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City Council Regular
Meeting Date: 06/12/2018  

Authorize the execution of a one-year agreement with four, one-year renewal options with Willdan Financial Services in an amount not-to-exceed $61,450 to provide cost allocation plan and comprehensive fee study services.
On August 20, 2013, the City entered into an agreement with BPR Concepts to conduct a cost allocation plan and fee study.  The purpose of a cost allocation plan is to determine the total cost of providing each City service in a manner that is consistent with all applicable laws, statutes, rules, and regulations governing the collection of fees by public entities.  The Finance Department is in the process of implementing a new financial management software which includes changing our chart of accounts.  This is an ideal time to utilize the services of a consultant to create a new cost allocation plan and assist us with reviewing all of our fees. 
On February 8, 2018, staff issued a Request for Proposal (RFP) to update the City’s cost allocation plan and conduct a comprehensive fee study. On March 15, 2018, six proposals were received and evaluated by Finance staff based on the scope of work, qualifications, reporting, and cost effectiveness.  The top three ranked firms were invited to present their proposals to a panel of staff from Community Development, Public Works, and Finance.  As a result, staff is recommending Willdan Financial Services to prepare the cost allocation plan and conduct a comprehensive fee study.  The proposed contract includes optional annual updates to the cost allocation plan to be used in the event staff time is dedicated to the software implementation or other projects. 
This proposed action is exempt from review under the California Environmental Quality Act (California Public Resources Code §§ 21000, et seq.; "CEQA") and CEQA regulations (14 California Code Regulations §§ 15000, et seq.) because it does not involve any commitment to a specific project which could result in a potentially significant physical impact on the environment; and constitutes an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. Accordingly, this action does not constitute a "project" that requires environmental review (see specifically 14 CCR § 15378(b)(4-5)).
There is sufficient funding in the Finance - Administration operating budget to cover the Willdan Financial Services contract for cost allocation plan and comprehensive fee study services for fiscal year 2017-18.  Future contract costs will be budgeted for in the appropriate fiscal year.

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