HomeMy WebLinkAbout0130.095,
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City of Palo Alto .G)"@
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TO:
~OM:
-------City Manager's Repo~
HONORABLE CITY COllNeIL
AGENDA DATE:
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CITY MANAGER
FEBRUARY 13, 1995
Utilities ~tioaaI Revie",
DEP ARTMENT:UtiIitIes
CMR:130:9S
At its De<:<:mber 5, 1994 meeting, the city Council approved the City Manager's
recommendation 10 perfurm an organizalional review of the Utilities Department. 'fhio;
report requests Council 10 approve referral of the attaChed report 10 the Utilities
Advisory Commissioll (UAC), directing them 10 administer !be Utilities Organizational
Rev;ew.
RECQMMENDATIONS
Staff recommends that the Council.:
1) Assign !be administration of the Utilities Organizational Review 10 Ihe UAC.
witlJ. support from the City Manager's office providing periodic updates 10 Ihe
Council on Ihe status of the review.
2} Direct the UAC 10 create I five member (minimum) Utilities Organizational
Review • Blue Ribbon' Commi= \() review Reqlrest for Proposal (llFP)
submittal; and 10 interview and recommend I consultant 10 Council 10 perform the
study. The Ccmmittee should coosist of two members of !be UAC, one
representative from • larger Commercial customer. one Residential customer
representative and one Palo Alto residell! with experience .and interest in public
utilities.
roUCY IMPLICATIONS
While !be Utilities Organizational Rev;ew does not bave any policy implications, the
conclusions and any subsequenl actions by the Council coold bave policy implications on
!be Utilities organization.
CMR:l30:95 Page I of)
EXECum'E SUMMARY
At its. DeCember S, 1994 meetin8, !he Cily Cooncil approved !he City Manager's
rocommeodalion !O perform an organizational re\';ew 0( the Utilities Departmelll. The
priorities cf the Util itie. DepattmeDi are cbanging because 0( the changes in the utilities
industry; parti<:ularily in tile gas and, more rec<lndy, in tl>e electric utilities. Competition
for PlIlo Al'.<>'s utility ~tomers is an issue 0( the future. Exeeeding ~r
expectatioo.s and lI1J!intaldng customer loyall)' is paramount in holamg on 10 the Utilities
cu5lomer base. This is an appropriate lime 10 initiate this study, since the Utilities
Department reorganization approved by the Cily Council (CMR 101:94) will be
eompleled during FYI994-9S. Staff revlewS 0( programs and operating budgets initiated
in FYi 993-94 "", e already resulted in a S'Jbsrantial reduction in tl>e Utilities operating
budget. AMldonal organizational changes, 10 increase efficiencies and reduce Ibe
Utnities operating budget will be propo5ed by staff in the FYI995-96 budget. With the
implemenlation 0( twO years 0( organizational <lIanges, this is an opporrune tinJe 10 .slc
that a coosultan! perform an organizational r.,-jew cf the Departmenl :0 ~ if other
~;3l1ges are appropriate.
F1SCAL IMPACT
The Utilities Department will include funding for • ~ organizaLXlnal review in the
proposed FYl99S-95 Budget. Recommended changes in tl>e UtiLties Organization could
result in eilber a savings or an additional expense. The goal is 10 ensure that Ibe Utilities
a re prepared for the future competition in !he industry and bas the obilily 10 efficiently
meet the customers' service cxpectltions while remaining competitive.
ENYIRONMEl'o"T AL ASSESSMF.NT
NODe.
ATTACHMENTS
Draft Report 10 the UAC and RFP to perform an Organizational ReYlew 0( the Utilities
Department.
