HomeMy WebLinkAboutC2017-046 - 2/28/2017 - Approved �yvsc
o SERVICE AGREEMENT NO. 980
1852 Cost Allocation Plans and User Fee Study
THIS Cost Allocation Plans and User Fee Study Agreement ("Agreement") is
entered into by and between the City of Corpus Christi, a Texas home-rule
municipal corporation ("City") and MGT of America, Consulting Group, LLC
("Contractor"), effective upon execution by the City Manager or the City
Manager's designee ("City Manager").
WHEREAS, Contractor has bid to provide Cost Allocation Plans and User Fee
Study in response to Request for Bid/Proposal No. 980 ("RFB/RFP"), which RFB/RFP
includes the required scope of work and all specifications and which RFB/RFP and
the Contractor's bid or proposal response, as applicable, are incorporated by
reference in this Agreement as Exhibits 1 and 2, respectively, as if each were fully
set out here in its entirety.
NOW, THEREFORE, City and Contractor agree as follows:
1. Scope. Contractor will provide Cost Allocation Plans and User Fee Study
("Services") in accordance with the attached Scope of Work, as shown in
Attachment A, the content of which is incorporated by reference into this
Agreement as if fully set out here in its entirety, and in accordance with
Exhibit 2.
2. Term. This Agreement is for 36 months,with performance commencing upon
the date of issuance of a notice to proceed from the Contract Administrator
or Purchasing Division. This Agreement includes an option to extend the term
for up to two additional twelve-month periods ("Option Period"), provided,
the parties do so prior to expiration of the original term or the then-current
Option Period. The decision to exercise the option to extend the term of this
Agreement is, at all times, within the sole discretion of the City and is
conditioned upon the prior written agreement of the Contractor and the City
Manager.
3. Compensation and Payment. The total value of this Agreement is not to
exceed $101,630.00, subject to approved extensions and changes. Payment
will be made for Services completed and accepted by the City within 30
days of acceptance, subject to receipt of an acceptable invoice. All pricing
must be in accordance with the attached Bid/Pricing Schedule, as shown in
Attachment B, the content of which is incorporated by reference into this
Agreement as if fully set out here in its entirety.
City of Corpus Christi Page 1 of 8
Service Aareement Standard Form
2017-046
2/28/17
M2017-037
MGT of America INDEXED
4. Contract Administrator. The Contract Administrator designated by the City is
responsible for approval of all phases of performance and operations under
this Agreement, including deductions for non-performance and
authorizations for payment. The City's Contract Administrator for this
Agreement is as follows:
For Cost Allocation Plans:
Martha Messer
Finance
361.826.3624
marthame@cctexas.com
For User Fee Study:
Saundra Thaxton
Strategic Management
361 .826.3682
saundra@cctexas.com
5. Insurance; Bonds.
(A) Before performance can begin under this Agreement, the Contractor
must deliver a certificate of insurance ("COI"), as proof of the required
insurance coverages, to the City's Risk Manager and the Contract
Administrator. Additionally, the COI must state that the City will be given at
least 30 days' advance written notice of cancellation, material change in
coverage, or intent not to renew any of the policies. The City must be named
as an additional insured, The City Attorney must be given copies of all
insurance policies within 10 days of the City Manager's written request.
Insurance requirements are as stated in Attachment C, the content of which
is incorporated by reference into this Agreement as if fully set out here in its
entirety.
(B) In the event a payment bond, a performance bond, or both, are
required of the Contractor to be provided to the City under this Agreement
before performance can commence, the terms, conditions, and amounts
required in the bonds and appropriate surety information are as included in
the RFB/RFP or as may be added to Attachment C, and such content is
incorporated here in this Agreement by reference as if each bond's terms,
conditions, and amounts were fully set out here in its entirety.
6. Purchase Release Order. For multiple-release purchases of Services to be
provided by the Contractor over a period of time, the City will exercise its
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right to specify time, place and quantity of Services to be delivered in the
following manner: any City department or division may send to Contractor
a purchase release order signed by an authorized agent of the department
or division. The purchase release order must refer to this Agreement, and
Services will not be rendered until the Contractor receives the signed
purchase release order.
7. Inspection and Acceptance. Any Services that are provided but not
accepted by the City must be corrected or re-worked immediately at no
charge to the City. If immediate correction or re-working at no charge
cannot be made by the Contractor, a replacement service may be
procured by the City on the open market and any costs incurred, including
additional costs over the item's bid/proposal price, must be paid by the
Contractor within 30 days of receipt of City's invoice.
