Request for Proposals

Fiduciary Agent Services

The Missouri Community College Association (MCCA) seeks a fiduciary agent to provide fiduciary services in conjunction with an existing grant. The MCCA is an administering agency for SkillUP, a grant project administered by the Missouri Department of Social Services, in which 11 community colleges are participating.  Through this request for proposals (RFP), MCCA seeks a fiduciary agent to provide oversight and implementation of the monthly funding process to all participating colleges to ensure accuracy and timeliness of reimbursement requests.

Background

SkillUP is Missouri’s Food Stamp employment and training program which assists SNAP recipients in achieving self-sufficiency through career pathways, sector strategies, and labor market information.  Through this program, Missouri’s community colleges provide training programs to meet the needs of eligible unemployed and underemployed individuals (hereinafter “target population”).  Grant work will be directed by the project administrator and will require collaboration by a variety of college personnel, state workforce development staff, and others. 

Period of Performance

The period of performance will be October 1, 2019 through October 31, 2020.

Scope of Services

The successful applicant will be responsible for:

Performing fiduciary services under the direction of MCCA’s grant director.  As provider of fiduciary services, applicant shall:

Provide oversight of the analysis and approval, preparation and remittance of monthly requests for reimbursements to the Missouri Department of Social Services, Family Support Division, in accordance with the 2CFR Chapter 1, Chapter II, Part 200, et al., Uniform Administrative requirements, Cost Principals, and Audit Requirements for Federal Awards.

Receive, review and approve all participating college monthly reimbursement request submissions for accuracy and adherence to Missouri Department of Social Services (DSS), Family Support Division (FSD) SkillUP Providers Handbook.

Request additional detail from colleges as needed to maintain accurate financial records.

Access proprietary and highly confidential information to confirm invoices align with program eligibility requirements.

Submit requests for reimbursement to DSS/FSD in a timely fashion, according to guidelines in SkillUP Provider Handbook.

Upon receipt of funds from MCCA or FSD, disburse funds within 3 business days to participating colleges.

Keep accurate records of funding source levels.

Communicate as needed with participating colleges, sharing individual funding levels. 

Confer with MCCA regarding budget modification requests and follow guidelines in the SkillUP Provider Handbook for all said requests.

Provide monthly funding/ budget reports to MCCA, no later than the 25th of each month, to include monthly and year to date spending totals and number of participants trained by college to determine progress toward funding fulfillment and goal attainment. This report will include separate expense line items for tuition, administration and indirect costs. Aggregate and individual school reports will be provided to participating schools each month as well.

Will attend MCCA-hosted grant meetings or conference calls to report financial status to the group at large.

Proposer should plan to attend a two-day training on the proprietary system in place for the SkillUP program.

Tasks and Timeline

On or before the 10th of each month October 2019 through October 2020 – applicant will have received all necessary requests for reimbursement from participating colleges and will review all for accuracy and conformance with program guidelines. All reimbursements will be categorized on appropriate submittal forms including FSD 50/50 reimbursement, FSD 100% reimbursement, and FSD TANF funding request reimbursement, and submitted to the appropriate funding source no later than the 20th of each month.

Must also perform an individual financial audit at all participating schools to ensure processes align with uniform grant guidance and generally accepted accounting principles.

Application Review and Criteria

All proposals submitted in response to this RFP will be evaluated by the grant director and president. The criteria by which proposals will be evaluated include:

  1. Responsiveness to RFP (10 points)
  2. Organization, experience, and staff qualifications (30 points)
  3. Plan for organizing work (30 points)
  4. Fee structure (30 points) 

Section 1:  Responsiveness to RFP

  1. Letter of Intent.  This letter will summarize, in a brief, concise manner, the applicant’s understanding of the scope of work and commitment to performing the work/services in a timely manner. The letter must be signed by an official authorized to make such commitments and enter into a contract. The letter must indicate the official’s title or authority. The letter should not exceed one page in length.
  2. Quality of Submission.  In addition, applicants should ensure that the quality of their proposal reflects their ability to manage a successfully implemented and sustained statewide educational and workforce integrated data systems. 

Section 2:  Organization, Experience, and Staff Qualifications

  1. Organization Credentials. Briefly summarize the individual’s or organization’s grant fiduciary management history.  
  2. Project Personnel. List the number of individuals that will be assigned to this project. For each such person, provide the following information:
    1. Title, and role/assignment for this project.
    2. Number of years with company; number of years engaged in grant fiduciary management; and names of projects, types of projects, and size of projects in which the individual has developed, implemented and managed on a statewide basis.
    3. Education, including degrees earned.
    4. Active registration, certification, and/or licenses.
    5. Any other experience or qualifications that is relevant for this project.
    6. Current References. The applicant must provide no less than three clients for which it has provided similar services. The strongest references will be from clients similar to the consortium with which the applicant will be working in this instance (a consortium of many diverse, geographically disparate organizations).  For each reference, provide the name of the contact person most familiar with the proposer’s work; that person’s physical location, email address, and telephone number; a brief explanation of the services that were provided.

Section 3:  Plan for Organizing Work

The applicant must describe his/her/its approach to organizing complex, multiparty work. This description should include approaches, programs, applications, or other resources that have proven effective with similar statewide fiduciary responsibilities in the past. Specific areas to address include communication among consortium members, project work plan for managing multiple funding requests, method of organizing requests, approvals and disbursements. 

Section 4:  Fee Structure 

Provide the total amount required to perform the duties as described above and, in three pages or less, describe in detail the amount required for each of the following:

Personnel, fringe benefits, travel, and supplies

Proposals for expenses should be premised on the expectation that the proposer will conduct business at his/her/its office and when necessary by conference call, and will visit each participating college once to perform an annual financial audit. The proposer should estimate the number of in-person meetings required, and factor any travel costs into the proposal.

All items identified in the budget must be justified as reasonable and cost-effective.

Deadline and Submission Instructions

The deadline to respond to this request for proposals (RFP) is 4 p.m., CDT, on Wednesday August 14, 2019.   Proposals must be submitted electronically to [email protected].  MCCA will notify applicants that their proposal(s) have been received within 24 hours of receipt. This notice will be provided by email.

The closing date for this RFP is August 14, 2019.  All proposals must be received by 4 p.m. central standard time on that date; proposals received after that time will not be reviewed or considered unless the submission of a late proposal is specifically authorized in writing by MCCA.

Proposals may be no more than 18 single-sided, double-spaced 8.5 x 11 inch pages with 12 point font and one-inch margins.

All proposals must be submitted by email.  Emailed proposals must be addressed to [email protected] and should contain the proposal as an attachment in PDF format.

MCCA staff will review proposals and rate them in accordance with the Application Review Criteria set forth above.  The SkillUP grant director and MCCA’s president will have final authority to contract with the selected vendor.

To download or print this RFP as a PDF, click here ».