Town of Fairfax Seeks Consultant for Comprehensive Cost of Services & Cost Allocation Study

REQUEST FOR
PROPOSALS
COMPREHENSIVE COST OF
SERVICES & COST
ALLOCATION STUDY
Issue Date: June 11, 2026
Due Date: July 12, 2026
142 BOLINAS ROAD, FAIRFAX, CA 94930
Request for Proposals: Comprehensive Cost of Services & Cost Allocation Study 1
TOWNOFFAIRFAXCA.GOV

Table of Contents
Comprehensive Cost of Services & Cost Allocation Study - Timeline ................................................... 3
Submittal Requirements ..................................................................................................................... 3
Information & Addenda ...................................................................................................................... 4
Section 1: Instructions.......................................................................................................................... 5
1.1-Proposal Submittal ..................................................................................................................... 5
1.2-Offer Period ................................................................................................................................. 5
1.3-Request for Due Date Extension ................................................................................................ 5
1.4-Withdrawal of Proposals ............................................................................................................ 5
1.5-Single Response ......................................................................................................................... 5
1.6-Multiple Proposals ...................................................................................................................... 5
1.7-Waiver of Minor Administrative Irregularities & Rejection of Proposals ................................. 6
1.8-Business License ........................................................................................................................ 6
1.9-Certificate of Insurance .............................................................................................................. 6
1.10-Non-Endorsement ..................................................................................................................... 6
1.11-Proprietary Material Submitted & Public Disclosure .............................................................. 7
1.12-Response Property of the Town of Fairfax ............................................................................. 8
1.13-No Obligation to Buy ................................................................................................................. 8
1.14-Cost of Preparing Proposals .................................................................................................... 8
1.15-Contract Termination ................................................................................................................ 8
1.16-Recycling ................................................................................................................................... 8
1.17-Retention ................................................................................................................................... 8
Section 2: Scope of Work...................................................................................................................... 9
2.1-Town of Fairfax ........................................................................................................................... 9
2.2-Overview ...................................................................................................................................... 9
2.3-Objective ...................................................................................................................................... 9
2.4-Deliverables ................................................................................................................................. 13
2.5-Proposed Timeline ...................................................................................................................... 13
2.6-Work Made for Hire ..................................................................................................................... 14
2.7-Changes in Scope of Work ......................................................................................................... 15
2.8-Pricing Adjustments ................................................................................................................... 15
Section 3: Proposal Evaluation Process ................................................................................................ 16
3.1-General ........................................................................................................................................ 16
3.2-Selection Process ....................................................................................................................... 16
3.3-Contract Award and Execution .................................................................................................. 16
3.4-Evaluation Criteria ....................................................................................................................... 16
3.5-Interviews .................................................................................................................................... 17
Form A: Proper Commitment and Information ...................................................................................... 18
Form B: Price Sheet .............................................................................................................................. 19
Form C: Questionnaire .......................................................................................................................... 20
Form D: Town of Fairfax Professional Services Agreement ................................................................... 22
Request for Proposals: Comprehensive Cost of Services & Cost Allocation Study 2

