b BerryDunn
PROPOSAL
BerryDunn
2211 Congress Street
Portland, ME 04102-1955
207.541.2200
Chad Snow, Principal
City of Richmond [email protected]
Jesse Myott, Project Manager
[email protected]
Recreation Department Fee Proposal Submitted On:
January 26, 2024
Study
berrydunn.com
Table of Contents
1. Letter of Transmittal ...1
2. Firm Background and Experience ...3
3. Qualifications and Experience of Key Personnel/Team ....7
4. Methodology Section. ... 10
5. Fees / Costs .... 17
6. References ... 18
7. Requested Exceptions. ... 19
Appendix A. Resumes ... ...20
b BerryDunn Table of Contents I il
1. Letter of Transmittal
January 26, 2024
City of Richmond
Attn: Antonio Banuelos
450 Civic Center Plaza
Richmond, CA 94804
Dear Antonio Banuelos:
On behalf of Berry, Dunn, McNeil & Parker, LLC (BerryDunn), thank you for the opportunity to submit this proposal in response to the City of Richmond's (the City's) Request for Proposals (RFP) for a Recreation Department Fee Study.
BerryDunn is an independent management and consulting firm that has experienced sustained growth throughout its 50-year history. Focused on inspiring clients to transform and innovate, we formed a specialized practice dedicated to serving the needs of clients in the parks, recreation, and libraries industry. BerryDunn's Parks, Recreation, Libraries Practice provides cost of service analysis, fee analysis, operational and management analysis, feasibility studies, pro forma development, programming and financial analysis, master and strategic planning, and more- offering clients deep expertise built upon decades of experience working in and with agencies on comparable projects.
We deliver exceptional experiences to organizations like the City as they seek to achieve their visions, offer innovative services and facilities to their constituents, and determine the actions necessary to make consistent progress toward desired outcomes.
Understanding the City's Needs
The City of Richmond recognizes the positive impact quality parks and recreation offerings can have on the physical, mental, and economic vitality of its growing community. Serving a diverse population of approximately 115,000 residents, the Recreation Department (Department) operates over 54 parks and 13 recreation facilities, including two aquatic centers and a convention center. In order to help maintain these parks, facilities, and the programs they host, the City must collect reasonable user fees. The City has not updated its existing fees in several years, during which time parks and recreation facilities and programs have faced increased demand. As such, the City seeks the support of a consultant who can conduct a Recreation Department Fee Study.
As the City seeks to determine full costs of service for its park and recreation programs, services, and facilities, BerryDunn will help establish a solid foundation for understanding the City's costs to provide services and help ensure associated fees for services reflect the appropriate level of cost recovery. As a result of the breadth and depth of our experience, we bring unique insights related to reviewing user fees for services like those in scope for the City and can effectively drive project success on the City's requested effort.
How BerryDunn Can Help
As you will read in our proposal, we have the experience, qualifications, and strong desire to support the City on this important initiative. In particular, we would like to highlight the following key qualifications offered by BerryDunn:
Our extensive experience conducting fee studies for parks and recreation departments We have had the privilege of providing fee study and cost recovery services to comparable parks departments throughout the country. Many of our larger parks and recreation master plans include cost recovery and financial analysis components, and our team members frequently speak at industry conferences on the topic of parks and recreation cost recovery. As a result, we understand the many factors and perspectives that must be considered when reviewing parks and recreation user fees as well as industry best practices and local and national trends.
b BerryDunn Letter of Transmittal | 1
Our team members' experience as former parks and recreation department directors The City will benefit from our team members' relevant, firsthand experience as parks and recreation directors for local governments throughout the country. We understand your goals, objectives, challenges, and daily commitments because we have served in similar roles. In particular, our project manager, Jesse Myott, has more than a decade of direct local government experience related to municipal finance and parks and recreation service delivery. Collectively, our team members have conducted numerous comparable cost of service and fee studies, prepared annual budgets, managed capital improvement funding, and more.
Our understanding that parks and recreation fees have real-world impacts We understand the importance of setting fee levels accurately to fund service delivery. At the same time, we balance this consideration with an understanding of the real-world implications that fees can have on external customers. With this in mind, we use standard cost accounting, activity-based costing, resource allocation methodology, weighted averages, and other standard analytical tools to determine the full cost of providing specific services. Additionally, we tailor our engagement efforts to determine customers' ability and willingness to pay while also balancing equity and access considerations.
As a principal in our Local Government Practice Group, I am authorized to bind BerryDunn to the commitments made herein. We have read the RFP and understand the conditions it contains. Our proposal is a firm and irrevocable offer valid for 120 days following the submission deadline of January 26, 2024. If you have any questions regarding our proposal or updates during the evaluation process, please consider me the City's primary point of contact and contact me directly.
Sincerely,
Chad Snow, PMP® | Principal and Chief Operating Officer 4722 North 24th Street | Phoenix, AZ 85016
207-541-2379 | [email protected]
Letter of Transmittal | 2
b BerryDunn
2. Firm Background and Experience
BerryDunn is a nationally recognized independent management and IT
FIRM NAME
consulting firm. As a Limited Liability Company formed in 1974 with 65 Berry, Dunn, McNeil & Parker, LLO principals and 34 owners, BerryDunn employs more than 885 staff across (BerryDunn) eight offices. Our Consulting Services Team has been serving state, local, and quasi-governmental agencies for over 30 years and includes more than 325 DATE FOUNDED staff members. From extensive project experience for more than 600 state, 1974 local, and quasi-governmental agencies, our team brings valuable perspectives to every engagement. Our firm provides a full range of professional services SIZE 885+ Employees
that supports our ability to complete tasks outlined by the City.
Additionally, our team members have prior experience leading state and local OFFICE LOCATIONS government agencies, providing them with an in-depth understanding of Portland, ME - Headquarters government operations, staffing needs, budgetary constraints, and the Bangor, ME business processes required to provide necessary services to the internal Manchester, NH divisions and the constituents the City serves. Waltham, MA Figure 1 illustrates the overall organization of BerryDunn's Local Government Glastonbury, CT Charleston, Wv
Practice Group. We provide unparalleled expertise and unique insights across Phoenix, AZ
these practices, supporting our clients in solving some of their biggest San Juan, PR
challenges and addressing opportunities to improve and plan.