PREPARED BY: Edward J. Mrizek, Direclof cf Utilities
DEPARTMENT HEAD REVIEW;E5\\~rnJF.i~~f----
CITY MANAGER APPROVAL: is~W1if:E~~~~}---
eMIl: 13G:9S
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TO:
FROM:
DATE:
SUBJECT:
REOUES1:
MEMORANDUM
Vtilltios Advisory CommIssion
City Manager
April 5, 1995
Utilities Organizational Review
DRAFr
At ill! Dece!llbet S, 1994 meeting, the City COIIncil apptoved !he City Manager's
recommendatiOl! to perfonn an organizational review o.f!he Utilities Department. On
Febr'uary 13, 1995 !he Councill'iut!= designa!e<l!he UlllilM Advisory Commission
(UAC), witll1he support of the City Manager as the administrator of this review. This
re]lP<I reque<13 that the UAC review and commen! on the attached ·Draft' Request for
Proposals.
RECOMMENDATIONS
Staff recommends llIat the UAC review and comment on Ille attached 'Draft· RFP for an
crpl1i7.ational zevjew.
royC"i IMPLICATIONS
While the RFP doe. DOt have any policy impIicalions, !be organization review
conclusions and any subsequent actions by the Council could have policy implkarions on
the Utilities organization.
EXF&!IT!YE SUMMARy
AI its July 25, 1994 meeting, the Cily Council au-ected the City Manager 10 review the
organiz.aIionsl teview performed by the consulting firm of Hugl!es, Heiss &0 Associate.
and prepare • c:ompreber.sive reporIlo !be Council. AI its September 26, 1994 meeting,
!be City Council teceived the City Managu', report. Included in the r<pOri was the
recommendatioo that staff include bndgec in the next fiscal year for an organi1.alional
review of the Utilities Department. O. December S, 1994 the City Council approved !be
Cily Manager', recommendation and on February B, 1995 the Council further
designaled !he Utilities A<Ivisory Commission (UAC), with the support of the City
Manager as the ad ... .inistrato< of this review. (eMil: 130:95).
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'J'U priori!ieJ of !be Utilities Department are changing because of t.'>e cbange. in !be
utilities industry; pa.rticuIuiIy in tile Bas .nd. more receotly. in t}.e electric utilities.
Compedtion foe Palo Alt;)'. utility CIIstomers is an issue of tile tutu,.,. Exceedi.g
customer expeclAOOns and mainlaining customer loyd!)" is paramount in bolding on j<)
!be Utilities customer base.
This is 1ft appropriate time j<) wjnale tbis study since !be Utilities Department
teOQlanizatioo. awroved by !be City Council (CMR 101 :94) will be coropleled during
FYl994-95. S!lIff review. of progra.-m and operating budgets in,ti.ted in FYI993-94
have already resulted in • substantial reduction in !be Utilities operating budget.
Additioosl organizational chnge. 10 iocfellse efficiencies and reduce the Utilities
operating budget will be propc>sed in the FYl99S-96 budget. Wi!." the implementation of
two years of OCianiza60nal changu, thl. is an opportune time 10 .sk thai • consultanl
perfoon 1ft organizarional ",view of the Departme o! 10 ascertain jf o!het changes lIe
appropriaJe.
Proposed Schedule:
TIle proposed scl>edule "'55 developed lo include any recommendations approved by the
Council in !be F Yl996-97 budget_ To allow aclequate time foe !be study includi ng a
review of the Flo&! Report by !be U AC and Council the RFP process has 10 start this
6..wyear.
Assignmenl ~y City Council 10 !be UAC ........... February 13, 1995
Review by U AC of Cooncil assignment and review
draft RFP ................................................... April S, 1995
Coosultanl selection .................................... Apr -Jun, 1995
UAC recommendation of Consultant ................ luly S, 1995
Council approval of Consultant ...................... 1uly 11. 1995
Organizarional Study .................................. Aug -Dec, 1995
Orga. Study Draft 10 UACfo< comment ........... November I, 1995
Organiza6ooal Study Report 10 UAC ............... December 6, 1995
UAC and Staff recommend.Dons 10 !be Council .. January 15. 1996
Recommendations incorporated in Budget .......... Feb, 96 -Juo, 96
FISCAl, IMPACT
The Utilities Department will include funding foc an o<ganizatiooal review i. !be
proposed FYI995·96 Budget. Recommended cbnge. ill the Utilities Organization could
result in either. savings or 1ft additional expense. The goal is 10 ensu,., l"at the Utilities
are prepan:d foe the future competition ;R the industry and has the abili!)' I<> efficiently
meet !be customers' service expecla60ns while remaining competitive.
