Willdan Financial Services - LQ RFP Fees UpdateCity of La Quinta
Proposal for
User and Regulatory Master
Fee Schedule Update and
Full Cost Allocation Plan Update
i
City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
Table of Contents
TABLE OF CONTENTS .......................................................................................................................................... I
COVER LETTER .................................................................................................................................................... I
1. FIRM’S BACKGROUND, QUALIFICATIONS, AND EXPERIENCE ................................................................. 1
2. REFERENCES OF CALIFORNIA AGENCIES .............................................................................................. 10
3. COMPLETE PRICING LIST .......................................................................................................................... 13
Not to Exceed Fixed Fee .................................................................................................................................... 13
Cost Allocation Plan ...................................................................................................................................... 13
Comprehensive User Fee Study .................................................................................................................... 13
Annual Master Fee Schedule Updates ........................................................................................................... 14
Notes ................................................................................................................................................................... 14
4. COMPLEMENTARY SERVICES ................................................................................................................... 15
Project Understanding and Approach ............................................................................................................... 15
Project Methodologies ....................................................................................................................................... 16
Cost Allocation Plan Methodology ................................................................................................................. 16
Comprehensive User Fee Study Methodology ............................................................................................... 17
User Fee Study Approach ............................................................................................................................. 18
Work Plans ......................................................................................................................................................... 19
Full and OMB Compliant Cost Allocation Plan................................................................................................ 19
Comprehensive Cost of Service and Fee Analysis for User and Regulatory Master Fee Schedule ................. 21
City Staff Support .......................................................................................................................................... 25
Project Schedules .............................................................................................................................................. 26
Cost Allocation Plan ...................................................................................................................................... 26
Comprehensive Fee Study ............................................................................................................................ 27
Additional Professional Services ...................................................................................................................... 28
Hourly Fee Schedule ..................................................................................................................................... 28
5. STAFFING AND PROJECT ORGANIZATION .............................................................................................. 29
Project Team ...................................................................................................................................................... 29
Project Management and Quality Assurance/Control Approach ..................................................................... 30
Project Management ..................................................................................................................................... 30
Quality Assurance / Quality Control Process .................................................................................................. 31
6. SUBCONTRACTING SERVICES .................................................................................................................. 32
7. DISCLOSURES ............................................................................................................................................ 32
8. INSURANCE REQUIREMENTS .................................................................................................................... 33
9. NON-COLLUSION AFFIDAVIT FORM .......................................................................................................... 34
10. ADDENDA .................................................................................................................................................... 35
T 951.587.3500 ▪ 800.755.6864 | F 951.587.3510 ▪ 888.326.6864 | 27368 Via Industria, Suite 200, Temecula, CA 92590 | www.willdan.com i
Cover Letter
November 23, 2020
Ms. Monika Radeva Email: MRadeva@LaQuintaCA.gov
City Clerk
City of La Quinta
78495 Calle Tampico
La Quinta, California 92253
Re: Proposal to Conduct a User and Regulatory Master Fee Schedule Update and Full Cost Allocation
Plan Update for the City of La Quinta
Dear Ms. Radeva:
Following the extended shutdown of much of the economy as a result of the COVID-19 outbreak, now more than
ever municipalities throughout California are challenged with doing more with less. As cities are faced with limited
financial resources to address numerous competing priorities and objectives, they are always striving to maintain
high standards of service to their communities. Considering this, it is critical for the City of La Quinta (“City”) to ensure
that its fees for requested services have been developed and updated to ensure maximum appropriate cost recovery,
so that the revenues generated by fees cover the cost of those services to the greatest extent possible. City Staff,
and ultimately the City Council, need a clear understanding of standards, service levels and the associated costs.
Recognizing this, the City has responded by soliciting proposals for Comprehensive Cost of Services Study (User
Fee) and Overhead Cost Allocation Plan (CAP). The User Fee Study and Cost Allocation Plan will ensure that the
City’s fees for requested services have been developed and updated to ensure maximum appropriate cost recovery,
so that the revenues generated by fees cover the cost of those services to the greatest extent possible, including the
costs of both direct services and indirect overhead support. Following are specific advantages that Willdan brings to
the City for these studies:
Experience with the City of La Quinta — Willdan is privileged to have a history of working successfully with the
City of La Quinta on an array of projects, including: ongoing administration of the City’s special districts, and Arbitrage
and Continuing Disclosure through our Federal Compliance Group. We will bring this same level of professionalism
and expertise to this proposed engagement. Our knowledge of the City and our relationships with City Staff, will allow
us to effectively gather data and information and clarify questions. We will leverage our knowledge of the City’s
operations and key staff to facilitate this study in a cost-effective and efficient manner; focusing less time
on data gathering, and more on analysis, resulting in lower project cost and a higher value.
Extensive Experience with Fee Studies in and Near Riverside County — Willdan has worked with many
communities throughout or very close to Riverside County on User Fee and Cost Allocation Plan studies. Recent and
ongoing projects include Chino Hills, Palm Desert, Indian Wells, San Jacinto, Murrieta, and Blythe. This direct
related experience allows us to bring an understanding of local fee policies and approaches to this
engagement, to help us present meaningful examples and comparisons, and assist City Staff and elected
officials in making informed decisions about fee setting and program implementation.
Collaborative Approach and User-friendly Models and Reports — Willdan prides itself on working closely with
City staff to develop an approach that is targeted toward your specific objectives and accounts for your reality, and
then working together with you to gather first-hand information regarding the processes and tasks required to provide
services to those requesting them. This is a distinct advantage we will bring in our approach with the City of La
Quinta. A collaborative approach ensures we clearly understand your goals and challenges, and just as
importantly, you understand the process and the results.
We create user-friendly Excel-based models that the City can retain and conduct our analysis and develop the model
collaboratively with City staff. Rather than using an inflexible proprietary software program, we construct our models
from the ground up, mirroring the City’s budget format wherever possible. As a result, the information contained in
our models is easy for City staff to interpret, easy to update and adjust on-the-fly, and the familiar software
ensures ease of navigation.
Created directly from the models, our reports clearly and graphically illustrate full and recommended levels of cost
recovery and projections of revenue for fee programs, break down the costs into direct and indirect overhead
categories, and present the fee methodologies.
Ms. Monika Radeva
City of La Quinta
Proposal to Conduct a User and Regulatory Master Fee Schedule Update
and Full Cost Allocation Plan Update
November 23, 2020
Page ii
Our approach is geared toward delivering work on schedule and presenting results at public meetings and
council workshops to stakeholders and elected officials who typically don’t want or need to see the deep
detailed analysis.
The Willdan Team is experienced at communicating complex analytical results in a manner that is easy to understand
by non-finance-oriented individuals. We have coordinated or participated in numerous public and staff workshops
regarding fees and cost of service-based charges.
Unique Combination of Services and Expertise — Willdan Financial Services (“Willdan”) is a team of nearly 80
professionals who provide essential financial consulting services throughout California, and the United States.
Willdan has provided the requested services to municipal clients for two decades; and is the only firm providing these
types of consulting services that also has a long history of providing contract staff support to public agencies for the
delivery of municipal services. This direct experience as “agency staff” provides us with firsthand understanding of
City operations and is uniquely useful in determining the full effort associated with service delivery and in developing
a fee schedule that is easy to communicate and implement.
Mr. Fisher, the Principal-in-Charge proposed for this engagement is a frequent presenter at statewide industry
seminars, sharing his expertise on compliance with Prop 218 and Prop 26 as they both relate to the development of
User and Regulatory Fees.
Furthermore, our Cost Allocation methodologies and models have been reviewed and approved by
Cognizant Agencies such as the US Army and recently, the US Department of Housing and Urban
Development, providing evidence of our thorough and defensible approach to the development of Cost
Allocation strategies.
Due to restrictions in place for COVID, in person meetings have been replaced by online, virtual meetings. We have
utilized virtual meetings for years to facilitate quick, on-demand meetings with clients. During the pandemic our
capability to continue projects with clients never slowed down, and we have had great success shifting meetings that
we would typically have in person to virtual meeting spaces. Should these restrictions loosen sufficiently to allow for
in-person meetings, and at the City’s request, we can change them to in-person meetings, our office is only 1 ½
hours from La Quinta City Hall, making it convenient for us to meet on-site with City Staff.
We are excited about this opportunity to serve the City of La Quinta. To discuss any aspect of our proposal, please
contact me; my contact information is provided in the table below.
Contact Information
Principal-in-Charge
Chris Fisher
Vice President and Group Manager
Tel#: (800) 755-6864 | Email: CFisher@Willdan.com
Willdan acknowledges herein its willingness to maintain all specified fees and services for a period of ninety (90) days
from the closing date November 23, 2020. As a Vice President of Willdan Financial Services, I am authorized to bind
the firm to the terms of this proposal, as well as the subsequent agreement.
Sincerely,
WILLDAN FINANCIAL SERVICES
Chris Fisher
Vice President - Group Manager
Financial Consulting Services
1
City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
1. Firm’s Background, Qualifications, and Experience
(a) Number of years in business.
Willdan Financial Services has been in business 32 years.
(b) Taxpayer identification number.
33-030-2345
(c) Number of years performing cost of service and fee analysis consulting services.
Willdan has provided Cost of Services studies to municipal
clients for over 20 years; and has prepared user fee
studies, as well as cost allocation plans, and OMB
compliant cost allocation plans for clients throughout
California and the United States. Willdan’s proven and
successful track-record conducting fee studies for public
agencies dates to 1998. Since that time, we have
developed the expertise to successfully integrate this
service into the Financial Consulting Services group’s
primary functions.
(d) Resumes of the Project Manager and key personnel.
Resumes for our team are provided on the following page.
2
City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
Education
San Francisco State
University, Bachelor of
Science, Finance
Areas of Expertise
Cost of Service
Analyses
Multi-disciplinary Team
Management
Special District
Formations
Client Presentations
Proposition 218
Affiliations
California Society of
Municipal Finance
Officers
Municipal Management
Association of
Northern California
California Municipal
Treasurers Association
21 Years’ Experience
Chris Fisher
Principal-in-Charge
Mr. Chris Fisher, Vice President and Group Manager of Willdan’s Financial Consulting Services
group, will serve as Principal-in-Charge for the City of La Quinta’s project. He will also share his
extensive knowledge related to cost-of-service principles with members of the project team.
Mr. Fisher joined Willdan in April of 1999, and during that time has managed an array of financial
consulting projects for public agencies in California, Arizona, Colorado, Texas, and Florida,
coordinating the activities of resources within Willdan, as well as those from other firms working
on these projects. He is one of the firm’s leading experts for special district financing related to
public infrastructure, maintenance, and services, including public safety.
Related Experience
City of Palm Desert, CA — Cost Allocation Plan and Comprehensive User Fee Study:
Mr. Fisher is the principal-in-charge for the ongoing full cost allocation plan and user fee study.
