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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />APRIL 18, 2017 <br />TITLE: <br />AGREEMENT WITH WILLDAN <br />FINANCIAL SERVICES FOR <br />PREPARATION OF A USER FEE STUDY <br />{STRATEGIC PLAN NO. 4,3D) <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ <br />As Recommended <br />❑ <br />As Amended <br />❑ <br />Ordinance on 1" Reading <br />❑ <br />Ordinance on 2nd Reading <br />❑ <br />Implementing Resolution <br />❑ <br />Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the City Manager and Clerk of the Council to execute a consulting services agreement <br />with Willdan Financial Services for a two -year term beginning April 18, 2017, and ending April 17, <br />2019, to prepare a User Fee Study, for a total amount not to exceed $36,000, subject to <br />nonsubstantive changes approved by the City Manager and City Attorney, <br />DISCUSSION <br />The City charges user fees for specific services and programs to recover costs to provide those <br />services. Best practices require that agencies periodically analyze and update the fee rates in <br />order to ensure appropriate cost recovery. The last comprehensive cost of services study was <br />undertaken in 2008. The new User Fee Study will ensure that the City is accurately accounting <br />for the true cost of providing various programs and services for City - provided services and <br />operations. It is the City's goal to have a well- documented and defensible analysis that will <br />identify labor, material, and overhead rates to be used in the calculation of fees to be charged for <br />a variety of user fees, including plan checking, permits, City facility usage; and to develop user <br />fees that comply with Proposition 218. <br />Staff released a Request for Proposals on May 18, 2016 and received three proposals from firms <br />specializing in local government financial analysis. A selection committee comprised of staff from <br />the Public Works Agency, Planning and Building Agency, Finance and Management Services, <br />and the Police Department reviewed the proposals and rated each firm based on a number of <br />criteria: demonstrated knowledge and capabilities, experience, proposed approach, project rates <br />and fees. Of the three firms, two met the selection committee's minimum criteria and were <br />interviewed with the final results as follows: <br />Rank <br />Firm <br />Average Score <br />1 <br />Willdan Financial Services <br />95 <br />2 <br />MGT J <br />87 <br />250 -1 <br />