Request for Proposal
Heather Abrams
Town Manager
habrams@townoffairfaxca.gov
Comprehensive Cost of Services &
Cost Allocation Study Proposal - Timeline
Event Date
Issue Date June 11, 2026
Deadline for Final Questions July 8, 2026, at 5:00 pm PST
Proposal Due Date July 12, 2026
Interviews (Tentative) July 20 - July 24, 2026
Anticipated Award August 5, 2026
Submittal Requirements
Responses should be double-sided, numbered pages on standard 8.5" x 11" paper with a minimum 12-
point font.
Emailed or delivered hard copy proposals are acceptable. Submit completed proposals by email to
habrams@townoffairfaxca.gov or deliver to 142 Bolinas Road, Fairfax, CA 94930. Delivered proposals
are accepted Monday through Thursday from 8:30 am to 4:00 pm, excluding observed holidays.
If providing paper copies, clearly label the outside of the sealed envelope containing the original
proposal response plus three identical copies, with the proposal name and contact information listed
above. Only proposals that arrive by the deadline will be considered.
Proposals in response to this Request for Proposals should be submitted in the following order:
1. Cover Page
2. Table of Contents
3. Executive Summary - Provide a brief summary of each of the following:
a. Ability to perform the work requested
b. Background and experience providing services
c. Qualifications of the personnel to be assigned to this project
d. Any subcontractors, subconsultants, and a brief history of their background and
experience
e. Any other information called for by this Request for Proposals which the proposer
deems relevant
4. Proposer Commitment and Information (Form A)
5. Price Sheet (Form B)
6. Questionnaire & Response to Scope of Services (Form C) - Provide responses and
information to fully satisfy each item in the questionnaire.
Request for Proposals: Comprehensive Cost of Services & Cost Allocation Study 3

7. Attachments and any other material relevant to proposal
Information & Addenda
Consultants are responsible for checking the Town of Fairfax's website for the issuance of any addenda
prior to submitting a proposal. All information, including addenda regarding this solicitation, will be
posted at townoffairfaxca.gov/requests-for-proposals-and-bids/
All questions must be requested electronically via email to habrams@townoffairfaxca.gov.
Unauthorized contact regarding the Request for Proposals with Town of Fairfax employees or
contractors may result in disqualification. Any oral communications will be considered unofficial and
non-binding by the Town of Fairfax. Proposers should rely only on written statements by the individual
listed above.
Request for Proposals: Comprehensive Cost of Services & Cost Allocation Study 4

Section 1: Instructions
1.1-Proposal Submittal
The Town of Fairfax must receive the Proposer's complete proposal by July 12, 2026 at 11:59 p.m. For
electronic submissions, the official receipt time is based on the timestamp from the Town's email
server as recorded. All submitted proposals and documentation will become property of the Town of
Fairfax and will not be returned.
For consideration of award, the proposal must be completed and signed by an authorized
representative of the Proposer. By submitting a proposal, the proposer accepts the procedures,
conditions, evaluation criteria, and other instructions outlined in this Request for Proposals.
Once submitted, no proposer may withdraw their proposal after the designated opening time unless the
award decision is delayed for more than 120 days.
1.2-Offer Period
All proposals must remain open for 60 days from the receipt date. The Town of Fairfax reserves the
right to extend this period.
1.3-Request for Due Date Extension
Proposers may request an extension of the proposal due date but must supply any justification and
additional information that will facilitate an evaluation and decision by the Town of Fairfax. Any
approved extension will be issued in an addendum.
1.4-Withdrawal of Proposals
Proposers may withdraw a submitted proposal until the due date and time by providing a written
request to the Town of Fairfax Finance Department.
1.5-Single Response
A single response to the Request for Proposals may be deemed a failure of competition and the
Request for Proposals may be cancelled in the best interest of the Town of Fairfax.
1.6-Multiple Proposals
Proposers may submit multiple proposals provided that each proposal is independent and adheres to
the specifications in this Request for Proposals.
1.7-Waiver of Minor Administrative Irregularities & Rejection of Proposals
The Town of Fairfax retains the sole discretion to waive minor administrative irregularities and
informalities in any submitted proposal, to request additional information or clarification from firms
who have submitted a proposal, and to allow corrections of errors or omissions. Additionally, the Town
reserves the right to award the contract to the responsible Proposer whose proposal is deemed most
advantageous to the Town and to reject any and all proposals.
Request for Proposals: Comprehensive Cost of Services & Cost Allocation Study 5