Willdan’s work includes the gathering of necessary data and information, interviews with City
Staff to identify overhead support services and how they are used and interviews to gather
information related to fee-based services. We are also developing financial models to calculate
overhead allocations and personnel rates and the full cost of services for which fees are charged.
We are working with Staff to finalize cost recovery targets, prepare reports and present the
results.
City of Indian Wells, CA — User Fee Study: Mr. Fisher was the principal-in-charge for the
City’s user fee study for the Administrative, Building, Planning and Public Works Departments.
Our team gathered and confirmed data, met with City Staff to discuss the City’s overhead support
structure and how operating activities use and benefit from overhead support services. We
conducted interviews to gather information related to fee-based services to be used in calculating
the full cost of providing services. We developed financial models to calculate overhead
allocations and the full cost of services and worked with Staff to develop fee-setting
recommendations. We prepared reports and presented the results and met with the development
community to address their questions about the study’s methodology and results.
City of Murrieta, CA – Cost Allocation and OMB Compliant Plan and Comprehensive User
Fee Study: Mr. Fisher served as the project manager on the City’s fee study. The primary
objective for the cost allocation study was to ensure that general government costs were fairly
and equitably allocated to appropriate programs and funds.
City of Irvine, CA — OMB Cost Allocation Plan and Comprehensive User Fee Study:
Willdan completed a cost allocation plan and user fee study for the City of Irvine. Mr. Fisher
managed and provided quality assurance to this project, ensuring the accuracy of the models,
as well as the final reports. He also presented the results to the City’s Finance Commission and
to the City Council.
City of West Covina, CA — Comprehensive Cost Allocation Plan and User Fee Study: Mr.
Fisher served in the role of project manager for the City’s engagement. The cost allocation plan
developed will aid the City in the recovery of overhead costs related to central service activities.
City of Laguna Hills, CA — Comprehensive Cost Allocation Plan and Comprehensive User
Fee Study: Mr. Fisher oversaw the update of the City’s general overhead allocation plan and
cost-of-service user fees.
City of National City, CA – Cost Allocation Plan, OMB Compliant Cost Allocation Plan,
User Fee Study, and ISF Allocation Study: Mr. Fisher served as the principal-in-charge for the
City of National City’s Cost Allocation Plan, OMB Compliant Cost Allocation Plan, User Fee, and
ISF Allocation Study.
City of Signal Hill, CA – Cost Allocation Plan and User Fee Study: As principal-in-charge,
Mr. Fisher oversaw the development and review of a Full and OMB compliant cost allocation
study and a comprehensive user fee and rate study for the City’s master list of fees.
3
City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
City of Hayward, CA — Cost Allocation Plan and User Fee Study: Mr. Fisher served as the
project manager for the City’s full overhead cost allocation plan and OMB A-87 cost allocation
plan, along with a comprehensive master user fee study. He worked with the City and Willdan
staff to gather the necessary data and is overseeing Willdan’s development of the cost allocation
model. The City has a complicated and detailed budget and the cost allocation plan that Willdan
developed is tailored to their structure and includes provision for several Internal Service Funds.
City of Salinas, CA — Comprehensive Fee Study and Full Cost Allocation Plan: Mr. Fisher
served as the project manager for the City of Salinas engagement, to prepare an OMB A-87-
compliant full cost allocation plan and comprehensive fee study for the development of a master
list of fees. Mr. Fisher led an all-departments overview meeting, where the framework and
general process was reviewed, and global practical and policy questions were addressed.
Immediately following the overview meeting, individual meetings were held with representatives
from each department to discuss their specific fee related activities and gather necessary
information to update fees.
City of Belmont, CA – Master Fee Study and Cost Allocation Refinement: Mr. Fisher served
as the project manager for Willdan’s work with the City of Belmont and the Belmont Fire
Protection District’s fee study. Willdan completed a Master Fee Study and an analysis and review
of the existing Cost Allocation Plan for the City of Belmont, and a Fee and Rate Study for the
Belmont Fire Protection District.
City of Union City, CA — Comprehensive Fee and Rate Study & Overhead Cost Allocation
Plan: Mr. Fisher served as the principal-in-charge for the City’s fee study. He oversaw the
development of an overhead cost allocation plan, OMB compliant cost allocation plan, as well as
a comprehensive user fee study.
City of Petaluma, CA – Overhead Cost Allocation Plan and OMB Circular A-87 Plan, User
Fee Study, CIP Rate Analysis, and Hourly Overhead Rate Study: Mr. Fisher served as project
manager for the project team and provided oversight for this thorough and intensive study for the
City of Petaluma.
City of Pittsburg, CA —Cost Allocation Plan and User Fee Study: Mr. Fisher provided policy
guidance and quality assurance to the City’s update and development of a comprehensive user
fee study for the development of a master user fee and rate schedule and a cost allocation plan
to recover overhead costs related to central service activities.
City of DeSoto, TX – User Fee Study: Mr. Fisher served as the principal-in-charge for City’s
Comprehensive User Fee Study.
C. Fisher
Resume Continued
4
City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
Education
Bachelor of Science in
Econom ics; California
State Polytechnic
University, Pomona
Areas of Expertise
Cost Allocation Plans
Fiscal Analysis for
User Fees and Rates
District Administration
Services
Utility Rate Studies
11 Years’ Experience
Tony Thrasher
Technical Project Manager
Due to his cost allocation and user fee analyses experience, Mr. Tony Thrasher has been
selected to serve as Technical Project Manager for the City’s Fee Study engagement. Currently,
Mr. Thrasher is a Senior Project Manager within the Financial Consulting Services group,
whereby his responsibilities include managing projects and conducting fiscal analyses for cost
allocation plans, user fees, and utility rate studies.
Mr. Thrasher’s prior employment was as a financial analyst working in bond, equity, and
mortgage-backed security markets for Wells Fargo Bank, Bank of New York Mellon, and
Deutsche Bank. His experience includes portfolio accounting, differential analysis, and
forecasting.
Related Experience
City of Indian Wells, CA — User Fee Study: Mr. Thrasher served as the technical project
manager for the City’s Administrative, Building, Planning and Public Works Departments. The
study involved the identification of existing and potential new fees, fee schedule restructuring,
data collection and analysis, orientation and consultation, quality control, communication and
presentations, and calculation of individual service costs cost recovery levels.
City of Palm Desert, CA — Cost Allocation Plan and Comprehensive User Fee Study:
Mr. Thrasher is currently serving as the technical project manager for the City’s full cost allocation
plan and user fee study. He is directly responsible for the creation of both models for the study,
gathering and verification of the data, managing the analysts working to support him and
presenting results to the City.
City of Chino Hills, CA — Cost Allocation Plan and Comprehensive User Fee Study: Mr.
Thrasher is serving as the technical project manager for the City’s Cost Allocation Plan and
Comprehensive User Fee Study. He is working directly with the City contact throughout the
engagement.
City of Mission Viejo, CA — Cost Allocation Plan and User Fee Study: Mr. Thrasher was
assigned to work with the City on this project, providing analytical support, gathering data,
working with staff to make refinements, and developing cost allocation and fee models to ensure
full-cost recovery for building and safety, planning, community development, and public works
departments.
City of Irvine, CA — OMB Cost Allocation Plan and Comprehensive User Fee Study:
Serving as the project’s analyst, Mr. Thrasher provided analytical support; and designed micro-
level allocation models to ensure full-cost recovery for public safety, public works, community
development, community services, and administrative departments.
City of Cerritos, CA — Development Services User Fee Study: Mr. Thrasher served as the
technical project manager for this engagement, whereby he designed micro-level allocation
models to ensure full-cost recovery for building and safety, planning, community development,
and public works departments.
City of Bellflower, CA — OMB Cost Allocation Plan and Comprehensive User Fee Study
Update: In Willdan’s initial engagement with the City, Mr. Thrasher provided analytical support,
with his primary duties including finalizing model figures and generating reports. In the
subsequent update of both the CAP and the Fee Study, Mr. Thrasher assumed a lead technical
role, working directly with the client to develop a new Cost Allocation Model, update the
comprehensive fee model, and resolve policy and fee setting issues. He was directly responsible
for delivery of reports and presentations to the City.
City of National City, CA — Cost Allocation Plan, OMB Compliant Cost Allocation Plan,
User Fee Study, and ISF Allocation Study: Mr. Thrasher served as the technical project
manager for the City of National City’s Cost Allocation Plan, OMB Compliant Cost Allocation
Plan, User Fee, and ISF Allocation Study.
5
City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
City of Hayward, CA — Cost Allocation Plan and User Fee Study: For this project, Mr.
Thrasher provided analytical support, and was largely responsible for the development of the
models. Primary duties include gathering and verifying necessary data, finalizing model figures
and generating reports. The City hired Willdan to complete the original Cost Allocation Plan
and User Fee Study, and has subsequently hired us for updates to both studies.
City of Petaluma, CA — Overhead Cost Allocation Plan and OMB Circular Plan, User Fee
Study, CIP Rate Analysis, and Hourly Overhead Rate Study: Mr. Thrasher provided analytical
support for this engagement. His primary duties were to work with City staff to gather data,
provide assistance to the project manager, and produce reports. The City has hired Willdan
for multiple updates since we completed the original study.
City of Richmond, CA — Cost Allocation Plan& User Fee Study: Mr. Thrasher is serving as
the project manager for the City of Richmond’s fee study.
City of Salinas, CA — Full Cost Allocation Plan and Comprehensive Fee Study: Mr.
Thrasher provided analytical support for the City of Salinas OMB A-87-compliant full cost
allocation plan and comprehensive fee study engagement. He worked closely with City staff to
gather and analyze data to produce reports, participated in multiple meetings, and assisted the
City appointed Project Manager in the adoption of the new fees.
City of Monterey, CA — Cost Allocation Plan: Mr. Thrasher is serving as the technical project
manager for the City of Monterey Cost Allocation Plan engagement and updates. He is assisting
in the development of the City’s general overhead allocation plan, whereby he applies his
expertise on alternative allocation methods. The City hired Willdan for the original study, and
has since hired us for multiple updates.
City of Galt, CA — Cost Allocation Plan: As the assigned technical lead, Mr. Thrasher worked
directly with City Staff to develop the Cost Allocation Model and report and worked with Staff to
test and adjust the model and methodology where appropriate before finalizing. Following
completion of the initial CAP, he worked with the City to update the model for the subsequent
budget update.
Sacramento Public Library Authority, CA — Cost Allocation Plan and OMB Circular A-87:
Mr. Thrasher provided analytical support. His primary duties included finalizing model figures
and generating reports.
City of DeSoto, TX — User Fee Study: Mr. Thrasher served as the technical project manager
for City’s Comprehensive User Fee Study.
City of Missouri City, TX — Comprehensive User Fee Study and Cost Allocation Plan: Mr.
Thrasher served as the technical project manager for City’s Fee Study.
City of Mesquite, TX — Cost Allocation Plan: Mr. Thrasher served as the technical project
manager for City’s Cost Allocation Study.
