HomeMy WebLinkAboutWilldan Financial Services, Inc. 2009-03-19(62- Na 03 19Oq
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AGREEMENT FOR
PROFESSIONAL CONSULTING SERVICES
* E+
This Agreement, made and entered into this LG I day of iltV ,.t4 , 2009 ( "Effective
Date "), by and between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as "City" and
Willdan Financial Services, a Corporation [sole proprietorship, corporation, partnership, limited partnership,
limited liability company, etc.] organized and in good standing under the laws of the state of
California , hereinafter referred to as "Consultant ".
RECITALS
This Agreement is predicated on the following facts:
a. City requires consulting services related to the preparation of a Comprehensive Fee and
Cost Study and Cost Allocation Plan.
b. Consultant represents that it has the qualifications, skills, experience and properly
licensed to provide these services, and is willing to provide them according to the terms
of this Agreement.
c. City and Consultant agree upon the Scope -of -Work attached hereto as Attachment "A ",
describing contract provisions for the project and setting forth the Project Schedule and
completion dates for the various services to be provided pursuant to this Agreement.
TERMS OF AGREEMENT
1.0 DESCRIPTION OF PROJECT
1.1 The Project is described in detail in the attached Scope -of -Work (Attachment "A ").
2.0 SCOPE OF SERVICES
2.1 As set forth in Attachment "A ".
2.2. Additional Services. Additional services, if any, shall only proceed upon written
agreement between City and Consultant. The written Agreement shall be in the form of
an Amendment to this Agreement.
3.0 CONDUCT OF WORK
3.1 Time of Completion. Consultant shall commence performance of services as required
by the Scope -of -Work upon receipt of a Notice to Proceed from City and shall complete
such services within 90 calendar days from receipt of the Notice to Proceed. Consultant
shall complete the work to the City's reasonable satisfaction, even if contract disputes
arise or Consultant contends it is entitled to further compensation.
4.0 COMPENSATION FOR SERVICES
4.1 Basis for Compensation. For the performance of the professional services of this
Agreement, Consultant shall be compensated on a time and expense basis not to
exceed a guaranteed maximum dollar amount of $36,740. Labor charges shall be
based upon hourly billing rates for the various classifications of personnel employed by
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Consultant to perform the Scope of Work as set forth in the attached Attachment B,
which shall include all indirect costs and expenses of every kind or nature, except direct
expenses. The direct expenses and the fees to be charged for same shall be as set
forth in Attachment B. Consultant shall complete the Scope of Work for the not -to-
exceed guaranteed maximum, even if actual time and expenses exceed that amount.
4.2 Changes. Should changes in compensation be required because of changes to the
Scope -of -Work of this Agreement, the parties shall agree in writing to any changes in
compensation. "Changes to the Scope -of- Work" means different activities than those
described in Attachment "A" and not additional time to complete those activities than the
parties anticipated on the date they entered this Agreement.
4.3 Sub - contractor Payment. The use of sub - consultants or other services to perform a
portion of the work of this Agreement shall be approved by City prior to commencement
of work. The cost of sub - consultants shall be included within guaranteed not -to- exceed
amount set forth in Section 4.1.
4.4 Terms of Payment. Payment to Consultant for services rendered in accordance with this
contract shall be based upon submission of monthly invoices for the work satisfactorily
performed prior to the date of the invoice less any amount already paid to Consultant,
which amounts shall be due and payable thirty (30) days after receipt by City. The
invoices shall provide a description of each item of work performed, the time expended
to perform each task, the fees charged for that task, and the direct expenses incurred
and billed for. Invoices shall be accompanied by documentation sufficient to enable City
to determine progress made and to support the expenses claimed.
5.0 ASSURANCES OF CONSULTANT
5.1 Independent Contractor. Consultant is an independent contractor and is solely
responsible for its acts or omissions. Consultant (including its agents, servants, and
employees) is not the City's agent, employee, or representative for any purpose.