8. Warranty. The Contractor warrants that all products supplied under this
Agreement are new, quality items that are free from defects, fit for their
intended purpose, and of good material and workmanship. The Contractor
warrants that it has clear title to the products and that the products are free
of liens or encumbrances. In addition, the products purchased under this
Agreement shall be warranted by the Contractor or, if indicated in
Attachment D by the manufacturer, for the period stated in Attachment D.
Attachment D is attached to this Agreement and is incorporated by
reference into this Agreement as if fully set out here in its entirety.
9. Quality/Quantity Adjustments. Any Service quantities indicated on the
Bid/Pricing Schedule are estimates only and do not obligate the City to order
or accept more than the City's actual requirements nor do the estimates
restrict the City from ordering less than its actual needs during the term of the
Agreement and including any Option Period. Substitutions and deviations
from the City's product requirements or specifications are prohibited without
the prior written approval of the Contract Administrator.
10. Non-Appropriation. The continuation of this Agreement after the close of
any fiscal year of the City, which fiscal year ends on September 30th annually,
is subject to appropriations and budget approval specifically covering this
Agreement as an expenditure in said budget, and it is within the sole
discretion of the City's City Council to determine whether or not to fund this
Agreement. The City does not represent that this budget item will be
adopted, as said determination is within the City Council's sole discretion
when adopting each budget.
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11. Independent Contractor. Contractor will perform the work required by this
Agreement as an independent contractor and will furnish such Services in its
own manner and method, and under no circumstances or conditions will any
agent, servant or employee of the Contractor be considered an employee
of the City.
12. Subcontractors. Contractor may use subcontractors in connection with the
work performed under this Agreement. When using subcontractors,
however, the Contractor must obtain prior written approval from the
Contract Administrator if the subcontractors were not named at the time of
bid or proposal, as applicable. In using subcontractors, the Contractor is
responsible for all their acts and omissions to the same extent as if the
subcontractor and its employees were employees of the Contractor. All
requirements set forth as part of this Agreement, including the necessity of
providing a COI in advance to the City, are applicable to all subcontractors
and their employees to the same extent as if the Contractor and its
employees had performed the work.
13. Amendments. This Agreement may be amended or modified only by written
change order signed by both parties. Change orders may be used to modify
quantities as deemed necessary by the City.
14. Waiver. No waiver by either party of any breach of any term or condition of
this Agreement waives any subsequent breach of the same.
15. Taxes. The Contractor covenants to pay payroll taxes, Medicare taxes, FICA
taxes, unemployment taxes and all other related taxes. Upon request, the
City Manager shall be provided proof of payment of these taxes within 15
days of such request.
16. Notice. Any notice required under this Agreement must be given by fax,
hand delivery, or certified mail, postage prepaid, and is deemed received
on the day faxed or hand-delivered or on the third day after postmark if sent
by certified mail. Notice must be sent as follows:
IF TO CITY:
City of Corpus Christi
Attn: Martha Messer
Finance
1201 Leopard Street, Corpus Christi, Texas 78401
Fax: 361 .826.3601
IF TO CONTRACTOR:
City of Corpus Christi Page 4 of 8
Service Agreement Standard Form
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MGT of America Consulting, LLC
Attn: J. Mark Carpenter
Director
1801 E. 51St Street, Suite 365-504, Austin, Texas, 78723
Fax: 972.596.3862
17. CONTRACTOR AGREES TO INDEMNIFY, HOLD HARMLESS AND
DEFEND THE CITY OF CORPUS CHRISTI AND ITS OFFICERS,
EMPLOYEES AND AGENTS ("INDEMNITEES") FROM AND AGAINST
ANY AND ALL LIABILITY, LOSS, CLAIMS, DEMANDS, SUITS AND
CAUSES OF ACTION OF ANY NATURE WHATSOEVER ON ACCOUNT
OF PERSONAL INJURIES (INCLUDING DEATH AND WORKERS'
COMPENSATION CLAIMS), PROPERTY LOSS OR DAMAGE, OR ANY
OTHER KIND OF INJURY, LOSS, OR DAMAGE, INCLUDING ALL
EXPENSES OF LITIGATION, COURT COSTS, ATTORNEYS' FEES AND
EXPERT WITNESS FEES WHICH ARISE OR ARE CLAIMED TO ARISE OUT
OF OR IN CONNECTION WITH THIS AGREEEMENT OR THE
PERFORMANCE OF THIS AGREEMENT, REGARDLESS OF WHETHER THE
INJURIES, DEATH OR DAMAGES ARE CAUSED OR ARE CLAIMED TO
BE CAUSED BY THE CONCURRENT OR CONTRIBUTORY NEGLIGENCE
OF INDEMNITEES, BUT NOT IF BY THE SOLE NEGLIGENCE OF
INDEMNITEES UNMIXED WITH THE FAULT OF ANY OTHER PERSON.
