HomeMy WebLinkAboutReso 113-2019 (19716)City of South San Francisco P.O. Box 711 (City Hall,
400 Grand Avenue)
South San Francisco, CA
City Council
Resolution: RES 113-2019
File Number: 19-716 Enactment Number: RES 113-2019
RESOLUTION APPROVING A CONSULTING SERVICES
AGREEMENT WITH MATRIX CONSULTING GROUP FOR A
COMPREHENSIVE USER FEE STUDY, COST ALLOCATION
PLAN, AND IMPACT FEE STUDY REVIEW IN AN AMOUNT NOT
TO EXCEED $100,000 AND AUTHORIZING THE CITY
MANAGER TO EXECUTE SAID AGREEMENT.
WHEREAS, the City of South San Francisco ("City") issued a Request for Proposals ("RFP")
for municipal advisory and consulting services relating to a Comprehensive User Fee Study, Cost
Allocation Plan, and Impact Fee Study Review.
WHEREAS, three vendors submitted timely proposals, and all three were interviewed by an
evaluation panel; and
WHEREAS, based on the interviews and the qualifications submitted, Matrix Consulting Group
demonstrated that they have the appropriate experience level desired and expertise to provide the
services sought and best serve the City's needs; and
WHEREAS, staff recommends that Matrix undertake consulting services on a Comprehensive
User Fee Study, Cost Allocation Plan, and Impact Fee Study Review based on the vendor's
qualifications, experience, and expertise.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of South San Francisco
does hereby take the following action:
Approves the Consulting Services Agreement, attached herewith as Exhibit A, with Matrix Consulting
Group, in an amount not to exceed $100,000, conditioned on Matrix Consulting Group's timely
execution of the consulting services agreement and submission of all required documents, including but
not limited to, certificates of insurance and endorsements.
Authorizes the City Manager, or his designee, to execute the agreement in substantially the same form as
that in Exhibit A, and any other related documents on behalf of the City, upon timely submission by
Matrix Consulting Group's signed agreement and all other documents, subject to approval as to form by
the City Attorney.
Authorizes the City Manager to take any other actions necessary to carry out the intent of this resolution.
City of South San Francisco Page 1
File Number. 19-716
Enactment Number: RES 113-2019
At a meeting of the City Council on 8/28/2019, a motion was made by Richard Garbarino, seconded by
Buenaflor Nicolas, that this Resolution be approved. The motion passed.
Yes: 5 Mayor Matsumoto, Vice Mayor Garbarino, Councilmember Addiego,
Councilmember Nagales, and Councilmember Nicolas
Attest by
/,,—
klosa Govea Acosta
City of South San Francisco Page 2
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EXHIBIT A
CONSULTING SERVICES AGREEMENT BETWEEN
THE CITY OF SOUTH SAN FRANCISCO AND
MATRIX CONSULTING GROUP
THIS AGREEMENT for consulting services is made by and between the City of South San Francisco
(“City”) and Matrix Consulting Group(“Consultant”) (together sometimes referred to as the “Parties”) as of
August 29, 2019 (the “Effective Date”).
Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant
shall provide to City the services described in the Scope of Work attached as Exhibit A, attached hereto and
incorporated herein, at the time and place and in the manner specified therein. In the event of a conflict in
or inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail.
1.1 Term of Services. The term of this Agreement shall begin on the Effective Date and shall
end on August 29, 2020, the date of completion specified in Exhibit A, and Consultant shall
complete the work described in Exhibit A prior to that date, unless the term of the Agreement
is otherwise terminated or extended, as provided for in Section 8. The time provided to
Consultant to complete the services required by this Agreement shall not affect the City’s
right to terminate the Agreement, as provided for in Section 8.
1.2 Standard of Performance. Consultant shall perform all services required pursuant to this
Agreement in the manner and according to the standards observed by a competent
practitioner of the profession in which Consultant is engaged in the geographical area in
which Consultant practices its profession. Consultant shall prepare all work products
required by this Agreement in a substantial, first-class manner and shall conform to the
standards of quality normally observed by a person practicing in Consultant's profession.
1.3 Assignment of Personnel. Consultant shall assign only competent personnel to perform
services pursuant to this Agreement. In the event that City, in its sole discretion, at any time
during the term of this Agreement, desires the reassignment of any such persons, Consultant
shall, immediately upon receiving notice from City of such desire of City, reassign such
person or persons.
1.4 Time. Consultant shall devote such time to the performance of services pursuant to this
Agreement as may be reasonably necessary to meet the standard of performance provided
in Sections 1.1 and 1.2 above and to satisfy Consultant’s obligations hereunder.
Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not to exceed $100,000
notwithstanding any contrary indications that may be contained in Consultant’s proposal, for services to be
performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this
Agreement and Consultant’s proposal, attached as Exhibit A, or Consultant’s compensation schedule
attached as Exhibit B, regarding the amount of compensation, the Agreement shall prevail. City shall pay
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Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth herein.
The payments specified below shall be the only payments from City to Consultant for services rendered
pursuant to this Agreement. Consultant shall submit all invoices to City in the manner specified herein.
Except as specifically authorized by City, Consultant shall not bill City for duplicate services performed by
more than one person.
Consultant and City acknowledge and agree that compensation paid by City to Consultant under this
Agreement is based upon Consultant’s estimated costs of providing the services required hereunder,
including salaries and benefits of employees and subcontractors of Consultant. Consequently, the parties
further agree that compensation hereunder is intended to include the costs of contributions to any pensions
and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City
therefore has no responsibility for such contributions beyond compensation required under this Agreement.
2.1 Invoices. Consultant shall submit invoices, not more often than once per month during the
term of this Agreement, based on the cost for services performed and reimbursable costs
incurred prior to the invoice date. Invoices shall contain the following information:
Serial identifications of progress bills (i.e., Progress Bill No. 1 for the first invoice,
etc.);
The beginning and ending dates of the billing period;
A task summary containing the original contract amount, the amount of prior billings,
the total due this period, the balance available under the Agreement, and the
percentage of completion;
At City’s option, for each work item in each task, a copy of the applicable time entries
or time sheets shall be submitted showing the name of the person doing the work,
the hours spent by each person, a brief description of the work, and each
reimbursable expense;
The total number of hours of work performed under the Agreement by Consultant
and each employee, agent, and subcontractor of Consultant performing services
hereunder, as well as a separate notice when the total number of hours of work by
Consultant and any individual employee, agent, or subcontractor of Consultant
reaches or exceeds eight hundred (800) hours, which shall include an estimate of
the time necessary to complete the work described in Exhibit A;
The amount and purpose of actual expenditures for which reimbursement is sought;
The Consultant’s signature.