It is the express intention of the parties hereto that Consultant is an independent
contractor and not an employee, joint venturer, or partner of City for any purpose
whatsoever. City shall have no right to, and shall not control the manner or prescribe the
method of accomplishing those services contracted to and performed by Consultant
under this Agreement, and the general public and all governmental agencies regulating
such activity shall be so informed.
Those provisions of this Agreement that reserve ultimate authority in City have been
inserted solely to achieve compliance with federal and state laws, rules, regulations, and
interpretations thereof. No such provisions and no other provisions of this Agreement
shall be interpreted or construed as creating or establishing the relationship of employer
and employee between Consultant and City.
Consultant shall pay all estimated and actual federal and state income and self -
employment taxes that are due the state and federal government and shall furnish and
pay worker's compensation insurance, unemployment insurance and any other benefits
required by law for himself and his employees, if any. Consultant agrees to indemnify
and hold City and its officers, agents and employees harmless from and against any
claims or demands by federal, state or local government agencies for any such taxes or
benefits due but not paid by Consultant, including the legal costs associated with
defending against any audit, claim, demand or law suit.
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Consultant warrants and represents that it is a properly licensed professional or
professional organization with a substantial investment in its business and that it
maintains its own offices and staff which it will use in performing under this Agreement.
5.2 Conflict of Interest. Consultant understands that its professional responsibility is solely
to City. Consultant has no interest and will not acquire any direct or indirect interest that
would conflict with its performance of the Agreement. Consultant shall not in the
performance of this Agreement employ a person having such an interest. If the City
Manager determines that the Consultant has a disclosure obligation under the City's
local conflict of interest code, the Consultant shall file the required disclosure form with
the City Clerk within 10 days of being notified of the City Manager's determination.
6.0 INDEMNIFICATION
6.1 Insurance Liability. Without limiting Consultant's obligations arising under Paragraph 6.2
Consultant shall not begin work under this Agreement until it procures and maintains for
the full period of time allowed by law, surviving the termination of this Agreement
insurance against claims for injuries to persons or damages to property, which may arise
from or in connection with its performance under this Agreement.
A. Minimum Scope of Insurance
Coverage shall be at least as broad as:
1. Insurance Services Office ( "ISO) Commercial General Liability Coverage
Form No. CG 20 10 10 01 and Commercial General Liability Coverage —
Completed Operations Form No. CG 20 37 10 01.
2. ISO Form No. CA 0001 (Ed. 1/87) covering Automobile Liability, Code 1
"any auto" or Code 8, 9 if no owned autos and endorsement CA 0025.
3. Worker's Compensation Insurance as required by the Labor Code of the
State of California and Employers Liability Insurance.
4. Errors and Omissions liability insurance appropriate to the consultant's
profession. Architects' and engineers' coverage is to be endorsed to -
include contractual liability.
B. Minimum Limits of Insurance
Consultant shall maintain limits no Tess than:
1. General Liability: $1,000,000 combined single limit per occurrence for
bodily injury, personal injury and property damage including operations,
products and completed operations. If Commercial General Liability
Insurance or other form with a general aggregate limit is used, the
general aggregate limit shall apply separately to the work performed
under this Agreement, or the aggregate limit shall be twice the prescribed
per occurrence limit.
2. Automobile Liability: $1,000,000 combined single limit per accident for
bodily injury and property damage.
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3. Worker's Compensation and Employers Liability: Worker's compensation
limits as required by the Labor Code of the State of California and
Employers Liability limits of $1,000,000 per accident.
4. Errors and Omissions liability: $1,000,000 per occurrence.
C. Deductibles and Self- Insured Retentions
Any deductibles or self- insured retentions must be declared to and approved by
the City. At the option of the City, either the insurer shall reduce or eliminate
such deductibles or self- insured retentions as respects to the City, its officers,
officials, employees and volunteers; or the Consultant shall procure a bond
guaranteeing payment of losses and related investigations, claim administration
and defense expenses.
