25A - AGMT COST ALLOCATION PLAN - Laserfiche WebLink

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Agreement with MGT of America, Inc., for Cost Allocation Plans and Internal Service Fund Allocation Study May 1, 2018 Page 2 set each year based on a historical assessment of, services provided by the Division. A formal Fund Allocation Study will ensure that the annual cross charges accurately and equitably allocates the true costs of the Division programs and services. The results of the study will be used in preparing future Public Works Agency annual budgets. On February 22, 2018, the Public Works Agency released a Request for Proposals (RFP) on the City's website and PlanetBids, seeking consultant services to prepare engineering services Cost Allocation Plans for Fiscal Years (FY) 2016/2017, 2017/2018, and 2018/2019, and an Internal Service Fund Allocation Study of the Public Works Administrative Services Division Internal Service Rate calculations. According to PlanetBids data, a total of 21 prospective bidders downloaded the RFP. On March 7, 2018, two proposals were received and subsequently evaluated by a selection committee comprised of staff from the Public Works Agency for content and responsiveness to the RFP. Each firm was rated according to its firm/team experience, understanding of need, relevant project experience, schedule, and proposed cost and pricing data. The following is the list of firms and their respective evaluation scores: Rank Firm Score 1 MGT of America, Inc. 92.2 2 Matrix Consulting Group 83.6 The proposal by MGT of America, Inc., met all the evaluation criteria and required services listed in the RFP. Because of their ranking, qualifications, project experience, and scope of work understanding, their proposal was found to provide the best value for the requested services. Staff therefore recommends that the top firm, MGT of America, Inc., be retained to provide consulting services to prepare 2 CFR Part 200 compliant Cost Allocation Plans necessary for state and capital improvement project reimbursement, and to complete an Internal Service Fund Allocation Study for the Public Works Administrative Services Division for a fee in an amount not to exceed $151,825, based on the schedule of rates and fees incorporated into the agreement (Exhibit 1) to perform the services detailed in the Agreement Scope of Work (Exhibit 2). STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #6 — Community Facilities & Infrastructure, Objective #1 (establish and maintain a Community Investment Plan for all City assets), Strategy G (develop and implement the City's Capital Improvement Program in coordination with the Community Investment and Deferred Maintenance Plans). ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. 25A-2