Item 19 - Agreement for Indirect Cost Allocation Plan and Internal Service Fund Cost Allocation Methodology

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(9) EXHIBIT A - SCOPE OF WORK CITY OF SANTA ANA EXHIBIT I SCOPE OF SERVICES Consultant shall perform services as set forth below. A. General Planning and Reporting Before commencing work, Consultant shall meet with the City Staff Team to: clarify the intended goals and purpose(s) of the Project; discuss perceived issues; gain an understanding of City operations; and establish responsibilities. During the course of the Project, the City may request periodic progress reports. In addition, Consultant shall immediately notify the Finance Director of any encountered problems. To assure timely availability of staff and other resources, Consultant shall submit a viable work plan to the Finance Director along with a written request for documents and schedules to be prepared by staff, and the dates by which such items are required. The following Plans should be developed and updated annually for a three-year period beginning with the fiscal years ending June 30, 2026 through June 30, 2028, with a provision for one two-year renewal period for the fiscal years ending June 30, 2029 through June 30, 2030. B. Citywide Indirect Cost Allocation Plan i. Develop a full cost Citywide Indirect Cost Allocation Plan in accordance with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR Part 200) , which will be used to recover the General Fund costs of providing services to various City programs and departments. ii. Present a preliminary Citywide Indirect Cost Allocation Plan to City staff and modify as necessary. iii. Prepare a final Plan and provide an electronic copy in PDF and Excel format to the City. iv. Present the Cost Allocation Policy to City staff and modify as necessary. V. Consult with City staff should the need arise to defend the Plan as a result of audits or other challenges. C. Internal Service Funds Cost Allocation Methodology i. Review programs and services provided by each Internal Service Fund. ii. Identify all inter -agency customers. iii. For each Internal Service Fund, develop a full cost allocation methodology for distributing annual costs to inter -agency customers. iv. Recommend best practice guidelines related to annual reconciliation of actual costs for services rendered. V. Provide an electronic copy of the final methodology and related schedules and documentation in a format that can be edited and updated by City staff to accommodate changes in the organization or changes in costs. vi. Consult with City staff should the need arise to defend the Methodology as a result of audits or other challenges. City of Santa Ana RFP No. 24-059 Page 18 of 33