CONTRACTOR MUST, AT ITS OWN EXPENSE, INVESTIGATE ALL
CLAIMS AND DEMANDS, ATTEND TO THEIR SETTLEMENT OR OTHER
DISPOSITION, DEFEND ALL ACTIONS BASED THEREON WITH COUNSEL
SATISFACTORY TO THE CITY ATTORNEY, AND PAY ALL CHARGES OF
ATTORNEYS AND ALL OTHER COSTS AND EXPENSES OF ANY KIND
ARISING FROM ANY SAID LIABILITY, DAMAGE, LOSS, CLAIMS,
DEMANDS, SUITS, OR ACTIONS. THE INDEMNIFICATION
OBLIGATIONS OF CONTRACTOR UNDER THIS SECTION SHALL
SURVIVE THE EXPIRATION OR EARLIER TERMINATION OF THIS
AGREEMENT.
18. Termination.
(A) The City Manager may terminate this Agreement for Contractor's failure
to perform the work specified in this Agreement or to keep any required
insurance policies in force during the entire term of this Agreement. The
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Contract Administrator must give the Contractor written notice of the breach
and set out a reasonable opportunity to cure. If the Contractor has not
cured within the cure period, the City Manager may terminate this
Agreement immediately thereafter.
(B) Alternatively, the City Manager may terminate this Agreement for
convenience upon 30 days advance written notice to the Contractor. The
City Manager may also terminate this Agreement upon 24 hours written
notice to the Contractor for failure to pay or provide proof of payment of
taxes as set out in this Agreement.
19. Assignment. No assignment of this Agreement by the Contractor, or of any
right or interest contained herein, is effective unless the City Manager first
gives written consent to such assignment. The performance of this
Agreement by the Contractor is of the essence of this Agreement, and the
City Manager's right to withhold consent to such assignment is within the sole
discretion of the City Manager on any ground whatsoever.
20. Severability. Each provision of this Agreement is considered to be severable
and, if, for any reason, any provision or part of this Agreement is determined
to be invalid and contrary to applicable law, such invalidity shall not impair
the operation of nor affect those portions of this Agreement that are valid,
but this Agreement shall be construed and enforced in all respects as if the
invalid or unenforceable provision or part had been omitted.
21. Order of Precedence. In the event of any conflicts or inconsistencies
between this Agreement, its attachments, and exhibits, such conflicts and
inconsistencies will be resolved by reference to the documents in the
following order of priority:
A. this Agreement and its attachments
B. the bid solicitation document, including addenda (Exhibit 1)
C. the Contractor's bid response (Exhibit 2)
22. Certificate of Interested Parties. Contractor agrees to comply with Texas
Government Code Section 2252.908, as it may be amended, and to
complete Form 1295 "Certificate of Interested Parties" as part of this
Agreement.
23. Governing Law. This Agreement is subject to all federal, State, and local laws,
rules, and regulations. The applicable law for any legal disputes arising out
of this Agreement is the law of the State of Texas, and such form and venue
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Service Agreement Standard Form
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for such disputes is the appropriate district, county, or justice court in and for
Nueces County, Texas.
24. Entire Agreement.This Agreement constitutes the entire agreement between
the parties concerning the subject matter of this Agreement and supersedes
all prior negotiations, arrangements, agreements and understandings, either
oral or written, between the parties.
(SIGNATURE PAGE FOLLOWS)
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Service Agreement Standard Form
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CONTRACTOR
Signature: ./_..,,r► �
Printed Name: A -17Y 01x1 tscv
Title: MAv1A 1y,t� �'\.J a�t�2.; �l ) C ha +(�� t�l i C
Date: 215114"
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CITY OF CORPUS CHRISTI
Signature:'(-Q: _
Printed Name:1YGkr
Title: Pro c VQ_1 Q
Date: -3/ I / I
ATTEST: Rc.i, L4
REBECCA HUERTA
CITY SECRETARY
Attached and Incorporated by Reference:
Attachment A: Scope of Work
Attachment B: Bid/Pricing Schedule
Attachment C: Insurance/Bond Requirements
Attachment D: Warranty Requirements NUK"`.
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Incorporated by Reference Only: ...................
