HomeMy WebLinkAbout2000-08-07 City Council (18)TO:
9
HONO~LE CITY-COUNCIL
City of Palo Alto
Manager’s Report
FROM:CITY MANAGER DEPARTMENT:HUMAN RESOURCES
DATE:
SUBJECT:
AUGUST 7, 2000 CMR:349:00
APPROVAL OF CONSULTANT CONTRACT WITH FOOTHILL
DEANZA BUSINESS AND INDUSTRY INSTITUTE IN THE
AMOUNT OF $85,000 FOR CITY OF PALO ALTO EMPLOYEE
TRAINING
RECOMMENDATION
Staff recommends that Council:
Approve and authorize the Mayor to execute the attached contract with Foothill
DeAnza Business and Industry Institute in the amount of $85,000 for City of Palo
Alto employee training.
°Authorize the City Manager or his designee to exercise the option to renew the
contract for the second and third year, provided the proposed percentage cost of
the renewal contract does not exceed the annual percentage increase in the
Consumer Price Index for all urban consumers, the consultant is responsive to the
City’s needs, and the quality of the consultant’s work is acceptable during the first
year of the contract.
DISCUSSION
Consultant Services Description
The work to be performed under this contract is the provision of trainers and class
materials for the City’s employee training program.
Last year, the City delivered over 192 classes, with a total of 2,880 trainings to
employees in computer classes, management and supervisory training, professional
development, personal development, and mandatory safety training. These classes
support the goals of the City in delivering quality customer service to the residents of
Palo Alto and enhancing the technological and communication skills of the City
workforce.
CMR:349:00 Page 1 of 2
Selection Process
Foothill DeAnza Business and Industry Institute was selected as a sole ’source provider
because of the City’s cooperative relationship with Foothill Community College. The
rationale for the sole source determination is included in this report as Attachment B.
The Institute provides expert instruction in personal and professional development,
management and supervisory skills, as well as computer applications. The contract
provides the City with a wide. referral source of instruction and training alternatives for
programs throughout the year.
RESOURCE IMPACT
Funding for this contract is provided in the 2000-01 Budget.
POLICY IMPLICATIONS
This request does not contain any policy implications.
ENVIRONMENTAL REVIEW
This is not a project under the California Environmental Quality Act (CEQA).
ATTACHMENTS
A: Contract Agreement & Class Cost Estimate
B: Request for Sole Source Memorandum
C: Scope of Services
D: Class Title Table of Contents
PREPARED BY: Charlotte Carlson7 Manager, Training and Development
DEPARTMENT HEAD: jAy C;! O~S~
Director o~’Human Resources
EMILY HARRISON
Assistant City Manager
CMR:349:00 Page 2 of 2
AGREEMENT
BY THIS AGREEMENT MADE AND ENTERED INTO ON THE
BY AND BETWEEN THE CiTY OF PALO ALTO "CITY", AND Foothill/DeInstitute
(ADDRESS) 21250 Stevens Creek Blvd. (c~Ty)
DAY OF
Anza Business
0o.
Cupertino (zip) 95014 (PHONE)(408) 864-8203"CONTRACTOR" IN CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES HERETO AGREE AS FOLLOWS:
® CONTRACTOR SHALL PROVIDE OR FURNISH THE FOLLOWING SPECIFIED 1) GOODS AND MATERIALS, 2) SERVICES OR 3) A COMBINATION
THEREOF AS SPECIFIED IN THE EXHIBITS NAMED BELOW AND ATTACHED HERETO AND INCORPORATED HEREIN BY THIS REFERENCE:
TITLE: (DESCRIPTION)
TO provide trainers and class materials for the City’s employee training
program in accordance with the attached exhibit. City may choose the
classes it wants, from the attached list, within the amount of authorized
compensation o
EXHIBITS THE FOLLOWING ATTACHED EXHIBITS HEREBY ARE MADE PAR’[" OF THIS AGREEMENT:
Scope of work - Fy 2000-2001, incl. - class titles and cost estimates.
plus CPI - all urban consumers,
CITY ACCOUNT NUMBER:
TERM THE SERVICES AND/OR MATERIALS FURNISHED UNDER THiS AGREEMENT SHALL COMMENCE ON October 1, 2 0 0 0 ¯AND SHALL BE COMPLETED BEFORE _~Ju!y I, 2001. City at .its option shall have the right to
renew the agreement for up to two additional one year terms.
