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Home My WebLink AboutCity of Diamond Bar - Citywide Fee Study Proposal.pdf November 29th, 2023 Proposal Response for Request for Proposal City of Diamond Bar Citywide Fee Study Respondent: Company Name: Witen Resource Management Services Staﬀ: Kim Witen, Owner, Resource Specialist Address: 41302 Avenue 11 Madera, CA 93636 Phone: 559-416-6667 Email: kwiten@witenresourcemgmt.com Website: www.witenresourcemgmt.com Witen Resource Management Services Proposal for City of Diamond Bar Citywide Fee Study Table of Contents Leter of Interest ………………………………………………………………………………………….3 Firm’s Background & Organiza�on …………………………………………………………...4 Most Recent Projects/Tasks ……………………………………………………………………..4 References …………………………………………………………………………….……………………..4 Previous/Current Workload …………………………………………………..………………….5 Firm’s Ability to Provide Services …………………………………………………….……..6 Methods, Risks & Needs from the City …………………………………..………………………7 Deliverables ………………………………………………………….………………………………………..7 Assump�ons ………………………………………………………………………………………………….8 Proposed Cost & Timeline ……………………………………………………………………9-10 I, Kim Witen, Owner of Witen Resource Management Services fully understand the scope details outlined in the City of Diamond Bar RFP to provide a citywide fee study to increase the ﬁnancial sustainability and equitable distribu�on of ﬁnancial resources within the community. You have our company’s commitment and interest to perform the work within the stated �me and to complete the work needed presented in the scope. While our ﬁrm takes on more than one project at a �me, you have our dedica�on and availability to the City of Diamond Bar for the Citywide Fee Study. Witen Resource Management Services has an educa�onal background in business administra�on and accoun�ng. Addi�onally, our ﬁrm has 5 years in grant management, 10 years working with coun�es and the state and 15 years in audi�ng services including budgets, general ledgers, ﬁnancials, fees, reports, and overall demographics. Our Firm also has 15 years in accoun�ng services (including budgets and fee structure), 15 years in administra�ve services, 10 years in repor�ng processes and 10 years in data analysis and conﬁgura�on. Witen Resource Management takes pride in the me�culous ways we conduct our audits and accoun�ng services. Our company’s goal is to provide the best service to our cons�tuents and to con�nue to provide quality and eﬃcient outcomes. This proposal and cost schedule is valid for 90 days from the proposal due date. If you have any further ques�ons, please feel free to contact me at (559)416-6667 or email me at kwiten@witenresourcemgmt.com. Kim Witen, Owner Witen Resource Management Firm’s Background & Organiza�on Persons authorized to execute this proposal: Kim Witen, Owner, Resource Specialist Witen Resource Management Services was founded in early 2023 with 1 employee, Kim Witen, Owner. This company specializes in business management, database management, data analysis, audi�ng & accoun�ng, repor�ng, and resource specialist ac�vi�es. This company’s local oﬃce is located at the residence of Kim Witen. There will not be any use of subcontractors for this proposal. Current & Previous Projects: Madera County Water & Natural Resources: Types of audits performed - • Assis�ng in crea�on of a new rate study for groundwater sustainability agency fees and groundwater sustainability project fees. • Atending board mee�ngs regarding rate study presenta�on, board feedback, altera�on to current rate study analysis and reissuance of rate study for board approval. • Implemen�ng rate approved rate structures each year to fees for collec�on. • Assis�ng in a 218 process for rate study fees. • Assis�ng in analysis for rate study structure and research and development for all aspects to be included in rate study and fee projec�on. • Outreach during and a�er rate study fee research, approval, and implementa�on. References: • Stephanie Anagnoson, Director of Water & Natural Resources 559-662-8015 stephanie.anagnoson@maderacounty.com • Dexter Marr, Deputy Director of Environmental Health 559-675-7823 d.marr@maderacounty.com • Annete Kephart, Senior Planner Planning Division 559-675-7821 annete.kephart@maderacounty.com Previous/Current workload: Madera County Water & Natural Resource – Water Resource Specialist II (2018- Current) • Assist in crea�ng and building ini�al budget for Groundwater Sustainability Agency including fee genera�on and analysis of professional services needed for agency compliance including budget forecas�ng. • Assis�ng in overall rate study for groundwater sustainability administra�on and projects including analysis, research, 218 process, outreach, and implementa�on. • Assist in crea�ng and building the ini�al budget for Groundwater Sustainability Agency including fee genera�on and analysis of professional services needed for agency compliance including budget forecas�ng and job posi�on funding. • Perform ini�al database set up, research and analysis of public informa�on pertaining to the agency. • Con�nuous audit analysis and maintenance of public informa�on pertaining to the agency and its database, updates performed