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UNDERSTANDING OF NEED project. All the necessary project files, formats, calculation and methodologies have already been created and tested over the past five years. These formats are ready for the 2016/17 fiscal year data to be entered and calculations made. MGT uses the same format that is suggested in the federal and state circulars and that are used in all our state and federal related work. Our project team gained valuable Insight and experience preparing and submitting the 2014/2015 project to Caltrans. The resulting desk audit and the work performed guiding the City through that submission will prove extremely important as the next series of submissions are prepared. It is one thing to read about cognizant agencies submission requirements — It is far better to have participated In such a submission. One benefit of working through one year of submission is that MGT has been working with the City In setting goals for data accuracy Improvement, time keeping system requirements, staff training, and for Improving communication strategies for state approval authorities and with the customer— OCTA. Because of our current experience with Santa Ana Public Works, MGT has matched in-house formats, tested excel methodologies, proven strategies, and tried and true processes with knowledge gained over 30 years of negotiations with federal and state authorities, Bringing these pieces of the project puzzle together is a great advantage MGT as we approach this endeavor. PROJECT APPROACH Cost allocation plans and ICRPs are essential tools for municipal fiscal management. Typically, our clients desire to establish and maintain a well -documented and defensible plan that can be used to recover Indirect administrative costs in a variety of internal and external contexts. MGT is a nationally recognized specialist in developing cost allocation plans and assisting our clients with cost allocation plan Implementation. Our analysis will allow the City to account for the actual cost of providing numerous services within city operations and to calculate hourly staff rates that will recover all allocated costs using a clear, equitable and legally defensible method. MGrs cost allocation plans provide our clients with exceptional financial and managerial information. Examples of useful and meaningful information that can be extracted from the project results include: • Compliant documentation for state or federal reimbursement • Defensible interfund transfers • Establishing user fees and hourly billing rates • Identification of administrative expense The chart below Illustrates each of the four major steps of the project: 1. Allocation of citywide costs to all departments in the city using a citywide CAP 2. Allocation of PW administrative costs (10117601) to PW functions using a departmental CAP 3. Development of an indirect cost rate for fund 86 operations using a ICRP 4. Calculation of full cost hourly rates for staff members in fund 86 design and construction �•�� M/'_T CITY OF SANTA ANA, CALIFORNIA I MARCH 8, 201.8 CONSULTING GROUP RFP NO 18-0231 1 PROPOSAL FOR COST ALLOCATION PLAN / ISF ALLOCATION STUDY : PAGE 8