1.8-Business License
The successful Proposer will be required to possess or obtain a Town of Fairfax Business License and
pay the Town of Fairfax Business License Tax where applicable. Business license questions should be
directed to the Town of Fairfax Business License staff at 415-458-2341 or by email
businesslicense@townoffairfaxca.gov.
1.9-Certificate of Insurance
The Town will require the successful Consultant to provide Certificate of Insurance evidencing required
coverage types and the minimum limits listed in the attached professional services agreement.
Consultant shall procure and maintain, for the duration of the contract, insurance against claims for
injuries to persons or damages to property which may arise from or in connection with the performance
of the work hereunder by the Consultant, its agents, representatives, or employees.
Coverage shall be at least as broad as:
(a) Commercial General Liability (CGL) - Insurance Services Office Form CG 00 01 covering
CGL on an "occurrence" basis for bodily injury and property damage, including products-
completed operations, personal injury and advertising injury, with limits no less than $1,000,000
per occurrence/two million dollars ($2,000,000) aggregate. If a general aggregate limit applies,
either the general aggregate limit shall apply separately to this project/location or the general
aggregate limit shall be twice the required occurrence limit.
(b) Automobile Liability - Insurance Services Office Form Number CA 0001 covering, Code 1
(any auto), or if Consultant has no owned autos, Code 8 (hired) and 9 (non-owned), with limit no
less than $1,000,000 per occurrence for bodily injury and property damage.
(c) Worker's Compensation - Worker's Compensation insurance as required by the State of
California with Statutory Limits, and Employer's Liability Insurance with limit of no less than
$1,000,000 per accident for bodily injury or disease.
(d) Professional Liability (Errors and Omissions) - Insurance appropriate to the Consultant's
profession, with limit no less than $1,000,000 per occurrence/two million dollars ($2,000,000)
aggregate.
If the Consultant maintains higher limits than the minimums shown above, the Town requires and shall
be entitled to coverage for the higher limits maintained by the Consultant.
1.10-Non-Endorsement
The selection of a Proposer to provide services to the Town of Fairfax does not constitute an
endorsement or recommendation of the Proposer's product as the best or only solution. The Proposer
agrees not to reference the Town of Fairfax in any literature, promotional materials, brochures, sales
presentations, or similar documents without the express written consent of the Town of Fairfax.
Request for Proposals: Comprehensive Cost of Services & Cost Allocation Study 6

1.11-Proprietary Material Submitted & Public Disclosure
(a) Property of the Town of Fairfax - All materials submitted in response to the Request for
Proposals will become the property of the Town of Fairfax. In this context, the term "proposal" is
broadly defined to include proposals, statements of qualification, letters of interest, and any
other materials submitted in response to this Request for Proposals.
(b) Proposals are Public Records - Pursuant to the California Public Records Act (CA
Government Code sections 7920.005 et seq.) and other applicable statutes regarding public
agencies, all materials (including proposals) submitted under this Request for Proposals must
be considered public records and, except to the extent protected by state and/or federal laws,
will be available for inspection and copying by the public following contract award. Records will
not be released by the Town of Fairfax prior to contract award in order to protect the integrity of
the procurement process, unless otherwise required by law.
(c) Public Records Exemption - In accordance with the California Public Records Act trade
secrets (as defined in Civil Code section 3426.1(d)) or other proprietary information submitted
by a proposer in connection with this Request for Proposals might not be subject to public
disclosure if the proposer specifically states in writing the reasons why protection from
disclosure is necessary and identifies the data or materials to be protected. Proposers must
specifically designate and clearly label as "CONFIDENTIAL" any and all such materials or
portions thereof that they deem to contain trade secrets or other proprietary information.
Proposers should carefully consider what is truly confidential and should not mark an entire
proposal as confidential. The proposer must provide the legal basis for the exemption to the
Town of Fairfax upon request. Proposers are advised that this exemption is subject to judicial
review and the proposer's designation of confidential may or may not be upheld by a Court.
(d) Proposals Not Marked as Confidential - If a proposal or other material does not clearly
mark the confidential sections, the Town of Fairfax will not inform the proposer that its proposal
will be accessible for inspection and copying. The Town may publicly disclose any portion that
is not clearly identified as confidential without any liability to the proposer.
(e) Process for Disclosing Information - If a request is made for the disclosure of material or
any portion marked confidential, the Town of Fairfax will determine whether the material should
be disclosed under the law. If the Town decides that the material is subject to disclosure, it will
notify the proposer and allow ten business days for the proposer to take appropriate legal action
in Marin County Superior Court at their own expense and liability. If the proposer does not
provide the Office of the Town Attorney with a copy of a court order within those ten businesses
days expressly prohibiting the Town from disclosing the confidential material, the proposer will
be considered to have consented to the public disclosure of the material. Consequently, the
Town may publicly disclose the material without any liability to the proposer.
(f) Indemnification by Proposer - By submitting a proposal in response to the Request for
Proposals, the proposer agrees to indemnify and hold the Town of Fairfax harmless from all
lawsuits, liabilities, losses, damages, penalties, attorneys' fees, and costs that arise from or
relate to the Town's withholding of any portion of the proposer's material marked as confidential
from disclosure.
Request for Proposals: Comprehensive Cost of Services & Cost Allocation Study 7