D. Other Insurance Provisions
The policies are to contain, or be endorsed to contain, the following provisions:
1. General Liability and Automobile Liability Coverages
a. The City, it officers, officials, employees and volunteers are to be
covered as additional insureds as respects; liability arising out of
activities performed by or on behalf of the Consultant, products
and completed operations of the Consultant, premises owned,
occupied or used by the Consultant, or automobiles owned, hired
or borrowed by the Consultant for the full period of time allowed by
law, surviving the termination of this Agreement. The coverage
shall contain no special limitations on the scope -of- protection
afforded to the City, its officers, officials, employees or volunteers.
b. The Consultant's insurance coverage shall be primary insurance
as respects to the City, its officers, officials, employees and
volunteers. Any insurance or self- insurance maintained by the
City, its officers, officials, employees or volunteers shall be in
excess of the Consultant's insurance and shall not contribute with _
it.
c. Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to the City, its officers, officials,
employees or volunteers.
d. The Consultant's insurance shall apply separately to each insured
against whom claim is made or suit is brought, except with respect
to the limits of the insurer's liability.
2. Worker's Compensation and Employers Liability Coverage
The insurer shall agree to waive all rights of subrogation against the City,
its officers, officials, employees and volunteers for losses arising from
Consultants performance of the work, pursuant to this Agreement.
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3. Professional Liability Coverage
If written on a claims -made basis, the retroactivity date shall be the
effective date of this Agreement. The policy period shall extend from
June 17, 2009 to June 16, 2011.
4. All Coverages
Each Insurance policy required by this clause shall be endorsed to state
that coverage shall not be suspended, voided, canceled by either party,
reduced in coverage or in limits except after thirty (30) days prior written
notice by certified mail, return receipt requested, has been given to the
City.
E. Acceptability of Insurers
Insurance is to be placed with admitted California insurers with an A.M. Best's
rating of no less than A- for financial strength, AA for long -term credit rating and
AMB -1 for short -term credit rating.
F. Verification of Coverage
Consultant shall furnish the City with Certificates of Insurance and with original
Endorsements effecting coverage required by this Agreement. The Certificates
and Endorsements for each insurance policy are to be signed by a person
authorized by that insurer to bind coverage on its behalf. The Certificates and
Endorsements are to be on forms provided or approved by the City. Where by
statute, the City's Workers' Compensation - related forms cannot be used,
equivalent forms approved by the Insurance Commissioner are to be substituted.
All Certificates and Endorsements are to be received and approved by the City
before Consultant begins the work of this Agreement. The City reserves the right
to require complete, certified copies of all required insurance policies, at any
time. If Consultant fails to provide the coverages required herein, the City shall
have the right, but not the obligation, to purchase any or all of them. In that
event, the cost of insurance becomes part of the compensation due the
contractor after notice to Consultant that City has paid the premium.
G. Subcontractors
Consultant shall include all subcontractors or sub - consultants as insured under
its policies or shall furnish separate certificates and endorsements for each sub-
contractor or sub - consultant. All coverage for sub - contractors or sub - consultants
shall be subject to all insurance requirements set forth in this Paragraph 6.1.
6.2 Indemnification. Notwithstanding the foregoing insurance requirements, and in addition
thereto, Consultant agrees, for the full period of time allowed by law, surviving the
termination of this Agreement, to indemnify the City for any claim, cost or liability that
arises out of, or pertains to, or relates to any negligent act or omission or the willful
misconduct of Consultant in the performance of services under this contract by
Consultant, but this indemnity does not apply to liability for damages for death or bodily
injury to persons, injury to property, or other loss, arising from the sole negligence, willful
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misconduct or defects in design by the City, or arising from the active negligence of the
City.
"Indemnify," as used herein includes the expenses of defending against a claim and the
payment of any settlement or judgment arising out of the claim. Defense costs include
all costs associated with defending the claim, including, but not limited to, the fees of
attorneys, investigators, consultants, experts and expert witnesses, and litigation
expenses.
References in this paragraph to City or Consultant, include their officers, employees,
agents, and subcontractors.
7.0 CONTRACT PROVISIONS
7.1 Ownership of Work. All documents furnished to Consultant by City and all documents or
reports and supportive data prepared by Consultant under this Agreement are owned
and become the property of the City upon their creation and shall be given to City
immediately upon demand and at the completion of Consultant's services at no
additional cost to City. Deliverables are identified in the Scope -of -Work, Attachment "A ".