as needed (including changes, addi�ons or dele�ons). • Compile reports for public pertaining to fees and alloca�ons from the Groundwater Sustainability Agency. • Audit of alloca�ons compared to other outside repor�ng systems as necessary for compliance. • Generate penalty fees and generate mock invoices for future billing in accordance with the Madera County penalty guidelines. • Supply annual change requests as needed and annually for overall changes made to the database systems within Madera County or outside correspondence. • Generate mock monthly and annual alloca�on reports necessary in accordance with the Madera County resolu�ons for the Groundwater Sustainability Agency. • Assists and reviews in con�nued annual department budget and revenue and provides necessary feedback or recommenda�ons to staﬀ for future needs of department. • Data analysis of previous alloca�on data and relevance for future endeavors or programs needs of department. • Audit fee structure, data sets and other so�ware inputs and provides necessary feedback or recommenda�ons to staﬀ for future needs of department. • Generates detailed reports or correspondence of analysis for cons�tuents. Madera County Environmental Health – Administra�ve Analyst II (2014- 2018) • Maintain accoun�ng and ﬁnancial transac�ons and records for mul�ple general ledger accounts including accounts payable and receivable. • Par�cipate in budget and controlling expenditures, budget forecas�ng, audi�ng records and funds, monitoring mul�ple accounts on an annual basis. • Generate reports for public en��es or cons�tuents for public service requests. • Maintain database for public en��es or cons�tuents for compliance. • Audit mul�ple general ledgers for accuracy and compliance with Madera County and provide feedback about needs for department as applicable. Firm’s Ability to Provide Services: Kim Witen, Resource Specialist, will be the sole staﬀ performing the tasks outlined in the scope. See the above sec�on in technical abili�es and experience for background. These tasks will be self-supervised with periodic check-ins and updates to the City of Diamond Bar as progress is made. If awarded, I will perform the outlined tasks to complete the scope of work detailed in the proposal provided by the City of Diamond Bar for the Citywide Fee Study. Task 1. Mee�ngs/Planning • Meet with staﬀ and conduct interviews to gain an understanding of the exis�ng fee structure, prac�ces, and opera�ons. Task 2. Audit/Review • Review exis�ng fee schedule and rate structure for all departments to determine if these fees are consistent and objec�ve. • Review and recommend updates to the format and presenta�on of the schedule of rents, ﬁnes and fees. • Iden�fy services for which the city is not currently charging but could lawfully do so. • Iden�fy the total cost of providing each city service at the appropriate ac�vity level. • Review and revise all �me es�mates included in the previous study and capture new �me es�mates for services. • Update annual volume and revenue sta�s�cs for fee services. • Update all staﬃng and expenditure informa�on. • Update all cross-department support calcula�ons. • Compare exis�ng recovery levels and fees for each service. • Recommend appropriate fees and charges for services where full cost recovery might be unrealis�c. • Provide revenue forecas�ng based on recommended levels. • Update department maximum fully burdened overhead rates for all classiﬁca�ons. Task 3. Repor�ng • Prepare the model for gathering data and upda�ng the fees and charges for services for all areas. • Prepare a report that iden�ﬁes each city’s service, its full cost, the costs currently being recovered and the recommended cost recovery levels. • Prepare a report that evaluates the impact on the City of Diamond Bar revenues by fund, department, or division, and in total recommended changes in the fee and service structure. • Advise staﬀ on the model developed in determining appropriate fees and charges based on program costs in the future. • Prepare a report that compares the city’s fees and services to similar ci�es by the city with consultants’ guidance. • Present ini�al ﬁndings and recommenda�ons to management. • Prepare a report to the City Council on ﬁndings and recommenda�ons and be available for in person or oﬄine support for presenta�on. • Provide ﬁnal updated user fee study model and report for new recommended fees and charges of services. Proposed methods for audit: • Review current fee schedule and structure to include comparison of similar ci�es and to meet with staﬀ to understand the exis�ng structure of fees and projects for the future. • Audit and review budgets for each department to determine overhead cost and apply to rate study calcula�ons. • Audit and review variables to each fee and apply to rate study calcula�ons. • Prepare a model for gathering data and upda�ng the fees for future years but applying new proposed fees to model with allowance of modiﬁca�on for future years. • Review laws and statutes to iden�fy any op�onal fees the city may be able to charge to include comparing to other similar ci�es. • Prepare reports in compliance with repor�ng standards