OWNERSHIP
Figure 1: Local Government Practice Group Specialization Limited Liability Corporation (LLC)
34 Owners
MERGERS WITHIN THE PAST FIVE
YEARS
Rodman CPAs
VantagePoint Healthcare Advisors
Enterprise Organizational Parks, Recreation, Community Development Enterprise Digital Development Libraries and Utility Operations Transformation GreenPlay, LLC 00 Technology Health and Justice and
Management Community Services Public Safety
2.1. Introducing our Parks, Recreation, Libraries, Practice BerryDunn's Parks, Recreation, Libraries Practice offers clients expertise in parks, recreation, open space, and natural areas built upon decades of experience working in and with agencies on:
• Cost Recovery • Feasibility Studies
• Financial Analyses • Quality Assessments
Fee Studies • Master Planning
• Needs Analyses • Strategic Planning
All of our parks, recreation, and libraries consultants are former industry practitioners and seasoned advisors, and our proposed project team consists of professionals with many years of experience operating the assets the City manages.
Collectively, our team of more than 20 professionals have completed over 650 related planning projects, working with b BerryDunn Firm Background and Experience | 3
local, state, and national government agencies and private-sector organizations as they seek to transform and innovate.
Looking beyond the industry, we strive to deliver high-quality services by understanding expectations up front, developing a reasonable and achievable project approach, gaining concurrence on project tasks and timing, and using appropriate staff for each engagement. Supported by a wider team of over 325 consultants dedicated to serving nearly all aspects of local and state government, we offer a holistic approach to the City's initiative. It is through our firsthand experience in parks and recreation and our broader team's well-rounded perspective that we bring tailored insights and recommendations related to the government operations and community needs that impact every project.
2.2. Relevant Experience
In Table 1, we provide a representative sample of our team's experience conducting fee study, cost recovery, and cost allocation planning projects for various local government departments across the country. Many of these projects were completed as components of larger parks and recreation master plans. This well-rounded perspective will bring value to the City as it strategically plans for the coming years. BerryDunn's holistic approach will center both the City's personnel and the constituents you serve.
Table 1: Sample Experience of Services Provided Across Departments Department/Service Area Client Work Performed
Cattail Cove State Park, AZ Parks and Recreation Master Plan Charleston County, SC Cost of Service and Fee Study
City of Avondale, AZ Parks and Recreation Master Plan
City of Bozeman, MT Recreation Cost of Service Study
City of Cape Coral, FL Comprehensive Fee Study
City of Jefferson City, MO Cost Recovery Study/Plan
City of Ferguson, MO Cost of Service Analysis
City of Gilbert, AZ Parks, Recreation, and Open Space
Master Plan
City of Glendale, AZ Parks and Recreation Master Plan
City of Grapevine, TX Cost Recovery, Fee Study, and
Parks and Recreation Resource Allocation Plan
City of Lynchburg, VA Cost of Service Analysis
City of Mesa, AZ Cost of Service Analysis
City of Mobile, AL Cost Recovery Analysis
City of Pflugerville, TX Cost of Service and Fee Study
City of Raleigh, NC Cost of Service and Fee Study
City of Sanibel Island, FL Cost of Service Analysis
City of Tampa, FL Fiscal Analysis
City of Tempe, AZ Parks and Recreation Master Plan
City of University Park, TX Cost of Service Consulting
Coconino County, AZ Parks and Recreation Master Plan
Firm Background and Experience | 4
b BerryDunn
Department/Service Area Client Work Performed
Granville County, NC Parks and Grounds Cost of Service
Analysis
Howard County, MD Fiscal Analysis
Jackson County, MS Cost of Service Analysis
Town of Crestwood, CO Cost of Service Analysis
Town of Florence, AZ Parks and Recreation Master Plan
Town of Fountain Hills, AZ Parks and Recreation Master Plan Town of Queen Creek, AZ Cost of Service and Fee Study
Wilmette Park District Cost of Service Analysis
Alachua County, FL Building and Fire Permit Fee Study
City of Bozeman, MT Community Development Fee Review
Study
City of Gainesville, FL Building Permit Fee Study
City of Gainesville, FL Fee Schedule Update
City of Dallas, TX Comparative Building Permit Fee Study City of Fernandina Beach, FL Building Division Fee Study City of Homestead, FL Workflow and Comparative Fee Analysis City of Largo, FL Building Permit Fee Study
Community Development and Utility
City of Tucson, AZ Cost of Service Study and Fee Schedule Operations
Redesign
Manatee County, FL Building and Development Services Fee Study
Sonoma County, CA Fee and Cost Recovery Peer
Comparison
Town of Longboat Key, FL Comprehensive Fee Study
Town of Smithfield, RI Water Rate Study
Town of Smithfield, RI Sewer Rate Study
Travis County, TX Development Review Process and Fee
Study
Information Technology (IT) City of Irving, TX IT Department Cost Allocation Plan Citywide City of Villa Park, CA Fee and Rates Charges Study b BerryDunn Firm Background and Experience | 5
2.3. Our Commitment to the State
Our proposed team regularly supports parks and recreation agencies in the State and have recently completed projects with the City of Novato, City of Palmdale, Lake Tahoe Community College, San Luis Obispo County, and Stanford University.