City of Surprise, AZ — Cost Allocation Plan: Mr. Thrasher served as the technical project
manager for the 2017 Cost Allocation Plan to identify the City’s costs related to rendering internal
central support services, and the allocation of those costs to operating departments.
Kentuckiana Works, KY — Cost Allocation Plan: Mr. Thrasher was the technical project
manager for Kentuckiana Works Cost Allocation Plan.
T. Thrasher
Resume Continued
6
City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
Education
Bachelor of Arts;
Business
Management,
Information Systems
and
International Business,
University of Cincinnati
Areas of Expertise
Cost Allocation Plans
User Fee Studies
Proposition 218
7 Years’ Experience
Priti Patel
Project Analyst
Ms. Priti Patel is a Senior Analyst within the Financial Consulting Services group, whereby she
supports project managers in conducting utility rate analyses, fee studies, cost allocation plans,
monitoring Proposition 218 compliance, and forming special districts.
Coordinating and conducting activities associated with Cost Allocation Plans and User Fee
Studies, including database integration and manipulation, revenue and expenditure analyses,
and documentation preparation are just some of Ms. Patel’s duties. With these duties, she
interacts with clients on a regular basis.
Ms. Patel joined Willdan as an analyst with the District Administration Group, while with DAS she
performed research and analysis needed for local government financial issues related to district
administration, including document data entry and updating, database management, research
and report preparation. She also provided general information on questions pertaining to
Assessment Districts and special taxes (such as Mello-Roos Pools), as well as the status of
property delinquencies. Ms. Patel came to Willdan with more than five years’ experience as an
Analyst.
Related Experience
City of Palm Desert, CA — Cost Allocation Plan and Comprehensive User Fee Study:
Ms. Patel is assigned as the analyst to the City of Palm Desert’s full cost allocation plan and user
fee study. She supports the project manager by gathering necessary data, preparing the initial
draft models and reports, and working directly with City Staff to refine and update results during
review iterations.
City of Indian Wells, CA — User Fee Study: Ms. Patel served as the analyst for the City’s user
fee study for the Administrative, Building, Planning and Public Works Departments. She led the
analytical efforts by developing the User Fee model and report, and gathering and evaluating the
data necessary for the study. She also participated in the on-site interviews with Staff to discuss
service delivery processes.
City of Chino Hills, CA — Cost Allocation Plan and Comprehensive User Fee Study:
Providing analytical support in the preparation of a cost allocation plan and comprehensive fee
study, Ms. Patel is working to identify and take into account direct and indirect costs, along with
changes in staffing, structure, and service delivery methods. She is also assisting in the
preparation of user-friendly Excel-based models that City staff can easily update in the future to
determine the proper allocation of expenditures and ongoing full cost of City-provided services.
City of Laguna Hills, CA — Cost Allocation Plan and Comprehensive User Fee Study:
Ms. Patel provided analytical support in the preparation of a full cost allocation plan and
comprehensive fee study for the development of a master list of fees.
City of Lake Elsinore, CA — User Fee Study and Cost Allocation Plan: Ms. Patel provided
analytical support and gathering budget and allocation basis data for this engagement.
City of National City, CA — Cost Allocation Plan, OMB Compliant Cost Allocation Plan,
User Fee Study, and ISF Allocation Study: Ms. Patel is providing analytical support in the
preparation of this study, her primary duties include development of the models, finalizing model
figures and results, and generating reports.
City of Yucaipa, CA — Cost Allocation Plan and Comprehensive User Fee Study: Provided
analytical support in the preparation of a Cost Allocation Plan and OMB compliant cost allocation
plan and comprehensive fee study for the development of a master list of fees. Ms. Patel worked
to identify and take into account direct and indirect costs, along with changes in staffing,
structure, and service delivery methods. She also assisted in the preparation of user-friendly
Excel-based models that City staff could easily update in the future to determine the proper
allocation of expenditures and ongoing full cost of City-provided services.
City of San Fernando, CA — Cost Allocation Plan and Comprehensive User Fee Study:
Ms. Patel is currently providing support to senior team members in the preparation of a cost
allocation plan, OMB compliant plan and comprehensive user fee study.
7
City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
City of Richmond, CA — Cost Allocation Plan & User Fee Study: Ms. Patel is the financial
analyst on the City of Richmond’s ongoing User Fee Study and Cost Allocation Plan. She is
assisting the project manager with gathering and validation of data, development of the models
and related analysis, staff interviews and preparation of reports and presentations.
City of Pittsburg, CA —Cost Allocation Plan and User Fee Study: Ms. Patel was assigned
to provide assistance to senior project team members on the City of Pittsburg Cost Allocation
Plan and User Fee Study engagement. She will be a technical lead for the gathering of data,
creation of the models and preparation of study reports and presentations. The City hired
Willdan for the original study, and for two subsequent updates.
City of Monterey, CA — Cost Allocation Plan: Ms. Patel is serving as the financial analyst for
the City of Monterey Cost Allocation Plan and updates. In this role she is responsible for obtaining
updated information and data, reviewing overhead structure and functions and preparing the
updated model and report. The City originally hired Willdan for the creation of the first Cost
Allocation Plan, and has hired us for multiple updates since then.
City of Fillmore, CA — Full Cost Allocation Plan and User Fee Study: Ms. Patel helped
develop a cost allocation plan and model that fully allocated central overhead costs to
appropriate operating departments, funds, and/or programs. She assisted in the completion of
the model and report and worked directly with senior staff to their feedback and revisions.
Rainbow Municipal Water District, CA — Cost Allocation Plan and OMB Compliant Plan: Ms.
Patel provided analytical support to ensure that the District’s Cost Allocation Plan and OMB
compliant cost allocation model and plan fairly allocated general and administrative overhead
service costs to appropriate activities and departments.
City of Dinuba, CA — Cost Allocation Plan Update and Utility Rate Study: Ms. Patel assisted
with a utility rate study and a cost allocation plan update for the City. Duties included reviewing
relevant documentation, gathering information related to indirect staffing and functions, assisting
in the preparation of a comprehensive draft cost allocation model and plan, and testing and
reviewing the model and results with project management staff.
P. Patel
Resume Continued
8
City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
Education
Bachelor of Science,
University of Southern
California
Areas of Expertise
Fiscal Analysis for
User Fees and Rates
Cost Allocation Plans
Acquisition Audit
Services
Statutory Financial
Reporting
Fund Audits
Quality Review of
Community Facilities,
Lighting &
Landscaping, and
Assessment Districts
Affiliations
California Society of
Municipal Finance
Officers
California Society of
CPAs
Certifications/
Licenses
Certified Public
Accountant
35 Years’
Experience
Robert Quaid, CPA
Quality Assurance / Technical Advisor
With his 35 years of extensive experience in public financing, Mr. Robert Quaid has been
selected to provide quality assurance/quality control in the role of technical advisor. In his position
as a Principal Consultant at Willdan, Mr. Quaid provides project management, procedural
support, technical support, and quality review for Willdan’s District Administration group, as well
as the Financial Services Consulting group specific to cost allocation plans, user fee studies, and
special financial analysis.
Prior to joining Willdan, Mr. Quaid worked in the private industry of real estate accounting and
finance. He began his career with the public accounting firm formerly known as Haskins & Sells
(currently known as “Deloitte & Touche”). His experience includes financial statement analyses,
asset administration, computer conversion, and reporting to the Securities and Exchange
Commission for several public real estate partnerships. In 1979, Mr. Quaid became a licensed
California CPA.
Related Experience
City of Thousand Oaks, CA — Cost Allocation Plan: Mr. Quaid served as project manager
for the development of an OMB A-87 compliant cost allocation plan model using fiscal year actual
costs as the basis for the allocations. He was responsible for the preparation of the Cost
Allocation Plan report and provided cost allocation model training to City staff.
The objective of this project was to determine the appropriate allocation of indirect costs from
City General Fund central service departments to the General Fund operating
departments/programs and the non-General Fund departments/programs. The plan model
included 16 allocation bases allocating costs to over 100 departments and divisions. Both full
and OMB A-87 cost allocation models were delivered to the City. Willdan was awarded a four-
year contract.
Cities of Fontana, Gardena and Hawthorne, CA — Cost Allocation Plan Projects: For each
of these cities, Mr. Quaid served in the role of task manager for the development of an OMB A-
87 compliant cost allocation plan model using Microsoft Excel. He was responsible for the
preparation of the cost allocation plan report and trained City staff on how to use the cost
allocation model.
City of Rialto, CA — Comprehensive User Fee Study: Project manager for the
Comprehensive User Fee Study to develop a user fee model in Microsoft Excel and update fees
for Planning, Engineering, Building, Public Works, Recreation, Police, Fire, City Clerk, Treasurer
and Finance.
City of Cathedral City, CA — Comprehensive User Fee Study: Mr. Quaid served as project
manager for a user fee study that required updating fees for Planning, Engineering, Building,
Police, Fire, City Clerk, and Finance.
Mr. Quaid has provided Quality Assurance and Quality Control to multiple clients throughout
California. Provided below are a few examples of clients in which services have been provided
in the previous three years.
▪ City of Belmont, CA
▪ City of Cerritos, CA
▪ City of Claremont, CA
▪ City of Coalinga, CA
▪ City of El Cerrito, CA
▪ City of Fillmore, CA
▪ City of Galt, CA
▪ City of Hayward, CA
▪ City of Indian Wells, CA
▪ City of Monterey, CA
▪ City of Petaluma, CA
▪ City of Rocklin, CA
▪ City of St. Helena, CA
▪ County of San Benito, CA
▪ City of San Bruno, CA
▪ Sacramento Public Library, CA
▪ City of Salinas, CA
▪ City of Union City, CA
▪ City of Watsonville, CA
▪ City of Yucaipa, CA
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City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
(e) Firm Ownership.
Willdan Financial Services, a California Corporation, established on June 24, 1988, is a national firm, and is one
of the largest public sector financial consulting firms in the United States. Our staff of nearly 80 full-time
employees supports our clients by conducting year-round workshops and on-site training to assist them in
keeping current with the latest developments in our areas of expertise. Willdan assists local public agencies by
providing the following services:
Willdan Financial Services
Services
▪ User fee studies;
▪ Cost allocation studies;
▪ Utility rate and cost of service studies;
▪ Real estate economic analysis;
▪ Feasibility studies;
▪ Municipal Advisory;
▪ Arbitrage and Continuing Disclosure Services;
▪ Economic development strategic plans;
▪ Development impact fee establishment and analysis;
▪ District Administration Services;
▪ Property tax audits;
▪ Tax increment finance district formation and
amendment;
▪ Housing development and implementation strategies;
▪ Debt issuance support; and
▪ Long-term financial plans and cash flow modeling.
(f) Subsidiary and parent company.