'1r
Exhibit 1 : RFB/RFP No. 980
Exhibit 2: Contractor's Bid/Proposal Response
•
City of Corpus Christi Page 8 of 8
Service Agreement Standard Form
Approved as to Legal Form 7/1/16
Attachment A - Scope of Work
PART 1 - COST ALLOCATION PLANS
1.1. General Requirements/Background - Cost Allocation Plans
The Contractor is required to timely produce for the City, in compliance with this
Scope of Work, a Full Cost Allocation Plans that allocates indirect costs to all City
departments and will be used for management purposes such as setting
administrative transfer amounts to the general fund from enterprise and special
revenue funds, and a Federal 2 CFR Part 200 Cost Allocation Plan that conforms to
all applicable federal and state regulations and guidelines, to be used to recover
indirect costs charged to federal and state grants.
1.2. Scope of Work for Cost Allocation Plans
A. A Full Cost Allocation Plan is required each year as follows:
1. The full cost allocation plan will not require negotiation with an outside
agency, but will be used for internal pricing policies only. It will be
prepared in accordance with Generally Accepted Accounting Principles
and Procedures.
2. The Contractor will prepare the full cost allocation with the assistance of the
City as described herein. The initial full cost allocation plan will be based on
the Fiscal Year 2016-2017 adopted budget provided to the successful
proposer by the City. The City's fiscal year end is September 30; the
Contractor will receive cost and allocation data approximately 210 days
after fiscal year end.
3. The Contractor is required to perform a comparison of prior and current year
allocations with delivery of draft plan. The City will require approximately two
weeks to review and work out possible revisions to the plan prior to delivery
of final plan.
4. The following is a timetable that shows the approximate dates on which the
Contractor may expect to receive the information necessary to perform the
tasks outlined herein and on which delivery of the plans is expected:
September 30 Fiscal year ends
March 31 Audited financial statements available.
April 1 - May 30 City and Contractor work together to determine data
requirements and city to produce such data
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June 15 Delivery of draft Federal 2 CFR Part 200 & Full Cost
Allocation Plans expected
July 1 Delivery of final Federal 2 CFR Part 200 & Full Cost
Allocation Plans expected
5. One full cost allocation plan and one Federal 2 CFR Part 200 cost allocation
plan will be due from the Contractor in the initial fiscal year of the initial term
of the contract and in each of the ensuing fiscal years of the initial term of
the contract and any extensions thereof.
6. The City will assign a liaison between the City departments and the
Contractor to ensure information is gathered as expeditiously as possible.
The Contractor will provide the City with a preliminary list of data
requirements, and the Contractor will need to make a site visit each year to
consult with City staff to determine allocation bases and final data
requirements.
7. The Contractor will be required to produce and deliver four bound copies
and one electronic copy of each plan, to be completed within the 90 day
time frame described above.
8. The report will include a chapter for each central service agency describing
the functions or services provided, the means of allocation, departmental
expenditures, incoming indirect costs, and costs allocated to each
benefiting agency in detail and summary. The report will also include an
overall summary of costs allocated to each benefitting agency by central
service agency.
9. The Contractor shall maintain all working papers for a period of at least five
years after termination or expiration of the contract and any extension
thereof.
B. A Federal 2 CFR Part 200A Cost Allocation Plan is required each year as
follows:
The Contractor will prepare the Federal 2 CFR Part 200 plan on actual audited
cost data reconciled to the City's Comprehensive Annual Financial Report
(CAFR). The allocation data used in preparing this plan should, in most cases,
be the same as those used in preparing the full cost allocation plan.
Page 2 of 10
PART 2 - USER FEE STUDY
1.3. General Requirements/Background - User Fee Study
The Contractor is required to conduct a user fee study. This study will calculate the
full cost of all current and potential fee-for-services for certain General Fund
departments, divisions, and services.
A user fee service is one in which the applicant (personal, business, organization)
receives a benefit that does not accrue to non-applicants. The purpose of a user fee
study is to identify the full cost of providing a service and then set a cost recovery and
subsidy level that is appropriate to the market, service, department, and goals of the
City.
The recipients of some user fee services benefit monetarily. In this case, the
recovery/subsidy policy is to recover the full costs of those services, such as
development services. Policy making groups across the country routinely set these
fees to recover full, or near full costs. The recipients of some user fee services do not
benefit monetarily, but rather more in a sense of quality of life or community. The
recovery/subsidy policy is set to recover only a portion of the full costs of those services
such as recreation and library services.
