City of Richmond, California
Request for Proposal
1 CITY OF RICHMOND, CALIFORNIA
FINANCE DEPARTMENT
REQUEST FOR PROPOSALS
COST ALLOCATION PLAN
PROPOSAL CLOSING DATE: OCTOBER 14, 2022
City of Richmond, California
Request for Proposal
2 OBJECTIVE
The City of Richmond is seeking a qualified firm/consultant to work with Finance Department and Richmond Rent Program staff to prepare the Full Cost Allocation Plans that adhere to both Government Code Section 50076 and Richmond Municipal Code Section 11.100.060(l). It is the City’s goal to establish and maintain well-documented, defensib le, and legally consistent Plans that can be used to recover indirect administrative costs.
The anticipated term of this contract will be for a period of t wo (2) years with an option of extending the contract for two (2) additional years upon mutual agreement of both parties. The City requires that the scope of work in this RFP be completed by February 13, 2023.
SCOPE OF SERVICES
The consultant will assist the F inance Department in preparing a full cost allocation plan. For purposes of this RFP, a Full Cost Allocation Plan shall mean a Plan which allocates all reasonably identifiable administrative overhead costs to receivers of thes e services within the organization.
All costs, whether acceptable for federal reimbursement purpose s or not, are considered in the results of this Plan. Cities typically apply this version of the plan as the internal budgeting tool for establishing overhead support costs at the department level. Additionally, the Full Cost Allocation Plan shall adhere to the requirements set forth below:
1. Full Cost Allocation Plan:
A. Meet with various departmental s taff, including Rent Program st aff, to conduct interviews as needed to gain an understanding of the City’s pra ctices and operations.
B. Develop a Full Cost Allocation Plan that:
Establishes a full cost alloca tion methodology for specific adm inistrative overhead costs that will properly reimburse the City’s General Fund for services provided by administrativ e departments, to departments and/or funds that receive services from the administration in support of conducting their operations.
Allows for additions, revisions, or removal of direct and indir ect costs so that the allocation plan can be easily adapted to a range of ac tivities both simple and complex.
Provides the ability to continuously update the plan from year to year to accommodate organizational changes.
Apply the plan as an internal budgeting tool for establishing o verhead support costs at the department level.
Adheres to both Government Code Section 50076 and Richmond Municipal Code Section 11.100.060(l), to gain a full comprehensive understanding of Special Revenue Fund requirements and how allocated costs apply t o expenditures for specific purposes.
Review and provide a plan for the City’s Cost Pool Allocation f or General Liability Insurance (Object Number - 400574) that was prepared and City of Richmond, California
Request for Proposal
3 provided by the Human Resources Management Department Risk Management Division.
Review and provide a plan for the City’s Fringe Benefits Alloca tion for Worker Comp – Clerical and P rofessional (Object Number – 400121 and 400122) that was prepared and provided by the Human Resources Management Department Risk Management Division.
C. Assist the Finance Department in presenting the draft Plan to selected City staff and the City Council if needed.
D. Provide the City with five bound and one unbound copy of the final cost allocation plan; as well as an electronic copy of the final version, including related schedules and cost documentation in Excel format so it can be updated and/or edited by City staff.
TIMELINE
The tentative time schedule for completing this project is as follows:
1. Proposal deadline…………………..........................................…….…….October 14, 2022
2. Proposal evaluations……………………..................................................October 17, 2022
3. Firm/consultantselection…………………….............................................October 24, 2022
4. Contract joint approval by Rent Board and City Council…………........ November 15, 2022
5. Start of project…………………………….....................................…...November 28, 2022
6. Completion of project………………………............................…............February 13, 2023
FORMAT OF PROPOSAL AND SELECTION PROCESS
A selection committee, that is comprised of both City and Rent Program staff, will review all proposals using a specific set of evaluation criteria to determine which firm(s) to select for further consideration. Depending on the qualifications of the consulta nts and pursuant to the sole determination of the selection committee, the City may elect to conduct a final interview process.
To simplify the selection committee review, your proposal shall be limited to a maximum of 15 pages, and your proposal should closely follow the format outlined below:
1. A statement of your firm’s capabil ity to perform the required s ervices and a summary of experience in providing the services on similar projects, inclu ding any prior experience conducting cost allocation studies for special revenue funds.
2. Specify key staff members assign ed to this project, including a summary of their experience related to the work described in this RFP.
3. A detailed description of the pr oposed Work Plan for performing the required services, including timeline and a description of activities and deliverables.
4. A fee schedule categorized by staff positions. Include additio nal charges for sub- consultant’s services and reimbursable expenses.
5. A list of references for similar projects, including names of contact persons and telephone numbers and/or email addresses.
City of Richmond, California
Request for Proposal
4 EVALUATION CRITERIA
The selection committee will evaluate, and rate proposals based on the following criteria:
Evaluation Criteria Maximum Points
1. Qualifications
Capability to perform the work within the designated time frame;
Description of proposed work plan for performing
required services;
Overall quality of statement of qualifications;
Length of time in business.
