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"Clty of Santa Ana f California " <br />ik <br />.i r <br />Document Task 1: Initial <br />Objective: Initial due diligence; obtain study- related data. <br />Description: Prior to the kick -off meeting, we will obtain and review relevant documentation to further <br />enhance our understanding of the services, fees, and rates to be <br />We will refresh the model created in the original study, and discussion any proposed changes <br />in approach from before. We will also request a copy of the City's updated cost allocation plan <br />model or other available data and methodology used by the City for allocating Internal <br />overhead costs. A written request for data will be sent to the City. Please Note that Time Survey <br />data is not part of this request and will be gathered during the on -site interviews described in <br />Task 5. <br />We will request updated information and documentation on current fees and fee programs, <br />activity levels, and budget and staffing information (to the extent not already available) related <br />specifically to programs and activities which have associated fees, and for which the City has <br />this level of detail. <br />D0verables: Wilidan: Submit information request to City. <br />City: Provide requested data to Willdan (prior to Task 3, Kick -off Meeting /Refine Scope). We <br />will follow up with the City to confirm receipt of requested data and information, and highlight <br />data elements that are outstanding. <br />Task 2: Compile <br />Objective: Wilidan will identify the updated schedule of fees and methodology for calculating the full cost <br />of providing services. <br />Description. Based on the results of the initial document request and independent research, incorporate <br />into our model the existing fees, provided by the City, to comprise the parameters of the fee <br />study. <br />Meetings: It is possible that a conference call with the City will be necessary, to discuss new fees to <br />implement or existing fees that may no longer be required. <br />Deliverables: Wilidan: One (1) draft list of current fees based on initial data provided (to be discussed and <br />finalized during the kick -off meeting). <br />City: Review completed fee schedule with comments /revisions to be discussed at kick -off <br />meeting. <br />Task 1 Kick-off Meeting/Refine ..- <br />Objective: Confirm project objectives. Identify and resolve policy issues typically raised by a fee study, <br />address gaps in data, and refine appropriate existing or new fee categories (based on Task <br />2). <br />Description: Verify our understanding of the City's goals, the City's cost - recovery policy for user fees, and <br />to fill any gaps in data /information necessary for the project. It is important for the City and <br />Willdan to identify and address any foreseeable problems and maintain open communication <br />throughout the process. <br />During this call, we will ask that the City identify a project manager who will serve as the primary <br />contact for the project. The project manager shall have responsibility for ensuring that all <br />available data is provided in a timely manner, thereby maintaining adherence to the project's <br />schedule. <br />Meetings: One (1) project kick -off meeting, to initiate the project, discuss data needs, and address policy <br />issues. <br />Deliverables: Willdan: 1) Revised project scope and schedule (if needed); and 2) brief summary of policy <br />decisions (if needed). <br />City: 1) Provide further data needs; and 2) determine /introduce City's project manager. <br />V 'gg� &, <br />1 Comprehensive. Innovative, iYUSted. 14 City of Santa Ana <br />User reeStudy <br />250 -18 <br />