Collaboration and Planning The awarded Offeror shall meet with City staff virtually to refine project scope, goals, and schedule. The awarded Offeror shall review existing data and processes to understand City operations. Cost Allocation Methodology The awarded Offeror shall provide the following: Develop a cost allocation model using the most recent budget data to determine full-service costs. Allocations to include General Fund administrative fees, IMS Fund, Fleet fund and Risk Fund. City will provide all necessary data and reports, including time studies and any other required information. The model may be in any format as long as the City can update the model and create scenarios in the model. Ensure the model allows for future updates and adaptations by City staff. Consider hypothetical service scenarios to evaluate potential future costs. Cost Allocation Analysis: The awarded Offeror shall provide the following: Identify direct, indirect, and overhead costs associated with each City fund. Allocate costs to appropriate departments and programs based on established methodologies. Prepare detailed reports and documentation for cost allocation activities. Implementation and Support: The awarded Offeror shall provide the following: Present the Study to City Administration and Council. In person presentation is preferred but not mandatory. Train City staff virtually on utilizing and maintaining the cost allocation model. Provide ongoing consultation regarding the Study and any necessary adjustments. Deliverables The awarded Offeror shall provide the following: Develop a Study that accurately reflects the City's departmental costs and service delivery and outlines the City's cost allocation methodologies, cost allocation model, and detailed cost allocation results. Ensure the Study complies with applicable laws, regulations, and best practices. Presentations: Presentations tailored for City Administration and Council explaining the Study findings and recommendations. Training: One (1) virtual training sessions for City staff on using and maintaining the cost allocation model and provide job aids for City staff. Ongoing Support: Consultation with City staff on any questions or challenges arising from the Study. Milestones Milestones will be negotiated with the awarded Offeror in the resulting contract. RFP Process: December 2024 – January 2025 Contact Commencement: January 2025 Meet with City staff Develop Study and finalize model Present to City Administration and Council for the FY27 Budget Train Staff