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AlTACDMENT$
1) CMJUlO:95
2) "Draft" ~ For Proposals 10 perform a. Organizational Review 0( !he Ub"titie.
Department
PREPARED BY: Edward J. Mrizek, Director 0( Utilities
DEPARTMENT HEAD REVIEW: =~~~-;-;;:=;::u--------EDWA1U) J. MRlZEK
CITY MANAGER APPROVAL:
DirecIor 0( Utilities
Jt,'NE FLEMING
Ci/y Manager
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REQUEST FOR PROPOSAL
TO
PERFORM AN
ORGANIZATIONAL REVIEW
OF THE
CITY OF PALO ALTO
UTILITIES DEPARTMENT
.,
I. GENERAL
A. PUlU'OSE
REQUEST FOR PROPOSAL
TO
PERFORM AN
ORGANIZATIONAL REVIEW
OFTIIE
CITY OF PALO ALTO
Ul1LITIES DEPARTMENT
loW E Of CONTENTS
II. BACKGllOOND
C. ClTYORGANlZATION
1>. BIIDGET and FINANCIAL INFORM!. TION
II. SCREIlUU:.
m. GENElAL COMMENTS
IV. SCOPE CE SERVlCES
V. RFP RESPONSE REQI-'lREMENTS
VI. EV AUTA nO!I/ CJ'.IlERIA
L GENERAL
.. fuRP9.1§
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REQUEST FOR PROPOSAL
TO
PERFORM AN
ORGANIZAnONAL REVIEW
OFTBE
CITY OF PALO ALTO
UTILITIES DEPARTMENT
The CiIJ oCNa AlIo, c.Iifuml>. (City) COO .... iI is seeking me..mces of a quanfied COIlS'JItan<
to """M'-' Ill" Or,..uz..tiooa! Revi.... of the CiIJ'J UtilUies Dep_ (Utilities) II!d to
evoIu>te Ibe orpnimion.allo<atlon of Ibe .... dministtotio. of 111. CiIJ'. hglonaI Wiler QIl.rlty
C<lotrol PIanI (ItWQCPJ-l't11ities _es II!d opent .. the Electric, Gas, W ..... and
W __ CclIection service.. The Public Worb DEpartment (PW) _eo II!d operates lb.
Jtociooal Woter Quality Control Plant. The primary objoctive of Ibis revie1lIls to detennlne if
Ut~ities Is perfoonin& III bigllleve! oC .fficieacy and _v ..... in Provi<fllli ,ospon>iv. and
,..labl. -. expect<d by I11e cusrome.s (electrk. ,as, ..mer. wastewater oo!Iectloo). nis
d_ will addn:ss I11e current service levels !>dD' providoc! and wIleche<1hey ... e bdn,
ochieYed at lIle 10"' ... poosible cost opproprwely ~iIlan<:ed betwee. operational requirements.
linancia1 responsibilities and environntentar considerations. A moce detailed uISroSSioII of die
_ of dI_ roM ... is providoc! onder SectIon IV, SCOPE OF SEll VJCES.
nis IU'P is iat<nd<d to be !IUd '" ielect I ficm to pemnn an Orpnizationa! JUMew. ne
,."." ",m '."'''''1'''' !he preparation of • report !bat addresses the "' ... r",ed in lb. Soap< of
Wed.
.. B .. £lffiiIOItNP
n. CiIJ of Pillo AllO is locatoc! approximately 3S mil .. soulll of San Frandsca and IS miles
oorth", ... oC Sa. Iou. The C'lI} is o<ljacent to I11e San Fran..'isco Bay 10 the -. mends
lat<nlly ICrO>$the San Fr.mcisco Peol"",r.. and exlead-; into lIle _ills ofllle Coastal Ranso
JloontaJ'm to (be west. lbc: Cq covers an In~a of appro-.imate1y 26 sqt!O!!"e miles and has I
i>"{>IIlJIioo of approximaldy 57.000.