COMPENSATION FOR THE FULL PERFORMANCE OF THIS AGREEMENT:
~ CITY SHALL PAY CONTRACTOR: upon submittal of an invoice, no more often than monthly,escribing the classes provided, for which payment is requested° Total
compensation for Fy 2000-2001 shall not exceed $85,000. ,[] CO~RACTORSHALLPAYC~TY: Total compensation for Fy 2001-02 and 2002-03, respectively,
PAYMENT RECORD (DEPARTMENT USE REVERSE SIDE) if applicable, ,shall not exceed $85,000
KEY CODE OBJECT I PROJECT PHASE NO.DOLLAR AMOUNT
02323170-3107
I
Not to exceed
GENERAL TERMS AND CONDITIONS ARE INCLUDED ON BOTH SIDES OF THIS AGREEMENT.
(SF-Oakland-
San Jose)
$85,000
THIS AGREEMENT SHALL BECOME EFFECTIVE UPON ITS APPROVAL AND EXECUTION BY Cl]’¥. IN WITNESS THEREOF, THE PARTIES HAVE EXECUTED THIS
AGREEMENT THE DAY, MONTH, AND YEAR FIRST WRII-I’EN ABOVE.HOLD HARMLESS. CONTRACTOR agrees to indemnify, defend and hold harmless CITY, its Council Members, officers, employees, and agents from any and all demands,
claims or liability of any nature, including wrongful death, caused by or arising out of CONTRACTOR’S, its officers’, directors’, employees’ or agents’ negligent acts, errors,
or omissions, or willful misconduct, or conduct for which the law imposes strict liability on CONTRACTOR in the performance of or failure to perform this agreement by
CONTRACTOR.
ENTIRE AGREEMENT. This agreement and the terms and conditions on the reverse h~reof represent the entire agreement between the parties with respect to the purchase
and sale of the goods, equipment, materials or supplies or payment for services which may be the subject of this agreement. All prior agreements, representations,
statements, negotiations and undertakings whether oral or written are superseded hereby.
PROJECT MANAGER AND REPRESENTATIVE FOR C~TY
NAME Charlotte Carlson BY
DEPT. HR/Traininq & Development TITLE Director,Business & Industry
P.O. BOX 1O250
PALO ALTO, CA 94303
Telephone (650) 329-2125
SOCIAL SECURITYORI.R,S. NUMBER 941 59 7718
INVOICING SEND ALL INVOICES TO THE CITY, ATTN: PROJECT MANAGER
CITY OF PALO ALTO APPROVALS: (ROUTE FOR SIGNATURES ACCORDING TO NUMBERS IN APPROVAL BOXES BELOW)
CITY DEPARTMENT~Fq FundSsudgetedHaVe Been INSURANCE REVIEW
(1)(2)(3)
OVER $25 000 ,.¯I ’ ., APPROVAL OVER $65,000APPR.OV~L
CITY OF PALOALTO ’/ ~
BY:
ASSISTANT CITY MANAGER
CPA 02782 RETAIN GREEN COPY t’tm, kl’T’D
PURCHASING & CONTRACT ADMINISTRATION
Request for Sole Source
MEMORANDUM
(Purchases in excess of $5,000)
To:Purchasing & Contract Administration
Baldemar Troche, Contract Manager
From.:Human Resources, Development Charlotte Carlson
Sole Source Request for the Purchase of: Training services for the City’s training
classes in cooperation with Foothill/DeAnza Colleges Business and Industry
Institute.
Requested Supplier/Vendor: Foothill/DeAnza Business & Industry Institute
Address: 21250 Stevens Creek Boulevard, Cupertino, CA 95014
Contact: Shirley Kendall Phone: (408)864-8203
PEID: #024861 Cost Est: $85,000
Purchase Requisition: #00128286
JUSTIFICATION:
The City has developed a cooperative relationship with Foothill Community College
for free use of their computer lab. The basis of this agreement lies in using their
instructors. We have found this to be a rewarding relationship financially as well as
having them as a resource to provide qualified trainers covering other topics
relevant to our training program. The cooperative includes assistance from their IT
staff for daily maintenance and basic troubleshooting when necessary. There is no
cost for use of the lab or its services from Foothill’s IT group.