2.2 Monthly Payment. City shall make monthly payments, based on invoices received, for
services satisfactorily performed, and for authorized reimbursable costs incurred. City shall
have thirty (30) days from the receipt of an invoice that complies with all of the requirements
above to pay Consultant. City shall have no obligation to pay invoices submitted ninety (90)
days past the performance of work or incurrence of cost.
2.3 Final Payment. City shall pay the last ten percent (10%) of the total sum due pursuant to
this Agreement within sixty (60) days after completion of the services and submittal to City
of a final invoice, if all services required have been satisfactorily performed.
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2.4 Total Payment. City shall pay for the services to be rendered by Consultant pursuant to
this Agreement. City shall not pay any additional sum for any expense or cost whatsoever
incurred by Consultant in rendering services pursuant to this Agreement. City shall make
no payment for any extra, further, or additional service pursuant to this Agreement.
In no event shall Consultant submit any invoice for an amount in excess of the maximum
amount of compensation provided above either for a task or for the entire Agreement, unless
the Agreement is modified prior to the submission of such an invoice by a properly executed
change order or amendment.
2.5 Hourly Fees. Fees for work performed by Consultant on an hourly basis shall not exceed
the amounts shown on the compensation schedule attached hereto and incorporated herein
as Exhibit B.
2.6 Reimbursable Expenses. The following constitute reimbursable expenses authorized by
this Agreement - none. Reimbursable expenses shall not exceed $0. Expenses not listed
above are not chargeable to City. Reimbursable expenses are included in the total amount
of compensation provided under Section 2 of this Agreement that shall not be exceeded.
2.7 Payment of Taxes, Tax Withholding. Consultant is solely responsible for the payment of
employment taxes incurred under this Agreement and any similar federal or state taxes. To
be exempt from tax withholding, Consultant must provide City with a valid California
Franchise Tax Board form 590 (“Form 590”), as may be amended and such Form 590 shall
be attached hereto and incorporated herein as Exhibit ____. Unless Consultant provides
City with a valid Form 590 or other valid, written evidence of an exemption or waiver from
withholding, City may withhold California taxes from payments to Consultant as required by
law. Consultant shall obtain, and maintain on file for three (3) years after the termination of
this Agreement, Form 590s (or other written evidence of exemptions or waivers) from all
subcontractors. Consultant accepts sole responsibility for withholding taxes from any non-
California resident subcontractor and shall submit written documentation of compliance with
Consultant’s withholding duty to City upon request. .
2.8 Payment upon Termination. In the event that the City or Consultant terminates this
Agreement pursuant to Section 8, the City shall compensate the Consultant for all
outstanding costs and reimbursable expenses incurred for work satisfactorily completed as
of the date of written notice of termination. Consultant shall maintain adequate logs and
timesheets in order to verify costs incurred to that date.
2.9 Authorization to Perform Services. The Consultant is not authorized to perform any
services or incur any costs whatsoever under the terms of this Agreement until receipt of
authorization from the Contract Administrator.
2.10 Prevailing Wage. Where applicable, the wages to be paid for a day's work to all classes of
laborers, workmen, or mechanics on the work contemplated by this Agreement, shall be not
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less than the prevailing rate for a day’s work in the same trade or occupation in the locality
within the state where the work hereby contemplates to be performed as determined by the
Director of Industrial Relations pursuant to the Director’s authority under Labor Code Section
1770, et seq. Each laborer, worker or mechanic employed by Consultant or by any
subcontractor shall receive the wages herein provided for. The Consultant shall pay two
hundred dollars ($200), or whatever amount may be set by Labor Code Section 1775, as
may be amended, per day penalty for each worker paid less than prevailing rate of per diem
wages. The difference between the prevailing rate of per diem wages and the wage paid to
each worker shall be paid by the Consultant to each worker.
An error on the part of an awarding body does not relieve the Consultant from responsibility
for payment of the prevailing rate of per diem wages and penalties pursuant to Labor Code
Sections 1770 1775. The City will not recognize any claim for additional compensation
because of the payment by the Consultant for any wage rate in excess of prevailing wage
rate set forth. The possibility of wage increases is one of the elements to be considered by
the Consultant.
a. Posting of Schedule of Prevailing Wage Rates and Deductions. If the schedule of
prevailing wage rates is not attached hereto pursuant to Labor Code Section 1773.2, the
Consultant shall post at appropriate conspicuous points at the site of the project a schedule
showing all determined prevailing wage rates for the various classes of laborers and
mechanics to be engaged in work on the project under this contract and all deductions, if
any, required by law to be made from unpaid wages actually earned by the laborers and
mechanics so engaged.
b. Payroll Records. Each Consultant and subcontractor shall keep an accurate payroll
record, showing the name, address, social security number, work week, and the actual per
diem wages paid to each journeyman, apprentice, worker, or other employee employed by
the Consultant in connection with the public work. Such records shall be certified and
submitted weekly as required by Labor Code Section 1776.”
Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole cost
and expense, provide all facilities and equipment that may be necessary to perform the services required by
this Agreement. City shall make available to Consultant only the facilities and equipment listed in this section,
and only under the terms and conditions set forth herein.
City shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be
reasonably necessary for Consultant’s use while consulting with City employees and reviewing records and
the information in possession of the City. The location, quantity, and time of furnishing those facilities shall
be in the sole discretion of City. In no event shall City be obligated to furnish any facility that may involve
incurring any direct expense, including but not limited to computer, long-distance telephone or other
communication charges, vehicles, and reproduction facilities.
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Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement,
Consultant, at its own cost and expense, unless otherwise specified below, shall procure the types and
amounts of insurance listed below against claims for injuries to persons or damages to property that may
arise from or in connection with the performance of the work hereunder by the Consultant and its agents,
representatives, employees, and subcontractors. Consistent with the following provisions, Consultant shall
provide Certificates of Insurance, attached hereto and incorporated herein as Exhibit C, indicating that
Consultant has obtained or currently maintains insurance that meets the requirements of this section and
under forms of insurance satisfactory, in all respects, to the City. Consultant shall maintain the insurance
policies required by this section throughout the term of this Agreement. The cost of such insurance shall be
included in the Consultant's bid. Consultant shall not allow any subcontractor to commence work on any
subcontract until Consultant has obtained all insurance required herein for the subcontractor(s).