Additionally, we have a strong understanding of the broader public-sector landscape throughout the State thanks to our work with the clients listed below:
• Bay Area Air Quality Management• City of Oxnard • Imperial County District • City of Palmdale Jurupa Area Recreation and Park California State University • City of Pasadena District California Western School of Law • City of Redding • Lake Tahoe Community College City of Alameda • City of Redlands Mt. San Antonio College City of Belmont • City of San Jose • Oceanside Public Library • City of Capitola • San Luis Obispo County
City of San Leandro
City of Corona City of Santa Cruz Santa Clara County
City of Coronado City of Santa Monica Santa Cruz County City of Fountain Valley City of Santee Santa Monica College City of Irvine • Sonoma County
City of Simi Valley
City of La Mesa City of Villa Park Sonoma Resource Conservation City of Livermore District
Claremont University Consortium
City of Long Beach • South Pasadena Public Library
• Sacramento Municipal Utility
City of Menifee District Southern California Library
Cooperative
City of Modesto • Coachella Valley Association of
Governments • Stanford University
City of Monterey Park
• Stanislaus County
City of Novato • Covered California
This-along with our involvement in the California Parks and Recreation Society (CPRS)-will help ensure we bring firsthand knowledge; insights; and industry, regional, and national best practices to this project. b BerryDunn Firm Background and Experience | 6
3. Qualifications and Experience of Key Personnel/Team
Our team members bring valuable perspectives from their experiences providing project planning, project management, business process improvement services, fee studies, and more. Figure 2 illustrates our team organization and leadership.
Figure 2: BerryDunn Team Organization
Chad Snow
Project Principal
City of
Jesse Myott
Project Manager
Davianna Humble Lisa Paradis
Business Analyst Cost Recovery SME
Oliver Amaya Rich Neumann
Business Analyst and Community
Engagement SME Engagement SME
3.1. Roles, Responsibilities, and Qualifications
Below and on the following pages, we provide details of our project team members' roles, responsibilities, and qualifications as it relates to the requested Recreation Department Fee Study. Our project team members' full resumes are included in Appendix A for the City's further review and consideration.
Jesse Myott, MA | Project Manager
Jesse is a manager in our Local Government Practice Group. He has over 12 years of public-sector experience, focusing on supporting local governments with operating and capital improvement budget development and management; special fund accounting, revenue and expenditure forecasting; customer valuation; and cost of revenue analyses for municipal programs and services.
Prior to joining BerryDunn, Jesse served as a financial analyst for the City of South San Francisco, California and as a management analyst for the City of Daly City, California. He is a former member of the California Society of Municipal Finance Officers (CSMFO).
Jesse has led multiple cost of service and cost allocation projects for local governments across the country. He specializes in conducting similar initiatives for parks and recreation, public works, and planning and permitting functions. He has conducted fee studies for such departments in the City of Tucson, Arizona; City of Bozeman, Montana; Travis County, Texas; City of Raleigh, North Carolina; and the Cities of Fernandina Beach, Largo, and Gainesville, Florida.
b BerryDunn Qualifications and Experience of Key Personnel/Team | 7 As the project manager, Jesse will:
Build and maintain a productive relationship with • Lead the analysis and development of project the City deliverables
Serve as the City's primary point of contact • Develop and maintain the Project Work Plan Lead our work and perform day-to-day project and Schedule management and staff oversight • Provide subject matter expertise Davianna Humble | Business Analyst
Davianna is a consultant in our Local Government Practice Group and an expert in public-sector budgeting and management analysis. In prior public-sector roles, she has managed $1 billion operating and $400 million capital budgets, reviewed funding requests, helped ensure funds were used in alignment with established strategies and expected outcomes, and provided programmatic counsel and analytical support to assist various departments. Davianna applies a solutions-oriented, customer-focused lens to all of her work and is skilled at conveying budgeting recommendations to leadership and community members.
As business analyst, Davianna will:
Support the development of project deliverables, lead the review of existing documents and data, and synthesize findings
Leverage her prior experience as a public-sector management and finance analyst Lisa Paradis, MBA, CPRP | Cost Recovery Subject Matter Expert (SME) Lisa is a manager in BerryDunn's Park, Recreation, Libraries Practices. She has more than 25 years of experience as a parks and recreation leader and served most recently as parks and recreation director for the City of Brookline, Massachusetts. Lisa has helped many organizations and communities embrace systemic challenges through action-oriented strategic planning and financial and organizational management. She regularly speaks at industry events and teaches classes on cost recovery and financial management.
As cost recovery SME, Lisa will:
Support our team in providing strong cost recovery recommendations, leveraging her experience as a parks and recreation practitioner and her understanding of trends and best practices, informed by active involvement in the National Recreation and Park Association (NRPA)
Rich Neumann | Community Engagement SME
Rich is a senior consultant in BerryDunn's Parks, Recreation, Libraries Practice. He specializes in parks, recreation, and cultural arts marketing, communications, and branding. He leverages his skills in these areas to connect with community members, staff, and partner agencies. He leads community engagement efforts that are nuanced and sensitive to the diverse needs of those involved. He has extensive public-sector experience, including, most recently as marketing and cultural affairs manager for the City of Westminster, Colorado. He is currently assisting with the Town of Gilbert, Arizona's Parks, Recreation, and Open Space Master Plan.
As community engagement SME, Rich will:
• Work with the City's project team to develop and execute a detailed community engagement strategy b BerryDunn Qualifications and Experience of Key Personnel/Team | 8 Oliver Amaya, PMP® | Business Analyst and Community Engagement SME Oliver is a consultant with BerryDunn's Parks, Recreation, and Libraries Practice. Before joining our team, he worked with the City of Corpus Christi, Texas Parks and Recreation Department as a special projects manager. In this role, he participated in a parks and recreation fee study for residential developers and another for the City's tennis center. He conducted research and benchmarking for both projects. Oliver is fluent in both Spanish and Portuguese, and since joining BerryDunn, he has contributed to multilingual community engagements efforts for several communities, including for Adams County, Colorado; Hyland Hills Parks and Recreation District, Colorado; Jurupa Area Recreation and Park District, California; and Oceanside Public Library, California.
As business analyst and community engagement SME, Oliver will:
Support internal and external stakeholder engagement activities, providing Spanish and Portuguese language translation and interpretation as needed
Support the development of project deliverables, lead the review of existing documents and data, and synthesize findings
Additional Support | The BerryDunn Network
BerryDunn's Consulting Services Group includes more than 300 consultants, including more than 80 Local Government Practice Group consultants who specialize in supporting public-sector clients.
