January 28, 2025
Finance Department
DATE: January 28, 2025
TO: Mayor Martinez and Members of the City Council
FROM:
Andrea Miller, Director of Finance
Mubeen Qader, Deputy Director of Finance
Jerry Gurule, Accounting Manager
Subject:
Budget book compilation and publishing services to
prepare this policy document under Government Finance
Officers Association guidelines
FINANCIAL IMPACT: Fiscal Year 2024-25 cost of $34,000 will be absorbed in the Finance Department’s approved budget (Account
string – 01173415-400201).
PREVIOUS COUNCIL
ACTION:
Click or tap here to enter text.
STATEMENT OF THE
ISSUE:
The City of Richmond’s budget book publishing contract
with ClearGov, Inc. expired on October 30, 2024. The
City’s Budget Book is considered a policy document and
is prepared under the Government Finance Officers
Association (GFOA) guidelines. The City selected
Govdollars Consulting through the competitive bidding
process.
RECOMMENDED ACTION: APPROVE a contract with Govdollars Consulting to provide Budget Book compilation services, in an amount
not to exceed $66,000, over a three-year term from
February 1, 2025, through January 31, 2028, with an
option to extend the contract an additional two years – Finance Department (Andrea Miller 510-620-
6790/Mubeen Qader 510-412-2077/Jerry Gurule 510-
620-6591).
AGENDA
REPORT
January 28, 2025
DISCUSSION:
The City adopts an annual operating budget and five-year Capital Improvement Plan annually by June 30th and publishes the respective books once adopted following Government Finance Officers Association (GFOA) guidelines. The previous contract with ClearGov, Inc. expired on October 30, 2024.
City staff issued a formal request for proposals in October 2024 for the Budget Book compiling and publishing services. Bids were received from the following seven vendors:
ClearGov, Incorporated (ClearGov)
Contenda, Incorporated (Contenda)
Govdollars Consulting (Govdollars)
IGM Technology Corporation (IGM)
Lance, Soll & Lunghard, LLP (LSL)
Euna Solutions (EUNA)
TruGov Consulting (TruGov)
City staff also received demonstrations on the proposed solutions, five vendors provided demonstrations on their proposals however, two vendors, Contenda, Incorporated and TruGov Consulting withdrew their proposals before the demonstrations. The criteria used to evaluate the proposals included:
The Proposal/Methodology and Approach to Work - 20%
Experience/Past Performance/References - 40%
Proposer Qualifications - 20%
Cost Proposal - 20%
Table 1: Rating Matrix
ClearGov Contenda Govdollars IGM LSL Euna TruGov
The Proposal/Methodology and
Approach to Work – 20% 73 0 91 73 78 68 0
Experience/Past
Performance/References – 40% 167 0 175 151 162 155 0
Proposer Qualifications – 20% 81 0 88 81 81 76 0
Cost Proposal – 20% 95 0 95 72 32 59 0
Total 416 0 449 377 353 358 0
Based on the provided features and the pricing, Govdollars Consulting was selected as the best value for the Budget Book creation process.
DOCUMENTS ATTACHED:
Attachment 1 – Request for Proposals
January 28, 2025
Attachment 2 – Govdollars Consulting Standard Contract