All documents produced by Consultant shall be furnished to City in digital format and
hardcopy. Consultant shall produce the digital format, using software and media
approved by City.
7.2 Governing Law. Consultant shall comply with the laws and regulations of the United
States, the State of California, and all local governments having jurisdiction over this
Agreement. The interpretation and enforcement of this Agreement shall be governed by
California law and any action arising under or in connection with this Agreement must be
filed in a Court of competent jurisdiction in Mendocino County.
7.3 Entire Agreement. This Agreement plus its Attachment(s) and executed Amendments
set forth the entire understanding between the parties.
7.4 Severabilitv. If any term of this Agreement is held invalid by a court of competent
jurisdiction, the remainder of this Agreement shall remain in effect.
7.5 Modification. No modification of this Agreement is valid unless made with the agreement
of both parties in writing.
7.6 Assignment. Consultants services are considered unique and personal. Consultant
shall not assign, transfer, or sub - contract its interest or obligation under all or any portion
of this Agreement without City's prior written consent.
7.7 Waiver. No waiver of a breach of any covenant, term, or condition of this Agreement
shall be a waiver of any other or subsequent breach of the same or any other covenant,
term or condition or a waiver of the covenant, term or condition itself.
7.8 Termination. This Agreement may only be terminated by either party: 1) for breach of
the Agreement; 2) because funds are no longer available to pay Consultant for services
provided under this Agreement; or 3) City has abandoned and does not wish to complete
the project for which Consultant was retained. A party shall notify the other party of any
alleged breach of the Agreement and of the action required to cure the breach. If the
breaching party fails to cure the breach within the time specified in the notice, the
contract shall be terminated as of that time. If terminated for lack of funds or
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abandonment of the project, the contract shall terminate on the date notice of
termination is given to Consultant. City shall pay the Consultant only for services
performed and expenses incurred as of the effective termination date. In such event, as
a condition to payment, Consultant shall provide to City all finished or unfinished
documents, data, studies, surveys, drawings, maps, models, photographs and reports
prepared by the Consultant under this Agreement. Consultant shall be entitled to
receive just and equitable compensation for any work satisfactorily completed
hereunder, subject to off-set for any direct or consequential damages City may incur as
a result of Consultant's breach of contract.
7.9 Duplicate Originals. This Agreement may be executed in duplicate originals, each
bearing the original signature of the parties. When so signed, each such document shall
be admissible in administrative or judicial proceedings as proof of the terms of the
Agreement between the parties.
8.0 NOTICES
Any notice given under this Agreement shall be in writing and deemed given when
personally delivered or deposited in the mail (certified or registered) addressed to the
parties as follows:
CITY OF UKIAH
DEPT. OF FINANCE
300 SEMINARY AVENUE
UKIAH, CALIFORNIA 95482 -5400
WILLDAN FINANCIAL SERVICES
KATIE WILSON
27368 VIA INDUSTRIA, SUITE 110
TEMECULA, CA 92590
9.0 SIGNATURES
IN WITNESS WHEREOF, the parties have executed this Agreement the Effective Date:
CONSULTANT
BY: 3/17/2009
Date
PRINT NAME: Brian Jewett
33- 0302345
IRS IDN Number
CITY OF UKIAH
BY: Q1 /.P aVv---61
,
/;CITY MANAGER
ATTEST
Linda : own
CITY CLERK
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Date
3 -iy-
Date
Attachment "A"
Scope of Work
Work Program
We want to ensure our scope of work is responsive to the City of Ukiah's needs and specific local circumstances.
We will work in concert with the City to adjust our scope as needed during the course of the study.
Our proposed work program described in detail by task is provided below. We explain how we will accomplish each
task and identify associated meetings and deliverables. This work plan includes determining the appropriate cost
allocation methods, fees and charges to recover the City's costs for providing services. Taxes, fines, rental fees,
utility rates, development impact fees and penalties are not "user fees" and will not be part of our scope of services
for this project. However, we will advise the City regarding additional study efforts it may pursue to evaluate fee
categories not considered user fees.
