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Approval of Professional Services Agreement with BDO for Grant Administration Assessment in the Amount of $75,000
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SUBMITTED BY: Jordan Nelson, Finance Director
FISCAL NOTES:
Expenditure Required: $75,000 for 1- year with $45,000 optional 1-year extension
Unencumbered Balance: $75,000 in 2025 Budget, $45,000 in 2026 Budget (subject to final appropriation)
Funding Source: 001-5200-43200 Finance Department Professional Fees & Services
RECOMMENDATION:
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Approve
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SUMMARY STATEMENT:
This agreement reflects a comprehensive review of citywide grant administration and additional scope of work for staff training on capturing costs to maximize reimbursement from awarded grant opportunities.
The intent is to enable staff to be proactive in grant administration both as a grantee and grantor. City of Valdez has more than doubled its participation in grant opportunities over the last 5 years with no change to staffing levels. While staff has reallocated duties to accommodate the workload, the subject matter is nuanced and requires professional guidance on where and how to address gaps that exist.
Specific to the first-year scope of work are recommendations on how to proceed with either:
* Contracted Grant Administration, or
* A Full-Time-Equivalent (FTE) position for Grant Administration
Contracting with professionals to outline deliverables and costs associated with either option will inform management of future recommendations as to the best course of action for the organization.
The optional second-year extension is contingent on the roadmap developed in the first year. This includes scope of work around developing in-house capacity and education on how to capture additional reimbursable costs associated with grant opportunities - specifically indirect rate training. Capturing indirect rates ensures that the organization recovers the true cost of administering grant-funded programs, including shared overhead such as finance, HR, and fa...
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