As needed, our project team will draw on the support of our vast pool of business analysts and SMEs. These consultants will provide in-depth knowledge of various aspects of local government and support the project team with efforts related to fact-finding, research, and deliverable development. b BerryDunn Qualifications and Experience of Key Personnel/Team | 9
4. Methodology Section
4.1. Project Management Methodologies
To help ensure that project objectives are met, and initiation and completion of project work are conducted in a timely manner, each BerryDunn project is led by an experienced project manager who understands and utilizes project management best practices. Our Consulting Services Team employs project management best practices from the Project Management Institute's (PM|®'s) A Guide to the Project Management Body of Knowledge Guide (PMBOK® Guide). Figure 3 illustrates the standards of project management as defined by performance domains and project delivery principles that are critical for effective delivery of project outcomes.
Figure 3: Project Management Life Cycle
1 Team
Principle-Based Standards
2 Stakeholders • Stewardship
• Team
3 Life Cycle • Stakeholders
• Value
4 Planning • Holistic Thinking
Performance Domains • Quality
5 Navigating Uncertainty and Ambiguity Complexity
• Leadership
6 Delivery • Tailoring
• Opportunities and Threats
7 Performance • Adaptability and Resilience
• Change Management
8 Project Work
4.2. Work Plan
BerryDunn strives to be flexible when it comes to developing and executing an effective work plan. We understand that no two projects are exactly alike, and our past clients have appreciated our willingness to adapt to their needs. This mindset plays a foundational role in how we measure the success of our portfolio of similar projects.
Our approach to preparing the City's Recreation Department Fee Study is outlined below and designed to incorporate consistent project management best practices with each of the City's key deliverables and tasks. Our intent is to work with staff to help ensure we make the best use of your time. Ultimately, consistent collaboration can help promote buy- in and understanding for final recommendations.
You can expect our approach to include the following attributes:
• A methodology based on our extensive experience conducting similar cost of service, cost recovery, and fee studies
• Quality assurance processes that incorporate the City's review and approval of all deliverables • Built-in project management best practices that focus on keeping the project on time, on budget, and progressing at a healthy pace for the City's stakeholders to give input in the information gathering and fact- finding process and understand final recommendations
b BerryDunn Methodology Section | 10
Figure 4 presents an overview of our proposed approach to completing the City's desired scope of work.
Figure 4: BerryDunn's Proposed Approach
1. Project 2. Cost of Service 3. Cost Recovery 4. Peer | 5. Draft | 6. Final Initiation and Analysis and Fee Philosophy and Comparisons Findings and Findings and Management Study Cost Recovery Recommendations Recommendations Targets
Task 1. Project Initiation and Management
To establish a strong foundation for the project and help ensure a high-level of quality and communication throughout the engagement, we will utilize project management best practices based on PMI®'s PMBOK® Guide and our experience conducting similar projects with municipal and county parks and recreation departments throughout the country.
The City can expect our team to complete the following project activities:
• Conduct thorough project planning. This will include an initial planning teleconference between BerryDunn's team and the City project team to confirm project goals, objectives, and expectations. Following the teleconference, we will develop a detailed. Project Approach and Schedule, which we will review and finalize with the City's project team.
Facilitate a virtual kickoff meeting. Following the initial planning call, we will conduct a virtual kickoff meeting with the City's project team and identified stakeholders to discuss in greater detail the relationship of the current fees and charges environment, current cost recovery levels and revenue requirements, and applicable Department and citywide goals and initiatives. • Review existing data and documentation. One of the most important elements of this process will be our team's ability to gain a breadth of knowledge about plans, structure, and operation of the Department, as well as the staff and the City parks and recreation community of users. To start the process, we will submit an information request to the City project team to gather applicable documents and data including but not limited to current fee schedules, lists of existing activity, program, permit, and service types and associated annual volumes, revenue and expenditure budgets and reports, reserve balance reports (if applicable), detailed revenue reports by activity, program, permit, and/or service type, organizational charts) and staffing rosters, personnel salary and benefit data, and other documentation deemed important to the study.
Lead Biweekly Project Status Meetings. These meetings will describe activities and accomplishments for the reporting period, risk mitigation, deliverable reviews, scheduling discussions, and more.
Deliverable 1. Project Approach and Schedule
Deliverable 2. Biweekly Project Status Meetings
b BerryDunn Methodology Section | 11
Task 2. Cost of Service Analysis and Fee Study
During Task 2, our project team will virtually interview staff and stakeholders and review applicable fee schedules, budgets, and financial reports. We will use this information to understand and assess the Department's current fees and charges environment. We will examine the customer service culture, perform. a personnel review, and develop an initial cost of service model. Our goal will be to identify key direct and indirect resources related to Department service delivery. We will then project total cost and calculate cost recovery per core activity, program, permit, and service category, per activity, program, permit, and service type, and where applicable, as the data allow, for each specific activity, program, permit, and service the Department provides. We will develop recommendations and recommend fees consistent with identified revenue requirements, cost recovery targets, reserve fund balance levels (if applicable), policy elements, and community feedback.
The City can expect our team to complete the following project activities:
• Virtually interview staff and stakeholders to understand current processes and operations • Review the functions of the Recreation Department, including programs, events, facilities, and services • Review applicable fee schedules
• Review applicable operating and capital budgets
• Review revenue and expenditure reports (actuals)
Review personnel budgets
• Project the full cost for providing services
• Project the full cost for providing services by specific service category, specific service type, and/or specific service
• Recommend methodologies for calculating fees to satisfy revenue requirements and cost recovery targets, reserve fund balance level (if applicable), and to support specific policy elements • Provide recommendations where it is not feasible to recover the full cost of providing a service and also identify those instances where full cost recovery is attainable • Recommend fee for services the Department is currently providing but for which no fee is currently assessed
• Recommend methodologies and performance measures designed to capture and report on user input and feedback
• Create a detailed community engagement strategy-including virtual engagement options, methods of community involvement, key stakeholders, schedule for input meetings, and specific stakeholder interview and focus group questions, all developed with the City's culture and identity in mind • Facilitate up to five virtual community engagement meetings with English and Spanish speaking options Figure 5, on the following page, provides an overview of the information our project team will gather and how that will funnel into a cost model to determine cost of services. Figure 5 may not be inclusive of, or applicable to, all information reviewed and analyzed.
