HomeMy WebLinkAbout82-03 RESOLUTIONRESOLUTION NO. 82-03
•
A RESOLUTION APPROVING A CONTRACT WITH MAXIMUS,
INC. IN THE AMOUNT OF TWENTY-SEVEN THOUSAND TWO
HUNDRED FORTY DOLLARS ($27,240.00) FOR A USER FEE
STUDY AND COST ALLOCATION PLAN SERVICES; AND
APPROVING A PROJECT CONTINGENCY IN THE AMOUNT OF
TWO THOUSAND SEVEN HUNDRED SIXTY DOLLARS
($2,760.00).
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas
hereby approves a contract with Maximus, Inc. in the amount of Twenty -Seven
Thousand Two Hundred Forty Dollars ($27,240.00) for A User Fee Study and
Cost Allocation Plan services.
Section 2. That the City Council of the City of Fayetteville, Arkansas
hereby approves a project contingency in the amount of Two Thousand Seven
Hundred Sixty Dollars ($2,760.00).
PASSED and APPROVED this 3rd day of June, 2003.
By: 44-111
SONDRA SMITH, City Clerk
APPROVED:
By:
DAN COODY, May,
• •
AGREEMENT TO PROVIDE
PROFESSIONAL CONSULTING SERVICES FOR
THE CITY OF FAYETTEVILLE, ARKANSAS
THIS AGREEMENT, entered into this 31-J day of . LAMA.
2003 , and effective immediately by and between MAXIMUS, INC. (hereinafter
called the "Consultant"), and City of Fayetteville, Arkansas (hereinafter called the
"City"), WITNESSETH THAT:
WHEREAS, the City has programs which operates with outside funding, and
WHEREAS, the City supports these programs with support services paid for
by City's general funds, and
WHEREAS, outside users will pay a fair share of these costs if supported by
an appropriate cost allocation plan or fee study, and
WHEREAS, the Consultant is staffed with personnel knowledgeable and
experienced in the requirements of developing and negotiating such governmental
cost allocation plans, and
WHEREAS, the City desires to engage the Consultant to assist in developing
a comprehensive user fee cost recovery system.
NOW THEREFORE, the parties hereto mutually agree as follows:
1. Employment of Consultant. The City agrees to engage the
Consultant and the Consultant hereby agrees to perform the following services.
2. Scope of Services. The Consultant shall do, perform, and carry out
in a good professional manner the following services:
A. Review the City's current cost allocation matrix for
appropriateness and make recommendations to improve
the cost allocation methodology, bases, and procedures,
and make recommendations to improve the process.
B. Perform a comprehensive user fee study including a
schedule of current fees and charges, a cost revenue
analysis, a determination of the current cost of services
delivered, an identification of the unit cost for each
service and the revenue potential for each existing fee, an
identification of new fees for possible implementation and
their associated revenue potential.
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C. Design and implement a cost recovery system for use by
the City's personal computers.
D. Provide training for City staff in the use of the cost
recovery system and provide program technical support
for one year following acceptance of the final product.
E. Present findings of study to the City Council and the
public at a regularly scheduled Council meeting
3. Time of Performance. The services to be performed hereunder by
the Consultant shall be undertaken and completed in such sequence as to assure
their expeditious completion and best carry out the purposes of the agreement. All
services required hereunder shall be completed each year within four (4) months
after the notice to proceed by the City, depending upon availability of data and City
staff schedules. This contract shall terminate December 31', 2003
4. Compensation. The City agrees to pay the Consultant a sum not to
exceed Twenty Seven Thousand Two Hundred Forty Dollars ($27,240) for all
services required herein, which shall include reimbursement for expenses incurred.
Consultant agrees to complete the project and all services provided herein for said
sum. If the Consultant is not required to make the presentation of findings to the
City Council as described in paragraph 2E, the City shall be entitled to a fee
reduction in the amount of One Thousand Three Hundred Dollars ($1,300).
5. Method of Payment. The Consultant shall be entitled to payment in
accordance with the provisions of this paragraph. Upon delivery of draft plans,
Consultant will invoice the City for $10,370. Upon delivery and presentation of the
final user fee study, the Consultant will invoice the City an additional $10,370.
