HomeMy WebLinkAbout2004-06-14 City Council (4)City of Palo Alto
C ty Manager’s Report
TO:
FROM:
HONORABLE CITY COUNCIL ~’~
CITY MANAGER DEPARTMENT: City Manager’s Office
DATE:JUNE 14, 2004 CMR: 328:04
SUBJECT:RECOMMENDATION OF THE COUNCIL/COUNCIL APPOINTED
OFFICERS COMMITTEE REGARDING RETENTION OF A
FACILITATOR FOR CAO EVALUATIONS AND COMPENSATION
RECOMMENDATION
The Council/Council Appointed Officers Committee (Council/CAO Committee)
recommends that the Council approve the scope of services of the attached Request for
Proposals for a facilitator to assist the Council in completing the evaluations and
compensation setting for the Council Appointed Officers for 2003-04, with the option to
renew for two additional years if deemed productive.
BACKGROUND
On May 29, the Council/CAO Committee reviewed a process for conducting evaluations
and discussions of compensation with CAOs using the services of a professional
facilitator.
DISCUSSION
The attached Scope of Services for a facilitator summarizes the process proposed and the
related timeline.
RESOURCE IMPACT
The contract with a facilitator would be on a "not to exceed" basis. The Council/CAO
Committee determined it would be best not to put a specific dollar amount in the RFP, to
encourage competitive pricing. Funding for the contract for the first year would come
from the City Manager’s contingency. In future years, the contract would be part of the
City Council budget.
POLICY IMPLICATIONS
This recommendation from the Council/CAO Committee is, consistent with existing City
policies.
CMR:328:04 Page 1 of 2
ATTACHMENTS
Attachment 1" Scope of Services and Timeline
PREPARED BY:
CITY MANAGER APPROVAL:
City Manager
CMR:328:04 Page 2 of 2
¯ ATTACHMENT 1
Scope of Services
Facilitator for Council Appointed Officers
(CAO) Evaluation and Compensation Process
II.
III.
General Project Description
The City of Palo Alto is seeldng to engage a consultant to facilitate the annual
performance evaluations and compensation setting process for its four Council
appointed officers (CAO’s): City Manager; City Clerk, City Attorney and
City Auditor. (Note: no evaluation of City Att6rney is required in 2004).
Background Information
The City Manager, City Clerk, City Attorney and City Auditor are appointed
directly by the City Council and, as such, are reviewed on an annual basis in
accordance with their individual employment agreements. Such review is
necessary in order for Council members to ensure the efficiency of the
appointed offices and to identify areas of improvement. It is also necessary to
review compensation to ensure that the positions are paid appropriately in
comparison to the market.
Scope of Services
A. Preparation of Questionnaire:
Working with the Council CAO Committee and the CAOs, consultant will
.prepare a questionnaire to be used for interviews. The questionnaires will be
distributed to Council Members a week in advance of the interviews to be
filled out. The questionnaires will summarize Council Members’ estimation
¯ of the CAOs attainment of specific goals, as well as general areas such as
communication; key relationships between the CAO and Council, staff,
public, City committees and commissions and other government agencies, as
appropriate; specific work priorities such as budget, public relations, program
management and employee relations; and general opinions.
B.Conduct Interviews, Prepare Report, Facilitate Discussion, Prepare
Summaly."
Consultant will interview each of the Council Members, using the interview
questionnaire. Consultant will interview each CAO. Consultant will
consolidate information from interviews and prepare a report, which will first
be reviewed with the Council CAO Committee and then presented to the.
Council in closed session. After presentation of the report, consultant will
ATTACHMENT
facilitate Council discussion of results of interview.Consultant will then
facilitate discussion of evaluation for individual CAO.
IV.
C. Review Options for Compensation:
Consultant will meet with each CAO to de-brief on Council discussion, and to
discuss compensation considerations. The consultant will also meet with the
City’s Human Resources Director to review salary survey information for
each of the CAO positions. The consultant will work with Council CAO
Committee on compensation options to be proposed to the CAO and Council.
The Council CAO Committee will make its recommendations to the full
Council. The consultant will be available as a resource at the meeting with
the full Council. The consultant will also be available as a resource for the
Council CAO Committee in its negotiations with individual CAOs. The
consultant will prepare a complete file for each of the evaluations, including
compensation recommendations, for the permanent City record.
Attached are the minutes of the discussion of the Council CAO Committee
regarding the expectations outlined above.
Prqiect Timeline - Estimate of Required Hours:
The Council CAO Committee desires to complete all the evaluations and
compensation discussions by August 1, 2004. In future years, it is anticipated
that the evaluation process will begin in May and be completed by July.
