Item 30 - Agreement for Public Works Cost Recovery Analysis Services

Home Browse Search

hourly rate calculations comes directly from time sheets and time keeping systems. These systems are more than the transactional effort of entering hours per project into time sheets. To have a defendable hour rate study, the following steps need to be built: Starting with the end in mind - for a department in the city to recover maximum costs for services they provide - a process must be developed to track and then charge for each step that was taken to provide that service. This process, for many services provided by the city, is directly tied to how many hours each service is required. There are specific rules and requirements that dictate how these hours are tracked and then charged. Through analysis and interviews, we will determine the number of annual billable hours each staff position can reasonably do. This will be dependent on the type of work each person is responsible for. Administrative, clerical, supervision related positions will have fewer billable hours than a front- line engineer or inspector. Each position will be reviewed, and a "target" number of billable hours will be developed. Once those targets are established, that process must Billing Hours Annual Target Develop an individual annual target Analyze Monthly Does each month's actual data support the forecast? Solid data = Equals solid Results Consistent monthly review will ensure success merge with the EW systems used by the city to input and then track Time Keeping System Adjust Recover Costs those hours. Ensure all systems will support No forecast is perfect - be 12 Months of work will result in Each month, the the end goals flexible maximum cost recovery system will report back how the targets are begin met and adjustments can be made to fine tune those targets. At the end of 12 months, reliable data that meets Caltrans requirement will become the basis for the full cost recovery of Caltrans funded projects. This is a key step - one that will drive the entire success of cost recovery for a major section of the city's cost recovery goals. We are confident that we have technical skill to make these calculations and that we have the management skills to develop processes that define repeatable steps that city staff can follow to obtain long term reimbursement of city costs and coach and guide city staff through any challenges that may arise. III. User Fees. A dominant part of the study will be the review of the "traditional" development related user fee service provided by most California cities. The cost of these services are recovered by permit fees that may be fixed in nature - based on an average estimate of time and the full cost of that time - or recovered by a variable measure - based on size, either valuation or square footage. We are Government Consulting Partners �j City of Santa Ana PW Proposal 8 1111_ll