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HomeMy WebLinkAboutAgenda - 02-17-1998 - 8li; ORANGE COUNTY BOARD OF CO~IIKISSIONERS Action Agenda Item No. $.~, ACTION AGENDA ITEM ABSTRACT Meeting Date: February 17, 1998 SUBJECT: Cost Allocation Plan DEPARTMENT: Finance PUBLIC HEARING: YES NO: X ATTACHMENTS): INFORMATION CONTACT: Ken Chavious Contract TELEPHONE NUMBER: Hillsborough-732-8181 Chapel Hill -968-4501 Mebane -227-2031 Durham -688-7331 PURPOSE: To consider a contract with David M. Griffith & Associates for preparation of the County's Indirect Cost Allocation Plan. BACKGROUND: Office of Management and Budget Publication A-87 requires the County to develop a new Cost Allocation Plan each year. This plan allows the County to receive reimbursement for local resources used to administer State and Federal programs. David M. Griffith & Associates for have prepared the plan the past several years with no fee increase. The proposed fee for the development of the current Cost Plan is $9,000,which is a slight increase over the previous years. The County has paid $8,500 for the cost plan for the past five years. In the past, reimbursements from Federal and State Agencies resulting from the Cost Plan have consistently been in excess of $250,000. These reimbursements have occurred mainly in the areas of Social Services and Child Support Enforcement. RECOb~NDATION: The Manager recommends that the Board authorize the contract with David M. Griffith & Associates for the preparation of the Indirect Cost Allocation Plan and authorize the Chair to sign it. 2 FY97 Agreement to Provide Professional Accounting Services to Orange County, North Carolina THIS AGREEMENT, entered into this day of , 1997 and effective immediately by and between David M. Griffith & Associates, Ltd. (hereinafter called the "Consultant") and Orange County, State of North Carolina (hereinafter called the "County"), WITNESSETH THAT: WHEREAS, the County has programs which it operates with Federal funding, and WHEREAS, the County supports these programs with support services paid from County appropriated funds, and WHEREAS, the Federal government and the State will pay a fair share of these costs if supported by an approved cost allocation plan, and WHEREAS, the Consultant is .staffed with personnel knowledgeable and experienced in the requirements of developing and negotiating such governmental cost allocation plans, and WHEREAS, the County desires to engage the Consultant to assist in developing a plan which conforms to Federal requirements and will be approved by their representatives NOW THEREFORE, the parties hereto mutually agree as follows: 1. Emglovment of Consultant. The County agrees to. engage the Consultant and the Consultant hereby agrees to perform the following services. ' 2. Scope of Services. The Consultant shall do, perform and carry out in a good and professional manner the following services: a. Development of a central services cost allocation plan which identifies the various costs incurred by the County to support and administer Federal programs. This plan will contain a determination of the allowable costs of providing each supporting service such as purchasing, legal counsel, disbursement processing, etc. b. Prepare indirect cost proposals for federal grants as necessary. c. Negotiation of the completed cost allocation plan with the representatives of the State or Federal government, whichever is applicable. 3 3. Time of Performance. The services to be performed hereunder by the Consultant shall be undertaken and completed in such sequence as to assure their expeditious completion and best carry out the purposes of the agreement. The cost allocation plan, based upon the previous yeaz's audited expenditures, will be available by May 31, 1998 for your review and our negotiation with Federal and State representatives. 4. Com ensation. The County agrees to pay the Consultant a sum not to exceed $9000 for all services required herein, which shall include reimbursement for expenses incurred. Consultant agrees to complete the project and all services provided herein for said sum. Any and all changes will be accomplished in accordance with Paragraph 6 of this contract 5. Method of Payment. The Consultant shall be entitled to payment in accordance with the provisions of this pazagraph. First, the Consultant will be entitled a fixed amount as indicated above. Second, Consultant's fees aze due upon the rendering of a bill upon the completion of an approvable plan. All funds received from the plan above the Consultant's fee will accrue solely to the County. 6. Changes. The County may, from time to time, require changes in the scope of the services of the Consultant to be performed hereunder. Such changes, which are mutually agreed upon by and between the County and the Consultant, shall be incorporated in written amendment to this agreement. 7. Services and Materials to be Furnished by the County. The County shall locally furnish the Consultant with all available necessary information, data, and material pertinent to the execution of this agreement. The County shall cooperate with the Consultant in carrying out the work herein and shall provide adequate staff for liaison with the Consultant and other agencies of County government. 8. Termination of Agreement for Cause. If, for any cause, the Consultant shall fail to fulfill in timely and proper manner his obligations under this agreement, the County shall thereupon have the right to terminate this agreement by giving written notice to the Consultant of such termination and specifying the effective date thereof, at least five (5) days before the effective date of such termination. 9. _Lformation and Reports. The Consultant shall, at such time and in such form as the County may require, furnish such periodic reports concerning the status of the project, such statements, certificates, approvals and copies of proposed and executed plans and claims and other information relative to the project as may be requested by the County. 10. Copyright. County acknowledges that the report format to be provided by Consultant is copyrighted. Consultant shall ensure that all copies of its report beaz the copyright legend. County agrees that all ownership rights and copyrights thereto lie with Consultant. County may use the report solely for and on behalf of County's operations. County agrees that it will take appropriate action by instruction, agreement or otherwise 4 with its employees to satisfy its obligations with respect to use, copying, protection and security of the report format. 11. Assignment. Consultant agrees not to assign, convey or transfer its interest in this Agreement to any other entity without the prior written consent of County, which consent shall not be unreasonably held. Provided however, Consultant may assign, convey or transfer its interest in this Agreement to an entity which succeeds to substantially all of the business of Consultant, by merger or otherwise. 12. Notices. Any notices, bills, invoices, or reports required by this agreement shall be sufficient if sent by the parties in the United States mail, postage paid, to the address noted below: Orange County David M. Griffith & Associates, Ltd. 208 S. Cameron Street 1100 Logger Court, Suite D-100 Hillsborough, NC 27278 Raleigh, North Carolina 27609 IN WITNESS WHEREOF, the County and the .Consultant have executed this agreement as of the date first written above. County of Orange sy: (county Official) David M. Griffith & Associates, Ltd. By• imo . McKinnie Vice Pr ent