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HomeMy WebLinkAbout2002-11-19 City CouncilCity of Palo Alto C ty Manager’s Report TO:HONORABLE CITY COUNCIL ATTN: FROM: FINANCE COMMITTEE POLICY AND SERVICES COMMITTEE CITY MANAGER DEPARTMENT: ADMINISTRATIVE SERVICES DATE:NOVEMBER 19, 2002 CMR:437:02 NOVEMBER 26,2002 .~ SUBJECT:CONTRACT SCOPES OF SERVICE OF 2002-03 CONSULTANT AGREEMENTS GREATER THAN $65,000 SELECTED FOR REVIEW RECOMMENDATION Staff recommends that the Finance Committee and the Policy and Services Committee review and Wovide input to contract scopes of service for 2002-03 consultant agreements greater than $65,000, selected for review prior to a Request for Proposal (RFP) being issued (Attachments A and B). DISCUSSION The Policy and Services Committee and Finance Committee met on September 10, 2002 and September 24, 2002, respectively. At those meetings, staff provided the Committee (CMR:376:02) with the list of 2002-03 proposed consultant agreements greater than $65,000 that met the reporting criteria set by Council. Staff asked each Committee whether there was any interest in reviewing contract scopes of service of these.proposed consultant agreements prior to a Request for Proposal (RFP) being issued. At its meeting, the Policy and Services (P&S) Committee decided that it will review any consultant contracts that will not be reviewed by the Finance Committee. The P&S Committee indicated that the objective was to ensure that each contract undergo an oversight review by at least one committee. Likewise, the Finance Committee passed a motion accepting staff’s recommendation to review all relevant consultant agreements identified in the report falling under its purview. CMR:437:02 Page 1 of 3 Furthermore, the Finance Committee added to the list the "Zoning Ordinance Update - Environmental Review." Although this project is listed under the P&S Committee, the Finance Committee still wishes to review the proposed cost for consultant services, since the amount appears to be inadequate to pay for the scope of service. The Finance Committee, however, is willing to refer this project to the Policy and Services Committee to review the scope of service. Taking into account all the motions passed by the Policy and Services Committee and the Finance Committee, the following identifies which projects each committee will review. Finance Committee(Attachment A) 1. Mitchell Park Library and Community Center 2. Children’s Library Expansion.Project. 3. MSC Seismic Upgrade 4. Civic Center Infrastructure Improvements 5. Zoning Ordinance Update- Environmental Review (review limited to consultant cost) Policy and Services Committee (Attachment B) 1. Traffic Calming, CIP 10026 2. Downtown North Trial 3. Lytton Study 4. Zoning Ordinance Update-Planning & Design Consultants 5. Zoning Ordinance Update-Environmental Review (full scope review) 6. Roth Building The details of the scopes of service and other pertinent information are shown in Attachments A and B. The current policy of reviewing the scope of services for consultant contracts has created several timing problems related to ongoing work. First, unless the review process is completed prior to Council vacation in August, the agreements must be held until October to be placed on a Council Committee agenda and then return at a later date for review. In some cases, it has taken up to six months. Second, some of the agreements to be reviewed are pieces of larger projects that must wait until mid-year to resume work. Finally, in some cases, estimates prepared during the budget process expire prior to the completion of the Committee review process. Staff would like to propose that consultant contract review be completed as part of the budget process and the scope of services be reviewed and approved by both Council Committees. CMR:437:02 Page 2 of 3 ATTACHMENTS Attachment A: Attachment B: 2002-03 Consultant Agreements Greater thar~ $65,000 Selected for Review by the Finance Committee from CMR: 376:02 2002-03 Consultant Agreements Greater than $65,000 Selected for Review by the Policy and Services Committee from CMR: 376:02 PREPARED BY: JAVELOSA-RIO . Senior Financial Analyst DEPARTMENT HEAD APPROVAL: CARL YEATS Director,Services CITY MANAGER APPROVAL: EMIEY HARRISON , Assistant City Manager CMR:437:02 Page 3 of 3 0 000 ¯ ~ ¯ ©~ > mO 0 t- O 00 a. OLU 0 r- nOLU o 0 000 ~oOE h" 0 ,,,