Our initial review of the City's current fee structure revealed that the City currently utilizes valuation to calculate
building permit fees. Many cities, towns and counties are moving away from valuation to a cost of service -based
approach in calculating building permit fees. We will discuss with the City why an agency should move to a cost of
service -based approach, how the conversion to this approach would work, and what would be required from the
City to make the change. However, a conversion from valuation to cost of service is a complex project that requires
substantial time and therefore it is not included within this scope. Willdan would be happy to provide a detailed
scope to the City if interested in a conversion. A cost estimate for the conversion is included as an optional service
in the "Project Budget" section.
Task 1: Initial Document Request
Objective: Initial due diligence; obtain study - related data.
Projects: Cost Allocation Plan and Comprehensive Fee and Cost Study.
Description: Prior to the kick -off meeting, we will obtain and review relevant documentation to further enhance our
understanding of the issues. A written request for specific data will be sent to the City. The data provided in this
task will provide the building blocks for the model development. Please note that Time Survey data is not part of
this request.
Meetings: None.
Deliverables: Willdan: Submit information request to City.
City: Provide requested data to Willdan (prior to Task 3, Kick -off Meeting /Refine Scope).
Task 2: Compile Inventory of Current and Potential Fees
Objective: Willdan will identify a schedule of fees and methodology for calculating the fees for the Comprehensive
Fee and Cost study.
Project: Comprehensive Fee and Cost Study.
Description: Based on the results of the initial document request and independent research, we incorporate into
our model the existing fees, provided by the City, to comprise the parameters of the fee study.
Meetings: None. However, discussion with the City pertaining to any new fees you may wish to implement or
existing fees that may no longer be required may take place via conference call.
Deliverables: Willdan: One (1) draft list of current fees based on initial data provided (to be discussed and
finalized at kick -off meeting described in Task 3 below).
City: Review completed fee schedule with comments /revisions to be discussed at kick -off meeting.
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Task 3: Kick -off Meeting /Refine Scope
Objective: Identify and resolve policy issues typically raised by these types of studies, address gaps in data, and
refine appropriate existing or new fee categories (based on Task 2). At this meeting, we will ask that the City
identify a project manager who will serve as the primary contact for the project. The project manager shall have
responsibility for ensuring that all available data is provided in a timely manner in order to ensure that the
aggressive project schedule is followed.
Projects: Cost Allocation Plan and Comprehensive Fee and Cost Study.
Description: The objective of this task is to gain an understanding of the City's goals for the Cost Allocation Plan
and Comprehensive Fee and Cost Study, the City's cost recovery policy for user fees, and to fill any gaps in
data /information necessary for the project. It is important for the City and Willdan to identify and address any
foreseeable problems and maintain open communication throughout the process.
Meetings: One (1) on -site project kick -off meeting to initiate the project, discuss data needs, methodologies and
address policy issues.
Deliverables: Willdan: (1) Revised project scope and schedule (if needed), and (2) brief summary of policy
decisions (if needed).
City: (1) Provide further data needs, and (2) determine /introduce City's project manager.
Task 4: Develop Master Cost Allocation Plan and
Comprehensive Fee and Cost Models
Objective: Develop and test models.
Projects: Cost Allocation Plan and Comprehensive Fee and Cost Study.
Description: This task involves the development of the models ultimately used to calculate the proper cost
allocations and departmental fees, based on data and information gathered in previous tasks and in the Time
Survey Interviews described in Task 5 below. To ensure that City policies are met through the imposition of the
calculated fees, the model will be formatted to include appropriate costs. Key model inputs will include staff and
allocated overhead costs per position, and relevant budget data on salaries and benefits. To arrive at fully
burdened hourly rate and "cost recovery" fee levels, we will incorporate indirect cost figures as developed via the
Cost Allocation Plan model.
Meetings: None.
