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12. SCOPE OF SERVICES AND SCHEDULE As a result of our experience over the past 5 years with Santa Ana Public Works, this scope of work has been refined, tested and proven. While this is true, we never staystatic and are always workingto improve our methods, presentations, and formats. The project schedule Is aggressive given the vast amount of project data that Is required, the number of reviews necessary and the heavy demand placed on the project by state requirements. MGT is committed to meeting this schedule, the stated scope of services and allowing for an early submission to Caltrans. The following detailed work plan provides the step by step process proposed for this project. Meet with city personnel who have responsibility or a high interest In the cost allocation plan project. This meeting will refine the specific objectives, requirements, measurements, and schedule of the project. • s •® • • Conduct an initial and Introductory training session with key city personnel and project stakeholders. Project consultants will work with city personnel to establish the objectives, content, and list of attendees for this meeting or presentation. This session is vital to successful project results including approval by operating department officials. Agenda items for these meetings or presentations could Include: • Review the project scope, objectives, and schedule. • Review available financial and allocation data. • Summarize the purpose for calculating the cost allocation plans. • Review example summary reports produced by the project. • Discuss example applications produced by the project, • Review and confirm the federal and/or state requirements. • Address potential areas for additional direct or indirect cost recovery. Continue collection and review data such as organization charts, expenditure statements, budgets, personnel counts, salary reports, and time keeping statistics. Project consultants will work with city personnel to develop and gather the needed data in the most efficient way possible. The review of this data will provide the structure for the cost allocation plans Including the determination of allocating and receiving departments. Meet with managers and staff of 601, 611 and 612 to determine the allowable expenditures, services provided, charge backs or direct bills, personnel providing the services, the recipients of the provided services, and appropriate transaction data. 40#4 M GT CITY OF SANTA ANA, CALIFORNIA I MARCH 8, 2018 PAGE 13 CONSULTING GROUP RFP NO. 18.0232 1 PROPOSAL FOR COST ALLOCATION PLAN ISF ALLOCATION STUDY