Willdan Financial Services is an operating division within Willdan Group, Inc. (WGI), which was founded in 1964
as an engineering firm working with local governments. Today, WGI is a publicly traded company (WLDN). WGI,
through its divisions, provides professional technical and consulting services that ensure the quality, value and
security of our nation’s infrastructure, systems, facilities, and environment. The firm has pursued two primary
service objectives since its inception—ensuring the success of its clients and enhancing its surrounding
communities.
A financially stable company, Willdan has annual revenues in excess of $400 million and approximately 1,400
employees working in more than a dozen states across the U.S. Our employees include a number of nationally
recognized Subject Matter Experts for all areas related to the broadest definition of connected communities—
four of whom are committed to contribute their expertise throughout the duration of the City of La Quinta’s User
and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update.
Willdan has solved economic, engineering and energy challenges for local communities and delivered industry-
leading solutions that have transformed government and commerce. Today, we are leading our clients into a
future accelerated by change in resources, infrastructure, technology, regulations and industry trends.
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City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
2. References of California Agencies
Items (a) through (E) are provided within the reference tables below, including project descriptions and client
contact information, and are similar in nature to those requested by the City of La Quinta engagement. We are proud
of our reputation for customer service and encourage you to contact these clients regarding our commitment to
completing the projects within budget and agreed upon timelines.
City of Indian Wells, CA
Development and Administrative Services User Fee and Charges Study
The City of Indian Wells sought an outside consultant to prepare a comprehensive study of the City’s user fees for
the Administrative, Building, Planning and Public Works Departments. Willdan completed this study in a manner
that would fully identify and consider all direct/indirect costs.
Willdan reviewed and analyzed existing user fee programs, and based upon conversations and meetings with staff,
made suggestions, as necessary, for fees that may need to be added to the City’s fee schedule for which fees were
not currently being charged. We developed a comprehensive cost of service analysis and model that included
allocation of indirect overhead costs, updated existing fees and incorporated new fees, and used it to create an
updated comprehensive fee schedule. We also assisted the City by attending a meeting with local building industry
officials to describe the approach to the analysis, and address questions and concerns.
Client Contact: Mr. Kevin McCarthy, Finance Director
44-950 Eldorado Drive, Indian Wells, CA 92210-7497
Tel. #: (760) 346-2489 | Email: kmccarthy@indianwells.com
Project Dates: February 2017 – May 2017
Project Team: Chris Fisher, Principal-in-Charge Tony Thrasher, Project Manager
Priti Patel, Financial Analyst Robert Quaid, QA/QC
City of Chin o Hills, CA
Full Cost Allocation Plan and Comprehensive User Fee Study
The City of Chino Hills engaged Willdan to complete a comprehensive Cost Allocation Plan and Comprehensive
User Fee Study. Willdan staff met with City staff to verify the City’s objectives for the study, independently gathered
most of the necessary data for the development of the CAP model and methodology and worked directly with City
staff to gather additional detail or clarify information where necessary. We worked City staff to understand the
various functions served by indirect staff in various City departments, and which operating departments or funds
they served. We worked directly with City staff to develop and verify allocation bases and make adjustments through
several iterations of the CAP model as necessary.
We developed a cost of service analysis and model that updated existing fees and incorporated new fees and used
it to create an updated comprehensive fee schedule.
Willdan is currently providing updates to the study.
Client Contact: Ms. Christa Buhagiar, Finance Director
14000 City Center Drive, Chino Hills, CA 91709
Tel #: (909) 364-2642 | Email: cbuhagiar@chinohills.org
Project Dates: May 2018 – Ongoing
Project Team: Chris Fisher, Principal-in-Charge Tony Thrasher, Project Manager
Priti Patel, Financial Analyst Robert Quaid, QA/QC
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City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
City of Murrieta, CA
Cost Allocation and OMB Compliant Plan and Comprehensive User Fee Study
Willdan was engaged by the City of Murrieta to complete a full and OMB compliant cost allocation plan and the
preparation of a comprehensive user fee study. Our primary objective for the cost allocation study was to ensure
that general government costs were fairly and equitably allocated to appropriate programs and funds, which are
based on tailored and well thought out allocation factors.
For the comprehensive user fee study, the primary objective was to ensure that fees for requested services were
calculated to account for the full cost of providing the services, and set appropriately, given City policy and financial
objectives. A concerted focus was put on achieving near or full cost recovery for the Building & Safety, Planning,
Fire, and Public Works fees. The analysis also justified measured increases in some of the fees associated with
the other departments. We also supported the City in answering questions from, and participating in several
meetings with, the local Building Industry Association representative, to explain the approach to the study, the data
used, and the analytical methodology.
Willdan was recently re-selected to provide an update to the User Fee Study and Cost Allocation Plan.
Client Contact: Ms. Stacey Stevenson, Administrative Services Director
1 Town Square, Murrieta, CA 92562
Tel #: (951) 461-6004 | Email: sstevenson@murrietaca.gov
Project Dates: September 2017 – Ongoing
Project Team: Chris Fisher, Principal-in-Charge Mike Medve, Project Manager
Priti Patel, Financial Analyst Robert Quaid, QA/QC
City of Irvine, CA
Comprehensive User Fee Study, Cost Allocation Plan & OMB Cost Allocation Plan
Willdan completed a comprehensive user fee study and full cost allocation plan for the City of Irvine. The cost
allocation plan was also OMB compliant, whereas the user fee study focused on the community development/
planning, city clerk, public safety, and public works departments.
In addition to identifying the true costs of City-provided services, Willdan staff worked with each department to
identify opportunities in recovering costs of services for which no fee had previously been collected.
Willdan also conducted the City’s previous study, as well as updates to the studies.
Client Contact: Ms. Amy Roblyer, Senior Management Analyst – Fiscal Services
One Civic Center Plaza, Irvine, CA 92606
Tel #: (949) 724-6255 | Email: aroblyer@cityofirvine.org
Project Dates: May 2017 – June 2018
Project Team: Chris Fisher, Principal-in-Charge Tony Thrasher, Project Manager
Priti Patel, Financial Analyst Robert Quaid, QA/QC
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City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
City of Mission Viejo, CA
Cost Allocation Plan and Comprehensive User Fee Study
Willdan completed a comprehensive user fee study and full cost allocation plan for the City of Mission Viejo, which
also included an evaluation of citywide user fees and comparison of fees with similar agencies.
Willdan collected and validated data and information necessary to develop models for both the Cost Allocation Plan
and User Fee Study. We reviewed and analyzed existing user fee programs, and based upon conversations with
staff, made suggestions, as necessary, for fees that may need to be added to the City’s fee schedule for which
fees were not currently being charged, or changes in structure for certain fees. We developed a cost of service
analysis and model that updated the cost of providing services associated with existing fees and incorporated new
fees and used it to create an updated comprehensive fee schedule. We presented the results of both studies to
City Staff, and to the City Council. Updated fees were adopted with few questions and requested changes from the
Council.
We were hired again to prepare an update to the Cost Allocation Plan and User Fee study.
Client Contact: Ms. Cheryl Dyas, CPA, Director of Administrative Services/City Treasurer
200 Civic Center, Mission Viejo, CA 92691
Tel #: (949) 724-6255 | Email: cdyas@cityofmissionviejo.org
Project Dates: October 2016 – June 2019
Project Team: Chris Fisher, Principal-in-Charge Tony Thrasher, Project Manager
Priti Patel, Financial Analyst Robert Quaid, QA/QC
City of Claremont, CA
Comprehensive User Fee Study and Full Cost Allocation Plan
Willdan was engaged to prepare for the City of Claremont a Cost Allocation Plan and Comprehensive User Fee
Study. Willdan developed a cost allocation plan and model that fully allocated central overhead costs to appropriate
operating departments, funds, and/or programs. Our primary objective for the cost allocation study was to ensure
that general government costs are fairly and equitably allocated to appropriate programs and funds, based on
tailored and well thought out allocation factors.
Willdan reviewed and analyzed existing user fee programs, and based upon conversations with staff, made
suggestions, as necessary, for fees that may need to be added to the City’s fee schedule for which fees were not
currently being charged. Utilizing the full CAP, the comprehensive user fee study phase was completed with full
interviews and being conducted on site, and a comprehensive fee model developed.
Client Contact: Mr. Adam Pirrie, Finance Director
207 Harvard Avenue, Claremont CA 91711
Tel #: (909) 399-5328 | Email: APirrie@ci.Claremont.ca.us
Project Dates May 2017 – May 2018
Project Team: Chris Fisher, Principal-in-Charge Tony Thrasher, Project Manager
Priti Patel, Financial Analyst Robert Quaid, QA/QC
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City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
3. Complete Pricing List
Not to Exceed Fixed Fee
Willdan Financial Services (“Willdan”) proposes a not-to-exceed fixed fee of $35,780 for the initial Cost Allocation
Plan and Comprehensive User Fee Study engagement. The tables below provide a breakdown of each fee by task
and project team member.
Cost Allocation Plan
Based on the corresponding work plan identified within the scope of services, we propose a not-to-exceed fixed fee
of $10,895 to prepare a Full and OMB Compliant Cost Allocation Plan.
Comprehensive User Fee Study
Based on the corresponding work plan identified within the scope of services, we propose a not-to-exceed fixed fee
of $24,885 to prepare a Comprehensive User Fee Study.
C. Fisher
Principal-in-
Charge
T. Thrasher
Tech Project
Manager
P. Patel
Analytical
Support
R. Quaid
QA/Tech
Advisor Total
$ 250 $ 185 $ 125 $ 210 Hours Cost
Scope of Services
Task 1: Initial Document Request - 1.0 1.0 - 2.0 310$
Task 2: Kick-off /Refine Scope - 1.0 1.0 - 2.0 310
Task 3: Gather Staffing Information, Develop Cost Allocation Plan Model 2.0 4.0 16.0 2.0 24.0 3,660
Task 4: Test and Review Cost Allocation Methodology 1.0 4.0 8.0 1.0 14.0 2,200
Task 5: Prepare and Present Draft Report 1.0 3.0 12.0 - 16.0 2,305
Task 6: Discuss and Revise Report - 2.0 4.0 - 6.0 870
Task 7: Prepare and Present Final Report/Train Staff on Model 1.0 4.0 2.0 - 7.0 1,240
Total – Full Cost Allocation Plan 5.0 19.0 44.0 3.0 71.0 10,895$
City of La Quinta
Cost Allocation Plan
Fee Proposal
C. Fisher
Principal-in-
Charge
T. Thrasher
Tech Project
Manager
P. Patel
Analytical
Support
R. Quaid
QA/Tech
Advisor Total
$ 250 $ 185 $ 125 $ 210 Hours Cost
Scope of Services
Task 1: Initial Document Request - 1.0 1.0 - 2.0 310$
Task 2: Compile Inventory of Current and Potential Fees 1.0 1.0 2.0 - 4.0 685
Task 3: Kick-off /Refine Scope - 1.0 2.0 - 3.0 435
Task 4: Develop User Fee Model 1.0 4.0 20.0 1.0 26.0 3,700
Task 5: Time Survey Interviews and Information Gathering 1.0 8.0 8.0 - 17.0 2,730
Task 6: Common Fees Comparison 1.0 6.0 16.0 - 23.0 3,360
Task 7: Data Analysis and Final Fee and Rate Schedule 2.0 6.0 36.0 1.0 45.0 6,320
Task 8: Prepare and Present Draft Report 2.0 6.0 12.0 2.0 22.0 3,530
Task 9: Revise Draft/Determine Cost Recovery Levels 1.0 4.0 10.0 1.0 16.0 2,450
Task 10: Prepare and Present Final Report/Train Staff on Model 1.0 4.0 3.0 - 8.0 1,365
Total – User Fee Study 10.0 41.0 110.0 5.0 166.0 24,885$
City of La Quinta
Comprehensive User Study
Fee Proposal
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City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
Annual Master Fee Schedule Updates
Based on the work plan within the scope of services, we propose a not-to-exceed - fixed fee of $7,500 per update.