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Overview
Each city has unique requirements and user fees must lie between full cost recovery
and/or full subsidy.This user fee study must cplculate the costs of pro tiding services
and incorporate layers of decisions based on multiple variables such as the
following:
• Elasticity of demand
• Practicality of collection
• Encouraging, or discouraging, consumption behavior
Page 3 of 10
• Private sector competition
A typical user fee study includes the following goals and objectives:
• Define what it costs the City to provide various fee-related services;
• Determine whether there are any opportunities to implement new fees;
• Identify service areas where the City might adjust fees based on the full cost of
services and other economic or policy considerations;
• Develop revenue projections based on potential increases (or decreases) to
fees;
• Perform internal analyses of staffing levels, workload statistics, and performance
measures;
• Establish cost recovery and subsidy policies;
• Adopt an updated user fee schedule.
Key Personnel
It is critical that the Contractor provide qualified individuals to work on this study.
The project team has been accepted that combines deep knowledge and
experience in preparing cost allocation plans and user fee studies in Texas. In the
event of an unforeseen circumstance and an approved team member is
unavailable to provide the proposed services, a replacement member with equal
or greater cost allocation experience will be added to the team. This transition will
be seamless.
Background
The City conducted a comprehensive review and calculation of general fund user
fees in approximately 25-30 years. In this period, user fee services and delivery have
changed, or been eliminated or implemented. Few new fees have been identified
that support the services provided by the City. We recognize the immediate need
do so.
1.4. Scope of Work for User Fee Study
A. General Fund departments to be studied include the following:
• Fire: Emergency Ops.
• Emergency Medical Services (EMS)
• Libraries
• Police
• Animal Care
• Code Enforcement
• Parks and Recreation
B. The City has a need for user fee calculations and recommendations prior to the
next annual budget cycle beginning in May 2017 with the fiscal year beginning
October 1. The Contractor is required to complete this study prior to this timeline
and to deliver a fee study model which can be updated annually by the City.
Page 4 of 10
C. In calculating the full cost of user fees, a transparent approach is required
utilizing City staff's knowledge with Contractor's expertise to generate
comprehensive and accurate results. Costs must be generated from the
"bottom-up," building the costs component by component to arrive at legally
defensible fees. The "bottom-up" approach will:
• ensure that all personnel time by department, division, etc. is identified and
accounted;
• ensure that all costs—user fee service related or not—are included in the
study;
• include checks and balances to ensure all personnel time and associated
costs are captured and distributed accurately, not just on a high-level
percentage basis;
• ensure transparency with a clear and easily understandable identification of
all time and associated costs for all department personnel, services, and
activities.
D. The Contractor shall ensure that the full cost calculation incorporates both
direct and indirect costs, including direct salaries and benefits, operating costs,
capital asset use charges, indirect support from other departments, and is
consistent with the methodology recommended by the Government Finance
Officers Association (GFOA).
E. Technical Approach: Project Segments and Sequence - Phases are suggested
to balance the needs of both a comprehensive city-wide study and the need
of results by May 2017. On-site meetings will be required to inquire about work
processes associated with fee activities:
• Preliminary Results of User Fee Study
• Presentation of User Fee Study Results - to staff and city council with
workshops obtaining input to subsidy levels required.
• Completion of User Fee Study
• Staff training on fee model: training of budget staff for subsequent year's
model update
F. User-Friendly Spreadsheet Calculation Model
1 . The Contractor will provide a spreadsheet user fee model to the City that is
easy to use, yet powerful enough to handle even the most complex of fees.
The model will be flexible and able to accommodate fund, deportment,
divisions, and fees of vastly different sizes. The model will be fully customized
to accurately reflect the unique aspects of the City's organization.
2. The model will allow the cost of services to be analyzed at the unit cost level,
or on a program-wide basis where desired. The model will accommodate
the ability to individually control all types of costs, including personnel costs,
contract costs, direct materials, departmental support costs and allocated
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indirect costs, and include several self-checking audit formulas. This will allow
the model to calculate fees that are both accurate and comprehensive.
G. Comprehensive Calculation Methodology
1. The Contractor will design an analytical calculation that is defensible, yet
flexible enough to complete the analysis within a reasonable timeframe and
without unduly impacting the other work requirements of client staff. The
Contractor will be required to use the Standard Cost method:
In this method, the average or standardized cost is determined through the
calculation of a productive hourly cost rate for each staff position. The
productive hourly cost rates are then applied to the time to complete activities
within a department. This not only has the benefit of continuity, but it can also
be used to forecast required staffing workloads as volume changes. Two critical
requirements of this approach are the proper development of the productive
hourly rate, and the capturing of all fee and non-fee activities within any single
budget unit.
2. The Contractor will use highly detailed calculations to produce standard
costs as the most defensible and practical method. On-site interviews will be
conducted with the City staff in the data gathering stage and the review
stage. All data is derived from the City's sources. Documented information
will be used, such as unit volume where available, and best-estimates from
City staff where data has not been historically collected.