to include all sec�ons in the proposal needed to execute new fees and charges. Poten�al Risks that may delay the project include: • Availability of similar ci�es fee schedules to consultant for review and comparison. • Availability of representa�ves to respond to ques�ons or inquiries regarding audit. Deliverables: • Technical memorandum of tenta�ve review and repor�ng schedule for the citywide fee study. • Prepare a model for gathering data that automa�cally recalculates addi�onal items or fee changes. • Prepare reports to include iden�fying each city service and its costs, evalua�on of the impact on the city revenues, comparison of the fee to similar ci�es, ini�al ﬁndings, and recommenda�ons for preliminary presenta�on. • Prepare a report for the city council on the ﬁndings and recommenda�ons. • Prepare a ﬁnal updated user fee study model and report. Needs from the City of Diamond Bar: • Main contact personnel for whom I will be contac�ng for any assigned tasks and for each department for interviews. • Access to all exis�ng appropriate documenta�on for fee study purposes to include exis�ng fee structure, budgets, and all other documents deemed necessary by the city. • Any other necessary items the city might ﬁnd relevant to the fee study. Witen Resource Management does not have any past, current, or pending li�ga�on resul�ng from professional services rendered over the past 5 years. Witen Resource Management has not had any security breaches in the life of the ﬁrm and this proposal does not fall into the public disclosure exemp�on. Assump�ons 1. Witen Resource Management Services will not be responsible for providing any legal advice, legal guidance and/or legal opinions. 2. County or City will ensure reasonable responsiveness from 3rd party vendors suppor�ng in support of the proposed project if applicable. 3. County or City shall provide Witen Resource Management Services will all documents required to fulﬁll proposed project. 4. County or City will facilitate Witen Resource Management Services access to documents electronically if required by the project. 5. County or City will provide legal review and/or assistance if applicable to the project. 6. City or County will work coopera�vely with Witen Resource Management Services and respond �mely to Witen Resource Management Services informa�on requests. 7. Services provided for under this proposal reﬂect Witen Resource Management Services costs only. Should any addi�onal team members be required, addi�onal fees will be nego�ated between Witen Resource Management and the County or City. 8. Witen Resource Management Services shall receive general direc�on from the County or City staﬀ. 9. Any and all work performed under this proposal shall be on a �me and materials basis consistent with Witen Resource Management Services rate schedule then in aﬀect. 10. Witen Resource Management Services shall not be held liable for errors and omissions in any informa�on or documents provided in this proposal. If any and all of the above assump�ons do not hold true, client agrees to compensate consultant for addi�onal �me in accordance with the hourly rates listed in the cost proposal. Proposed Timeline Schedule & Costs City of Diamond Bar Citywide Fee Study Please see below for the proposed �meline schedule and cost of our services. Billing & Payment Expecta�ons: Invoices will be submited to the City of Diamond Bar at the beginning of each month for payment within 30 days of the date of the invoice. Deposit payment would be preferred but also can accept checks from the City of Diamond Bar. Our �meline schedule and costs are averaged on a monthly schedule. Depending on the task associated with the citywide fee study process, hours may vary month to month. Any addi�onal services needed outside of the current scope will require an amendment to the contract with a new scope of services and costs. General rates are (Kim Witen, Sole staﬀ, owner, resource specialist) $150/Hour with tenta�ve addi�onal costs depending on the services needed by the City of Diamond Bar. 1. Breakdown of �meline and cost for comple�on of services Citywide Fee Study 24-Feb 24-Mar 24-Apr 24-May 24-Jun 24-Jul 24-Aug 24-Sep 24-Oct Task 1. Meeting/Planning 5 5 5 5 5 5 5 5 5 Task 2. Audit/Review 20 20 20 20 20 20 20 20 20 Task 3. Reporting/Fees Structure 15 15 15 15 15 15 15 15 15 Task 4. Per Diem - Up to $75/Day (Up to 3 days per visit) 225 0 0 225 0 0 225 0 0 Hotel - Up to $185/Night (Up to 3 nights per visit) 550 0 0 550 0 0 550 0 0 Mileage (Roundtrip) 350 0 0 350 0 0 350 0 0 Incidentals - $5 Per Incident 30 0 0 30 0 0 30 0 0 Hours Per Month 40 40 40 40 40 40 40 40 40 Travel Costs $ 1,155.00 $ - $ - $ 1,155.00 $ - $ - $ 1,155.00 $ - $ - Monthly Cost $ 6,000.00 $ 6,000.00 $ 6,000.00 $ 6,000.00 $ 6,000.00 $ 6,000.00 $ 6,000.00 $ 6,000.00 $ 6,000.00 Grand Total $ 7,155.00 $ 6,000.00 $ 6,000.00 $ 7,155.00 $ 6,000.00 $ 6,000.00 $ 7,155.00 $ 6,000.00 $ 6,000.00 **Hours are approximate to the maxed hours possibly needed for services and may be lesser depending on analysis spectrum** ** Travel costs may decrease if more tasks or meetings are done remotely** Total Cost of Services Including Travel $ 57,465.00