Est. Hours
3
18
3
7
3
3
Tasks
Agreement on elements of evaluation and development of
interview form
Council individual interviews (approx. 1 hour each) 1-2
weeks before meeting
CAO interviews (1-2 hours) 1-2 weeks before meeting
Closed session (approx. 3 hours per CAO)
Facilitator draws up specific action statements for upcoming
year.
Meet with CAOs to debrief and discuss compensation issues.
1
2
4
2
l~eview salary survey information with Human Resources
Director.
Meet with Council CAO Committee on compensation
options.
Serve as resource for Council discussion/Council CAO
committee negotiations
Facilitator prepares final record of review and compensation
ATTACHMENT 1
go Proposal Submission Requirements:
Please respond to the following:
A. Specify who in your firm will conduct the facilitation process.
B. If there will be support staff, list name(s) and function(s)
C.Provide brief summary resumes of the key contact and support personnel,
if applicable.
D.List similar projects you’ve facilitated in the past three years, including the
names of the firms and specific circumstances of each.
E.List contacts for references, including e-mail addresses and telephone
numbers.
F.Identify the time frame you would use to accomplish the identified tasks,
assuming that work begins July 1, 2004.
Provide the professional fee and rates you proposed to perform the
outlined tasks and include any other reimbursable expenses. Please assign
a maximum amount for reimbursable expenses.
Evaluation Criteria:
Evaluation criteria are listed in Part II, Section 100,
Process, page 2 of 4.
Timeline for Selection of Facilitator:
Proposer Selection
VIII.
Request for Proposal issued:
Proposals due:
Interviews:
S election Final:
Project Start Date:
Questions:
May 30, 2004
June 18, 2004 ....
The week of June 21, 2004
June 25, 2004
July 1, 2004
If you have any questions regarding this solicitation, please contact Emily
Harrison at (650) 329-2533 or elnil¥.Harrison@cityofpaloalto.org.
PART II
3.
-PROPOSAL INSTRUCTIONS AND SPECIAL CONDITIONS SECTION 100
A brief description Of the background and capabilities of the Proposer, and any sub-Proposers,
and a statement of direct relevant experience with similar projects;
Names of specific individuals, of both Proposer and any subcontractor firms proposed for this
project, including their role and relevant experience with similar projects;
The proposal shall include a de[ailed breakdown of costs or fees by work product and hourly rate
of the Proposer and any sub-Proposers; and,
6.Five references including contact name, address, and phone number.
Decision to Reject: City reserves the right to reject as non-responsive any proposal which is incomplete,
modified, unsigned, or illegible, or which is not otherwise submitted in accordance with the requirements
of this RFP.
Independent Contractor: Proposer shall be deemed an independent contractor and not an agent,
subcontractor, or employee of City and the Proposer shall not be authorized to bind City to any contract
or other obligation. Under the agreement, the Proposer shall certify that no one who has or wil! have any
financial interest under the agreement is an officer or employee of City.
Subcontractor{s): Should any Proposer contemplate subcontracting any part of the Work of Services
herein, Proposer shall submit with its proposal a description of the work or service to be performed under
any such subcontract, and shall identify proposed subcontractor(s) in accordance with the requirements
contained in PART II, Section 300A, Proposer Information. Proposer shall not enter into a subcontract
agreement for any or part of the Scope of Work or Services herein without City’s prior consent.
Proposer Selection Process: As a minimum, the evaluation of the proposals and selection of the
Proposer, including any proposed sub-Proposers, shall be based on the following as well as the criteria
listed in PART 111, Scope of Work or Services:
Qualifications and experience of proposed project manager and key staff;
Similar experience, methodology, and expertise in the type of work required;
The response to this RFP, including the Proposer’s approach and methodology proposed, the
completeness of the Proposal submitted; and,
The proposed fee relative to the services to be provided.
City may interview with Proposer(s) prior to selecting a Consultant, in which event Consultant(s)
may be selected based on City’s evaluation of proposals and such interviews.
Invoicinq, Records, and Verification of Cost:
Invoices resulting from the agreement between the City and the Proposer, shall be submitted
monthly, in triplicate, for the cost of services provided during periods or as may be required by,
and in accordance with PART Ill, Scope of Work or Services. Invoices shall inctude all applicable
supporting documentation and shall itemize charges or group charges by category of cost.
Invoices shall be submitted in triplicate to the:
City of Palo Alto
Attention: Emily Harrison, Project Manager, RFP No. 107389
P.O. Box 10250
Palo Alto, CA 94303
CITY OF PALO ALTO RFP i07389 PAGE 2 OF 4