Methodology Section | 12
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Task 2. Cost of Service Analysis and Fee Study
Figure 5: BerryDunn's Cost of Service Analysis Approach Personnel, non-personnel, and administrative/overhead = applicable budes, rais service segments osall expenses; transfers out/capital outlay
Example specific fund expenditures
= Total government fund costs
General fund, debt service, capital projects
Example specific fund expenditures
= Total enterprise costs (if applicable)
Specific fund expenses: enterprise, special revenue
Example specific fund expenditures
= Total internal service costs
Indirect allocations
Total identified District cost: all applicable funds = Full cost to provide various activities, programs, permits/services
Deliverable 3. Cost of Service Analysis and Fee Study
Task 3. Cost Recovery Philosophy and Cost Recovery Targets During Task 3, our project team will virtually meet with applicable City staff and stakeholders to review and gain a detailed understanding of the current cost recovery philosophy framework. We will lead two virtual visioning sessions with select staff and stakeholders identified by the City's project team. The purpose of these sessions will be to gain perspective and understand the Department's current and future goals. These visioning sessions will build momentum and support for the success of cost recovery goal development, policy development, and additional future planning initiatives. We will utilize information from the visioning sessions to then make cost allocation recommendations and develop those recommendations to be consistent with cost recovery targets and fee levels recommended in Task 5, resultant from the cost of service analysis and fee study performed and community engagement feedback. Based on our extensive experience with cost of service analyses, we believe it is important to conduct these sessions to provide the opportunity for open dialogue and exploration before diving into the extensive details required to develop cost recovery targets and fee levels.
The City can expect our team to complete the following project activities:
• Virtually lead two visioning sessions with staff and stakeholders • Combine staff, stakeholder, and community feedback with data gathered in Task 2 to identify goals and targets for generating revenue, recovering costs, and managing the Department's operations • Develop alternative and/or updated cost recovery scenarios and targets for core service categories • Consider fees for residents, non-residents, non-profits, and government entities • Consider which services should be subsidized and which should be self-supporting b BerryDunn Methodology Section | 13
Task 3. Cost Recovery Philosophy and Cost Recovery Targets Leverage our project team's prior experience working with parks and recreation agencies throughout the country to compile options for Cost Recovery Targets
• Develop and/or update Cost Recovery Philosophy and policy elements Deliverable 4. Cost Recovery Philosophy and Cost Recovery Targets Task 4. Peer Comparisons
Peer comparisons can provide useful insights into how the Department's fees and charges environment compares with similar cities/towns. Although the Department's operations are unique, the selection of peers for comparison, in conjunction with the City project team, will attempt to reflect the unique elements throughout the Richmond community.
The City can expect our team to complete the following project activities:
Survey up to five comparable agencies, utilizing publicly available documents and information, to assess fee levels related to similar core services peers provide
Leverage our understanding of best practices, industry trends, and experience working with comparable parks and recreation departments on fee studies, master and strategic plans, and feasibility studies Deliverable 5. Peer Comparison Matrix
Task 5. Draft Findings and Recommendations
Utilizing the Cost of Service Analysis and Fee Study prepared in Task 2 and Cost Recovery Philosophy and Cost Recovery Targets developed in Task 3, our project team will identify and prioritize necessary changes to fee calculation methodologies and fee schedule structure and cost allocations, develop initial recommendations, and outline any additional, applicable areas where improvements should be considered. We will prepare a Draft Cost of Service and Fee Study Report, which we will share with City staff, and applicable stakeholders as directed. We will solicit feedback and discuss, document, and include desired modifications. We find that by sharing our initial findings and report with staff, stakeholders we are able to establish consensus, build buy-in, and promote the long- term success of the recommendations and changes. Additionally, we will provide the City with the draft cost of service model in an easily-accessible Microsoft Excel format.
The City can expect our team to complete the following project activities:
• Conduct a virtual review session to provide an overview of the full-cost analysis and fee study report findings related to the current fiscal and service environment
Develop review revenue and expense allocations
Where appropriate, demonstrate best practices and methodologies related to service delivery Provide revenue requirement estimates and revenue projections for three fiscal years Provide expense requirement estimates and expense projections for three fiscal years Develop cost recovery targets
Provide fee level calculation methodology recommendations Updated fee schedule(s)-structure and levels, where applicable Develop recommendations, priorities, and implementation strategies Identify other deficiencies and areas for improvement
• Provide additional, applicable findings and recommendations b BerryDunn Methodology Section | 14
Task 5. Draft Findings and Recommendations
Deliverable 6. Draft Cost of Service and Fee Study Report Task 6. Final Findings and Recommendations
As final project closeout and knowledge sharing activities, we will apply edits to the Final Cost of Service and Fee Study Report and Final Cost of Service Model, incorporating the City's feedback. We will review final project deliverables with staff and applicable stakeholders as directed. We find that involving staff in preparation of the final documents helps to transfer knowledge and helps ensure the successful implementation of the final recommendations.
The City can expect our team to complete the following project activities:
• Update the Cost of Service and Fee Study Report and Cost of Service Model to final • Provide a single PDF file of the report and Microsoft Excel version of the cost model Present final project deliverables to Department and/or City staff (City Project Team) • Present final project deliverables to the Parks and Recreation Commission • Present final project deliverables to the City Council Deliverable 7: Final Cost of Service and Fee Study Report Deliverable 8: Final Cost of Service Model
Deliverable 9: Final Presentations
4.3. Anticipated Project Schedule
Below, we provide an overview of our anticipated timeline for completing the City's requested scope of work. We will review the proposed schedule and coordinate key meeting and milestone dates in coordination with the City's project team during Task 1.
Table 2: BerryDunn's Proposed Schedule
Phase / Months One Two Three Four Five Six Seven
Task 1. Project Initiation and
'Management Ongoing Project Management
Task 2. Cost of Service Analysis
•
and Fee Study
Task 3. Cost Recovery Philosophy
and Cost Recovery Targets
Task 4. Peer Comparisons
Task 5. Draft Findings and
Recommendations
Task 6. Final Findings and
Recommendations
Methodology Section | 15
b BerryDunn
4.4. Anticipated City Involvement
It will be important for the City to dedicate sufficient and consistent resources throughout the full duration of this project. As part of our project planning activities, we will work with the City's project manager to provide a high-level estimate of staffing and resource needs through all phases of the project and define the roles and time commitments required of each resource.
