February 18, 2025
Finance Department
DATE: February 18, 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
FINANCIAL IMPACT: Fiscal Year 2024-25 cost of $34,000 is in the Finance Department’s approved budget (Account string –
01173415-400201).
PREVIOUS COUNCIL
ACTION:
None.
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 in an amount not to exceed $66,000, over a three-year term
from February 1, 2025, through January 31, 2028, with
two one-year extension options for $16,000, annually to provide budget book compilation services – Finance
Department (Andrea Miller 510-620-6790/ Mubeen Qader
510-412-2077/Jerry Gurule 510-620-6591).
AGENDA
REPORT
February 18, 2025
DISCUSSION:
The City adopts an annual operating budget and five-year Capital Improvement Plan annually by June 30 and publishes the respective books following adoption in compliance with the Government Finance Officers Association (GFOA) guidelines.
The previous contract with ClearGov, Inc. that supported the budget but compilation and publishing expired on October 30, 2024.
City staff issued a formal request for proposals in October 1, 2024, for the budget book compiling and publishing services (Attachment 1). A total of 586 vendors were notified of the proposal, 22 vendors download the proposal, and subsequently the following seven (7) proposals were submitted on October 29, 2024 (Attachment 2):
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 (5) 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 pts 73 0 91 73 78 68 0
Experience/Past
Performance/References – 40 pts 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. Consequently, City staff is seeking Council approval to enter a contract with Govdollars in an amount not to exceed $66,000, over a three-year term from February 1, 2025, through January 31,
February 18, 2025
2028, with two one-year extension options for $16,000, annually to provide budget book compilation services (Attachment 3).
DOCUMENTS ATTACHED:
Attachment 1 – Request for Proposals
Attachment 2 – BidSummary Report
Attachment 3 – Govdollars Consulting Standard Contract