Notes
▪ Our fee includes all direct expenses associated with the project.
▪ We will invoice the City monthly based on percentage of project completed.
▪ Additional services may be authorized by the City and will be billed at our then-current hourly overhead consulting
rates.
▪ City shall reimburse Willdan for any costs Willdan incurs, including without limitation, copying costs, digitizing
costs, travel expenses, employee time and attorneys' fees, to respond to the legal process of any governmental
agency relating to City or relating to the project. Reimbursement shall be at Willdan 's rates in effect at the time
of such response.
▪ The cost of preparing the User Fee Study can be included in the resulting new fee schedule. Therefore, over
time, the City can recover the initial outlay of funds that was required to complete the studies.
▪ Willdan will rely on the validity and accuracy of the City’s data and documentation to complete the analysis.
Willdan will rely on the data as being accurate without performing an independent verification of accuracy and
will not be responsible for any errors that result from inaccurate data provided by the client or a third party.
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City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
4. Complementary Services
Project Understanding and Approach
Willdan Financial Services (“Willdan”) is confident that we can meet the City of La Quinta’s request for services for a
User and Regulatory Master Fee Schedule Update (User Fee), along with a Comprehensive Cost of Service and Fee
Analysis of User and Regulatory Fees when required, as well as a Full Cost Allocation Plan (CAP) Update.
The overall objective of this project will be to develop an updated schedule of fees for City services, that
accounts for the true costs of providing those services.
The end products will include user-friendly Excel-based models, which City staff will retain, and which can be easily
updated to add or remove services and/or costs, update budgets in future years, determine the proper allocation of
expenditures, and on-going full cost of services provided by the City. Most importantly, we will ensure that the results
and recommendations are clear and understandable, defensible, and easily implementable.
We will meet directly with departmental representatives at the City at the beginning of the project, to discuss the
approach and process for the studies. Discussions will include ways to combine tasks and efforts among the cost
allocation plan and user fee study components to maximize efficiencies and ensure adherence to specified timelines.
The completion of a CAP is a key component and first step in the
analysis necessary to calculate the cost of providing services. A well
thought out CAP ensures that indirect costs associated with
central overhead services, such as finance, human resources or
city clerk, are appropriately allocated to operating departments,
and ultimately included as a cost component of fees for services.
We will work collaboratively with City staff to identify the overhead
support services that are provided to operating departments in La
Quinta and develop a fair and defensible means of allocating these
costs. Our unique model allows us to provide a CAP that will also be
compliant with 2 CFR Part 200 Federal regulations related to cost
reimbursement and grant funding, formerly known as OMB A-87 and 2
CFR Part 225 guidelines, which have now been superseded by the Omni Circular. The new circular did not completely
overhaul the guidelines, and the intent is still the same, but it did add new limitations to consider and incorporate into
a compliant CAP.
For the Comprehensive User Fee Study, we will work directly with personnel at the City who provide services and
interact directly with residents and customers, to understand the personnel and procedures involved. By carefully
examining these processes, we will be able to identify associated costs such as direct staff costs (salaries and
benefits) associated with personnel involved in the activities, and appropriate overhead allocations from both the
department and city levels.
For a successful and effective engagement, it is important to have a thorough understanding of specific City policies
and objectives, the structure and organization of the City, and the relationships between the central and operating
departments. We bring years of successful experience working directly with hundreds of cities throughout California.
Willdan possesses the resources, practical experience, creative thinking, and collaborative consulting skills
necessary to complete this important project.
Key distinct advantages that Willdan brings to the City include the following:
On-site Data Gathering
Our experience has taught us that working together, via face-to-face discussions, is the most efficient and thorough
way to ensure that results are accurate, and that studies are completed in a timely manner, which again, is critical in
this proposed engagement.
Consequently, through on-site interviews with your staff, Willdan will collect the majority of required data for studies.
This method is better than the typical “time and motion surveys” that are provided to agency staff when studies like
these are conducted. This process ensures that we gather the data we need in one coordinated step, rather than
having to go through repeated follow-up and clarification.
This approach and the dedication of our staff will help ensure we meet the City’s timeline and objectives and
provide important information to City staff and the Council as soon as possible.
Rather than a costly and inflexible
proprietary software, which can
require expensive licensing fees,
Willdan builds models utilizing
Excel, from the ground up,
employing the City’s budget as the
gauge. This model, which is then
the City’s to retain, gives City Staff
the control to make on-the-fly
adjustments and updates.
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City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
Public Engagement
Our models and project approach are geared toward delivering our work on schedule and presenting our analysis
results at public meetings and Council workshops. While we understand that the City Council and local business
community may be generally supportive of increasing fees where necessary, it will be important to present
recommendations to them in a way that clearly demonstrates the rationale and supporting analysis.
The Willdan Team is experienced at communicating complex analytical results in a manner that is easy to understand
by non-finance-oriented individuals and facilitates discussion. Our proposed principal-in-charge for this engagement
has coordinated or participated in numerous public and staff workshops regarding fees and cost of service-based
charges. As previously mentioned, our objective is to provide useful, detailed information, and present
recommendations to the City Council and public in a way that clearly demonstrates the rationale and supporting
analysis. Our experience ensures that we can meet this objective.
User-friendly Models and Reports
Willdan prides itself on creating user-friendly Excel-based models that the City can
retain and conducting our analysis and developing the models collaboratively
with City staff. With City staff’s immediate input and collaboration, Willdan will
design extremely flexible, intuitive Excel-based models. In the future, as the City
assumes new responsibilities, modifies existing processes, and/or eliminates
unnecessary services or programs, the models will be capable of adding or deleting
funds, objects, departments, programs, staff positions, and activities. Willdan
understands that issues facing the City are unique; consequently, we design our
models to match your immediate and desired needs to ensure that end-results
exceed staff expectations rather than using an inflexible proprietary software.
These models are then the City’s to retain, after our services are completed, and allows for the creation of
revenue projections, highlighting potential new revenues, and levels of subsidy.
A key element of these studies is presenting results and recommendations in a straightforward manner, that allows
Council and staff to confidently make fee setting policy decisions and understand the impacts of those decisions.
Rather than using an inflexible proprietary software program, we construct our models from the ground up, as
previously discussed, mirroring the City’s budget format wherever possible. As a result, the information contained in
our models are easy for City staff to interpret, and the familiar software ensures ease of navigation. As the models
are being designed and constructed, we will work together with City staff to determine the best and most effective
features to include.
After the project is completed, we will provide training, so that staff can independently and efficiently evaluate the
effects of changes in certain factors. Created directly from the models, our reports clearly and graphically illustrate
the full cost recovery level of fee programs, and provide projections of revenue from fee programs.
Project Methodologies
The following describes our proposed approach, and work plan to prepare a Comprehensive User Fee Study and
Full Cost Allocation Plan.
Cost Allocation Plan Methodology
The purpose of this cost allocation plan engagement is to ensure that the City of La Quinta is maximizing the recovery
of indirect costs from identified operating departments, as well as enterprise and other chargeable funds and capital
projects. Furthermore, a sound cost allocation plan is a foundational element of a user fee study, and the development
of internal hourly rates, including CIP billing rates. We will work closely with staff in identifying the proper balance of
allocation factors appropriate for the City.
To achieve the maximum cost recovery objective, the City must have a method of identifying and distributing
administrative costs that is fair, comprehensive, well documented, and fully defensible. A cost allocation plan coupled
with comprehensive overhead rates will enable the City to achieve this goal.
The allocation models utilize an iterative method which is the most accurate allocation methodology. Unlike a direct
or “step-down” methodology, an iterative method uses the chosen distribution bases and allocates central service
costs iteratively until all allocable costs have been distributed.
Using this method, the model can detail the allocation for each central function individually for complete transparency
and accountability, while removing bias that might result from the order in which allocations occur in a step-down
The model will be
developed to allow the
City to run “what-if”
scenarios to address
possible changes in
staffing levels,
working hours, etc.
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City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
approach. A direct methodology is essentially a one-iteration methodology, while a step-down method is typically
only two iterations and is less precise and unable to accurately track the allocations from start to finish.
Approach for Managing the Project
Willdan’s “hands-on” supervision of Cost Allocation Plan studies, include the following methods:
▪ Effective Project Management — Principal-in-Charge Chris Fisher will manage the entire project with an eye
toward high responsiveness, while ensuring that all stakeholders are “on board” with the direction of the project,
as well as with the final results. Mr. Fisher will ensure that regular status updates are provided to City staff,
conference calls are scheduled, and that in-person meetings are conducted (as necessary).
▪ Adherence to Time Schedule — Willdan recognizes that the use of “timelines” is highly effective in meeting all
required deadlines. To keep the project on schedule, there are several tasks that must be completed in a timely
manner. Therefore, we will present a project timeline at the kick-off meeting that should be closely followed.
Although the establishment of an experienced project team and a detailed project timeline work extremely well in
general, Willdan understands that outside influences can create uncontainable situations for everyone involved in the
project. In rare circumstances like these, our team quickly adapts to changes, and communicates our recommended
schedule adjustments to the City.
Approach in Communicating with the City
Willdan staff is accustomed to interfacing with local government councils, boards, staff, community organizations,
and the public in general in a friendly and helpful manner; we are always mindful that we represent the public agency.
We are sensitive to the need of delivering a quality product, with the highest level of service and professionalism.
Therefore, as the work on the project progresses, we understand that it will be necessary for our staff to work closely
with you and City personnel.
To accomplish this, we employ a variety of tools, including monitoring project status and budget costs; and ensuring
effective communication through several options that are based on the City’s preferences.
Experience with Development Service Processes
A unique aspect of our firm is our relationship with our Engineering Division. For many agencies throughout California
and other Western states, this division provides contracted services in planning, engineering, and building and safety.
When conducting cost recovery studies, we regularly consult with our engineering and land-development staff of
experts on development-related issues. By working with our planners, engineers, and building officials, we
understand development-related agency service procedures and workflow functions, which often make the entire
user fee study process smoother for your staff.
