Department: Flood Control District
Department Head/Elected Official: Tina Petersen, Ph.D., P.E., Executive Director
Regular or Supplemental RCA: Regular RCA
Type of Request: Financial Authorization
Project ID (if applicable): N/A
Vendor/Entity Legal Name (if applicable): Berkeley Research Group, LLC
MWDBE Contracted Goal (if applicable): 20%
MWDBE Current Participation (if applicable): N/A
Justification for 0% MWDBE Participation Goal: N/A - Goal is not 0% and is listed above
Request Summary (Agenda Caption):
title
Request for approval of an order authorizing the expenditure of funds in the amount of $1,970,000 for consulting services to implement system and process improvements supporting the CDBG and bond programs as a sub-award of the agreement with Berkeley Research Group, LLC under Job No. 21/0317. (Agreement No. 2023-25, MWDBE Contracted Goal: 20%).
end
Background and Discussion:
This project will continue to provide the Flood Control District will resources necessary to scale-up operations, and improve efficiencies, documentation, and processes to support implementation of the award of over $1B in federal grants in 2023 to the Flood Control District-including $860M in CDBG Disaster Recovery and Mitigation funds.
The Flood Control District invited proposals in May 2023 from firms on the consulting slate vendor pool to address these needs, awarding the project to the Berkeley Research Group (BRG). That study resulted in the development of process mapping and standard operating procedures for Process Mapping & Standard Operating Procedures and Dashboard/Visualization Creation for cashflow forecasting.
The Flood Control District now proposes to build on the process, data, and system expertise developed with a second phase of work to deliver the following:
(a) Execute system and process improvements to accelerate grant reimbursements, reduce cashflow needs, and improve process efficiencies in collaboration with the Auditor’s Office and the Universal Services ERP team;
(b) Deploy new analytics and dashboards for grant and project management and spending, including process analytics to set and monitor KPIs, manage workload, which speed up CDBG and Bond Program project implementation;
(c) Implement human capital policy, process, and systems improvements to remove personnel barriers to the CDBG program’s execution;
(d) Develop roadmap to retire end-of-life IT systems, including gap analysis and recommendations; and,
(e) Complete data migration from legacy systems into the District’s Unifier application to eliminate redundant manual data entry and reconciliation processes and improve reporting.
Expected Impact:
This project will deliver tangible process improvements to address cashflow constraints, accelerate projects in the CDBG and Bond Programs, while also reducing staff workload and process errors, and improving decision-making with improved reporting and analytics.
Alternative Options:
The alternative would be to not to procure these services and continue status quo, with increased risks to project delivery timelines for the $860 million-dollar CDBG program, and reduced performance and access to information.
Alignment with Goal(s):
_ Justice and Safety
_ Economic Opportunity
_ Housing
_ Public Health
_ Transportation
X Flooding
_ Environment
X Governance and Customer Service
Prior Court Action (if any):
|
Date |
Agenda Item # |
Action Taken |
|
8/8/2023 |
136. |
Request for approval of an order authorizing the expenditure of funds in the amount of $278,722 for grants management and cashflow consulting services, as a sub-award of the agreement with Berkeley Research Group, LLC under Job No. 21/0317. (MWDBE Contracted Goal: 20%). |
Location: N/A
Address (if applicable):
Precinct(s): Countywide
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Fiscal and Personnel Summary |
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Service Name |
4.a.9 - Financial & Technical Services |
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Current Fiscal Year Cost |
Annual Fiscal Cost |
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Labor |
Non-Labor |
Total |
Recurring Expenses |
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Funding Sources |
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Existing Budget |
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Tax Revenue - FCD |
$ |
$1,970,000 |
$1,970,000 |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
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Total Current Budget |
$ |
$1,970,000 |
$1,970,000 |
$ |
|
Additional Budget Request (Requires Fiscal Review Request Form) |
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|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Total Additional Budget Request |
$ |
$ |
$ |
$ |
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Total Funding Request |
$ |
$1,970,000 |
$1,970,000 |
$ |
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Personnel (Fill out section only if requesting new PCNs) |
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Current Position Count for Service |
- |
- |
- |
- |
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Additional Positions Request |
- |
- |
- |
- |
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Total Personnel |
- |
- |
- |
- |
Anticipated Court Date: March 26, 2024
Anticipated Implementation Date (if different from Court date):
Emergency/Disaster Recovery Note: Not an emergency, disaster, or COVID-19 related item
Contact(s) name, title, department: Bruce Haupt, Chief Finance & Administration Officer, Flood Control District
Attachments (if applicable): Order, MWBE Plan, Scope of Work