We have developed our project work plan based on the assumptions City staff will provide relevant background documentation in a timely manner, coordinate on-site meeting space, assist in scheduling interviews, facilitate the process of circulating deliverable documents for review, and assist in identifying appropriate stakeholders for interview.
We also request City staff and stakeholder participation as agreed upon during our initial project planning meeting for virtual fact-finding meetings, interviews, and other applicable activities.
Our evaluation teams will be respectful of the time the City's resources have to give to this project and stagger tasks and evaluation fieldwork as to not overwhelm the City's resources at any one time. Additionally, we will provide clear and effective communication prior to major project milestones such as interviews and surveys so that the City's stakeholders will be informed and can prepare appropriately.
In Table 3, we outline the participation we would typically request from the City's project personnel/groups.
Table 3: Estimate of Expected Participation of the City's Personnel (7-Month Project Timeline) Est. Time
Role Description/Responsibilities
Commitment (Hours)
Provide executive support and sponsorship for the project Provide overall direction and tactical vision for the project Commit/assign resources to the project
• Participate in project kickoff meeting and stress goals and Project Sponsor objectives for the project to the City's staff 8 - 10 Provide executive-level decision-making when needed
• Maintain overall responsibility for the project
• Distribute communications, as necessary, that support the project and provide it with adequate visibility and priority • Maintain overall responsibility for the project
• Act as main point of contact between BerryDunn and the City • Circulate deliverables for review and collect feedback Provide sign-off on deliverables
• Participate in the project kickoff meeting and stress goals and City Project
objectives to attendees 30 - 40
Manager/Project Lead
Participate in key work sessions
Assist in collecting background documentation and sharing it with BerryDunn in advance of our on-site work
• Provide names and contact information for employees from the City that will be involved in the project
Prepare for interview(s) as needed
City Project Team Provide necessary feedback and subject matter expertise to help 30-40 inform BerryDunn's project deliverables
b BerryDunn Methodology Section | 16
5. Fees / Costs
BerryDunn's fixed fee for conducting the City's Recreation Division Fee Study is $46.350. Table 4 presents a breakdown of our proposed fees by project phase and deliverable. We have included a travel expense estimate of $3,000 for a minimum of three on-site trips. Travel expenses will only be billed as incurred.
Our proposed fee reflects the level of effort we believe is required to complete the requested scope. Other factors that contributed to this fee include:
• Our staffing plan and resource allocation, which provides the City with the appropriate number of resources and level of expertise to complete the tasks defined in the scope of work Our experience conducting projects of similar scope and size • Our proposed team's experience working together on similar projects Table 4: BerryDunn's Proposed Fees by Phase
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
Total $46,350
Travel estimated, billed only as incurred $3,000
Our fee proposal assumes that satisfying a deliverable is based on the City's signed acceptance. We will work with the City project manager to update our deliverables as required until they are accepted by the City. The City will not incur any additional costs associated with the process of reaching deliverable acceptance. b BerryDunn Fees / Costs | 17
6. References
Below, we provide four references who can speak to the quality and efficiency of our work on similar engagements.
City of Raleigh, North Carolina | Cost of Service Analysis and Fee Study Lauryn Kabrich, Park Planner
222 W. Hargett Street, Suite 608 | Raleigh, NC 27601
919-996-4787 | [email protected]
The City of Raleigh partnered with BerryDunn to prepare a Parks, Recreation, and Cultural Resources Department (PRCR) Cost of Service Analysis and Fee Study. The focus of the project is reviewing all revenue generated from user fees and charges for activities, programs, and services PRCR currently provides, and the identified expenses associated with providing all activities, programs, rentals, permits, and services. Additionally, the study also included a review of PRCR fee and process policy elements as they pertain to price setting and financial assistance. Based on operations and maintenance expense projections and expected service offerings, BerryDunn utilized expected service offerings to be delivered through facilities and other system assets, and prepared revenue projections and calculates estimated cost recovery levels for core recreation and resources service delivery areas. These reviews and analyses will allow PRCR to make informed policy decisions at the aggregate level, as well as on each activity, program, service, and permit, regarding fee levels and revenue generation, where applicable.
April 2023 - Expected Completion February 2024
Town of Queen Creek, Arizona | Cost of Service Analysis and Fee Study Adam Robinson, Deputy Director Community Services
22358 S. Ellsworth Road | Queen Creek, AZ 85142
480-353-3715 | [email protected]
The Town of Queen Creek partnered with BerryDunn to prepare a Parks and Recreation Cost of Service Analysis and Fee Study. The focus was to provide the Town with an overview of its current parks and recreation fees and charges environment and associated revenues and expenses for each activity, permit, and service the Town provides. The study also documented the estimated percentage of full costs recovered delivering specific services at current fee levels, which allowed Town officials to make informed policy decisions regarding adjustments to fees and charges to satisfy revenue requirements.
April 2023 - Current
City of Mobile, Alabama | Cost of Service Analysis and Fee Study Gerard McCants, Operations Manager
48 North Sage Avenue | Mobile, AL 36607
251-208-1523 | [email protected]
The City of Mobile partnered with BerryDunn to conduct a Parks and Recreation Department Cost of Service Analysis and Fee Study project. The focus of the project is reviewing all revenue generated from user fees and charges for activities, permits, and services the Department provides and the identified expenses associated with providing all Department programs and services and issuing permits.
July 2021 - January 2022
b BerryDunn References | 18
Jefferson City, Missouri | Parks and Recreation Cost of Service Analysis Andrew Brunnert, Senior Management Analyst
1229 Lafayette Street | Jefferson City, MO 65101
573-634-6394 | [email protected]
The City of Jefferson partnered with BerryDunn to conduct a Parks and Recreation Department (Department) Cost Recovery Analysis and Plan project. The focus of the project is reviewing all revenue generated from user fees and charges for activities, permits, and services the Department provides and the identified expenses associated with providing all Department programs and services and issuing permits and to develop forecasting scenarios designed to meet future revenue requirements and cost recovery targets.