4.1 Workers’ Compensation. Consultant shall, at its sole cost and expense, maintain Statutory
Workers’ Compensation Insurance and Employer’s Liability Insurance for any and all
persons employed directly or indirectly by Consultant. The Statutory Workers’
Compensation Insurance and Employer’s Liability Insurance shall be provided with limits of
not less than ONE MILLION DOLLARS ($1,000,000) per accident. In the alternative,
Consultant may rely on a self-insurance program to meet those requirements, but only if the
program of self-insurance complies fully with the provisions of the California Labor Code.
Determination of whether a self-insurance program meets the standards of the Labor Code
shall be solely in the discretion of the Contract Administrator (as defined in Section 10.9).
The insurer, if insurance is provided, or the Consultant, if a program of self-insurance is
provided, shall waive all rights of subrogation against the City and its officers, officials,
employees, and volunteers for loss arising from work performed under this Agreement.
4.2 Commercial General and Automobile Liability Insurance.
4.2.1 General requirements. Consultant, at its own cost and expense, shall maintain
commercial general and automobile liability insurance for the term of this Agreement
in an amount not less than ONE MILLION DOLLARS ($1,000,000.00) per
occurrence, combined single limit coverage for risks associated with the work
contemplated by this Agreement. If a Commercial General Liability Insurance or an
Automobile Liability form or other form with a general aggregate limit is used, either
the general aggregate limit shall apply separately to the work to be performed under
this Agreement or the general aggregate limit shall be at least twice the required
occurrence limit. Such coverage shall include but shall not be limited to, protection
against claims arising from bodily and personal injury, including death resulting
there from, and damage to property resulting from activities contemplated under this
Agreement, including the use of owned and non-owned automobiles.
4.2.2 Minimum scope of coverage. Commercial general coverage shall be at least as
broad as Insurance Services Office Commercial General Liability occurrence form
CG 0001 or GL 0002 (most recent editions) covering comprehensive General
Liability and Insurance Services Office form number GL 0404 covering Broad Form
Comprehensive General Liability. Automobile coverage shall be at least as broad
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as Insurance Services Office Automobile Liability form CA 0001 (ed. 12/90) Code 8
and 9. No endorsement shall be attached limiting the coverage.
4.2.3 Additional requirements. Each of the following shall be included in the insurance
coverage or added as a certified endorsement to the policy:
a. The insurance shall cover on an occurrence or an accident basis, and not
on a claims-made basis.
b. Any failure of Consultant to comply with reporting provisions of the policy
shall not affect coverage provided to City and its officers, employees,
agents, and volunteers.
4.3 Professional Liability Insurance.
4.3.1 General requirements. Consultant, at its own cost and expense, shall maintain for
the period covered by this Agreement professional liability insurance for licensed
professionals performing work pursuant to this Agreement in an amount not less
than ONE MILLION DOLLARS ($1,000,000) covering the licensed professionals’
errors and omissions. Any deductible or self-insured retention shall not exceed ONE
HUNDRED FIFTY THOUSAND DOLLARS $150,000 per claim.
4.3.2 Claims-made limitations. The following provisions shall apply if the professional
liability coverage is written on a claims-made form:
a. The retroactive date of the policy must be shown and must be before the
date of the Agreement.
b. Insurance must be maintained and evidence of insurance must be provided
for at least five (5) years after completion of the Agreement or the work, so
long as commercially available at reasonable rates.
c. If coverage is canceled or not renewed and it is not replaced with another
claims-made policy form with a retroactive date that precedes the date of
this Agreement, Consultant must provide extended reporting coverage for
a minimum of five (5) years after completion of the Agreement or the work.
The City shall have the right to exercise, at the Consultant’s sole cost and
expense, any extended reporting provisions of the policy, if the Consultant
cancels or does not renew the coverage.
d. A copy of the claim reporting requirements must be submitted to the City
prior to the commencement of any work under this Agreement.
4.4 All Policies Requirements.
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4.4.1 Acceptability of insurers. All insurance required by this section is to be placed
with insurers with a Bests' rating of no less than A:VII.
4.4.2 Verification of coverage. Prior to beginning any work under this Agreement,
Consultant shall furnish City with complete copies of all policies delivered to
Consultant by the insurer, including complete copies of all endorsements attached
to those policies. All copies of policies and certified endorsements shall show the
signature of a person authorized by that insurer to bind coverage on its behalf. If
the City does not receive the required insurance documents prior to the Consultant
beginning work, it shall not waive the Consultant’s obligation to provide them. The
City reserves the right to require complete copies of all required insurance policies
at any time.
4.4.3 Notice of Reduction in or Cancellation of Coverage. A certified endorsement
shall be attached to all insurance obtained pursuant to this Agreement stating that
coverage shall not be suspended, voided, canceled by either party, or 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. In the event that any
coverage required by this section is reduced, limited, cancelled, or materially
affected in any other manner, Consultant shall provide written notice to City at
Consultant’s earliest possible opportunity and in no case later than ten (10) working
days after Consultant is notified of the change in coverage.
4.4.4 Additional insured; primary insurance. City and its officers, employees, agents,
and volunteers shall be covered as additional insureds with respect to each of the
following: liability arising out of activities performed by or on behalf of Consultant,
including the insured’s general supervision of Consultant; products and completed
operations of Consultant, as applicable; premises owned, occupied, or used by
Consultant; and automobiles owned, leased, or used by the Consultant in the course
of providing services pursuant to this Agreement. The coverage shall contain no
special limitations on the scope of protection afforded to City or its officers,
employees, agents, or volunteers.
A certified endorsement must be attached to all policies stating that coverage is
primary insurance with respect to the City and its officers, officials, employees and
volunteers, and that no insurance or self-insurance maintained by the City shall be
called upon to contribute to a loss under the coverage.