The 1Iill> -=c:Imo1oglc>l industry fa< I11e San f,anci;co Penln5ul. i> =n.ce4 in I11e CiIJ of Polo
AhD, panlJ because of its proximlly OJ Stanford UnlvoniIJ. Th, 6SO-;oor. Stanfo'~ Ilesearcll
part, _ is p",.-idaol ulilities wviu by Ill. Cily In<l"~ .. headqu""'" fa< B .. """, P""bcd.
S:JDIeX and Von Associates. The City is I I8ii.jor eml"Toyment cen.tet with approximately
61,000 jobs. l'aJo "" ... r<sid .... place a high priDtiIJ OIl the q...rlty of CiIJ service. an<! in
proIeCIlna !he cII3<><\a: of , .. 'deWaI DtigbllOOloods.
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• Crrx ORrumATlON
Th. CiI} of Palo Alto .... i=>rponled izt 1894. and __ under a eIIor .... """,ed by the
_ of ear~ in 1909. The City oporates under tho CowlcD-man.ager fixm of Jovernmeot
wiIlI.me _members detl<4 .. briO '" lOur·y ............ The lUY" aOO V"_~or ...
oeIooIOd ""'" ....,., III. couocilm=ben ann.alIy. Th. C"I!y "'''''''' is respo .. !bl. '" all
JIlUIIiclraI t.mcdoos .. <OpI1he 0_ oflhe City Ar.orney. C""y Aucfrtor and City am:. n.-
officlaI. ItO _inteo! by aOO rq><>!1 <!irealy 10 1he CiI} Couocil.
A lin puooo Utilities Advitory Committee Is lJlI'Ointed by the CiI} Council 10 ,Mew and
__ In me Coor.cil •• Ioo, nnge Utility Planninl_.
Appro_1209 empW)i ... .,ort ill Utilities. Approx"ately S9 PW employ ... wort iJllII,
i.~.
• IUpg" NiP flNN$'!M lNfOliloUTJQN
Th.I'YJ994.9S ,"",,'" '" Uolities Mlects total r<venu .. of $114,147,000 _ SI1.35O,ooo
dodk:aled 10 capita! imp""''''''' projects, $3.:,112,000 decfJ<ated to electric purcll_,
511,527,000 cIedl<:ated ",......-.I cas P",eII .... and $4,561,000 decflClled 10 .... er purclwes.
Based 04 !he curren! P<Jlicy and rHO of retunll<:vel. adopted by the Co=I. th, Electric, Gos
aOO W .... bOO.", include a nnrl'" 10 Ih. G<ne<aI Fund IOt>fmg S9,5SI,ooo. Th' budget
shows the foDowinJ E .. eq>rise FlliId b''''doW1l:
TOIlII bodge!
$ 70,353,000
13,C78,ooo
\9,ssJ.000
lll..ill.OOl
5114 147000
The Utilities AcMsccy Committe< (UAC) witb til, S:Jppo!! of 1he City Manager Ms beet!
... ;gned as 1he adrniJli&raInr of this i.<Vlew. The report and reco~ ar' 10 be
r..,.,.,..r 10 1he City Cowlcil prior 10 th, prep .... .d:ion ofthol'Yl99&-97 bullge<. Therefore work
sp.cil,ed ODd ... d>is request '" proposal sbaIl begiB DO I_than May, ,995, aft .. th. !JOIi<e
'" proceed Us beea issued aOO wiD be rompldod by November 6, 1995 .... hi'" limo the final
repofI and UAC recommeodlttioos are reviewed by lIIe City C""""~.
Th. Uo1_ AIMsory Commission ..m intorvrew III, JOOSt qualified respoudonts '" Ill. CiIJ·. 0_ '" . d<ite aOO limo to be detmrun.a '''' ...
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Cit} ...... lFl'; F-.. 199$
CoosulIaoI ""_ Fo!>nIary· Moy. 1995
Awd clCoDlra;.':t; )by. 1m
O<pnizsioaa! RevIew: June· 0c!Dber. 199$
Draft itfport ., UAC l'oc conun<:IlIS: September 6, 1m U AC M"';",.