February 2022 - August 2022
7. Requested Exceptions
We do not have any requested exceptions to the RFP or the City's Standard Services Agreement as provided in Appendix B of the RFP.
b BerryDunn Requested Exceptions | 19
Appendix A. Resumes
Jesse Myott is a manager in our Local Government Practice Group. He brings over a decade of public-sector experience, focusing on supporting municipalities with operating and capital improvement budget development and management; special fund accounting, revenue and expenditure forecasting; customer valuation; and cost of revenue analyses for municipal programs and services. Jesse has led multiple cost of service and fee study projects for local governments across the country.
RELEVANT EXPERIENCE-
Fee Studies: Jesse has authored highly complex and sensitive fee studies, created detailed subsidy analyses, and developed cost Jesse Myott, MA
recovery models as well as water and sewer rate setting models for Project Manager municipalities across the country, most recently for the City of EDUCATION AND Bozeman, Montana; City of Raleigh, North Carolina; Town of Smithfield, CERTIFICATIONS Rhode Island; the Cities of Gainesville and Largo, Florida; and the Counties of Alachua and Manatee, Florida.
Master's, History, San Francisco
State University Process Analysis and Improvement: Jesse is an experienced municipal finance and management professional with over a decade of Bachelor's, History, University of • experience serving in many areas of local government both as an Rhode Island
analyst and in senior management roles. His municipal business Associate's, Champlain College process knowledge extends through city administration, public works, water delivery and waste collection services, solid waste collection,
MEMBERSHIPS
public safety, economic development and redevelopment, library and California Society of Municipal recreation services, human resources, capital improvement program Finance Officers (CSMFO) development, facility planning, compensation and benefits analysis, (former) and citywide operating budget planning, monitoring and delivery.
Municipal Management Finance: Jesse brings over a decade of public-sector experience. In Association of Northern California addition to being an adept municipal finance professional, Jesse is (MMANC) (former) particularly accomplished in the areas of parks and recreation and public works operating and capital budget development and delivery.
PUBLICATIONS AND
PRESENTATIONS REPRESENTATIVE CLIENTS
Massachusetts Recreation and
• City of Bozeman, MT • City of Pflugerville, TX
Park Association (MRPA) Annual
Conference Speaker 2015 - Cost • Town of Queen Creek, AZ • City of University Park, TX Recovery Methods
City of Raleigh, NC • Peninsula Metro Park District,
WA
City of Jefferson, MO
• Wilmette Park District, IL
• City of Mobile, AL
Appendix A. Resumes | 20
b BerryDunn
Davianna Humble is a consultant in our Local Government Practice Group. She brings experience in budgeting and management analysis, specifically during her time with Wake County, North Carolina. She has provided programmatic counsel and analytical support to assist various departments in achieving goals and objectives. Davianna has monitored budgets of over $400M in capital budgets and helped ensure funds are used in alignment with established strategies and expected outcomes. She has participated in funding distribution meetings by creating pre-award risk assessments and amendment forms for approved agencies.
RELEVANT EXPERIENCE
Davianna Humble,
Business Analysis: Davianna assisted and collaborated with 5 to 10 MPA, CSM departments in achieving goals and objectives by providing Business Analyst programmatic counsel and analytical support with customer service at the forefront. She also provided management consulting and
EDUCATION AND
CERTIFICATIONS analysis to the County Manager's Office and departments through written and oral communication to provide program recommendations MPA, University of Kansas and alternatives using data analysis.
BA, Political Science and Budgeting: Davianna evaluated funding and program requests for Government, Truman State operating and capital budgets, developed alternatives in collaboration University with department staff, and recommended prioritized strategic options through an annual budget development process. She was responsible Certified ScrumMaster
for $400M in capital budgets, for which she worked with County departments and outside agencies to help ensure appropriate distribution of funds.
Operations: Davianna evaluated funding and program requests for operating and capital budgets. She also developed relationships to manage a portfolio of assignments that consisted of a combination of operating departments and capital programs. Davianna monitored $1B in operating funds using forecasting throughout the fiscal year to help ensure funds were being used in line with established goals. She also tracked local, state, and federal policies to evaluate the impact on County operations and help ensure compliance with external laws and regulations.
REPRESENTATIVE CLIENTS
• City of Bozeman, MT • City of Villa Park, CA
City of Fort Worth, TX • Lake County, CO
• City of Raleigh, NC • Town of Queen Creek, AZ
b BerryDunn Appendix A. Resumes | 21
Lisa Paradis is a senior manager in our Local Government Practice Group. She has more than 25 years' experience as a public Park and Recreation Director, most recently for the Town of Brookline, Massachusetts. Lisa has helped many organizations and communities to embrace systemic challenges through action-oriented strategic planning and financial and organizational management. Her approach involves creating and implementing cost recovery plans, feasibility studies, strategic plans, and organizational assessments and understands the importance of a thoughtful, mission driven, community-centric, and implementable approach.
RELEVANT EXPERIENCE-
Lisa Paradis, MBA,
Strategic Planning and Organizational Development: As a leader, CPRP
mentor, and often provocateur, Lisa helps organizations and Subject Matter Expert communities to achieve unimagined greatness by embracing systemic challenges through bold, action-oriented strategic planning, financial
EDUCATION AND
and organizational management. Lisa is steadfast in her pursuit to
CERTIFICATIONS
challenge professionals to think beyond the obvious and tackle University of Massachusetts, challenges from a variety of perspectives to find the best possible Amherst, Massachusetts - B.A, solution for their communities.
Political Science
Parks and Recreation Cost Recovery: Lisa has led cost recovery University of Massachusetts, efforts for parks and recreation agencies in communities such as the Boston, Massachusetts - M.B.A. City of Jefferson City, Missouri; City of Mobile, Alabama; and the Town of Queen Creek, Arizona. She works with agencies to understand the Certified Park and Recreation
true costs of providing facilities and services, identify areas of greatest Professional, National Recreation
community impact, and develop creative alternative cost recovery and Park Association
strategies.