4.4.5 Deductibles and Self-Insured Retentions. Consultant shall disclose to and obtain
the approval of City for the self-insured retentions and deductibles before beginning
any of the services or work called for by any term of this Agreement. Further, if the
Consultant’s insurance policy includes a self-insured retention that must be paid by
a named insured as a precondition of the insurer’s liability, or which has the effect
of providing that payments of the self-insured retention by others, including
additional insureds or insurers do not serve to satisfy the self-insured retention, such
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provisions must be modified by special endorsement so as to not apply to the
additional insured coverage required by this agreement so as to not prevent any of
the parties to this agreement from satisfying or paying the self-insured retention
required to be paid as a precondition to the insurer’s liability. Additionally, the
certificates of insurance must note whether the policy does or does not include any
self-insured retention and also must disclose the deductible.
During the period covered by this Agreement, only upon the prior express written
authorization of Contract Administrator, Consultant may increase such deductibles
or self-insured retentions with respect to City, its officers, employees, agents, and
volunteers. The Contract Administrator may condition approval of an increase in
deductible or self-insured retention levels with a requirement that Consultant
procure a bond, guaranteeing payment of losses and related investigations, claim
administration, and defense expenses that is satisfactory in all respects to each of
them.
4.4.6 Subcontractors. Consultant shall include all subcontractors as insureds under its
policies or shall furnish separate certificates and certified endorsements for each
subcontractor. All coverages for subcontractors shall be subject to all of the
requirements stated herein.
4.4.7 Wasting Policy. No insurance policy required by Section 4 shall include a “wasting”
policy limit.
4.4.8 Variation. The City may approve a variation in the foregoing insurance
requirements, upon a determination that the coverage, scope, limits, and forms of
such insurance are either not commercially available, or that the City’s interests are
otherwise fully protected.
4.5 Remedies. In addition to any other remedies City may have if Consultant fails to provide or
maintain any insurance policies or policy endorsements to the extent and within the time
herein required, City may, at its sole option exercise any of the following remedies, which
are alternatives to other remedies City may have and are not the exclusive remedy for
Consultant’s breach:
a. Obtain such insurance and deduct and retain the amount of the premiums for such
insurance from any sums due under the Agreement;
b. Order Consultant to stop work under this Agreement or withhold any payment that
becomes due to Consultant hereunder, or both stop work and withhold any payment,
until Consultant demonstrates compliance with the requirements hereof; and/or
c. Terminate this Agreement.
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Section 5. INDEMNIFICATION AND CONSULTANT’S RESPONSIBILITIES. To the fullest extent
permitted by law, Consultant shall indemnify, defend with counsel selected by the City, and hold harmless
the City and its officials, officers, employees, agents, and volunteers from and against any and all losses,
liability, claims, suits, actions, damages, and causes of action arising out of any personal injury, bodily injury,
loss of life, or damage to property, or any violation of any federal, state, or municipal law or ordinance, to the
extent caused, in whole or in part, by the willful misconduct or negligent acts or omissions of Consultant or
its employees, subcontractors, or agents, by acts for which they could be held strictly liable, or by the quality
or character of their work. The foregoing obligation of Consultant shall not apply when (1) the injury, loss of
life, damage to property, or violation of law arises wholly from the gross negligence or willful misconduct of
the City or its officers, employees, agents, or volunteers and (2) the actions of Consultant or its employees,
subcontractor, or agents have contributed in no part to the injury, loss of life, damage to property, or violation
of law. It is understood that the duty of Consultant to indemnify and hold harmless includes the duty to defend
as set forth in Section 2778 of the California Civil Code. Acceptance by City of insurance certificates and
endorsements required under this Agreement does not relieve Consultant from liability under this
indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply to any
damages or claims for damages whether or not such insurance policies shall have been determined to apply.
By execution of this Agreement, Consultant acknowledges and agrees to the provisions of this Section and
that it is a material element of consideration.
In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under
this Agreement is determined by a court of competent jurisdiction or the California Public Employees
Retirement System (PERS) to be eligible for enrollment in PERS as an employee of City, Consultant shall
indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions
for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the
payment of any penalties and interest on such contributions, which would otherwise be the responsibility of
City.
Section 6. STATUS OF CONSULTANT.
6.1 Independent Contractor. At all times during the term of this Agreement, Consultant shall
be an independent contractor and shall not be an employee of City. City shall have the right
to control Consultant only insofar as the results of Consultant's services rendered pursuant
to this Agreement and assignment of personnel pursuant to Subparagraph 1.3; however,
otherwise City shall not have the right to control the means by which Consultant
accomplishes services rendered pursuant to this Agreement. Notwithstanding any other
City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant
and any of its employees, agents, and subcontractors providing services under this
Agreement shall not qualify for or become entitled to, and hereby agree to waive any and all
claims to, any compensation, benefit, or any incident of employment by City, including but
not limited to eligibility to enroll in the California Public Employees Retirement System
(PERS) as an employee of City and entitlement to any contribution to be paid by City for
employer contributions and/or employee contributions for PERS benefits.
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6.2 Consultant No Agent. Except as City may specify in writing, Consultant shall have no
authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent
or to bind City to any obligation whatsoever.
Section 7. LEGAL REQUIREMENTS.
7.1 Governing Law. The laws of the State of California shall govern this Agreement.
7.2 Compliance with Applicable Laws. Consultant and any subcontractors shall comply with
all laws applicable to the performance of the work hereunder.
7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by
fiscal assistance from another governmental entity, Consultant and any subcontractors shall
comply with all applicable rules and regulations to which City is bound by the terms of such
fiscal assistance program.
7.4 Licenses and Permits. Consultant represents and warrants to City that Consultant and its
employees, agents, and any subcontractors have all licenses, permits, qualifications, and
approvals, including from City, of what-so-ever nature that are legally required to practice
their respective professions. Consultant represents and warrants to City that Consultant and
its employees, agents, any subcontractors shall, at their sole cost and expense, keep in
effect at all times during the term of this Agreement any licenses, permits, and approvals
that are legally required to practice their respective professions. In addition to the foregoing,
Consultant and any subcontractors shall obtain and maintain during the term of this
Agreement valid Business Licenses from City.
7.5 Nondiscrimination and Equal Opportunity. Consultant shall not discriminate, on the
basis of a person’s race, religion, color, national origin, age, physical or mental handicap or
disability, medical condition, marital status, sex, or sexual orientation, against any employee,
applicant for employment, subcontractor, bidder for a subcontract, or participant in, recipient
of, or applicant for any services or programs provided by Consultant under this Agreement.
Consultant shall comply with all applicable federal, state, and local laws, policies, rules, and
requirements related to equal opportunity and nondiscrimination in employment, contracting,
and the provision of any services that are the subject of this Agreement, including but not
limited to the satisfaction of any positive obligations required of Consultant thereby.