Deliverables: Willdan: Two (2) user - friendly models (one for the Cost Allocation Plan and one for the
Comprehensive Fee Study) in Microsoft Excel format, which, when finalized, City staff can use to
calculate fee changes annually, or as often as deemed appropriate by the City Council.
Task 5: Time Survey Interviews and Preliminary Cost
Allocation Plan Model Review
Objective: Meet with City staff to complete time surveys, as well as to review a draft model of the Cost Allocation
Plan.
Projects: Cost Allocation Plan and Comprehensive Fee and Cost Study.
Description: In order to assist staff with the completion of the survey worksheets, we have scheduled three (3)
consecutive days of on -site meetings; however, the number of meetings needed may vary depending on the
number of staff and departments involved. The Willdan Team (Ms. Wilson and Mr. Tobler) will conduct interviews
with supervisors /managers, as well as other staff as deemed appropriate and/or necessary, from each department
involved in the Comprehensive Fee and Cost Study to determine the average time required by City staff to provide
each of the services for which a fee is collected. The Fee Model is designed so that full cost recovery fees are
calculated immediately upon input of staff time. This will allow Willdan and City staff to conclude with a final meeting
to review the draft full cost recovery fees and adjust any times as necessary once all information has been
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compiled and input into the fee model. We will schedule the interviews with staff to minimize any disruption to their
normal workflow. In addition, a review of the draft Cost Allocation Plan model will be completed to ensure that the
preliminary allocations provide a more accurate depiction of overhead costs.
Meetings: Three (3) consecutive days of on -site meetings.
Deliverables: Willdan and City: Time Surveys and draft full cost recovery fees and Cost Allocation Plan models'
review.
Task 6: Common Fees Comparison Survey
Objective: Examine comparable and /or neighboring jurisdictions user fees.
Project: Comprehensive Fee and Cost Study.
Description: We will access and use our knowledge of other jurisdictions to benchmark the City's ten (10) most
common fees by department with five (5) neighboring jurisdictions and provide recommendations based on this
information. Fee schedules are rarely readily comparable from agency to agency due to definitional and operational
differences. For example, a grading permit in one jurisdiction may include the plan check service, while the same
permit in another jurisdiction may not, resulting in similar sounding services with widely varying costs. For this
reason, Willdan takes a selection of the City's ten (10) most commonly used and /or most expensive fees by
department to see where they rank with the other local jurisdictions.
!I4eetings: None.
Deliverables: Willdan: Common fee comparison survey of five (5) neighboring or similar cities or jurisdictions, as
identified by the City.
Task 7: Draft Reports
Objective: Prepare draft reports.
Projects: Cost Allocation Plan and Comprehensive Fee and Cost Study.
Description: This task involves the preparation of draft reports that discuss the studies' background, the
methodologies utilized in the studies, and the results of each study. The calculations used to generate the Cost
Allocation Plan and the Comprehensive Fee and Cost Study will be included textually, as well as easy to
understand tables. Individual fee summaries by department and a comprehensive fee schedule will be included.
Meetings: None.
Deliverables: Willdan: One (1) Draft Cost Allocation Plan Report and one (1) Draft Comprehensive Fee Study
Report.
City: Review of draft reports with comments and edits.
Task 8: Discuss and Revise Draft Reports /Determine Cost
Recovery Levels
Objective: Review of Draft Reports, distribution methods, and models.
Projects: Cost Allocation Plan and Comprehensive Fee and Cost Study.
Description: The goal of this task is to conduct an in -depth review of the Draft Reports, and the models and finally
arrive at an optimum fee structure and allocation method. Often through the course of an engagement, City staff will
volunteer insightful likes and dislikes regarding the existing fee structure. We listen to this feedback carefully
because your staff members know the community best. Comments usually revolve around issues of:
I Understandability;
I Fairness to applicants;
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t Ease of calculation;
I Appropriate levels of cost recovery;
I Full cost recovery hourly rates; and
I Overhead costs distribution methods.
When adjusting fee recovery levels, we believe it is important to address these concerns. Following one (1) round
of comments from City staff on the Draft Reports, we will prepare the Final Reports for presentation to interested
parties, the public, and City Council.