(g) Consent to Procedure - By submitting materials marked confidential, proposers
acknowledge and agree that the Town of Fairfax has no obligation to advocate for
nondisclosure in any forum and bears no liability for the disclosure of any material or record
when such disclosure complies with applicable law or a court order from the Marin County
Superior Court or a California Court of Appeal. By submitting a proposal, the proposer consents
to this procedure as its sole remedy and waives all claims against the Town arising from actions
taken in accordance with this procedure.
1.12-Response Property of the Town of Fairfax
All materials submitted in response to this request become the property of the Town of Fairfax,
regardless of whether a response is selected or rejected.
1.13-No Obligation to Buy
The Town of Fairfax reserves the right to not enter into a contract with any Proposer. Issuing this
Request for Proposals does not obligate the Town of Fairfax to make any purchases.
1.14-Cost of Preparing Proposals
The Town of Fairfax is not responsible for any expenses incurred by Proposers in the preparation and
presentation of proposals and demonstrations in response to this Request for Proposals.
1.15-Contract Termination
When deciding on a contract award, the Town of Fairfax reserves the right to evaluate the Proposer's
past performance on previous Town contracts. If the Town has previously terminated a contract with a
Proposer due to default or other non-performance, the Town reserves the right to reject any bids or
quotes from that Proposer.
1.16-Recycling
The Town of Fairfax is committed to sustainable practices and encourages Proposers to buy recycled
materials to the extent practicable.
1.17-Retention
The successful Consultant shall be required to retain all working papers and related supporting
documents (including records of professional time spent), for a period of five years after delivery of the
required reports, unless notified in writing by the Town of the need to extend the retention period. The
Consultant further agrees to allow Town staff to review such documents upon written request at any
time during the retention period.
Section 2: Scope of Work
2.1-Town of Fairfax
Fairfax is nestled in the scenic hills of Marin County, just 16 miles north of San Francisco, Fairfax offers
a unique small-town appeal. Known for its commitment to environmental sustainability, vibrant arts
scene, and world-class outdoor recreation, Fairfax is a community that values innovation, resilience,
and civic engagement.
Request for Proposals: Comprehensive Cost of Services & Cost Allocation Study 8

