Title
Planning and Development Fee Study - RFP 17-122 (Ordinance S-43907)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with MGT of America, LLC to provide consulting services to review and evaluate fee schedules and methodologies used to assess fee structures for the Planning and Development Department. The aggregate value of the contract will not exceed $390,000. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The contract will allow the City to utilize fee study services, which include development, zoning, historic prevention and annexation fees. This will include a review of accepted industry practices and comparable jurisdictions, identification of common fees for services not being charged, and existing fees that are unusual or obsolete. The study will include a full cost of services analysis and development of activity based on costing procedures. The consultant will recommend a cost recovery fee model that ensures the Planning and Development Department has sufficient funds to cover continuity of services though normal economic and development activity cycles, future capital needs, and staff to fulfill prior commitments for services paid but not rendered. The consultant will also recommend revisions, additions, and deletions to the fee schedule/structures and the targeted funding on hand. Part of the services will include a cost recovery goal, a fee policy that provides for periodic reviews and adjustments, and improvements and efficiencies to cost recovery reporting.
Procurement Information
Request for Proposals (RFP) 17-122 was conducted in accordance with Administrative Regulation 3.10. There were three offers received by the Finance Department's Procurement Division on July 7, 2017. The proposals were scored by a five-member evaluation panel based on the following criteria: Understanding and Project Approach (250 points); Experience and Qualifications (250 points); Project Schedule (200 points); Staff Capabilities and Assignments (200 points); and Cost (100 points). The offers were scored as follows:
MGT of America, LLC: 822 Points
Berry Dunn McNeil & Parker, LLC: 590 Points
Raftelis Consultants, Inc: 585 Points
The Deputy Finance Director recommends that the offer from MGT of America, LLC, be accepted as the highest-scored, responsive and responsible offer that is most advantageous to the City.
Contract Term
The five-year contract term will begin on or about Nov. 1, 2017.
Financial Impact
The aggregate value of the contract will not exceed $390,000, with an estimated expenditure of $190,000 for the initial year, and will not exceed $200,000 for the remaining four years. Funds are available in the Planning and Development Department's operating budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Mario Paniagua and the Planning and Development Department.