FlllaI ).eport., VAC: 0c!Dber 4, 1m.
FlllaIlIeport and UAC recom...ooatio.,. 10 Ccunc~: Nov 6, 1995.
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AI1bougII "" objOClivea and SCO\'O cl til lJ; review may lnclude IIWlJ aspectS of inlfitional
arpn~ reviewi.. che Ciity is uetin, I collSUltanr: that .... ill il!J\'olve C., ma..'1Bgemem: and
emplDyea in developing new and iru>ovative oppro.d1 .. 10 improving operations and provldin,
Wily ....-. _ ... Ill. t<SUl1s clllle ,,,,,lew, Ibe ""_ sho'Jld provide realEstk
reiconvnendafuas. Bene(IU from ImrlmrltDtiDg the re..."(ImmendatKms. inclooioe improved _level, or """ liVlnp, _d be d=ibed. Mditiooally. Ill, ",nsultanl .. ill .. ork with
City _ in developing _ pllll for impl""""""" "' ... recommendatioos. niS pia. sbooT d
oddreos "" Iimin, and penoonel '" implementation as well IS :he reJrrted cost and ...,,;.;.,
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T. «,lIIroI co_I •• ",., r-, """'Y effort sllould be made 10 util ize avan,",l. iDforma<Ion,
iDcIuding in-bouse data. _ and docum ..... n. coosultann etrorrs sbould focus on
anaIy:Una and krtetpre<in,mis !nf'ortn3ti:oI!
lV. SCOPE OF SERVJCES
Upoa cIito:lioa \ly tbe U AC and !he Cit)' MIllager. me solecte<l o:>nsultmt wiiI be expe.:tod 10
rn<vide !he Cit)' with all s<IVicta specified in Ibis proposal. AD o..nlew of lb. Coosultmt
Servi«s '" be provi<!ed is preseoted beJ<,,. foDo",ed by • detailed S<ope of Wad:.
l Orieo!atloa
IL _ Critoria
m. Draft a.port
!Y. Ymal Repvrt
DeWled Wad: PI""
Ilepott an6 preseI/W1oD to the HAC
Draft Report
Fmal Report
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Study Au.u !p lH: Induded ip (~:
• Geoer" MminiaIrI! ....
• Administratlve ServicoI '" c..:o_ ~
• DIs1ri\lWo.<W-. G1s '" El_lc) and eanecfu. (W ....... erl-
• It"""""'" MaDaieme!ll (Supply. T"'15miss'" and D=and Side Manoge"""') roc tho
W_, <los Ik Ele<Oric.
• Support oervice: from O!Ilor Departme!ll.S.
• Support Serviceo froID 10illl A<tioc AB-
• O<&anmooDOl _. 0{ tho IlWQCP.
Me;rings .,itb Ply Council msf en Officials:
nolbDowm, will be !he 1Ilininm ... uml>er of ....... '1gi to 1>< >d;"luIed by !he Consultant.
• Orleotatioa sessioa w'lt1l 'cbe UAC.
• 0rienUIi<>0 .... .,. willi Ill. Cily Coo"cD.
• l'reoeIuIica 0{ ~ _ """'" willi !he UAC.
• -..... of DAft \t~ _the U.l.C.
• Review 0{ FIllai Report willi Ill. UAC.
• It.,..; .... 0{ Fmal Report wId! "" ell)' CooDCil.
~ 0{ Work: The p<ima!J objective oflllis review is 10 cJetennlne it Utilities if perfonniJ>,
• I: hiP ~d of efficiency ~ effectivtneSS in provldinc responsive and reliable Hriice
exrected by Ihe <UStl>DIm (e1e<Oric, (IS, ......... __ ronection). This dot""";""ic. will
__ it _ IeYeI& .... " !he lowest possible cost IIjlpropria!dy bal_ _
openIi<JaaI requlremems, fiNnciaI resp.osibiIiti .. and __ coDMeratio ... SpoeRl<
1mb incIude:"
I. Iteview 0{ P&sI StudIes and Pions' _ !II, vorious sr ....... ""aI ... ic .. , stra!efic plans,
and other _ peril. .... ed by 0< roc Ill, Utilitie< during 1Il'las! ""' yean, or aureruIl ....
progTC". D ... "" .... the EffectN ..... 'lib!! wIliclllhe Utilities ha-ve im.l<m< .. ed and
addressed recommendalioos and fin<fings of Ill ... studies.