Upon the completion of training and delivery the MaxCars cost recovery system,
Consultant will invoice the City for $6,500. Payments are due within 30 days of
receipt of each invoice.
6. Changes. The City may, from time to time, require changes in the
scope of the services of the Consultant to be performed hereunder. Such changes,
which are mutually agreed upon by and between the City and the Consultant, shall
be incorporated in written amendment to this agreement.
7. Services and Materials to be Furnished by the City. The City
shall furnish the Consultant with space and all available necessary information,
data, and materials pertinent to the execution of this agreement. The City shall
cooperate with the Consultant in carrying out the work herein, and shall provide
adequate staff for liaison with the Consultant and other agencies of City
government.
8. Termination of Agreement for Cause,. If, through any cause, the
Consultant shall fail to fulfill in timely and proper manner his obligation under this
agreement, the City shall thereupon have the right to terminate this agreement
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with cause, by giving written notice to the Consultant of such termination and
specifying the effective date thereof, at least five (5) days before the effective date
of such termination.
9. Information and Reports. The Consultant shall, at such time and in
such form as the City may require, furnish such periodic reports concerning the
status of the project, such statements, certificates, approvals, and a set of copies of
proposed and executed plans and claims and other information relative to the
project as may be requested by the City. The Consultant shall furnish the City,
upon request, with copies of all documents and other materials prepared or
developed in conjunction with or as part of the project.
10. Records and Inspections. The Consultant shall maintain full and
accurate records with respect to all matters covered under this agreement. The
City shall have free access at all proper times to such records, and the right to
examine and audit the same and to make transcripts therefrom, and to inspect all
program data, documents, proceedings, and activities.
11. Accomplishment of Proiect. The Consultant shall commence, carry
on, and complete the project with all practicable dispatch, in a sound economical
and efficient manner. In accomplishing the project, the Consultant shall take such
steps as are appropriate to insure that the work involved is properly coordinated
with related work being carried on in the City.
12. Provisions Concerning Certain Waivers Subject to applicable law,
any right or remedy which the City may have under this contract may be waived in
writing by the City by a formal waiver, if, in the judgement of the City, this
contract, as so modified, will still conform to the terms and requirements of
pertinent laws.
13. Matters to be Disregarded, The titles of the several sections,
subsections, and paragraphs set forth in this contract are inserted for convenience
of reference only and shall be disregarded in construing or interpreting any of the
provisions of this contract.
14. Completeness of Contract. This contract and any additional or
supplementary document or documents incorporated herein by specific reference
contain all the terms and conditions agreed upon by the parties hereto, and no
other agreements, oral or otherwise, regarding the subject matter of this contract
or any part thereof shall have any validity or bind any of the parties hereto.
15. City Not Obligated to Third Parties, The City shall not be obligated
or liable hereunder to any party other than the Consultant.
16. Indemnity,. Consultant shall indemnify and save harmless the City
against any and all claims, demands, suits or judgements for sums of money to any
party for injury or damages to persons or property growing out of, resulting from or
by reason of any negligent acts or omissions by the Consultant, its agents, servants
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or employees while engaged upon or in connection with the services required or
performed by the Consultant hereunder. Consultant shall additionally indemnify
and hold the City harmless from any and all claims and/or liens for labor, service,
or materials furnished to the Consultant in connection with the performance of the
Consultant's obligation under this agreement.
17. When Rights and Remedies Not Waived. In no event shall the
making by the City of any payment to the Consultant constitute or be construed as
a waiver by the City of any breach of covenant, or any default which may then
exist, on the part of any such breach or default exists shall in no way impair or
prejudice any right or remedy available to the City in respect to such breach or
default.
18. Personnel. The Consultant represents that he has, or will secure at
his own expense, all personnel required in performing the services under this
agreement. Such personnel shall not be employees of or have any contractual
relationship with the City. All of the services required hereunder will be performed
by the Consultant or under his supervision, and all personnel engaged in work shall
be fully qualified to perform such services.
