allocating the Library cost pool; The development of the projections package. Documents for Review: The Consultant will perform a desk review of the following documents: The most current F&A rate agreement and transmittal letter; List of DHHS-DCA negotiation issues from the last Federal review and negotiation; The current Cost Accounting Standards Disclosure Statement The University of Rhode Island will provide reports and schedules from the most recent rate proposals, sourced from the Comprehensive Rate Information System (CRIS) and other University sources as applicable, including but not limited to: o Summary rate schedules showing rates by components o Reconciliation schedules and narrative explanations of exclusions, adjustments and reclassifications o Step-down schedule o Schedules showing allocations of each F&A pool and sub pool to functions (CRIS schedule "Cost Group Step-down Schedules.") o All library schedules o CRIS "Salaries/Space Comparison by College/Dept Report" o Assignable Square Feet by Building o Assignable Square Feet by Department o Narrative descriptions of cost pools and allocation bases o Space study instructions, functional definitions and departmental training materials o If a rate projection was prepared a copy of the projection Phase 2 - Assist and Review of Draft F&A Rate Proposal: Assist the University during the preparation on the F&A rate proposal: Answer any questions that might arise during the preparation of the proposal; Periodic review of draft proposal; Make recommendations before submitting final version to the Government. Phase 3 - Negotiate or participate in the negotiation of the University's F&A Rates with DHHS - DCA's Northeastern Field office: Negotiate or provide technical and advisory assistance to URI in the negotiation of F&A rates for FY2025 and beyond. This phase will consist of: Assistance in preparing responses to requests by the DHHS negotiators for additional information related to the F&A rate review and negotiation; Guidance in responding to DHHS requests, concerns, and positions during the on- site reviews; Evaluation and advise on proposed DHHS rate adjustments provided to the University prior to negotiations; Assistance in developing data and counter arguments to proposed DHHS adjustments; Negotiate the F&A rates or participate and provide negotiation counsel to URI in negotiations with the DHHS negotiation team.