With its Mediterranean climate and vast open space, Fairfax is a paradise for outdoor enthusiasts.
Residents and visitors enjoy hiking, mountain biking, and exploring watershed lands and nature
preserves. Fairfax is also home to the Marin Museum of Bicycling, honoring the town's history as the
birthplace of mountain biking. At night, Fairfax comes alive with music, dining, and a vibrant community
atmosphere. The town's independent businesses, historic theater, and lively entertainment venues
create a welcoming and engaging environment.
The Town operates under a council-manager form of government. The Fairfax Town Manager
administers a budget of roughly $22 million and across multiple Town departments, including:
Administration & Finance, Police, Building & Planning, Public Works, and Recreation. Fire services are
managed and provided by Ross Valley Fire District, a joint powers authority.
The current Town budget and fee schedule are available on the Town's website:
* FY 2026-2027 Adopted Budget: townoffairfaxca.gov/town-budget/
* Current User Fee Schedule: townoffairfaxca.gov/master-fee-schedule/
2.2-Overview
The Town of Fairfax desires a comprehensive review and evaluation of user fees ("Fee Study") for
services provided by the town. The Town is seeking to engage the services of a qualified professional
firm experienced in cost recovery to prepare the report.
The Town seeks a consultant through this Request for Proposals (RFP) to create a detailed Cost
Allocation Plan and User Fee Study. The consultant's role involves collaborating with Town staff to fine-
tune project objectives, review operational processes, and ensure precision and relevance. Core
responsibilities include determining the total costs of services, establishing appropriate overhead
allocations, and assessing current fee recovery levels against actual expenses. Additionally, the
consultant will propose new fees where applicable, compile comprehensive reports, and present these
findings to Town management and the Council. The final output will consist of editable electronic
documents and unbound reports, ensuring that the Town's cost allocation and fee structures remain
transparent, equitable, and legally compliant.
The selected consultant will base their determinations on the current fee schedule, with any necessary
clarification or updated information provided by the Town's departments upon request.
2.3-Objective
The Town of Fairfax is seeking competitive proposals from qualified firms or individuals to calculate the
full cost of providing services in the Building, Planning, Public Works and Recreation departments,
including all direct, indirect, and support costs associated with the services. The secondary objectives
of the study include ensuring the fees are rational, defensible, reasonable, and fair.
Project tasks will include, but are not limited to, the following:
1. Prepare a Cost Allocation Plan
(a) Work and meet with Town staff to refine the project scope, purpose, uses and goals of the
Town's Cost Allocation Plan to ensure that the study will be both accurate and appropriate to the
Town's needs.
Request for Proposals: Comprehensive Cost of Services & Cost Allocation Study 9

(b) Review project schedule and answer any questions pertaining to the successful
development of the study.
(c) Meet with Town staff and conduct interviews as needed to gain an understanding of the
Town's processes and operations.
(d) Identify the total cost of providing each Town service at the appropriate activity level and in a
manner that is consistent with all applicable laws, statutes, rules, and regulations governing the
collection of fees, rates, and charges by public entities.
(e) Determine the appropriate General and Administrative overhead allocations to Town
activities and applicable overhead rates for use in calculating the Town's Billable Hourly Rates.
(f) Report on other matters that come to your attention in the course of your evaluation that, in
your professional opinion, the Town should consider.
(g) Present the plan to the Town's management group and make necessary adjustments as
requested.
(h) Prepare and deliver presentations to the Town Council to facilitate their understanding of the
plan and its implications to the Town, if needed.
(i) Provide the Town with an electronic copy of the final comprehensive review, including related
schedules and cost documentation in a format that can be edited and updated by Town staff to
accommodate changes in the organization or changes in cost.
(j) Prepare a final report, provide seven unbound copies, and a single PDF file of the plan.
(k) Identify and report on the Town's market position for the benchmark classifications as a
percentage of the labor market for both pay and total compensation.
(l) Assist in development of an implementation strategy for compensation recommendations.
2. Prepare a User Fee Study
(a) Work and meet with Town staff to refine the project scope, purpose, and uses, and goals of
the Town's User Fee Study to ensure that the study will be both accurate and appropriate to the
Town's needs.
(b) Review project schedule and answer any questions pertaining to the successful
development of the study.
(c) Meet with Town staff and conduct interviews as needed to gain an understanding of the
Town's processes and operations.
(d) Conduct a comprehensive review of the Town's existing fees, rates, and charges.
(e) Identify the total cost of providing each Town service at the appropriate activity level and in a
manner that is consistent with all applicable laws, statutes, rules, and regulations governing the
Request for Proposals: Comprehensive Cost of Services & Cost Allocation Study 10