H. Summary of Costs and Fees
1. The Contractor's final product will consist of a summary schedule of full costs
and fees, divided into two distinct sections:
a. Current Fees: this section displays information about all services areas as
they currently exist and compares the fee levels to the full cost
information:
• current fee
• annual revenue
• full cost
• recovery percentage
• annual subsidy
b. Recommendations: developed with input from City staff and City
Council, the recommendations section provides instant feedback for
decision makers as to what the subsidy will be for a service if fees are set
at less than 100%recovery. By entering varying recovery levels, the model
will re-calculate the fee and provide updated information regarding:
• expected annual revenue
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• expected increase over current revenues
• expected annual subsidy
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I. Deliverables
A. The Contractor will be required to conduct a project kick-off meeting for all
user fee department personnel, City management, and other project
stakeholders is needed.
B. The Contractor will also conduct user fee training sessions and
comprehensive review of the first draft user fee reports for finance and
budget personnel or other project stakeholders is also required. Each phase
will include complete user fee calculations, recommendations, reports and
presentations for prioritized general fund departments.
C. Following completion of calculations and recommendations, the
Contractor will provide a report of study results that will need to be compiled
and presented by the Contractor to City personnel and officials and include
workshops. Information provided should include at a minimum:
1. Final user fee calculation reports for the phased departments with
current or potential new user fees. These reports will be based on the
reviewed and approved draft user fee calculation reports. Each
departmental report will include:
• Description of each City service for which a fee is charged or could
be charged.
• The number of units provided in an obtainable 12-month period for
each fee or potential new fee.
• Review the reasonableness of each fee or potential new fee.
• Documentation of data used to calculate each fee or potential
new fee.
• Transparent calculation of direct/indirect costs associated with
each fee or potential new fee on a per-unit basis formatted for the
continuation of user fee study.
• Detailed recommendation options to recover the full cost, or
. portion of full cost of each fee or potential new fee.
• Detailed calculation of subsidies for each fee or potential new fee.
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• Factors that could prevent the implementation of the full cost of
existing user fees or potential new user fees.
• Rationale and considerations for charging fees or potential new
fees.
• Detailed projected City revenues and revenue increases based on
recovery recommendation options.
• Recommendations to the change of existing or implementation of
new user fees.
2. A draft comprehensive project report. The draft project will represent
the City's cost recovery policy, including recommendations for current
and new fees. The draft report will include:
• An executive summary of the results of the user fee study.
• Detailed schedules documenting:
o A description of each service provided.
o Summarization of full cost composition, present cost recovery,
and cost/revenue analysis by department.
o Summarization of a comparison of current user fee levels to the
full cost of that service.
o Summarization of various fee alternatives with associated
impact on revenue generation and cost recovery including
applicable comparative data relevant to public policy issues.
o Summarization of all user fee charges and rate increases for the
City and projected current revenues and increases in revenues.
o Discussion of the operational or accounting considerations
needed for implementation for services for which user fees are
not collected.
3. A final comprehensive report. The final will represent the City's cost
recovery policy including recommendations for current and new fees.
The final report will include:
• An executive summary of the results of Phase 1 of the user fee study.
• Detailed schedules documenting:
o A description of each service provided.
o Summarization of full cost composition, present cost recovery,
and cost/revenue analysis by department.
o Summarization of a comparison of current user fee levels to the
full cost of that service.
o Summarization of various fee alternatives with associated
impact on revenue generation and cost recovery including
applicable comparative data relevant to public policy issues.
o Summarization of all user fee charges and rate increases for the
City and projected current revenues and increases in revenues.
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• Discussion of the operational or accounting considerations
needed for implementation for services for which user fees
are not collected.
4. Members of the project team will present results of the user fee study to
City personnel and officials at informal, or more formal venues such as
a council work session or public hearing. The presentations will include
executive-level reviews of process for completing and implementing
the user fee study and include discussion of subsidy levels and
determination of such. Copies of phased work papers as requested. A
User Fee Model will be provided with sufficient staff training to update
for subsequent years.
J. Schedule by Task
The Contractor will provide a projected schedule for the completion of the user
fee study. The schedule will need to include City staff meeting time, time for
providing data needed for the study, reviewing draft results and providing
feedback/comments in a timely manner.
K. Support
Support for normal and reasonable inquiries arising following the study's
finalization and for updating the project or additional activities as requested by
City personnel is required for 30 days after the final report has been submitted.