Consultant shall include the provisions of this Subsection in any subcontract approved by
the Contract Administrator or this Agreement.
Section 8. TERMINATION AND MODIFICATION.
8.1 Termination. City may cancel this Agreement at any time and without cause upon written
notification to Consultant.
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Consultant may cancel this Agreement for cause upon 30 days’ written notice to City and
shall include in such notice the reasons for cancellation.
In the event of termination, Consultant shall be entitled to compensation for services
performed to the date of notice of termination; City, however, may condition payment of such
compensation upon Consultant delivering to City all materials described in Section 9.1.
8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this
Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a
written amendment to this Agreement, as provided for herein. Consultant understands and
agrees that, if City grants such an extension, City shall have no obligation to provide
Consultant with compensation beyond the maximum amount provided for in this Agreement.
Similarly, unless authorized by the Contract Administrator, City shall have no obligation to
reimburse Consultant for any otherwise reimbursable expenses incurred during the
extension period.
8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the
parties.
8.4 Assignment and Subcontracting. City and Consultant recognize and agree that this
Agreement contemplates personal performance by Consultant and is based upon a
determination of Consultant’s unique personal competence, experience, and specialized
personal knowledge. Moreover, a substantial inducement to City for entering into this
Agreement was and is the professional reputation and competence of Consultant.
Consultant may not assign this Agreement or any interest therein without the prior written
approval of the Contract Administrator. Consultant shall not assign or subcontract any
portion of the performance contemplated and provided for herein, other than to the
subcontractors noted in the proposal, without prior written approval of the Contract
Administrator.
8.5 Survival. All obligations arising prior to the termination of this Agreement and all provisions
of this Agreement allocating liability between City and Consultant shall survive the
termination of this Agreement.
8.6 Options upon Breach by Consultant. If Consultant materially breaches any of the terms
of this Agreement, City’s remedies shall include, but not be limited to, the following:
8.6.1 Immediately terminate the Agreement;
8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any
other work product prepared by Consultant pursuant to this Agreement;
8.6.3 Retain a different consultant to complete the work described in Exhibit A not
finished by Consultant; or
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City of South San Francisco and Matrix Consulting Group Page 12 of 16
8.6.4 Charge Consultant the difference between the cost to complete the work described
in Exhibit A that is unfinished at the time of breach and the amount that City would
have paid Consultant pursuant to Section 2 if Consultant had completed the work.
Section 9. KEEPING AND STATUS OF RECORDS.
9.1 Records Created as Part of Consultant’s Performance. All reports, data, maps, models,
charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records,
files, or any other documents or materials, in electronic or any other form, that Consultant
prepares or obtains pursuant to this Agreement and that relate to the matters covered
hereunder shall be the property of the City. Consultant hereby agrees to deliver those
documents to the City upon termination of the Agreement. It is understood and agreed that
the documents and other materials, including but not limited to those described above,
prepared pursuant to this Agreement are prepared specifically for the City and are not
necessarily suitable for any future or other use. City and Consultant agree that, until final
approval by City, all data, plans, specifications, reports and other documents are confidential
and will not be released to third parties without prior written consent of both parties unless
required by law.
9.2 Consultant’s Books and Records. Consultant shall maintain any and all ledgers, books
of account, invoices, vouchers, canceled checks, and other records or documents
evidencing or relating to charges for services or expenditures and disbursements charged
to the City under this Agreement for a minimum of three (3) years, or for any longer period
required by law, from the date of final payment to the Consultant to this Agreement.
9.3 Inspection and Audit of Records. Any records or documents that Section 9.2 of this
Agreement requires Consultant to maintain shall be made available for inspection, audit,
and/or copying at any time during regular business hours, upon oral or written request of the
City. Under California Government Code Section 8546.7, if the amount of public funds
expended under this Agreement exceeds TEN THOUSAND DOLLARS ($10,000.00), the
Agreement shall be subject to the examination and audit of the State Auditor, at the request
of City or as part of any audit of the City, for a period of three (3) years after final payment
under the Agreement.
9.4 Records Submitted in Response to an Invitation to Bid or Request for Proposals. All
responses to a Request for Proposals (RFP) or invitation to bid issued by the City become
the exclusive property of the City. At such time as the City selects a bid, all proposals
received become a matter of public record, and shall be regarded as public records, with
the exception of those elements in each proposal that are defined by Consultant and
plainly marked as “Confidential,” "Business Secret" or “Trade Secret."
The City shall not be liable or in any way responsible for the disclosure of any such
proposal or portions thereof, if Consultant has not plainly marked it as a "Trade Secret" or
"Business Secret," or if disclosure is required under the Public Records Act.
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City of South San Francisco and Matrix Consulting Group Page 13 of 16
Although the California Public Records Act recognizes that certain confidential trade secret
information may be protected from disclosure, the City may not be in a position to establish
that the information that a prospective bidder submits is a trade secret. If a request is
made for information marked "Trade Secret" or "Business Secret," and the requester takes
legal action seeking release of the materials it believes does not constitute trade secret
information, by submitting a proposal, Consultant agrees to indemnify, defend and hold
harmless the City, its agents and employees, from any judgment, fines, penalties, and
award of attorneys fees awarded against the City in favor of the party requesting the
information, and any and all costs connected with that defense. This obligation to
indemnify survives the City's award of the contract. Consultant agrees that this
indemnification survives as long as the trade secret information is in the City's possession,
which includes a minimum retention period for such documents.
Section 10 MISCELLANEOUS PROVISIONS.
10.1 Attorneys’ Fees. If a party to this Agreement brings any action, including arbitration or an
action for declaratory relief, to enforce or interpret the provision of this Agreement, the
prevailing party shall be entitled to reasonable attorneys’ fees in addition to any other relief
to which that party may be entitled. The court may set such fees in the same action or in a
separate action brought for that purpose.
10.2 Venue. In the event that either party brings any action against the other under this
Agreement, the parties agree that trial of such action shall be vested exclusively in the state
courts of California in the County San Mateo or in the United States District Court for the
Northern District of California.
10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this
Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so
adjudged shall remain in full force and effect. The invalidity in whole or in part of any
provision of this Agreement shall not void or affect the validity of any other provision of this
Agreement.
10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this
Agreement does not constitute a waiver of any other breach of that term or any other term
of this Agreement.
