June 18, 2024
Finance Department
DATE: June 18, 2024
TO: Mayor Martinez and Members of the City Council
FROM:
LaShonda White, Deputy City Manager
Andrea Miller, Director of Finance
Ranjana Maharaj, Deputy Director of Community Services
Antonio Banuelos, Accounting Manager
Subject:
Contract with BerryDunn for Recreation Fee Study
FINANCIAL IMPACT: The cost for this contract is included within the approved FY 2023-24 and proposed FY 2024-25 General Fund
Non-Departmental Budget (01917090-400201).
PREVIOUS COUNCIL
ACTION:
N/A
STATEMENT OF THE
ISSUE:
Staff requests approval of a contract with BerryDunn to prepare the Recreation Fee Study.
RECOMMENDED ACTION:
APPROVE a contract with BerryDunn, in an amount not to
exceed $50,000, to provide a Recreation Department Fee
Study with a term beginning July 1, 2024, and ending
June 30, 2025 – Finance Department (Andrea Miller/
Antonio Banuelos 510-620-6741).
AGENDA
REPORT
June 18, 2024
DISCUSSION:
Per City Council direction on June 27, 2023 (Item Y.1), the Finance Department issued a Request for Proposal (RFP) to find a qualified firm to conduct a study for fees included in Recreation's portion of the City's Master Fee Schedule. The existing fees for Recreation services have not been updated for several years. The City of Richmond aims to determine the true cost of services provided by the City to the community for the use of recreation programs and the use of parks and facilities. Richmond’s facilities, parks, and services must be utilized; therefore, establishing user fees at appropriate levels is important to ensure that Richmond residents can access these amenities and services. In addition, the City Council may elect to provide a greater general fund subsidy to offset user fees. The information in this report will enable staff to plan better and, ideally, expand the services offered to the community.
The RFP was posted on the City’s Bids Online system, where 1,113 vendors were notified, and 20 vendors downloaded a copy. Three proposals were received before the RFP deadline, and all were determined compliant. Proposals were submitted from Willdan Financial, Matrix Consulting Group, and Berry, Dunn, McNeil, & Parker, LLC (BerryDunn).
An evaluation panel consisting of Finance and Community Services staff convened and reviewed the three proposals based on the selection criteria outlined in the RFP. The total points for the three proposers were very close; however, when interviewed, BerryDunn stood out primarily for their focus and expertise around Recreation Department services and analysis.
Recreation Department Fee Study RFP
REQUEST FOR PROPOSAL RATING MATRIX
Interview Rating Matrix Rater 1 Rater 2 Rater 3 Rater 4 TOTAL
1. BerryDunn 90 90 95 98 373
2. Matrix 70 83 80 90 323
3. Willdan 70 80 77 95 322
The proposed contract uses BerryDunn to conduct the City of Richmond’s Recreation Department’s Fee Study. The scope of services provided under this program is designed to produce reports used in updating the Master Fee Schedule to help better capture City costs in providing recreation services and/or better understand the amount of General Fund subsidy needed when fees are not set to capture 100 percent of the cost required to provide services. The cost to perform this work is shown below by task.
June 18, 2024
Task Cost
1. Project Initiation and Management $3,700
2. Cost of Service Analysis and Fee Study $10,500
3. Cost Recovery Philosophy and Cost Recovery
Targets $16,250
4. Peer Comparisons $5,200
5. Draft Findings and Recommendations $3,200
6. Final Findings and Recommendations $7,500
Sub-Total $46,350
Travel estimated, billed only as incurred $3,000
Total with Additional Costs $49,350
ATTACHMENTS:
Attachment 1 - Contract Agreement
Attachment 2 - Request For Proposals
Attachment 3 - BerryDunn Services Proposal
Attachment 4 - BerryDunn Cost Proposal