The vendor is required to provide to conduct a citywide cost allocation plan, development impact fee and comprehensive fee study services.
- Must have a demonstrable expertise in the preparation of development impact fee studies, cost allocation plans, comprehensive user fees studies, financial analysis, and project management.
- Cost allocation plan and fully-burdened hourly rate
• The cost allocation plan shall include all funds including internal service funds, and shall produce an accompanying fully-burdened hourly rate report for all positions.
• Work with city staff to define the purpose, uses, and goals for an overhead cost allocation plan, ensuring that the development of the plan will be both accurate and appropriate for the city’s current needs.
• Develop an overhead cost allocation model for calculating the full costs of providing each city service.
• The requirements of the model shall allow for the following:
o The addition or removal of direct and overhead costs so that the overhead cost allocation plan can be developed from a simple plan to a progressively more inclusive plan.
o The ability to continuously update the model and overhead cost allocation plan from year to-year as the organizational structure changes and the costs change.
• Work with the finance department in developing service provisions, cost categories and allocation criteria for current and future programs.
• Draft an overhead cost allocation plan and participate in various presentations to select city staff and the city council as deemed necessary by staff.
• Collect and document comments and concerns from staff and council members and incorporate those comments as directed.
• Review should be coordinated with the city's legal team.
• Provide the city with an excel copy of the final cost allocation plan, including related schedules and cost documentation in a format that can be edited and updated by city staff to accommodate changes in the organization, or changes in costs, or indexing.
• Develop a model for adjusting the plan to include the addition of hypothetical service area information for future service enhancements, and the ability to calculate the estimated costs of providing the service under consideration (scenario and “what if” analyses).
• Prepare a final plan and provide an excel version and a digital file copy in pdf format to the city.
• Engage stakeholders, including city council, developers, and residents, through workshops and/or public meetings.
- Development impact fee study
• Review should be coordinated with the city's legal team.
• Develop a comprehensive impact fee study in alignment with city policies and existing utility user fees to adequately facilitate desired development within the city while supporting the city’s capital improvement program.
• Provide staff with worksheets to support the proposed fee schedule in an excel or editable format.
• Provide a recommended inflation adjustment factor to be used to update fees in future years. • Provide an overview of any training that would be needed to understand the methodology related to the studies.
• The goal would be to allow city staff to understand how any fees or allocations were derived.
• Recommend a fee schedule and compare it with local jurisdictions.
• Prepare a draft and final development impact fee study report with implementation recommendations.
• Support the drafting of any required ordinance, resolution, and procedures for program adoption and updates. - Comprehensive user fee study
• Identify the total cost of providing each city service and in a manner that is consistent with all applicable laws, statutes, rules and regulations governing the collection of fees, rates and charges by public entities not to include development impact fees.
• Compare service costs with existing recovery levels.
• This should include any service areas where the city is currently charging for services as well as areas where the city, perhaps, should charge in light of the city’s practices, or the practices of similar or neighboring cities.
• Interview city departments to identify potential new fees.
• Recommend appropriate fees and charges based on your analysis together with the appropriate subsidy percentage for those fees where full cost recovery may be unrealistic.
• Include restructured fees if more effective or optimal approaches are available.
• A survey comparison of fees with similar cities is for information only.
• Report on other matters that come to your attention in the course of your evaluation that in your professional opinion the city should consider.
• Review should be coordinated with the city's legal team.
• Present your study to the city’s management group and make necessary adjustments as requested.
• Prepare and participate in presenting the plan to interested external parties (public meetings).
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: May 26, 2025