10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of
and shall apply to and bind the successors and assigns of the parties.
10.6 Use of Recycled Products. Consultant shall prepare and submit all reports, written studies
and other printed material on recycled paper to the extent it is available at equal or less cost
than virgin paper.
10.7 Conflict of Interest. Consultant may serve other clients, but none whose activities within
the corporate limits of City or whose business, regardless of location, would place Consultant
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City of South San Francisco and Matrix Consulting Group Page 14 of 16
in a “conflict of interest,” as that term is defined in the Political Reform Act, codified at
California Government Code Section 81000 et seq.
Consultant shall not employ any City official in the work performed pursuant to this
Agreement. No officer or employee of City shall have any financial interest in this Agreement
that would violate California Government Code Sections 1090 et seq.
Consultant hereby warrants that it is not now, nor has it been in the previous twelve (12)
months, an employee, agent, appointee, or official of the City. If Consultant was an
employee, agent, appointee, or official of the City in the previous twelve (12) months,
Consultant warrants that it did not participate in any manner in the forming of this Agreement.
Consultant understands that, if this Agreement is made in violation of Government Code
§1090 et.seq., the entire Agreement is void and Consultant will not be entitled to any
compensation for services performed pursuant to this Agreement, including reimbursement
of expenses, and Consultant will be required to reimburse the City for any sums paid to the
Consultant. Consultant understands that, in addition to the foregoing, it may be subject to
criminal prosecution for a violation of Government Code § 1090 and, if applicable, will be
disqualified from holding public office in the State of California.
10.8 Solicitation. Consultant agrees not to solicit business at any meeting, focus group, or
interview related to this Agreement, either orally or through any written materials.
10.9 Contract Administration. This Agreement shall be administered by Heather Enders
("Contract Administrator"). All correspondence shall be directed to or through the Contract
Administrator or his or her designee.
10.10 Notices. All notices and other communications which are required or may be given under
this Agreement shall be in writing and shall be deemed to have been duly given (i) when
received if personally delivered; (ii) when received if transmitted by telecopy, if received
during normal business hours on a business day (or if not, the next business day after
delivery) provided that such facsimile is legible and that at the time such facsimile is sent
the sending Party receives written confirmation of receipt; (iii) if sent for next day delivery
to a domestic address by recognized overnight delivery service (e.g., Federal Express);
and (iv) upon receipt, if sent by certified or registered mail, return receipt requested. In
each case notice shall be sent to the respective Parties as follows: Consultant
Richard Brady, President
Matrix Consulting Group
201 San Antonio Circle, Suite 148
Mountain View, CA 94040
City:
City Clerk
City of South San Francisco
400 Grand Avenue
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City of South San Francisco and Matrix Consulting Group Page 15 of 16
South San Francisco, CA 94080
10.11 Professional Seal. Where applicable in the determination of the contract administrator,
the first page of a technical report, first page of design specifications, and each page of
construction drawings shall be stamped/sealed and signed by the licensed professional
responsible for the report/design preparation. The stamp/seal shall be in a block entitled
"Seal and Signature of Registered Professional with report/design responsibility," as in the
following example.
Seal and Signature of Registered Professional with
report/design responsibility.
10.12 Integration. This Agreement, including all Exhibits attached hereto, and incorporated
herein, represents the entire and integrated agreement between City and Consultant and
supersedes all prior negotiations, representations, or agreements, either written or oral
pertaining to the matters herein.
10.13 Counterparts. This Agreement may be executed in counterparts and/or by facsimile or
other electronic means, and when each Party has signed and delivered at least one such
counterpart, each counterpart shall be deemed an original, and, when taken together with
other signed counterpart, shall constitute one Agreement, which shall be binding upon and
effective as to all Parties..
10.14 Construction. The headings in this Agreement are for the purpose of reference only and
shall not limit or otherwise affect any of the terms of this Agreement. The parties have had
an equal opportunity to participate in the drafting of this Agreement; therefore any
construction as against the drafting party shall not apply to this Agreement.
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City of South San Francisco and Matrix Consulting Group Page 16 of 16
The Parties have executed this Agreement as of the Effective Date.
CITY OF SOUTH SAN FRANCISCO Consultants
____________________________ _____________________________________
City Manager NAME: Richard Brady or Designee
TITLE: President
Attest:
_____________________________
City Clerk
Approved as to Form:
____________________________
City Attorney
2729962.1
EXHIBIT A
SCOPE OF SERVICES
CONSULTING SERVICES AGREEMENT BETWEEN
THE CITY OF SOUTH SAN FRANCISCO
and
MATRIX CONSULTING GROUP
The City of South San Francisco is looking to conduct a Comprehensive User Fee Study,
Full Cost Allocation Plan, and Development Impact Fee Study. These scopes of work will
allow the City to accurately account for the full cost of providing fee and non-fee related
services, as well as identify areas where services are currently being subsidized. The
following points provide an overview of the scope of work desired by the City.
• A User Fee Study will document direct and indirect costs associated with fee-
based services.
• The development of a Full Cost Allocation Plan will identify indirect costs
associated with all City funds, Departments, and Services;
• A Development Impact Fee Study will serve to identify the appropriate portion of
costs that should be shared between existing residents and new development
within the community.
• In addition to these studies, the City would also like to have electronic models
which will allow City staff to update the results of these studies as needed.
The following table breaks out by study type our detailed tasks and descriptions for each.
Task Description
COMPREHENSIVE FEE STUDY WORK PLAN
Determine and
Review Initial
Documentation
The project team will provide the City with a written “Data Collection List” outlining
documents and information needed prior to our first onsite visit. Before our first on-
site visit, we will review this information to familiarize ourselves with strengths,
weaknesses and opportunities for improvement related to the City’s existing fee
structure. In addition, we will familiarize ourselves with the budgetary and staffing
structures relevant to fees for service.
Project Initiation
To effectively analyze and present the full cost of providing City services, it is
important that the project team develops an understanding of key issues which
impact and shape the City’s service delivery and cost recovery policies. Based
upon this meeting, the project team will provide the project management plan and
schedule and begin meeting with Departments to conduct the fee study.
Task Description
Develop a
Schedule of
Current and
Potential Fees
for Service
The scope of this effort will be all fees for service charged by the City. Current as
well as potential fees and charges will be identified and documented. The project
team will work with staff to go through their current fee schedules in line-item by
line-item detail. Options will be discussed regarding renaming of fees, elimination
of fees, or addition of new or expanded categories to better reflect the services
being provided.