A. Give the Cily Couocil and other __ CIt)' official, an opportunit, to c!is<uss their
COJJCemS .,it!! rhe Utilities· operations 10 insure eIIal diose &sues sre beizl, addressed in
die tevlew_
B. Ideotif)' explain and justliyth' crireri.o used '" evaluate Ill. ourr ... Utili'''' organizatlooal
structure aDI! ue c;( ~ resources and functions.
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C. Idlllllify ... plam and r.mlfy til< crben. US<d 10 ov-.Iuau til, Utillties' peOOrmoz=. Focus
DB. major cost factors broke:a cIowa into , .. .ariola unil: ~rements. sLlck as cost pel'"
aastDmer • .wQ: per ~toyee. cosa per mile (dec:t:ic c'in:uit ()( ps mail. or watt:Z maiD,
.... ) and ovortlJne per a.:tivity. l!ld~. operot"" ratio<. __ king and besI praakeo
thai: compars Ibe UtiIities ';::11 OIlIer atiIitJ .services of simil.-sIze and operBtioli..
.~ _ key .......... of perfllrnWlU 5U<lI as re!ia!>DiIy standards oc levd of sernc..
Eumples of the latter tndllde tespoD.\e times b ,,:arlous custome:r requests; Ihe lenitb and
frequeo.")' of va600s !"ypa of outages; and """')" of other types of CllSIOOler ... isfa<tio ..
Commeot OD 'Whiclt areas of superior custOmer service ~ Ct.hat~f'fective.
B. ~ the Utilities transfers 10 -she Genera1 Fuoo with M\.mic1r~ t..'til1tie!; lTa.'lSfers m
OIher CalIfornia citi~.
C. Compare eIIe trtiI~ rates by CUSU1mef classes W!tb otller Munkipal and Inv~oc Owned
Utilities III CaTirorrua.
D. ~ and evaIWne cost flY.:ro<> lOt ""'w:", paid by Utilities and provided by til< City
GeoenI GovemmtDt. Soc. lre:oti-fnclucJe, but are 00( runited 10: Legal Services. .. FilL1DCe ..
.AocounI:ing. lWcft.as-iIlg. Fleet MainleIlance. Info..-ma1iOIl Systems and. Tree. Trimming
servic<s.
E. lUMew,. evalute and bendunark the UtiJit~ oq;anizatioD st:r'UCtUre. The eva.."'ualioll will
iDdude .. examination of til, proper ocgillliutlonal k-ca!ion of tile 1I.WQCP. Prioc 10 1989
"'" Jl.WQCP "'as uoo.."", Utilities. It is currently under til, PW Oep>rtment. TheRWQCP
1ocaIioD31 evaluatioD sh;;D Include both • review of lit, 11. WQCP functicnal. progmnatlc
and porlC} rolatiol15hips 10 "'" Storm Drainag_ Utility and considention of <be rel.,;.:,n,bil'
wlth "'" Jl.WQCP p .... 'ner ageacies.
A. Idenfify til< or ... in ,.hid! lit_ \JtJliti .. are perfocmillg well and tIIuse in wllidi
opportunitie!l for Improvements exist. Base ptrfon:nvlGe on te} rerfonnance me.a:s_Ufa
relative 10 pnactkes and standards of orher Llulmes. Wbelil making COmparls005 witfl other
Utilities. identify key ditler.;!oces ",,11icl ma} ICCOUD( fOr perf.oonance measure variabiIity~
Provide ~atioft.!. and altenutives Cor improving the Utilities operaooos and
serviCes.