35 2. Experience
Past experience developing full cost allocation plans; Past experience developing cost allocation plans that involved rent control jurisdi ctions and/or other special revenue funds.
Qualifications and experience of key personnel dedicated to performing the scope of work.
30 3. References
References from other agencies for which this type of work was done.
10 4. Fee Schedule
Total cost for completing this project;
Break-down of cost categorized by staff positions;
Inclusion of additional charges for sub-consultant services and reimbursable expenses.
25 Total Potential Points 100
These items are not listed in order of importance. The selection committee will evaluate proposals on their overall response to the specific needs of this RFP. General information not related to the conditions required in this RFP shall not be included in your p roposal. The City may conduct a final interview of the top-ranking firms before the selection c ommittee makes its final selection.
The selection committee will r ecommend to the City Council that a contract be awarded to the highest-rated firm.
City of Richmond, California
Request for Proposal
5 SUBMITTAL OF PROPOSAL
Electronic Proposals shall be submitted via the City’s secure online bidding system. All required sections of the proposal must be submitted via the website. Contractor is solely responsible for “on time” submission of their electronic proposal. The Bid Management System will not accept late proposals and no exceptions shall be made. Contractors will receive an e-bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those proposals that were transmitted successfully.
Proposals will be accepted until 4:30 p.m., Friday October 14, 2022. Proposals received after the deadline will not be accepted.
Questions Concerning Request for Proposals
All questions must be submitted via the electronic BidsOnline s ystem on the Q&A tab by 10:00 am PST, on October 5, 2022. If the City finds it necessary to i ssue an addendum, prospective Offerors will receive e-mail not ification of addendum. Otherwis e, answers to questions received will be provided on the Q&A tab and notification will be sent by October 7, 2022.
Interested parties may download copies of the above mentioned p roposal by visiting the City’s website, www.ci.richmond.ca.us/bids. To download RFP, new vendors will be required to register.
Once the prospective Offeror dow nloads any documents relative t o a solicitation, th at Offeror’s name will appear on the Prospective Bidders list for that project and will be notified of any addenda issued for this RFP.
The City reserves, at its sole discretion, the following options:
1. To waive any technicalities or immaterial irregularities in the submittals.
2. To prepare and issue such amendments and addenda to the RFP pri or to the receipt of the submittals that may change all or any portion of the work.
3. To postpone or change the date for receipt of the submittals or any other deadlines specified in the RFP.
4. To conduct investigations with regard to the information provided by each applicant.
5. To accept or reject any and all submittals in whole or in part.
6. To cancel this RFP process at any time, or to invalidate this RFP and issue a second RFP.
All submittals received to this RFP shall become the property of the City and will not be returned. Subject to California law relating to access to public records, the City may be required to publicly disclose all submitted information and materials to third parties requesting such information.
City of Richmond, California
Request for Proposal
6 Exceptions to this Request for Proposals
The proposer shall state whether or not it takes exception(s) to this RFP, including but not limited to the City of Richmond’s Standard Services Agreement – RFP (Attachment A). If the proposer does take exception(s) to any portion of the RFP or contract, the specific portion to which exception(s) is taken must be identified by section number and explained. Requests for changes or additions to sections of City of Richmond’s Standard Services Agreement must be shown by requesting deletion of specific words and/or by providing new requested contract language. Requests for complete replacement of the City of Richmond’s Standard Services Agreement for another contract will not be granted. Failure to make exceptions to the RFP or Standard Services Agreement within the proposal will be deemed a waiver of any objection.
Exceptions will be considered during the proposal evaluation process.
Insurance Requirements
The City of Richmond requires consultants doing business with it to obtain insurance, as shown in this RFP (Attachment B). The required insurance certificates must comply with all requirements of the standards as shown and must be provided within fifteen (15) days of issuance of the Notice of Intent to Award and prior to the commencement of any work on the Project.
Business Licenses
The successful Contractor will be required to hold or to obtain a City of Richmond business license for which the fee will not be waived.
Sanctuary City Contracting Ordinance (SCCO)
The Richmond Sanctuary City Contracting Ordinance No. 12-18 (Attachment C) prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Proposers must submit the attached Sanctuary City Compliance Statement with their Proposal. (Attachment D)
Limited Liability Company Disclosure Statement (LLCS)
Resolution No. 86-21 (Attachment E), approved by City Council on July 6, 2021, requires disclosure of the identities of beneficial & responsible owners of Limited Liability Corporations (LLC). Proposers must submit the attached Disclosure Statement of Limited Liability Companies Form with their Proposal (Attachment F).
ATTACHMENTS
Attachment A - Standard Contract (sample)
Attachment B – Insurance Requirements
Attachment C – Richmond Sanctuary City Contracting Ordinance Attachment D – Sanctuary City Compliance Statement
Attachment E – Limited Liability Company Resolution
Attachment F – Limited Liability Disclosure Form