Page 9 of 10
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Page 10 of 10
Attachment B - Bid/Pricing Schedule
ces>
CITY OF CORPUS CHRISTI
PRICING FORM
PURCHASING DIVISION
,rte
RFP NO. 980
COST ALLOCATION PLANS AND USER FEE STUDY
ASP-� PAGE 1 OF 2
DATE: December 23, 2016
MGT of America Consulting, LLC
PROPOSER AUTHORIZED SIGNATURE
1. Refer to"Instructions to Proposers"and Contract Terms and Conditions before completing
proposal.
2. Quote your best price for each item.
3. In submitting this proposal,Proposer certifies that:
a. the prices in this proposal have been arrived at independently,without consultation,
communication,or agreement with any other Proposer or competitor,for the purpose of
restricting competition with regard to prices:
b. Proposer is an Equal Opportunity Employer:and the Disclosure of Interest information
on file with City's purchasing office,pursuant to the Code of Ordinances,is current and
true.
c.Proposer has incorporated any changes issue through Addenda to the RFP in this
pricing.
ITEM DESCRIPTION TOTAL PRICE
1.0 Full Cost Allocation Plan -Year 1 $1.1,000
1.1 Federal 2 CFR Part 200A Cost Allocation Plan - Year 1 $ 2,500
2.0 Full Cost Allocation Plan - Year 2 $11,000
2.1 Federal 2 CFR Part 200A Cost Allocation Plan • Year 2 $ 2,500
3.0 Full Cost Allocation Plan -Year 3 $11,250
3.1 Federal 2 CFR Part 200A Cost Allocation Plan - Year 3 $ 2,600
SII
Page 1 of 2
ITEM DESCRIPTION !TOTAL PRICE
4.0 Cost Allocation Plan-Option Year 4 $11,250
4.1 Federal 2 CFR Port 200A Cost Allocation Plan-Option Year 4 $ 2,600
5.0 Cost Allocation Plan-Option Year 5 $11,500
5.1 Federal 2 CFR Part 200A Cost Allocation Plan-Option Year 5 $ 2,700
6.0 User Fee Study $60,780
Total Total of all work outlined above $129,680
3 I
Page 2 of 2
Attachment C - Insurance/Bond Requirements
1.1. Insurance Requirements
CONTRACTOR'S LIABILITY INSURANCE
A. Contractor must not commence work under this contract until all
insurance required has been obtained_and such insurance has been
approved by the City. Contractor must not allow any subcontractor, to
commence work until all similar insurance required of any subcontractor
has been obtained.
B. Contractor must furnish to the City's Risk Manager and Contract
Administrator one (1) copy of Certificates of Insurance with applicable
policy endorsements showing the following minimum coverage by an
insurance company(s) acceptable to the City's Risk Manager. The City
must be listed as an additional insured on the General liability and Auto
Liability policies by endorsement, and a waiver of subrogation
endorsement is required on GL, AL and WC if applicable. Endorsements
must be provided with Certificate of Insurance. Project name and/or
number must be listed in Description Box of Certificate of Insurance.
TYPE OF INSURANCE MINIMUM INSURANCE COVERAGE
30-day advance written notice of Bodily Injury and Property Damage
cancellation, non-renewal, material Per occurrence - aggregate
change or termination required on all
certificates and policies.
COMMERCIAL GENERAL LIABILITY $1,000,000 Per Occurrence
including: $2,000,000 Aggregate
1. Commercial Broad Form
2. Premises - Operations
3. Products/Completed
Operations
4. Contractual Liability
5. Independent Contractors
6. Personal Injury- Advertising Injury
AUTO LIABILITY (including) $1,000,000 Combined Single Limit
1. Owned
2. Hired and Non-Owned
3. Rented/Leased
Page 1 of 4
WORKERS'S COMPENSATION Statutory and complies with Part II
(All States Endorsement if Company is of this Exhibit.
not domiciled in Texas)
Employers Liability $500,000/$500,000/$500,000
IF APPLICABLE
PROFESSIONAL LIABILITY $1,000,000 Per Claim
1 . Personal Injury
2. Errors & Omissions
C. In the event of accidents of any kind related to this contract, Contractor
must furnish the Risk Manager with copies of all reports of any accidents
within 10 days of the accident.
II. ADDITIONAL REQUIREMENTS
A. Applicable for paid employees, Contractor must obtain workers'
compensation coverage through a licensed insurance company. The
coverage must be written on a policy and endorsements approved by
the Texas Department of Insurance. The workers' compensation
coverage provided must be in statutory amounts according to the Texas
Department of Insurance, Division of Workers' Compensation. An All
States Endorsement shall be required if Contractor is not domiciled in the
State of Texas.
