City of Sebastopol Request for Proposals - Cost Allocation Plan 2026
City of SebastopolCity · Sebastopol, CA- Due
- Oct 14, 2026
- Deadline passed
- Posted
- Sep 23, 2026
- Primary contact
- Mary Gourley
- (707) 823-1153
The 30-second brief
The City of Sebastopol is seeking proposals from qualified professional consulting firms to conduct an independent evaluation of existing cost allocation methodologies and develop an updated Cost Allocation Plan and accompanying dynamic Microsoft Excel model. The project involves reviewing current practices, evaluating allocation methodologies, ensuring compliance with Proposition 218 and Proposition 26 requirements for water and sewer enterprise funds, and providing clear documentation, staff training, and presentations. Proposals are due by October 14, 2026, at 5:00 p.m. PDT, submitted electronically as a single PDF to Mary Gourley, City Manager. The scope covers project initiation, data collection and interviews, model and plan development, reporting, presentations, and final deliverables.
Final Cost Allocation Plan report in editable Microsoft Word format and PDF, Fully functional and documented Excel Cost Allocation Model with supporting schedules and worksheets, Executive summary suitable for Council and public distribution, Presentation materials in PowerPoint, Training materials and recorded session or detailed notes, All working papers and source data files provided electronically, Memorandum documenting compliance with Proposition 218 and Proposition 26 principles
Quality, completeness, and professionalism of the proposal and responsiveness to RFP requirements; Demonstrated relevant experience performing Cost Allocation Plans and similar fiscal studies for California local governments, especially cities with enterprise utility funds; Qualifications, experience, and availability of the proposed project team and lead consultant; Soundness and creativity of the proposed approach and methodology, including how the existing CAP will be utilized and improved; Reasonableness of the proposed fee relative to scope, and demonstrated ability to complete the project on schedule; Strength of references and past performance on similar engagements; Proposed management/communication plan and value-added recommendations
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Summary
The City of Sebastopol is seeking proposals from qualified professional consulting firms to conduct an independent evaluation of existing cost allocation methodologies and develop an updated Cost Allocation Plan and accompanying dynamic Microsoft Excel model.
The project involves reviewing current practices, evaluating allocation methodologies, ensuring compliance with Proposition 218 and Proposition 26 requirements for water and sewer enterprise funds, and providing clear documentation, staff training, and presentations. Proposals are due by October 14, 2026, at 5:00 p.m. PDT, submitted electronically as a single PDF to Mary Gourley, City Manager. The scope covers project initiation, data collection and interviews, model and plan development, reporting, presentations, and final deliverables.
EVALUATION CRITERIA
7- Quality, completeness, and professionalism of the proposal and responsiveness to RFP requirements
- Demonstrated relevant experience performing Cost Allocation Plans and similar fiscal studies for California local governments, especially cities with enterprise utility funds
- Qualifications, experience, and availability of the proposed project team and lead consultant
- Soundness and creativity of the proposed approach and methodology, including how the existing CAP will be utilized and improved
- Reasonableness of the proposed fee relative to scope, and demonstrated ability to complete the project on schedule
- Strength of references and past performance on similar engagements
- Proposed management/communication plan and value-added recommendations
REQUIRED DELIVERABLES
Final Cost Allocation Plan report in editable Microsoft Word format and PDF, Fully functional and documented Excel Cost Allocation Model with supporting schedules and worksheets, Executive summary suitable for Council and public distribution, Presentation materials in PowerPoint, Training materials and recorded session or detailed notes, All working papers and source data files provided electronically, Memorandum documenting compliance with Proposition 218 and Proposition 26 principles
REQUIRED ATTACHMENTS
11- Cover Letter / Transmittal Letter
- Project Approach and Proposed Scope of Work
- Project Schedule and Timeline
- Experience and Qualifications
- Sample Completed Reports
- References
- Resumes and Qualifications of Proposed Personnel
- Fee Schedule and Cost Proposal
- Conflict of Interest disclosure
- Proposed Changes to Standard Agreement
- Insurance confirmation
REQUIRED STAFFING
3- Submit to
- [email protected]
- Scope location
- Sebastopol, CA
Questions about this RFP
How do I respond to this RFP from City of Sebastopol?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is October 14, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: [email protected]. For questions, contact Mary Gourley.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Sebastopol in CA, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Mary Gourley at (707) 823-1153. Questions and answers are typically shared with all prospective bidders.
What staffing is required for this project?
This solicitation outlines specific staffing requirements. The required roles include: Partner/Principal, Senior Consultant, Analyst. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: Final Cost Allocation Plan report in editable Microsoft Word format and PDF, Fully functional and documented Excel Cost Allocation Model with supporting schedules and worksheets, Executive summary suitable for Council and public distribution, Presentation materials in PowerPoint, Training materials. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Quality, completeness, and professionalism of the proposal and responsiveness to RFP requirements; Demonstrated relevant experience performing Cost Allocation Plans and similar fiscal studies for Cali..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Sebastopol?
All active and historical solicitations from City of Sebastopol are tracked and searchable. As a city agency, City of Sebastopol regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Cover Letter / Transmittal Letter, Project Approach and Proposed Scope of Work, Project Schedule and Timeline, Experience and Qualifications, Sample Completed Reports, References, Resumes and Qualific. Additionally, proposals should address staffing requirements as outlined in the solicitation. Review the full document from City of Sebastopol for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Sebastopol, CA. Review the full solicitation for detailed scope requirements.