Comprehensive User Fee Study Methodology
To comprehensively update fees, the City should develop a comprehensive user fee schedule that accurately
accounts for the true cost of providing services. Once the study is complete, the fee study model must be flexible so
that the City can add, delete, and revise fees in the future. To meet this goal, we will bring our expertise and unique
perspectives to your fee study by approaching the project with these three principles:
1) Defensibility
Our user fee projects have not been legally challenged since the inception of this practice area in our firm. We have
accomplished this by closely working with legal counsel familiar with user fee studies, our engineering division and
with agency staff. In this way, we can tailor the correct approach to ensure full cost recovery combined with a sound
and reasonable basis for each user fee you implement.
While Proposition 218 does not directly apply to non-property-related fees, we employ principles from this important
constitutional article to make certain that your user fee and rate schedule is developed with fairness, equity, and
proportionate cost recovery principles in mind. With the addition of Proposition 26, Willdan will review each analyzed
user fee for compliance and appropriateness to ensure continued defensibility.
2) Project and Staff Time
The City must have a sound and technically defensible fee schedule to ensure costs are appropriately recovered, as
applicants approach the City for its services. Our standards and approaches serve to get to the issues of your fee
study quickly. Starting with the project kick-off, we will make certain that your staff understands the purpose and
scope of the study and its corresponding on-site departmental interview. As Willdan is able to communicate directly
with the service providers, this face-to-face interaction provides valuable time estimates.
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City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
3) Responsiveness
We take great pride in providing responsive service to our client agencies. Frequent communication is critical to a
successful user fee study experience. We will provide a list of data requirements in advance of the project kick-off.
Due to this simple step, the introductory meeting can focus on the survey input process, answering questions,
determining policy goals, and defining next steps in the project. We will follow up weekly with you at each step in the
fee study process to make sure that staff “buys in” to the fee study approach and results.
User Fee Study Approach
Our approach to preparing the user fee study and documentation for La Quinta includes:
▪ Close coordination with your staff to devise a consensus approach. Different programs and/or different service
delivery methods will necessitate different approaches.
We will discuss specific pros and cons with City staff as we determine which methods work best for each fee
category;
▪ Strict adherence to key legal and policy issues with regard to user fees, including the percent of cost recovery
that the City seeks to achieve. A user fee shall not be set higher than the reasonable cost of providing a fee-
generating service. Our approach provides you with a fee schedule that achieves maximum legal cost recovery
while ensuring that each fee is supported by technically defensible documentation; and
▪ Technical analysis necessary to ensure State
compliance, and to anticipate and resolve
potential policy issues using a combination of
industry standards as well as City specific
methods.
As described below, there are two basic approaches
to calculating user fees:
Approach 1: Case Study Method
This is also sometimes referred to as a cost build-up
approach. Using a time and materials approach, the
“Case Study Method” examines the tasks, steps and
City staff involved in providing a particular ‘unit’ of
service, such as a permit review, and then uses that
information to develop estimates of the actual labor
and material costs associated with providing a unit of
service to a single user. It is often used when a
service is provided on a regular basis, and staff and
other costs associated with the service can be
segregated from available budget data.
A typical case study fee model should comprise the
following three general cost layers:
1) Central Services Overhead: This category may
involve such costs as labor, services, and supplies
that benefit more than one department, division, or
project. The exact benefits to specific areas are
impossible to ascribe to a single activity. Examples
are purchasing, human resources, and liability
insurance. As part of the user fee study, these costs
are calculated in the overhead cost review.
2) Department Overhead: This category may include expenses related to such items as office supplies, outside
consultants, and membership dues. It may include management, supervision, and administrative support that are not
provided to a direct fee-generating service. Typically, these items are charged, on an item-by-item basis, directly to
the department, division, or project.
3) Personnel Costs: This category refers to direct salary and benefit costs of staff hours spent on providing a fee-
generating service (e.g., on-site building inspector).
Central
Services
Overhead
Departmental
Overhead
Personnel
Costs
Fully -
Burdened
Hourly Rate
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City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
Approach 2: Average Cost Method
This is also sometimes referred to as a programmatic approach, because it looks at costs at a program level, and
then allocates them to participants on an occurrence basis. By taking total service costs across a substantial sample
period (a year) and dividing by the total number of service units delivered over that same period, costs per unit of
service is estimated.
This approach is useful when services or programs are provided in a more aggregate manner, where it might be
difficult to identify a specific sequence of steps associated with one user or participant; or where it is not feasible to
cost-effectively segregate costs associated with specific activities.
Work Plans
Our proposed work plans, described in detail by task, are provided below. We will maximize efficiency and cost-
effectiveness by combining meetings and data gathering efforts between the user fee study and cost allocation plan
wherever possible. We explain how each task will be accomplished and identify associated meetings and
deliverables. We will work in concert with the City to adjust scopes as needed during the course of the studies.
Full and OMB Compliant Cost Allocation Plan
This proposed scope of services addresses the completion of both the full and OMB compliant versions of the Cost
Allocation Plan (CAP). We have noted where activities specific to the OMB compliant plan occur.
Task 1: Initial Document Request
Objective: Initial due diligence.
Description: Prior to the kick-off call, relevant documentation will be obtained and reviewed in order to enhance
our understanding of the City’s current cost allocation plan and internal structure of the agency. A
written request for specific data will be sent to the City. The data provided in this task will provide the
building blocks for later model development.
Our request may include (but is not limited to):
▪ Detailed budget and accounting data;
▪ Prior year’s financial data, salary, position and staffing data;
▪ Organizational structure;
▪ Prior cost allocation plan and/or user fee documentation and models; and
▪ Data related to various allocation bases that may be incorporated as part of the methodology,
i.e. City Council agenda frequencies by department, AP/AR transactions by department, IT
equipment distribution by department, etc.
Deliverables: Willdan: Submit information request to City.
City: Provide requested data to Willdan (prior to Task 2, Kick-off Call/Refine Scope). We will follow
up with the City to confirm in writing the data that we have received, or which is still outstanding.
Task 2: Kick-off Conference Call / Confirm Project Strategy / Refine Scope
Objective: Confirm project goals and objectives and develop overall project strategy. Identify and discuss policy
issues related to the study and determine appropriate fee categories.
Description: Willdan will identify and discuss policy issues typically associated with these studies and address
data gaps in order to gain a full understanding of the City’s goals for the cost allocation plan.
We will establish effective lines of communication and processes for information gathering and
review, and conduct discussions with City Staff to verify the scope, purposes and objectives for the
CAP.
We will also discuss costs that may not be allocable for OMB purposes, and the potential impact on
the OMB version of the CAP.
During this call, we will ask that the City assign a project manager to serve as its primary contact.
The selected City project manager will ensure that available data is provided to Willdan in a timely
manner, thereby maintaining adherence to the project’s schedule.
We will obtain and review the current cost allocation methodology and discuss with City staff.
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City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
The objective of this review is to determine specific areas of focus as they relate to the City’s
objectives, and to discuss and evaluate current and potential allocation factors.
Meetings: One (1) project kick-off conference call to initiate the project, discuss data needs and methodologies
and to address policy issues. We would propose to conduct the user fee study kick-off during this
same call, to maximize efficiency and cost effectiveness of City Staff and Willdan time.
Deliverables: Willdan: If needed, a revised project scope and schedule.
City: Provide further data requirements and select/introduce City’s project manager.
Task 3: Gather Staffing Information and Develop Cost Allocation Plan Model
Description: This task involves the gathering of specific information, directly from City staff, through interviews
and discussion, related to the functions served by indirect staff and the departments served by their
activities. This task also focuses on the development of, and/or adjustment of existing allocation
bases, and the development and testing of a model that will ultimately be used to calculate the proper
cost allocations derived from data gathered in prior tasks.
The model will be developed to incorporate any recent changes in the provision of City services, and
fully allocate central service costs. It will allow for adjustments to direct and overhead costs so that
the model can be scaled and adjusted going forward.
The model will also calculate a citywide overhead rate and overhead rates for each department,
enterprise and fund, including Internal Service Funds.
The model will also be developed to allocate only those costs eligible under 2 CFR Part 200. This is
accomplished by loading relevant data into the model, identifying which costs are not allocable under
the OMB guidelines. The OMB Super Circular compliant model is valuable as the City may receive
Federal or State grant funding that mandates compliance with Federal OMB regulations.
We will utilize budget and organizational information, and other required information gathered from
City staff to complete the work in this task. Specific discussions will be held to discuss bases, how
central overhead services are provided to and utilized by other departments, cost categories and
allocation criteria, and how these will factor into the overall cost allocation methodology.
The model and methodology will also produce indirect cost rates. These rates will be suitable for a
variety of uses, including incorporation into the User Fee Study’s personnel rates, billing to CIP
projects, and in the OMB Super Circular compliant CAP, to Federal grants.
Meetings: Online meetings with staff to understand structure and operations as model and allocation bases are
developed. Key staff will be interviewed to best understand central overhead staffing and functions
and the departments served.
Deliverables: Willdan: One (1) user-friendly model in Microsoft Excel format that provides both a full cost allocation
plan and an OMB Super Circular compliant cost allocation plan.
Task 4: Test and Review Cost Allocation Methodology
Objective: Test and review model and results with City.
Description: The draft cost allocation plan model will be reviewed with City staff, and adjusted as necessary, to
ensure that preliminary allocations provide an accurate depiction of how the central overhead costs
should be borne by the operating programs and funds. Over the past several years, we have
successfully integrated online meetings by using WebEx™ as an element to our approach.
This allows us to remotely guide staff through the model review and allows you the opportunity to
interactively change inputs and test approaches.
Meetings: One (1) online meeting and demonstration with City Staff to review the model.
Deliverables: Willdan and City: Draft cost allocation plan model review.
Task 5: Prepare and Present Draft Report
Objective: Prepare the draft cost allocation report.
Description: This task involves the draft report preparation. The cost allocation plan’s background, model
methodologies, and results will be discussed; calculations and supporting data will be presented
textually and in easily understood tables and provided to the City.
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City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
Meetings: One (1) online meeting to present the draft report to City Staff.
Deliverables: Willdan: Draft report for City review and input.
City: Review of draft report, with comments, and edits.
Task 6: Discuss and Revise Report
Objective: Review of draft report, cost distribution methods, and model.
Description: An in-depth review of the draft report and model will be conducted to arrive at an optimum allocation
method for each expenditure type.
Often, through the course of an engagement, comments usually revolve around issues of
understandability; appropriate levels of enterprise funds’ cost recovery, etc.; ease of calculation; and
overhead costs’ distribution methods.
Our reports are structured to include both the full and OMB compliant plan, but in the course of review
if a separate report is desired for each or just one of the plans, they will be split.
Following a round of comments from City staff concerning the draft report, the final report will be
prepared for presentation to the Council.
Meetings: One (1) conference call with City staff to review the report with changes and revisions.
Deliverables: Draft report, and revised draft/final report.