Harvard University, Cambridge,
Speaking and Training Engagements: Lisa is an industry leader and Massachusetts - Post-Graduate
an active member of Women in Parks and Recreation. She is a sought- coursework, Public
after speaker and regularly shares thought leadership at national, Administration, Organizational
state, and regional conferences. She teaches an annual three-day Management
leadership training course for parks and recreation leaders.
University of Massachusetts,
REPRESENTATIVE CLIENTS
Boston, Massachusetts - Post-
Graduate coursework;
• Charleston County Parks • City of Pflugerville, TX
Performance Measurement
and Recreation
• City of University Park, TX
Professional Affiliations Commission, SC
• Maryland National Capital
American Academy of Park and • City of Bozeman, MT
Park Planning Commission,
Recreation Administration
City of Gilbert, Arizona MD
(AAPRA), 2018
City of Lauderdale Lakes, • Mecklenburg County, NC
Massachusetts Recreation and
FL
Park Association Professional of • Town of Queen Creek, AZ the Year, 2017 • City of Mobile, AL
• Washington Township
• City of Parkland, FL Recreation Department, OH
b BerryDunn Appendix A. Resumes | 22
Oliver Amaya is a consultant with BerryDunn's Parks, Recreation, and Libraries Practice. Before joining our team, he worked with the City of Corpus Christi, Texas Parks and Recreation Department as a special projects manager, where he helped the department execute initiatives based in community development, operational improvement, and increased connectivity.
Oliver's experience serving in the U.S. Army also honed his ability to balance multifaceted projects, work in complex environments, solve difficult challenges, and make effective decisions. His fluency in Spanish and Portuguese, in addition to English, enables him to reach diverse groups and listen to their input.
Oliver Amaya, PMP®
RELEVANT EXPERIENCE-
Business Analyst
Project Management: Oliver brings six years of experience directing EDUCATION AND new projects, managing various contracts, instituting cost and schedule CERTIFICATIONS controls, and establishing best practices. He is effective in leading and BS, Liberal Arts, Excelsior College directing various projects from inception to completion. He has 12 years of progressive management experience and repeated success in Associate of Applied Science, developing project initiatives, directing project plans, achieving Information Resources performance targets, managing budgets, and monitoring project costs.
Management, Cochise College
Cost Recovery: While serving as special projects manager for the City Associate of Science, Language, of Corpus Christi, Texas Parks and Recreation Department, Oliver Excelsior College participated in a parks and recreation fee study revision related to Certified Project Management residential development as well as a fee study for the City's tennis Professional® (PMP®) center. Oliver participated in research and peer benchmarking for both fee studies.
Customer Recovery Certification
Project Coordination: Oliver has performed administrative duties for Business Administration and
projects while working closely with project management, Leadership Certification
subcontractors, and clients. His experience includes organizing subcontractors while staying within budget limitations, preparing work orders and expense reports, translating Spanish and Portuguese documents and conversations into English, optimizing revenue by developing cost-reduction activities via efficient supplier development and resourcing, and collaborating with other administrative staff on projects and initiatives.
REPRESENTATIVE CLIENTS
Hyland Hills Parks and
• Ada County, ID
Recreation, CO
Adam's County Riverdale
• Jurupa Area Recreation & Parks
Park, Co
District, CA
City of Bangor, ME
Oceanside Public Library, CA
City of Irving, TX
Town of Gilbert, AZ
City of Novato, CA
Appendix A. Resumes | 23
b BerryDunn
Rich Neumann is a senior consultant in BerryDunn's Parks, Recreation, Libraries Practice. He is a recognized public-sector industry leader in marketing, communications, and branding, as well as a wildly creative cultural arts professional. He has proven success in community engagement, special events, strategic planning, marketing, public relations, sponsorships/ fundraising, and arts administration. His additional strengths include media and community relations, creative and technical writing, branding, volunteer management, and presentational speaking.
RELEVANT EXPERIENCE-
Rich Neumann City of Westminster, CO (2016 to 2023): Rich managed the City's arts and culture efforts, including special events, public art, cultural Subject Matter Expert heritage initiatives, and historic preservation. He led master planning EDUCATION AND processes, including facilitation of robust community engagement CERTIFICATIONS outreach. He led the City's creative services team, including management of communications, marketing, graphic design, and event B.S. Communications/B.S.
professionals. He developed and executed marketing and engagement English; James Madison
strategies in support of city branding initiatives. Accomplishments University, Harrisonburg, VA include increasing special event revenues by >850%; expanding event Publications and attendance by 300%; designing and implementing an event Presentations sponsorship program with contracts exceeding $200K per year; growing social media audiences by 500%; and generating more than Outrageous Events-Incredible
17 million marketing impression per year.
Results! Michigan Recreation and
Parks Association Annual mParks Adams County, CO (2013 to 2016): Rich managed all internal and Conference, Virtual Session, external communications for Adams County government. He also February 2021 managed and led the county's first visual arts and cultural venues task force and helped coordinate the distribution of SCFD funds via the Marketing Strategy: From county's cultural council. He developed strategic communication plans; Practical to Practically Insane, provided proactive media relations and issues management; oversaw North Carolina Recreation & Park digital content (social media, intranet, website); performed community Association Annual Conference, outreach; supported executive staff and elected officials with media Winston-Salem, NC, October training and policy advisement; helped launch major policy initiatives; 2018 / National Recreation and assembled and led a team of communication professionals. Chosen by Parks Association Annual county leadership to serve on the county's first Innovation Academy Conference, sponsored by the Alliance for Innovation and Arizona State University.
Caution: Extreme Marketing REPRESENTATIVE CLIENTS
Ahead, Colorado Parks and
Recreation Association Marketing • Adams County, CO - • Hyland Hills Parks and Workshop, Erie, CO, November Riverside Regional Park Recreation District, CO 2016
• City of Commerce City, CO • Lexington Public Libraries, KY
• City of Greeley, CO
Town of Erie, CO
• City of Pflugerville, TX
Town of Gilbert, AZ
b BerryDunn Appendix A. Resumes | 24