City of Vacaville Citywide Comprehensive Fee Study and Cost Allocation Plan RFP 2026
City of VacavilleCity · Vacaville, CA- Due
- Sep 11, 2026
- Deadline passed
- Posted
- Aug 10, 2026
- Primary contact
- Shelby Milliren
- (707) 449-5103
The 30-second brief
The City of Vacaville is soliciting proposals for a comprehensive fee study and cost allocation plan to establish defensible methodologies for cost recovery and overhead allocation. Proposals are due by September 11, 2026.
Cost Allocation Plan Report, Allocation Basis Matrix, Written Methodology Manual, Data Dictionary, Assumption Log, Excel Cost Allocation Model, Annual Update Procedures, Staff Training Workshop, Executive Management Presentation, City Council Presentation, One-Year Post-Implementation Support, Technical Cost Recovery Report, Management Summary Report, Fee Activity and Revenue Analysis Report, Peer Agency Comparison Report, Cost Recovery Matrix, Revenue Impact Analysis, Recommended Fee Schedule, Fee Implementation Plan, Draft Resolution Updating Fees, Excel Fee Model, Fee Update Methodology Manual
Understanding of the Project Proposed Approach and Methodology, Qualifications and Relevant Experience of the Firm, Qualifications and Experience of the Proposed Project Manager and Key Personnel, Experience Performing Comparable Municipal Fee Studies and Cost Allocation Plans, Quality Functionality and Sustainability of the Proposed Excel Fee Model and Cost Allocation Model, Project Schedule Availability and Ability to Meet the City's Timeline, References and Past Performance, Cost Proposal and Overall Value to the City
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Summary
The City of Vacaville is soliciting proposals for a comprehensive fee study and cost allocation plan to establish defensible methodologies for cost recovery and overhead allocation. Proposals are due by September 11, 2026.
EVALUATION CRITERIA
Understanding of the Project Proposed Approach and Methodology, Qualifications and Relevant Experience of the Firm, Qualifications and Experience of the Proposed Project Manager and Key Personnel, Experience Performing Comparable Municipal Fee Studies and Cost Allocation Plans, Quality Functionality and Sustainability of the Proposed Excel Fee Model and Cost Allocation Model, Project Schedule Availability and Ability to Meet the City's Timeline, References and Past Performance, Cost Proposal and Overall Value to the City
REQUIRED DELIVERABLES
22- Cost Allocation Plan Report
- Allocation Basis Matrix
- Written Methodology Manual
- Data Dictionary
- Assumption Log
- Excel Cost Allocation Model
- Annual Update Procedures
- Staff Training Workshop
- Executive Management Presentation
- City Council Presentation
- One-Year Post-Implementation Support
- Technical Cost Recovery Report
- Management Summary Report
- Fee Activity and Revenue Analysis Report
- Peer Agency Comparison Report
- Cost Recovery Matrix
- Revenue Impact Analysis
- Recommended Fee Schedule
- Fee Implementation Plan
- Draft Resolution Updating Fees
- Excel Fee Model
- Fee Update Methodology Manual
REQUIRED ATTACHMENTS
Attachment B References and History, Attachment C Non-Collusion Declaration and Authorized Signature
REQUIRED STAFFING
Project Manager, Key Personnel
- Submit to
- [email protected]
- Scope location
- Vacaville, CA
Questions about this RFP
How do I respond to this RFP from City of Vacaville?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is September 11, 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 Shelby Milliren.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Vacaville 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 Shelby Milliren at (707) 449-5103. 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: Project Manager, Key Personnel. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: Cost Allocation Plan Report, Allocation Basis Matrix, Written Methodology Manual, Data Dictionary, Assumption Log, Excel Cost Allocation Model, Annual Update Procedures, Staff Training Workshop, Executive Management Presentation, City Council Presentation, One-Year Post-Implementation Support, Techn. 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: "Understanding of the Project Proposed Approach and Methodology, Qualifications and Relevant Experience of the Firm, Qualifications and Experience of the Proposed Project Manager and Key Personnel, Exp..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Vacaville?
All active and historical solicitations from City of Vacaville are tracked and searchable. As a city agency, City of Vacaville 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: Attachment B References and History, Attachment C Non-Collusion Declaration and Authorized Signature. Additionally, proposals should address staffing requirements as outlined in the solicitation. Review the full document from City of Vacaville for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Vacaville, CA. Review the full solicitation for detailed scope requirements.