Task 7: Prepare and Present Final Report and Model
Objective: Prepare and present the final report to City Council. Educate City staff on the operation and use of
the model for future modifications.
Description: This task is the culmination of the cost allocation plan project. Based on staff comments on the draft
report, Willdan will prepare the final report for presentation to City Council.
Meetings: One (1) meeting with the City Council to present the final plan if necessary. This meeting would be
held in conjunction with the presentation of the user rate study results, and may also be held remotely
via web conference if necessary due to ongoing COVID-19 public health mandates.
We will also provide staff training on the operation and use of the model.
Deliverables: Willdan: Provide one (1) electronic PDF file copy of the final report and models (full and OMB Super
Circular compliant), and five (5) bound copies, and one (1) unbound copy to the City. Using Microsoft
Word and Excel, an updateable electronic copy of the study and models, as well as related
schedules, will also be provided on CD/ROM.
Comprehensive Cost of Service and Fee Analysis for User and Regulatory
Master Fee Schedule
For brevity we present one Scope of Services for both the Comprehensive Fee Study and the Annual Updates.
Except where noted, the Scope outlined here addresses both the Comprehensive Cost of Service and Fee Analysis
that would be completed periodically, based on direction from the City, as well as the Annual Master Fee Schedule
Update. Where the same steps apply to both of these projects, the effort and cost will be scaled to reflect either the
Update or the Full Comprehensive Fee Study, and reflected in the cost differences in Section 3 of this proposal.
Task 1: Initial Document Request
Objective: Initial due diligence; obtain study-related data.
Description: Prior to the kick-off meeting, we will obtain and review relevant documentation to further enhance
our understanding of the services, fees, and rates to be studied. A written request for data will be
sent to the City. Please note that Time Survey data is not part of this request and will be gathered
during the on-site interviews described in Task 5.
We will request information and documentation on current fees and fee programs, activity levels, and
budget and staffing information (to the extent not already available) related specifically to programs
and activities which have associated fees, and for which the City has this level of detail.
Deliverables: Willdan: Submit information request to City.
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City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
City: Provide requested data to Willdan (prior to Task 3, Kick-off Meeting/Refine Scope). As with the
cost allocation plan, we will follow up with the City to confirm receipt of requested data and
information and highlight data elements that are outstanding.
Task 2: Compile Inventory of Current and Potential Fees
Objective: Willdan will identify a schedule of fees to be addressed in the study and methodology for calculating
the fees. This list may include all or a subset of the City’s Master Fee Schedule.
Description: Based on the results of the initial document request and independent research, incorporate into our
model the existing fees, provided by the City, to comprise the parameters of the fee study.
Meetings: It is possible that a conference call with the City may be necessary to discuss new fees to implement
or existing fees that may no longer be required.
Deliverables: Willdan: One (1) draft list of current fees based on initial data provided (to be discussed and finalized
during the kick-off call).
City: Review completed fee schedule with comments/revisions to be discussed during the kick-off
meeting.
Task 3: Kick-off Conference Call / Refine Scope
Objective: Confirm goals and objectives for the User Fee Study; identify policy issues typically raised by a Fee
Study; address gaps in data; refine appropriate existing or new fee categories (based on Task 2).
Description: Verify our understanding of the City’s goals and cost-recovery policy for user fees, and fill any gaps
in data/information necessary for the project. It is important for the City and Willdan to identify and
address any foreseeable problems and maintain open communication throughout the process.
During this call, we will ask that the City identify a project manager who will serve as the primary
contact for the project. The project manager shall have responsibility for ensuring that all available
data is provided in a timely manner, thereby maintaining adherence to the project’s schedule.
Meetings: One (1) project kick-off call to initiate the entire project, discuss data needs, and address policy
issues. This will be held in conjunction with the kick-off for the cost allocation plan. As mentioned in
the cost allocation plan work plan, we suggest combining the kick-off calls to increase efficiency.
Deliverables: Willdan: 1) Revised project scope and schedule (if needed); and 2) brief summary of policy decisions
(if needed).
City: 1) Provide further data needs; and 2) determine/introduce City’s project manager.
Task 4: Develop User Fee Model – For Updates, we will update the existing model
Objective: Develop and test model.
Description: This task involves the development of the model ultimately used to calculate the departmental fees,
based on data and information gathered in previous tasks and in the Time Survey Interviews
described in Task 5. To ensure that City policies are met through the imposition of the calculated
fees, the model will be formatted to include appropriate costs.
Key model inputs will include staff and allocated overhead costs per position, and relevant budget
data on salaries and benefits. Most of this information will be developed during the cost allocation
plan phase of this project and will be incorporated directly into the user fee model. We will request
clarification and/or additional data if necessary.
The model will build upon the cost allocation plan results, to provide an allocation of administrative
and overhead costs to fee related activities and departments providing services to customers, so that
fees and billable rate schedules incorporate applicable costs. Furthermore, the fees and rates
charged to customers will also reflect the cost of the services being provided, to the extent possible
given policy and/or political considerations.
Deliverables: Willdan: One (1) user-friendly model in Microsoft Excel format, which, when finalized, City staff can
use to calculate fee changes annually, or as often as deemed appropriate by the City Council.
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City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
Task 5: Time Survey Interviews and Information Gathering
Objective: Meet with City staff to complete Time Surveys and understand service delivery processes.
Description: In order to assist staff with the completion of the survey worksheets, we will schedule one (1) full day
of on-site meetings with staff; however, the number of meetings needed may vary depending on the
number of staff and departments involved.
Willdan will conduct interviews with supervisors/managers, as well as other staff, as deemed
appropriate and/or necessary, from each department involved in the user fee study to determine the
average time required by City staff to provide each of the services for which a fee is collected.
The fee model is designed so that full cost recovery fees are calculated immediately upon input of
staff time. These full costs are also compared to current cost recovery levels.
The model will also calculate revenue impacts given various assumptions about the levels of activity.
This information can be included in the report.
Willdan and City staff will conclude with a final meeting to review the draft full cost recovery fees, and
adjust any times as necessary, once all information has been compiled and input into the fee model.
We will schedule the interviews with staff to minimize any disruption to their normal workflow.
Meetings: One (1) full business day of on-site meetings/staff interviews. In light of ongoing public health
mandates associated with COVID-19, we will discuss with the City whether these meetings
need to be conducted via WebEx or Zoom. We have been using these tools during the course of
the shutdowns and they have proven effective and successful.
Deliverables: Willdan and City: Time surveys and draft full cost recovery fees.
Task 6: Common Fees Comparison
Task Note: This task only applies to the Comprehensive Study unless specifically requested.
Objective: Examine selected user fees charged by up to five (5) comparable cities in Riverside County, or
jurisdictions that are similar to the City of La Quinta.
Description: We will access and use our knowledge of other jurisdictions to benchmark the City’s five (5) most
common fees or highest yielding fees with comparable jurisdictions agreed.
Fee schedules are rarely readily or directly comparable from agency to agency due to definitional
and operational differences. For example, a grading permit in one jurisdiction may include the plan
check service, while the same permit in another jurisdiction may not, resulting in similar sounding
services with widely varying costs. For this reason, Willdan takes a selection of the City’s most
commonly used and/or highest yielding fees.
The survey will contain the following, a comparison of common or similar fees and charges used by
the City and other jurisdictions; current and proposed fees and charges unique to the City of La
Quinta; fees and charges used by other public entities not currently used in the City; and If possible,
identify characteristics and processes unique to the City that account for significant variances in fees
and charges used by other jurisdictions.
Deliverables: Willdan: Recommendations provided in Task 8 will incorporate the data gathered during our
examination.
Task 7: Data Analysis and Final User Fee Schedule
Objective: Incorporate information obtained from on-site surveys to fully develop model.
Description: We will update the model, based on information received during the on-site surveys, to generate a
comprehensive user fee schedule. In addition, it is very common that a supplemental data request
may be necessary, based on new fees identified that the City is not currently collecting. Where
appropriate, we will suggest and discuss with staff alternate approaches to existing fee programs
(i.e. building fees) and suggest potential areas where fees could be collected where they are not
currently. We will present the full cost recovery level for fees, both current and projected under the
new calculated fees, and revenue projections, given certain assumptions about the levels of subsidy
for different fees. Current levels of cost recovery will be compared to actual full costs calculated
during the course of this study.
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City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
Cost will be calculated at reasonable activity levels and include all appropriate direct and indirect
costs and overhead. We will review fee programs for compliance with Propositions 218 and 26.
In developing the fee schedule, we will make recommendations for new fees where appropriate,
based on our experience with other cities. Some areas for new fees may be due to changes in law
(legalized cannabis), or for activities that the City finds itself performing regularly, but for which no
fee is collected. Where possible, we will incorporate discussion of the City’s economic development
policies, and where these may intersect with fee programs, for instance setting fees in a manner that
encourages certain activities.
The user fee data analysis and model development may take three (3) to four (4) weeks with frequent
correspondence with City staff to discuss current cost recovery amounts, necessary to recover full
cost and frequency activity.
Meetings: One (1) meeting, as necessary, to gather additional input, complete analysis and finalize fee
schedule. Please see the note in Task 5 regarding COVID-19 and in-person meetings.
Deliverables: Final user fee model for City Council presentation and discussion.
Task 8: Prepare and Present Draft Report
Objective: Prepare draft report.
Description: This task involves the preparation of the draft report that discusses the study’s background, the
methodologies utilized in the study, and the results and presentation to various stakeholder groups.
As noted below, meetings may occur during this or the next task as appropriate. The calculations
used to generate the user fee study will be included textually, as well as in easy to understand tables.
Individual fee summaries by department and a comprehensive fee schedule will be included. The
draft report will include the following:
▪ Key results and findings;
▪ Basic descriptions of each service;
▪ The full cost of each service at lowest reasonable activity level and current cost recovery levels;
▪ Costs broken down graphically into indirect and direct components, with a graphic display of the
level of cost recovery;
▪ Fee recommendations with associate levels of cost recovery;
▪ Projections of potential fee revenue;
▪ Assessment of reasonableness of each City’s costs;
▪ Review of reasonableness of current consultant cost structure (for Building Division services);
▪ As appropriate, recommend alternative methodologies for building permit fee calculation; and
▪ Summary and recommendations.
The objective of the report is to communicate the recommendation of appropriate fees, which include
the appropriate subsidy percentage for those fees where full cost recovery may be unrealistic.
Meetings: One (1) conference call with City staff, to present draft results address questions and receive
feedback.
Deliverables: Willdan: Draft report for City review and comment.
City: Review of draft report, with comments and edits.
Task 9: Revise Draft Report/Determine Cost Recovery Levels for Recommended Adoption
Objective: Review of draft report and fee model.
Description: The goal of this task is to conduct an in-depth review of the draft report and model, incorporate
feedback and changes as a result of previous discussions, and arrive at an optimum fee structure.