Use of the lab is not exclusively limited to Foothill trainers and classes. We use
other companies that provide trainers for customized computer classes. Internal
trainers for the City’s proprietary software (IFAS, Utilities and Police software) also
use the lab. We have maintained a successful training program for our employees
through this agreement with Foothill.
Additional services that Foothill provides are coordinating the trainers for our
classes and the ability to use Foothill’s instructors as a resource pool.
The cost is comparable and sometimes less than the industry standard ($85/per
person-computer applications and $1200-$1400 per class [6-8 hours] for Personal
and Professional Development. Classes with class materials included),
The use of Foothill’s computer lab with the City’s training facilities at the same
location provides the convenience of a centrally located training site. Since this
cooperative is unique in nature, no proposals or bids have been obtained.
The term of the agreement is from October, 2000 through July, 2001.
Continued (Page Attached)
Department Approval:
Requesting Division Head/Supervisor
Approval of Department Head
Purchasing Approvals:
Buyer
Manager Purchasing &Contract Administration
City Manager Approval:
Date:
Date:
Date:
Date:
Date:
SCOPE OF SERVICES
Provide classes per attached for FY 2000-2001 for Professional ¯
Development, Personal Development and Computer application classes.
Cost: See attached quote
Contact person:
Name:Shirley Kendall
FoothilI-DeAnza Colleges
Business & Industry Institute
21250 Stevens Creek Blvd.
Cupertino, Ca 95014
Phone: (408) 864-8203
Table of Contents
ALL NEW OFFERINGS FOR 2000-2001
COMPUTER CLASSES
*MCSE Classes
*Open Computer Class
-*Tech Academy
-Computer Based Training/Video Cassette List
-Access, Beg, and Interm.
-Excel, Beg and Interm, Database Mgrnt., *Customizing & Using Macros, and *Tips &
Tricks.
-*MS Project, Part I and Part II
-Outlook, Basic E-mail and Calendaring and Tasking
-Powerpoint Beg., Interm. And *Tips & Tricks
-Word - Beg, Interm., Tips & Tricks, *Working w/long documents
MANAGEMENT & SUPER VISOR Y
-Coaching, Hiring & Firing
-Conflict Resolution
-Negotiation Tactics
-Getting More Out of Meetings
-Project Management
Team Building Techniques
Business Writing
PROFESSIONAL DEVELOPMENT
E-Mail Etiquette & Telephone Skills
Creating Well-Written Documents
Dealing with Difficult People
Designing and Delivering Presentations
Communicating with Confidence
*Train the Trainer
Creating an Environment Where Employees Can do their Best Work
Media Relations
Reading for Key Information
PERSONAL DEVELOPMENT
__- Problem Analysis & Decision Making
All Stressed Out & Nowhere to Blow
Take Charge of Your Career
Mastering the Art of Persuasion
New Horizons in the Third Stage of Life
First Things First: Prioritize Yourself
*CUSTOMER SER VICE
Exceeding Customer Expectations
Customer Service: Building Customer Satisfaction
Class Cost Estimate
Computer classes:
Cost for eight hour class:
$725 per class for up to 12 students
$240 per class for books
$30 per student for each student over 12; total cost not to
exceed $1100
Cost for four hour class:
$365 per class for up to 12 students
$240 per class for books
$30 per student for each student over 12; total cost not to
exceed $1100
Other Classes:
Cost for eight hour class:
$1600 per class for up to 20 students (unless indicated
differently)
$150 materials fee for up to 20 participants
Cost for four hour class:
$800 per class for up to 20 students
$150 materials fee
The only higher fees are for Gloria Cohn (the City has
agreed to pay her more) $2000 per class and Michael Kaplan
who is teaching MS Project. Michael is being paid a
presentation fee of $1600 per day rather than the computer
application fee of $725.
Shirley Kendall, Program Manager
Foothill De Anza Colleges
Business & Industry Institute
408 864-8203
http ://wwwT"h. fhda. edu/bii/train.html