B. Identify faclors 1haf: are most likel)' 10 affect lI:be Uillities~ competItive position with respect
OJ _ Gas " _ Cnmp311Y. 1I.ecogoizing III_ In<:reasin8 d ..... ,gu!aled envlrooment
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ill wIIid. lb. Ucilm.. it cp<rning. wII id. &do<> ",ill CO'JSe ilIcreas<d competltioo in !I!<
f.du.rt and \hept:::UUial tr'OI.tc.a i){ a'itk.al rf::IJel\Ue ft:SOW'ces."! Evaluate Che Utilrue.~ curre.ot
ml ~ ~"""" relative" betgll'""od rompetitWG with edt .. IItiIkies Il1d
MrVlcoI.
C. III oMJti<>a 10 Ibe ovalUIID". of lIIe curr,nt oclanizatio. of Ibe UtilitiE>, identify Ihe propec
O<p>izDlnal -.. of the Admini.t,."". of the 1l WQCP ill die C;;y', Ofi.ru..ucl>.
Oeady oq>Wo "'" pro< and coos of the reoommeoc!.ooc Il1d rdl!icosbip 10 cth",
proaroms Il1d "mcico.
I-TIn propooaI _ be IS brief 15 possible Il1d boo"" ill • single ""'.nne. Suppl"""""""
~ brodIures, Il1d '" 0" may be submi"od j( desired, but sbould be p",...i4ed i •
• separate ~. 1II _. 10 lb. Purtbas1" and Contrm MminlSlI1!ioe requiremenu
outI'l!IOd ill Addendum A. 1M following tJrmat Il1d proposal COIlIent !ball be odll<rod '" by
_ lim oDd 1><-ia Ibe following oroer:
A. Exegrtiye Sgmlriar,y: AA El.eCUtive Swrun.ary PCt 10 exceed two pages in length £bauld
include 1:0} oJ ........ of Ill. respo""ents' prO\>OSlII. The _ 1!U • .st be signed by Ibe
iDcIivi4uII1lU1horize<1lO bind Ill. respondent. Th. _ IIIU5t sttpul ... thai !I!< prOjlOSed
prico will be vaf'" foe • period of 90 days. Indi"",,, m. oddress and telepbone IIllltlbe< of "'" respond""'-, office Iooned _ '" Pilo AlIo. California, and the oflke nom .. bid!
Ibe project will be managed.
B. 'rtw,M.md hlprop; The Bac1:ground and Approid Section should describe your
~ of lb. City, Ihe _t '" be dooo, and 111. objectiVe. 10 be ICcomprlShed ill
d>e OrpnizaDonal J.evIew.
c. MetMdotngy['§l: Thil sectio~ shooJd dearly &:scr~ cbe methOOoiogy or metbOOotogtes
you ptm '" OS< iD carry ""'lbe 'I'ecifi.: taob dt=ibed ill the Wor\: Plan.
D. Wor\: Plio' Describe lb. ~a/ IaSb you pI .. to carry OIJI ia IICCOmprl>hinC Ibis
projOCl. 1Dd'.:ate III toy cIeI:., .. erabl .. and _ (Ontents. Idemify bow mudI of the
_k 'IIiD be \Iot'.e ... on..
E. Project Orzapirarion and Staffing: Describe your Iflprod iIDd methods lOt: managm, the
project. Provid. "" ocpnizaOOn cbrt showing all propooed prolect "'.", mombers.
Describe lb. respo",ibilities of eadI person Oil 11>. project tum. Identify the Project
Din<tDr audlor Manager oDd 11>. person woo will be Ill. toy contact "ith m. City_
1Dd'1Cat. 110 .. IlWlJ hours eacIo tam member ",ill devote to tb. project b, task. olong
... 111 I stalement ind'lCOline Ill ....... 1abilky of Ill. members of tbe projea ..... foe lb.
6
_. of III_ projOCL lncluJo ,.,.""" of ...,. _ of "'_ proJ«:! ....... List lb.
po<tiotI of lb. _t Ie ~ subccnlr>cted and WOrmatioD descri!>ina th. q...rificalX>os and
,e/mve ~ of in} proposocl subcoDtraCloro. Include information !hal c<JIISUlUnts
would requlrt from City sIaIf.