/Meetings: One (1) meeting via conference call with staff to review the draft reports.
Deliverables: Draft reports, revised Draft /Final Reports.
Task 9: Prepare and Present Final Reports
Objective: Prepare and present Final Reports to City Council.
Projects: Cost Allocation Plan and Comprehensive Fee and Cost Study.
Description: This task is the culmination of the entire project. Based on staff comments received regarding the
Draft Reports, we will prepare Final Reports for presentation.
Meetings: One (1) meeting with City Council. The project manager, Katie
Wilson, will give the presentation.
Deliverables: We will provide twenty (20) bound copies; one (1) unbound copy and one (1) electronic PDF file
copy of the final reports and models to the City. An updateable electronic copy of the studies and related schedules
will also be provided on CD /ROM using Microsoft Word and Excel.
Meetings /Site Visits
Ms. Katie Wilson, the project manager, and Mr. Gregg Tobler, the lead analyst, will attend meetings. We will work
with City staff to set up the meetings to keep the project on schedule. Our work plan includes up to a total of five (5)
in- person meetings and one (1) conference call meeting as outlined above and summarized below.
I Kick -off Meeting: One (1) on -site meeting to discuss the expectations for the study. At this meeting, we
will identify and resolve policy issues typically raised by these types of studies, address gaps in data, and
refine appropriate existing or new fee categories
I Survey /Data Collection: Three (3) consecutive days of on -site meetings to interview City staff for the
gathering of time data for the Comprehensive Fee Study and review a draft model of the Cost Allocation
Plan.
I Draft Report Discussion: One (1) conference call meeting to discuss the draft Cost Allocation Plan and
Comprehensive Fee Study reports and findings.
I Presentation of Results: One (1) on -site presentation regarding results to City Council, Finance
Committee, and/or City staff.
Additional meetings on -site or conference calls exceeding thirty (30) minutes may be requested for an additional
fee.
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City of Ukiah
Comprehensive Fee & Cost Study and Cost Allocation Plan
No. Task Description /Dellverables
Responsibility
Date
2009
March April May ! June
}I
1 Initial Document Request
Submit information request to City
Compile and transmit data
2 Compile Inventory of Current and Potential Fees
Draft list of current fees based on initial data provided
3 Klck -off Meeting/Refine Scope
Kick off Meeting (week of)
Review and provide comments and revisions
Revised scope and schedule (if needed)
Wlildan
City
Wlildan
Wlildan /Ctty
Willdan/City
Wllldan /Ctty
3/13/2009
3/30/2009
3/30/2009
3/30/2009
4 Develop Master Cost Allocation Plan and Comprehensive Fee and Cost Models
Create Microsoft Excel Model I Willdan
5 Time Survey Interviews and Preliminary Cost Allocation Plan Mode Review
Three full days on -site meetings, and Review of CAP Willdan /City 4/14/2009 -
Model 4/16/2009
6 Common Fees Comparison Survey
Common Fees Comparison Survey of up to five
jurisdictions
7 Draft Reports
Willdan
Draft Reports to City Manager for review Willdan
City comments
5/11/2009
City 1 5/18/2009
•
•
O
•
Discuss and Revise Draft Reports /Determine Cost Recovery Levels
Discuss Draft Reports comments Willdan /City 5/18/2009
Revisions to Draft Reports Wllldan 5/29/2009
Prepare and Present Final Reports
Final User Fee and CAP Report and customized mod- Willdan 6/3/2009
els provided to City
Presentation to City Council
Wilidan = Wilidan Team
City = City of Ukiah Project Manager
= Timeframe for completion
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Wilidan 6/17/2009
h?; = Final Report
• = Presentations
O = Meeting
• = Deliverable
Attachment "B"
WILLDAN FINANCIAL SERVICES
Hourly Rate Schedule
Position Hourly Rate
Group Manager $210
Principal Consultant $200
Senior Project Manager $165
Project Manager $145
Senior Project Analyst $130
Senior Analyst $120
Analyst $100
Analyst Assistant $75
Property Owner Services Representative $55
Support Staff $50