Often through the course of an engagement, City staff will volunteer insightful likes and dislikes
regarding the existing fee structure. We listen to this feedback carefully because your staff members
know the community best. Comments usually revolve around issues of:
▪ Understandability;
▪ Fairness to applicants;
▪ Ease of calculation;
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City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
▪ Appropriate levels of cost recovery; and
▪ Full cost recovery hourly rates.
When adjusting fee recovery levels, we believe it is important to address these concerns.
Following one (1) round of comments from City staff on the draft report and feedback from City staff,
we will prepare the final report for presentation to the City Council.
Meetings: One (1) online demonstration (WebEx) to review the report and model, with any revisions.
Deliverables: Draft report, revised draft /final report.
Task 10: Prepare and Present Final Report/Instruct Staff on use of Model
Objective: Prepare and present final report to City Council. Instruct staff on the operation and use of the model
for future modifications.
Description: This task is the culmination of the entire project. Based on staff comments received regarding the
draft report, we will prepare the final report for presentation.
Meetings: One (1) meeting with City Council to present the results and adopt the updated fee schedule. We will
also provide staff training on the operation and use of the model on the same day, during regular
business hours.
Deliverables: Provide one (1) electronic PDF file copy of the final report and models; and, if requested, provide
twelve (12) bound copies, and one (1) unbound copy to the City. Using Microsoft Word and Excel,
an updateable electronic copy of the study and models, as well as related schedules, will also be
provided on CD/ROM.
City Staff Support
To complete our tasks, we will need the cooperation of City staff. We suggest that the City of La Quinta assign a key
individual to represent the City as the project manager who can function as our primary contact. We anticipate that
the City’s project manager will:
1) Coordinate responses to requests for information;
2) Coordinate review of work products; and
3) Help resolve policy issues.
Willdan will endeavor to minimize the impact on City staff in the completion of this project. We will ask for responses
to initial information requests in a timely manner. If there are delays on the part of the City, we will contact the City’s
project manager to steer the project back on track. We will keep the City’s project manager informed of data or
feedback we need to keep the project on schedule.
Willdan will rely on the validity and accuracy of the City’s data and documentation to complete the analysis. Willdan
will rely on the data as being accurate without performing an independent verification of accuracy and will not be
responsible for any errors that result from inaccurate data provided by the client or a third party.
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User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
Project Schedules
Willdan understands time is of the essence for the City of La Quinta to begin this engagement. These schedules can only be met with the cooperation
of City staff. Delays in responding to our requests for data and review will result in corresponding delays to the project schedule. If that is the case,
we will notify the City immediately of the possible impact on the schedule.
Cost Allocation Plan
Scope of Services 1 8 15 22 1 8 15 22 29 5 12 19 26 3 10 17 24 31
Task 1: Initial Document Request z1
Task 2: Kick-off / Refine Scope (conference call)z2
Task 3: Gather Staffing Information and Develop Model (conference call)z3
Task 4: Test and Review Cost Allocation Methodology (conference call)z4
Task 5: Prepare and Present Draft Report (meeting)z5
Task 6: Discuss and Revise Report (conference call)z6
Task 7: Prepare and Present Final Report/Train Staff on Model (meeting)z7 z7
Deliverables:
z 1: Information Request z 5: Draft Report
z 2: Revised Project Scope and Schedule (if needed) z 6: Revised Draft Report/Final Report
z 3: User-friendly Model in Microsoft Excel z 7: Final Report – Hard and Electronic Copies
z 4: Draft Cost Allocation Plan Model Review
City of La Quinta
Cost Allocation Plan
Project Schedule
February AprilMarch May
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City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
Comprehensive Fee Study
Scope of Services 1 8 15 22 1 8 15 22 29 5 12 19 26 3 10 17 24 31 7 14 21 28
Task 1: Initial Document Request z1
Task 2: Compile Inventory of Current and Potential Fees z2
Task 3: Kick-off / Refine Scope (web meeting/conference call)z3
Task 4: Develop User Fee Model z4
Task 5: Time Survey Interviews and Information Gathering (web meetings)z5
Task 6: Common Fees Comparison z6
Task 7: Data Analysis and Final User Fee Schedule (Web mtgs/conf calls)z7
Task 8: Prepare and Present Draft Report (conference call)z8
Task 9: Revise Draft Report/Determine Cost Recovery Levels (conference call)z9
Task 10: Prepare and Present Final Report/Train Staff on Model (web meeting)z10
Deliverables:
z 1: Information Request z6: Common Fee Comparison
z 2: Draft List of Current Fees z7: Draft Fee and Rate Model Review
z 3: Revised Project Scope and Schedule (if needed) z8: Draft Report
z 4: User-friendly Model in Microsoft Excel z9: Revised Draft Report/Final Report
z 5: Time Surveys and Draft Full Cost Recovery Fees z10: Final Report – Hard and Electronic Copies
April May
City of La Quinta
Comprehensive User Fee Study
Project Schedule
February March June
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City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
Additional Professional Services
Hourly Fee Schedule
Our current hourly rates are listed below.
Willdan Hourly Rate Schedule
Position Team Member Hourly Rate
Group Manager Chris Fisher $250
Managing Principal $240
Principal Consultant Bob Quaid $210
Senior Project Manager Tony Thrasher $185
Project Manager $165
Senior Project Analyst $135
Senior Analyst Priti Patel $125
Analyst II $110
Analyst I $100
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User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
5. Staffing and Project Organization
Our management and supervision of the project team is very simple: staff every position with experienced, capable
personnel in sufficient numbers to deliver a superior product to the City, on time and on budget. With that philosophy
in mind, we have selected experienced professionals for this engagement. We are confident that our team possesses
the depth of experience that will successfully fulfill your desired work performance. Our employees know and
understand the problems facing local government under the current economic climate, and we have oriented our
practice to support an agency’s modified budget policies and public service priorities.
Project Team
Key Team Member Project Role Responsibility to the La Quinta Engagement
Chris Fisher Principal-in-Charge
▪ Technical guidance;
▪ Project oversight;
▪ Quality assurance & control; and
▪ Meeting and presentation attendance.
Tony Thrasher Project Manager
▪ Task oversight;
▪ Model development;
▪ Produce key elements of the analyses;
▪ Responsible for project deliverables;
▪ Report evaluation; and
▪ Meeting and presentation attendance.
Priti Patel Financial Analyst
▪ Collect, interpret, and analyze key data;
▪ Assistance with model development;
▪ Report preparation; and
▪ Meeting and presentation attendance.
Robert Quaid, CPA Quality Assurance /
Quality Control
▪ Third party reviewer; and
▪ Report evaluation.
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User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
Project Management and Quality Assurance/Control Approach
Project Management
At Willdan, we utilize a Project Management Process/Approach that ensures projects are completed on time, within
budget and most importantly yield results that match our clients’ expectations. We will document discussions leading
to important policy decisions and/or the choice of critical assumptions used in constructing the analysis and model.
Following key stakeholder discussions, we will schedule a call to summarize findings and direction with City staff, to
make certain that we are in agreement with stated objectives, and that feedback is incorporated as appropriate.
Through the process of providing regular updates and conducting status conference calls, potential issues will be
highlighted, discussed and resolved. Any deviances from the project timeline will be identified and plans will be
developed for course corrections. If necessary, changes in approach or strategy will be discussed with City staff, to
meet the needs of the City of La Quinta. In doing this, we will ensure the project stays on track and evolves, based
upon current thinking and outside dynamics.
Project Management
Define the
project Plan the project Manage the
project
Review the
project
Communicate the
project
▪ Identify the project
scope, set
objectives, list
potential
constraints,
document
assumptions.
▪ Define a course of
action and develop
an effective
communication
plan.
▪ Provide a forum for
applying the
team’s collective
expertise to solving
difficult analytical
issues that arise in
complex projects.
▪ Collaborate with the
project team and
client staff, and
agree upon timeline
to meet the
estimated project
timeline.
▪ Assign workload
functions to
appropriately
qualified staff to
ensure milestones
are met, on time.
▪ Pre-schedule quality
control meetings with
project team to
maintain the
progressive motion
of the project.
▪ Manage the
execution of the
project.
▪ Direct existing and
upcoming project
tasks.
▪ Control and monitor
work in progress.
▪ Provide feedback to
client and project
team.
▪ Identify and resolve
deviances from
project timeline.
▪ Review all work
product and
deliverables.
▪ Utilize structured
quality assurance
process involving
up to three levels of
review at the peer
level, project
manager level.
▪ Procure executive
officer level review.
▪ Communicate with
the client regarding
work status and
progress.
▪ Ensure client is in
receipt of regular
status updates.
▪ Schedule regular
conference calls to
touch base.
▪ Inform client of
roadblocks, work
outside of projected
scope.
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City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
Quality Assurance / Quality Control Process
Our quality control program is incorporated as a required element of Willdan’s day-to-day activities. There are three
levels of reviews incorporated for our deliverables:
1) Peer review;
2) Project Manager review; and
3) Final quality assurance
manager review.
Peer reviews involve one
analyst reviewing the work of
another, while project manager
reviews are conducted prior to
delivery to the quality assurance
manager. The quality assurance
manager then performs a final
review. This assures that our
final product has been
thoroughly evaluated for
potential errors; thus, providing
quality client deliverables, and high levels of integrity and outcomes.
The primary mission of our quality control plan is to provide staff with the technical and managerial expertise to plan,
organize, implement, and control the overall quality effort, thereby ensuring the completion of a quality project within
the time and budget established.
Quality Assurance Goals
Goal Lead Task
Quality Assurance
/ Control Process Chris Fisher
▪ Establish a set of planned and systematic actions for maintaining
a high level of quality in the professional services performed;
Emphasize quality in every phase of work;
▪ Ensure efficient use of resources;
▪ Establish a consistent and uniform approach to the services
performed; and
▪ Implement appropriate quality control measures for each work task
of the project.
Quality Control
Plan
Chris Fisher,
Tony Thrasher, &
Robert Quaid, CPA
▪ Contract deliverables;
▪ Specific quality control procedures;
▪ Special quality control emphasis;
▪ Budget and manpower requirements;
▪ Overall project schedule and budget; and
▪ Project documentation requirements.
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City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
6. Subcontracting Services
Willdan Financial Services will not require the assistance of a subconsultant to conduct the City’s User Fee and Cost
Allocation Plan study.
7. Disclosures
Willdan Financial Services is not currently involved in any condition (e.g., significant prior or ongoing agreement
failure, any civil or criminal litigation or investigation pending, bankruptcy, current or pending litigation, planned office
closures, impending merger) that may impede our ability to complete this engagement.
33
City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
8. Insurance Requirements
34
City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
9. Non-Collusion Affidavit Form
35
City of La Quinta, California
User and Regulatory Master Fee Schedule Update and Full Cost Allocation Plan Update
10. Addenda
27368 Via Industria, Suite 200
Temecula, CA 92590-4856
951.587.3500 | 800.755.6864 | Fax: 951.587.3510
www.willdan.com