19. Litigation. By entering this agreement Consultant waives jurisdiction
and venue and submits to the jurisdiction of the City of Fayetteville, Arkansas,
regardless of Consultants residence or domicile. Consultant agrees that said court
shall be the exclusive jurisdiction for any suits, actions, claims or demands arising
out of or in connection with this agreement.
20. Consultant Liability if Audited. The Consultant will assume all
financial and statistical information provided to be accurate and complete. Any
subsequent litigation or disallowance of funds paid to the City under the user fee
plan is the sole responsibility of the City.
21. Copyrighted Materials. Consultant's report developed pursuant to
this contract shall be provided to Client. Copies shall be retained by Consultant.
Client acknowledges that the report format to be provided by Consultant is
copyrighted. Consultant shall insure that all copies of its report bear the copyright
legend. Client agrees that the right, title and interest in and to the copyright
materials lies with the Consultant. Client may use the report solely for and on
behalf of the Client's operations to maintain accounting records and/or to monitor
program costs against state or federal budgetary ceilings. Client agrees not to
reproduce, publish, use or otherwise distribute the report except as provided by this
contract. Client further agrees that it will take appropriate action by instruction,
agreement or otherwise with its employees to satisfy its obligations with respect to
use, copying, protection and security of the report format. Consultant shall retain
all records related to this contract for three (3) years following termination, during
which the Client has the right to audit such records at its election.
22. Assignment, The parties hereby agree that Consultant may assign,
convey or transfer its interest, rights and duties in this Agreement to an affiliated
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company or its parent company which succeeds to substantially all of the business
of the Consultant.
23. Notices. Any notices, bills, invoices, or reports required by this
agreement shall be sufficient if sent by the parties hereto in the United States mail,
postage paid, to the addresses noted below:
City of Fayetteville
c/o Kevin Springer
113 West Mountain Street
Fayetteville, Arkansas 71701
Payment Address:
MAXIMUS, INC.
P.O. Box 791188
Baltimore, Maryland 21279-1188
Correspondence Address:
MAXIMUS INC.
940 North Tyler Road
Suite #204
Wichita, Kansas 67212
IN WITNESS WHEREOF, the City and the Consultant have executed this
agreement as of the date first written above.
Signature:
Name: Dan Coody
CITY
FAYE VILLE
Title: Cl/Vt.-a-010 V
MAXIMUS, INC
Signature:
Name:
Title: vice President
Page 5 of 5
F1'e.
Trtt117MICIROFILM•ED Sicceer
DEPARTMENTAL CORRESPONDENCE
�[Vd`o3
TO: Mayor Dan Coody and Department Directors
THRU: Hugh Earnest, Chief Administrative Officer
Steve Davis, Finance & Internal Services Director/
FROM: Kevin Springer, Budget Manager
DATE• September 17, 2004
SUBJEC r: Draft User Fee Study — Request for Corrections
Please find attached an Executive Summary that presents the results of a study, conducted by
Maximus, Inc., of the full cost of services provided by the City of Fayetteville, Arkansas, for services
for which user fees are currently being charged or might by charged. Each fee section has the
responsible Department Director listed. Please review the listing to make sure that you are
responsible for the fee sections marked. Please let me know as soon as possible if any mistakes were
made.
For each fee area that you are responsible for, please review and make sure that everything is correct.
In addition, please address any of the comments that were made by Budget & Research staff. Feel
free to distribute the listing to your division heads for completion but make sure that all items under
your direction go through you back to Budget & Research. The information developed will be
presented to the City Council Ordinance Review committee during October 2004.
The requested timeframe for completion of your user fee study section is Friday September 24,
2004. If you have any questions or comments about any of the information I have given you, please
don't hesitate to contact me. Also, if you require any assistance from either me or my staff, please let
me know. Thank you for your attention to this matter.
RECEIVED
SEP 1/200}
CITY OF CITY CLERK'S OFFICE
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User fees are paid by all service users, including those exempt from certain taxes.
Providing certain public services at an amount equal to their full cost can have numerous benefits to both the City and its citizens:
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