Conduct Time
and Activity Data
Gathering
Workshops
The project team will conduct workshops to gather time and activity estimates for
each service included in the study, interviewing key personnel from each
department and analyzing the various activities being performed within it that are
both revenue and non-revenue generating.
Perform a Total
Cost Analysis
The Matrix Consulting Group’s costing model is built based on the City’s
operations, budget detail and intended uses for the results. This method is a
customized approach, specific to each jurisdiction, for cost analysis of user fee
services. This costing method uses time and annual activity level data to establish
the cost of providing services on both a unit and annual level. Once the time spent
for a fee activity is determined for each individual or position, the team uses its fee
and rate software to apply applicable City costs to the calculation of the full cost of
providing each service. Resulting costs are presented on a unit and annual level
and are compared to the existing fee schedule and revenue reports.
Analysis of
Recoverable
Revenue
Utilizing each department’s billing statistics, receivables, and workload data, the
project team will analyze potential and actual recoverable revenue. This will help
the City understand how workload volume impacts revenue and cost subsidies.
Staff can use this information to shape current or future policies on cost recovery.
Conduct a
Market Rate
Survey to Other
Cities
The project team will work with each Department to identify comparable agencies
for the fee comparison survey. We will also develop the survey tools and select the
most appropriate fee items for benchmarks. Then, we will administer the survey,
collect comparative data, conduct the comparison, and review the results.
Review / Revise
Fee Study
Results
Because the analysis of fees for service is based on estimates and information
provided by City staff, it is extremely important that all participants are comfortable
with our methodology and with the data they have provided. Once the departments
agree that the analysis reflects the reasonable costs of providing services, City
management will have an opportunity to review the results. The project team will
address implementation strategies that consider both policy issues and goals for
optimum cost recovery. While it is generally desirable to eliminate any subsidies,
discussions regarding the feasibility of raising fees based on political climate, legal
restrictions, and social and economic consequences.
Prepare a Final
User Fee Study
Upon conclusion of the fee study, we will prepare a detailed report that summarizes
the results of each of the previous work tasks described above. The report will be
reviewed, revised and finalized with Department and City management.
Present Final
Report
The presentation of results to City officials and/or stakeholders is critical to the
success of the overall engagement. Because the product from the study is often
controversial, the objective of this final step is to present a succinct summary that
provides decision makers with key information. The Matrix Consulting Group will
attend and present the Study at up to two (2) Council or Committee Meetings.
FULL COST ALLOCATION PLAN WORK PLAN
Task Description
Data Collection
The Matrix Consulting Group will provide the City with a list of initial data
requirements for the study, including items such as: expenditure information,
staffing information, organizational chart, and copies of previous cost allocation
studies. Collecting this information, prior to our initial meetings with City staff, will
help the project team familiarize itself with the current Cost plan process.
Study Objectives
and Project
Schedule
Once the data has been collected, the project team will then meet with designated
City staff to discuss any issues identified by the project team, as well as to clarify
any existing concerns held by the City in regards to the current cost allocation
methodology. Discussions will include reviewing the City’s specific needs / critical
issues concerning the development and implementation of the plan and
opportunities for improvement from previous plans or methodologies. After, the
meeting, the project team will put together a detailed schedule showing week by
week, the deliverables for both the City and the project team.
Interview Staff
and Gather Data
The project team will work with City staff to develop and structure a custom cost
allocation plan for the City, our project team would work with the City to review and
discuss the current accounting and staffing structure. We would identify and meet
with central services departments to develop allocation bases and ensure that the
plan is reflective of all current services being provided by the City. Lastly, the project
team will discuss the collection of appropriate and defensible metrics to be utilized
for allocation of services.
Review Draft
Allocation
Metrics
Based upon units of service identified and the allocation metrics collected, the
project team would put together allocation statistic workbooks for review with the
Central Service Departments. The purpose of these workbooks is to review the
initial results of the allocation metrics gathered by the project team. Once these
workbooks have been created, the project team would have in-person review
meetings with each central and administrative functional area to go through these
workbooks. As the City has prepared Cost Allocation Plan(s) in the past, the project
team would also provide as part of this review, a comparison of the current
allocation metrics to the previous allocation metrics. This type of comparison can
also help provide additional context when reviewing results.
Draft Cost
Allocation Plan
Once the Central Service departments and administrative functional areas have
agreed upon the appropriate allocation metrics for their services, the draft plan
would be developed. The draft Cost Allocation Plan will provide clear
documentation regarding the basis for allocations, and the methodologies applied
to achieve the plan’s final result. The Draft Cost Allocation Plan is a report that will
be developed that will include an introduction on cost allocation principles,
methodologies, organizational chart, detailed narrative of services, and numerical
results of the analysis. The purpose of this detailed draft report is to ensure that
there is clear and defensible documentation for all the information included in the
Cost Allocation Plan. The project team will distribute this report to all participating
central service departments, as well as the executive team for review and
discussion.
Task Description
Comparison of
Draft CAP to
Current Plan
Similar to the allocation metrics, as the City annually prepares cost allocation plans,
the project team would develop a comparison between the draft cost allocation plan
being developed to the City’s most recent version of the Cost Allocation Plan. This
type of comparative or “flux” analysis enables City staff to review the implications
of the proposed draft cost allocation plan prior to finalizing the draft cost allocation
plan. It can also serve as a way for the City to address any major shifts in costs as
a result of the proposed cost allocation prior and prepare any internal funds or
departments for those increases or decreases in allocations.
Finalize Full Cost
Plan
Once management has reviewed the metrics, the draft cost allocation plan, and the
comparison between the plans, the project team will finalize the Full Cost Allocation
Plan. The final deliverables associated with the Cost Allocation Plan will be the Full
Cost Plan report, Summary of Results in Excel, and Comparative Excel Analysis.
These deliverables will allow the City to have clear documentation of not only the
final Cost Plan developed, but also documentation regarding any key differences
and results from the Cost Plan.
Present Full Cost
Plan
Similar to the Comprehensive Fee Study, the project team will present the results
of the Full Cost Allocation Plan upon the City’s request to internal and external
stakeholders. The results of this analysis will be incorporated into the
Comprehensive Fee study and can be presented concurrently with the Fee study.