B. Contractor shall obtain and maintain in full force and effect for the
duration of this Contract, and any extension hereof, at Contractor's sole
expense, insurance coverage written on an occurrence basis by
companies authorized and admitted to do business in the State of Texas
and with an A.M. Best's rating of no less than A- VII.
C. Contractor shall be required to submit renewal certificates of insurance
throughout the term of this contract and any extensions within 10 days
of the policy expiration dates. All notices under this Exhibit shall be given
to City at the following address:
City of Corpus Christi
Attn: Risk Manager
P.O. Box 9277
Corpus Christi, TX 78469-9277
Page 2 of 4
D. Contractor agrees that, with respect to the above required insurance, all
insurance policies are to contain or be endorsed to contain the following
required provisions:
• List the City and its officers, officials, employees, and volunteers, as
additional insureds by endorsement with regard to operations,
completed operations, and activities of or on behalf of the named
insured performed under contract with the City, with the exception
of the workers' compensation policy;
• Provide for an endorsement that the "other insurance" clause shall
not apply to the City of Corpus Christi where the City is an additional
insured shown on the policy;
• Workers' compensation and employers' liability policies will provide a
waiver of subrogation in favor of the City; and
• Provide thirty (30) calendar days advance written notice directly to
City of any, cancellation, non-renewal, material change or
termination in coverage and not less than ten (10) calendar days
advance written notice for nonpayment of premium.
E. Within five (5) calendar days of a cancellation, non-renewal, material
change or termination of coverage, Contractor shall provide a
replacement Certificate of Insurance and applicable endorsements to
City. City shall have the option to suspend Contractor's performance
should there be a lapse in coverage at any time during this contract.
Failure to provide and to maintain the required insurance shall constitute
a material breach of this contract.
F. In addition to any other remedies the City may have upon Contractor's
failure to provide and maintain any insurance or policy endorsements to
the extent and within the time herein required, the City shall have the
right to order Contractor to stop work hereunder, and/or withhold any
payment(s) which become due to Contractor hereunder until
Contractor demonstrates compliance with the requirements hereof.
G. Nothing herein contained shall be construed as limiting in any way the
extent to which Contractor may be held responsible for payments of
damages to persons or property resulting from Contractor's or its
subcontractor's performance of the work covered under this contract.
H. It is agreed that Contractor's insurance shall be deemed primary and
non-contributory with respect to any insurance or self insurance carried
by the City of Corpus Christi for liability arising out of operations under
this contract.
Page 3 of 4
I. It is understood and agreed that the insurance required is in addition to
and separate from any other obligation contained in this contract.
III. Bonds- no bonds are required for this agreement.
2016 Insurance Requirements
Purchasing
Cost Allocation User Fee Study
11/18/2016 my Risk Management
•
III
Page 4 of 4
Attachment D - Warranty Requirements
No warranties are required under this Agreement.
CERTIFICATE OF INTERESTED PARTIES FORM 1295
1 of 1
Complete Nos.1-4 and 6 if there are interested parties. OFFICE USE ONLY
Complete Nos.1,2,3,5,and 6 if there are no interested parties. CERTIFICATION OF FILING
1 Name of business entity filing form,and the city,state and country of the business entity's place Certificate Number:
of business. 2017-164008
MGT of America Consulting LLC
Tallahassee,FL United States Date Filed:
2 Name of governmental entity or state agency that is a party to the contract for which the form is 02/08/2017
being filed.
City of Corpus Christi Date cknowledged:
3 Provide the identification number used by the governmental entity or state agency to track or identify the c ntract,and provide a
description of the services,goods,or other property to be provided under the contract.
980
Cost Allocation Plans and User Fee Study Agreement(Consulting Services)
Nature of interest
4
Name of Interested Party City,State,Country(place of business) (check applicable)
Controlling I Intermediary
5 Check only if there is NO Interested Party. a
X
6 AFFIDAVIT I swear,or affirm,under penalty of perjury,that the above disclosure is true and correct.
1
, "'y, CHERYL SPARKS
/1 Commission 0 FF 61732
�,,,i•.I My Commission Expires �
%'c•r:**'• October 10, 201 7
""" Signature of authorized agent of contracting business entity
AFFIX NOTARY STAMP/SEAL ABOVE
Swor . : d subscribed before me,by the said A f Y el 1 Y C4v't!V - ,this the day old)r x'
20 t•F
ify which,witness my hand and seal of offic2.
py it--45 004-e-4.--1/
Sig • • • er..ministering oath Printed nam of o er administering oath Title of officer admhstering oath
I
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.277