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CITY OF REDWOOD CITY, CALIFORNIA <br />Cost of Services (User Fee) Study <br />Matrix Consulting Group Page 12 <br />of time estimates for the provision of each fee related service. Utilization of time <br />estimates is a reasonable and defensible approach, especially since experienced staff <br />members who understand service levels and processes unique to the City of Redwood <br />City, developed these estimates. Moreover, utilizing time estimates is reasonable and <br />defensible because: <br />• Estimates are representative of average times for providing services. Outliers or <br />exceptional projects are excluded from the analysis as they do not represent <br />what is most commonly observed. These outliers can include projects that were <br />abnormally simple, or which were extremely difficult for staff to see through to <br />completion. <br /> <br />• Estimates reflect the time associated with the position or positions that typically <br />perform a service. <br /> <br />• Estimates provided by staff are reviewed and approved by the department, and <br />often involve multiple iterations before a Study is finalized. <br /> <br />• Estimates are reviewed by the Matrix Consulting Group project team for <br />“reasonableness” against what is observed among other public agencies. <br /> <br />• Estimates are not based on time in motion studies, as they are often not <br />financially feasible for the scope of services and time frame for these projects. <br /> <br />While the use of time estimates is not always perfect, it is the best alternative <br />available for setting a standard level of service for which to base a jurisdiction’s fees for <br />service, and it meets the requirements of California law. <br /> Situations arise where the size and complexity of a given project warrants time <br />tracking and billing on a “time and materials” basis. The Matrix Consulting Group has <br />recommended taking a deposit and charging Actual Costs for such fees as appropriate <br />and itemized in each department. <br />2. CROSS CHECKS ENSURE THE VALIDITY OF OUR ANALYTICAL MODEL <br /> In addition to the collection of time estimate data for each fee or service included <br />7.A. - Page 24