DEVELOPMENT IMPACT FEE STUDY WORK PLAN
Project Initiation
The purpose of this task is to develop an initial understanding of the City’s current
projected growth levels and any future developments that will impact that
population growth. The project team will review the City’s specific needs and critical
issues surrounding development and implementation of the Impact Fee Study.
Based on the results of these discussions, the project team will have a greater
understanding of the goals and objectives of the City in conducting this impact fee
study and will provide the City with a detailed implementation plan.
Data Collection
To begin developing a defensible Impact Fee Study, our project team would collect
and compile several key components of data. Where possible, we would like to use
City-specific data and will ask City staff for access to City documents.
Assess Current
Facilities and
Service Levels
To provide a comprehensive basis for the Impact Fee Study, the project team will
develop a detailed understanding of the current organization, including evaluation
of current infrastructure and service levels associated with that infrastructure. This
step in the process will allow the City to evaluate the philosophy behind its existing
service levels and decide if it wants to continue providing the same level of service
or alter them. These discussions are crucial to calculating impact fees.
Develop Draft
Impact Fee
Analysis
Utilizing the data collected in the previous task and depending upon the City’s
choice to either continue with or alter its existing service levels, the project team
will develop service and demand standards to identify any facilities or apparatus
that would be required based upon new growth and development. During the
development of the Impact Fees Analysis the project team will work with City staff
to identify all funding opportunities for these future facilities and land including
property tax, grants, donations, and impact fee revenues. As part of this task the
project team will deliver initial draft assumptions regarding service levels and start
meeting with City staff to discuss those initial results at an initial submittal meeting.
Task Description
Calculate Draft
Maximum
Allowable Impact
Fees
There are two components to the calculation of impact fees: the total cost of
facilities and their cost basis. Impact fees will be presented in separate
components: administrative and facilities. This will allow the City flexibility to choose
to recover either the full or a portion of the cost associated with implementing
impact fees, allowing the City to address any economic development barriers. The
project team will work with City staff to ensure that development impact fees
calculated meet the desired service levels, and goals of the City.
Final Impact Fee
Report and
Implementation
Plan
Once the Draft Impact fees have been approved by City management, the project
team will develop the Final Impact Fee Report. The Final Impact Fee Report will
provide the legal justification for the development impact fees, ensuring compliance
with state statutes, including its ability to meet the five findings required by the
Mitigation Fee Act. The final report will also identify the best management practices
associated with calculation and collection of impact fees. The project team will
discuss different implementation options of impact fees, policy changes needed, as
well as include alternatives to impact fees, if there is no nexus for an impact fee.
Presentation of
Impact Fee
Results
The project team will present the results of the Final Impact Fee Study to the
Development Community as well as to City Council. The presentation and
acceptance of the results by external stakeholders is critical for successful
implementation.
MODEL(S) AND TRAINING WORK PLAN
Delivery of
Analytical
Models and
Training
The City of South San Francisco is requesting the ability to update the Cost
Allocation Plan and User Fee models. These model(s) would allow the City to more
defensibly and accurately (double step down allocation methodology) capture the
full cost of services to other funds and departments as there are any changes in
costs.
Our technical models, produced in Microsoft Excel, provide the ability for the City
to adapt and continuously update the studies from year to year as the organization
changes. While the model is structured in Excel, the technical model is proprietary
and for internal use by City staff only. By having our model based in Excel, the
requirements for software training, cost of new software products, updates,
licensing or other support, would be minimized.
After the final drafts of the indirect cost allocation plan and user fee study is
approved, at the discretion of City staff, the project team will meet with and train
designated City employees on use of the Excel models.
Staff will be provided with initial training that includes: a step-by-step PowerPoint
presentation; a User’s Manual which explains key concepts and defines basic
terms; and a customized updated checklist of data that needs to be entered.
While staff training typically takes about four hours, the Matrix Consulting Group is
committed to supporting City staff well after project completion, including answering
questions and providing model support, at no additional costs.
EXHIBIT B
COMPENSATION SCHEDULE
The following chart provides a breakdown of project staff hours by team member and
costs for each task area to prepare a Comprehensive Fee Study, Full Cost Allocation
Plan, and Development Impact Fee Study: PM Lead Analyst Total Cost
COMPREHENSIVE USER FEE STUDY
Initial Documentation 0 2 2 $500
Project Kick-off 2 2 2 $900
Current & Potential Fees 10 16 18 $6,200
Data Workshops 16 20 24 $8,600
Total Cost Analysis 4 24 32 $7,600
Analysis of Recoverable Revenue 0 6 16 $2,500
Rate Comparison 0 4 24 $3,000
Review / Revise Results 10 12 16 $5,400
Prepare Final Report 12 14 12 $5,700
Present Final Report 8 12 2 $3,600
Fee Study Subtotal 62 112 148 $44,000
FULL COST ALLOCATION PLAN
Data Collection 0 0 2 $200
Study Objectives & Schedule 2 2 0 $700
Interview Staff & Gather Data 8 8 8 $3,600
Review Draft Allocation Metrics 4 6 12 $2,900
Draft Cost Allocation Plan 2 4 16 $2,600
Comparison of Draft CAP 0 0 8 $800
Finalize CAP 4 8 8 $2,800
Present CAP 4 4 0 $1,400
CAP Subtotal 24 32 54 $15,000
DEVELOPMENT IMPACT FEE STUDY
Project Initiation 2 2 2 $900
Data Collection 0 4 8 $1,400
Assess Current Facilities and Services 8 16 22 $6,200
Draft Impact Assumptions 10 24 12 $6,800
Calculate Draft Impact Fees 4 16 18 $5,000
Final Report 8 10 10 $4,100
Presentation of Results 8 16 6 $4,600
Development Impact Fee Subtotal 40 88 78 $29,000
Total Hours 126 232 280
Hourly Rate $200 $150 $100
Total Professional Fees $25,200 $34,800 $28,000 $88,000
PM Lead Analyst Total Cost
Model & Training $3,500
Travel $1,500
Total Project Cost $93,000
The Matrix Consulting Group proposes to perform the above tasks and services for a
fixed-price fee of $93,000. This price includes all on-site meetings including 2 council
presentations and meetings for final report presentations. Our typical practice is to bill for
hours worked on a monthly basis.
Should the City require additional services, the above rates would be applied for work
conducted in relation to the above outlined scope.
EXHIBIT C
INSURANCE CERTIFICATES
EXHIBIT D
FORM 590