F. Belated urw;rie;ncc: Describe recent, d'Irectl, mat:J experience. Include 011 eacll USUD&
die ..",. of "'. di .... deocriptioo of die ..... -It do.., primMy "n..,. QJctact, Jdd: ...
IIXI tel<pbol>e .. _. US oflllt project. samples oiprogr ... reporu. and lhe!Wlle of
\be Prop El'Jed<lt and/or M.".,,, and memb<n of the proj«:t Ieam '000 _~ed oollle
project. as wen M !belt r!I!SPect.ive responsibil ides, ta addltior. to d'le ibove d~ip60n.
COP'" of te<e,D~y complete<! r"""" sho<M be p""ided.
N. __ refer"""", sbouM be included. Additional refer"""," lIUJ' be requested IIXI
~. For eadI refaence. irMflCa1e ltte me::ence", aame. Ofia.."J.lz.a".ii.m Ufiliate. titl~
QJmpI ... ..aili", addres> and .. lepIlo .. Dumber. lb, City r<SeIVes the rigb! '" toDlacl
"J orpnlnIiom Of iodividu>l. 1isIed.
G. ProW $cfie4gItr. Provm I JCbedule fix ~letiD' eadJ task jD 1M wort ptCIfa!ll,
ind..r"" 4eadli ... fo< pr'l'arma all project den"".tl ...
H. Cps o.r". JuO.,... 111_.,.., C<>SI for 1O'hido )'011 ... m ",IldUCIIIIe proje<l by ph>se. IdaltiIJ
bJ proJ«:! learn meml>er: oame, classilkaljo .. and Ill' DUmber of houn ead member WI
I\lOlld on eadt ... k. indiC3!e separar<ly • .,.., COSt for r... and e.penses. indud1n,
propo>e<I ree IflS<ounl.
l SW_ qf CompUanu: J!.ospoOO ...... muSl rubmit • Statem<m of Compliance will! all
PI"" of "'. aequ ... for Proposa! terms and condItio .. , or • 5"ing of excq>tions and
""nested d=gea, aJoo, willi. d=ripUoa of on} cost implications oc odled-<1I. eIlan, ..
\be tJ.ctpUoo an4IOI dlanges caw.e. Tbe ~ of CompTIan::e must declare 'I!\at 'tlther.
f) this proposal is in strict compTiance with tt.e Request fot Propos.ai IDd 00 ncqrtions
ore propo<ed~ 0<
2) Ilrls propos:i is .. stricI camprWlU _ II>< \I.eq\IeSI for Proposal eo. too: "" items
reSled.
2. __ copie< of Ihe propooal shall be aobIni"'" to:
CITY Of PALO ALTO. Purchasing/Colltr"',""
Civic C<ottt, YInI Floor
2SO lhmihoD Av~ue. P.O. 80:1. 10250
PaID AI\o, CA 94303
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"","
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VI. EVAWATIONCR/TEIUA
PropooaIJ ,..;u be evaI-""",,, oa Ill. b&sis ollll.ir ,_ '" aD provWoos olthis RFP. Thl:
City IN! PS lOme. 01' an of the Mowing ruedl in its CY$lligg ,pc! eompari:wp Qfpropoyl.
Slbmjrml, These arc die m.tjoc criteria and the Of'der HI wbic:l dley appear is not inlmded 10
~ 1beir relaive importan.ce:. .
I. RespoMiveoess., Ill. rrq.;inm"'u ol,l>. projoa 15'" forth ;"11\. UP.
S. A logical, pnw ... _logy fur carrying out !he tlSb described in Ill. proposal ana
developing j><oje<l derlVer>blos.
6. 0...., __ reccrd of =eo! pe<fum>ed previously by the consul!ant "" pro}_ of ,imUll<
soope. «>m;>I .. .,. ana magnj""'"
1. Itoaoonabr"""", olth. foot_,ed ., oomph, .. this wert within Ihe 'l'l'roved sclIodule.
,. Demonstrated f3mj!iarity ",ill! Ihe poflCies and procedurc> and lb. bend"n",t!., of servic<
levd __ of c:omparabl •• 'ilIDes.
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