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City of Palo Alto
City Manager's Report
TO: HONORABLE CITY COUNCIL
ATTENTION: FINANCE COMMITIEE
POllCY AND SER\i1CES COMMI'ITEE
FROM: CITY MANAGER DEPARTMENT: FINANCE
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AGENDA JUL V n, 1995 AND CMR!317:95
DATES: JULy 18, 1995
SUBJECT: SELECfION OF FISCAL YI.AR J99S-~ CONSUL TAl'orr
AGREEMENTS OVER 525,000 FOR COMMITTEE
PARTICIP AnON
REQUEST
This report !r8nsillits the list of 1995--96 proposed oonsuIIan! service agreemenls estimated
to Wsl over $25,000 to the two Council committees, in accordance with Policy and
Proced= 1-10. EachrommlUee is requested 10 select thoseconsultaDt.gree.iierns in which
Ihey desire to participate in the review of the scope of oonsuIIan! services. In addition, the
rommil1ees are requested to evaluate and give feedback 10 staff 00 the effectiveness O(tbc
amended procedures during the past year.
POLICY IMPUCAIlONS
There are 00 policy implications related 10 litis report.
EXlCJITIYE st)MMABY
PoIk:y and Procedure I-H), which was adopted by Cooocil in November 1981 and amended
in April 1991 and October 1994, d"trects thai staff provide the two Coun<:iJ committees with
• llsI 0( budgeted projects for whlcl1 wosultant services rosting over $25,000 v.ill be
required. The attachment lists all anticipated wosultan! agreemeols over $25,()()(l for FY
1995-96.
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Bo!:' CooociI committees .... requested I<: Identify those consultant agreements that are of
special inter:sl in order for the draft request for proposals 10 be referred to the specific
committee. The cOrnrnitl« reviews the scope of work prior 10 the issuance of a request for
proposaJs. To assist the committees in this seletllon process, staff has included suggestions
o(wbiclI committee may be more appropriate I<: revie'N each individual coosuIting services
request. Staff used Sections 2.04.250 and 2.04.260 0( the Palo Alto Munic;pal Code os
guidelines for suggesting assignments 10 committees. The two sections describe the doties
o(the committees. The Finance Commlttce's n:spoosibilities include finance, !nuIgo!, audits,
capi'.a1 planning and debt. The Policy and Services Coolmillee'. responsibilities include
intergovernmental relations. penonncl poIicks, planning and zoning, traffic and parking,
public works and community and human services.
The referenced consultant services are no( meaDllo include recumng. routine service-related
agJecmcnts such as testing or maintenan<:c COOIracts. Items listed in this report are, therefOre,
of • DOO-re<:umng nalllre. Environmental assessments paid by de,-elopers are also not
included on the list.
SboukI there be additional qualifying agrrements developed eluting the }'ear, department staff
will place the item on the consent calendar of. C0WlC11 ageoda, reoommencfIDg either no
""iew by committee, or the op6on 0( referral 10 ODe of the standing committees. Council
could remove the item from the consent eaIendar and direct either: 0) referral 10 the odler
slanding committee; oc b) participaIlon O(the fun Council in review of the draft request for
J>roIlO'S8ls.
REVlEWOl THE NEW PRQCEm!RE
When the consuJtant review procedure was revised OD October 3, 1994 (CMR:432:94) 10
provide for commitiee rev;ew of draft requests for proposal. rather than IC< participation in
the selection of ~tants, the City Council requested that there be an evaluation of the
effectiveness of the amended procedures lOIlowing cooclusion of the fiscal year. Staff
feedba.:k indicates that the 11<:'''' process has worked wen. By receiving Council comments
early in the process, staff is abl<: 10 incorpocate that information into the request for
proposals.
FlSCA'. IMPACT
There is no fiscaJ impact related 10 this staff report.
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ENVIBONMENTAL A5S"AAMINT
There is DO enviromm:"ta/ assessment required for !his tc'Vlcw.
RlfmMMENDATIQN swr recommeods IhU the Finance Commitlee and Il'.e POOcy and Sen.ice. Committee
review 1he &ttBched list and select Ihooe coosultant services ViIDCb .oould be returned to one
oflhe committees for m.iew of1he draft request for proposals.
A'UACHMENTS
At!llclunent A -COIlS1IItanI Request for Proposals Review
PREPARED BY: Linda Craig, SeniOl' Accountant
DEPARTMENT HEAD APPROVAL:
CITY MANAGER APPROVAL:
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CONSl!LTAN't REOUEsT FOR l!ROf/)SALS RIWJ,E»:
nep._ ... , p."joel Tille E.llmotod D ... "~lIon o"tejoot
Coo,
GENERAl. PIiNG
Adl1lioilUlllb:c Timekeeping SyoleM Projoot $100.000 ConauilMt oorvice. for the design and programming of an 00·
Sm:iw (Thi. projoot i. not in Iho 1995·96 line tirnekoopina 'YoIe1!\, Thl •• ylle!n will allow City IIoft'to
Budtitl: a Budget AInondmont koep lIIJ<:utate. d.tailed limo toOOrda W1der Mi .. ion Driven
Ordiruuule will be noquirod) Budg.ting (MOD). providing infotmotion on tho COlt 0'
providing City .. .vi"",. 81Iowin,. CoW1oil to "'" prioriti •• and
all_Ie roB(\\ltQeJ. To iruJun> suocolll'ulomploy" utilization,
Iho prop;>JDd roy,tom will be wor friendly .... ily ._ibl.
and allow DllQh .mploy .. •• timo to be "'POtled ftom van"'"
wotk I""atio,," on 8 daily bl.i •. The o:I~m will bo fully
integrated with the City" finanoial dtda booa and the new
payroll/hlllftall telO1JI'(le8 'yotem.
StaIl'recomm.nd. that thi, i\em not be refotrod to a
committee. The delay in ~taining consultant 8Clty;¢e8 whi~h
would to'WI would m""" thot department Il\8l\III!«O would
I1I't be able 10 ItaOk lim. by MOB functional ....... and major
activitlCl". and WQuld not be able to we this infonnfltion in . ' , preparing tho 1996.97 budset in tho Fall of 1996 .
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, I,; Long.R""ge Stta\egio Plan fot 5$0.000 COf15ultAnt oonttaOt to evaluate the City'. current
Informa.tion Scnvi(lelJ Management Information System (MIS) operationa and
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develop 8 atrlll.ogy fQt future do .. lopmonl. The oonaultan\
will evaluate hatdw8l'O on<! applioarion ""Iuiremenll • ...,
.. ,i.t in ootabliahing prioriti .. for sy",~rn. doveltl(lRlOn\
projeQlI given limited City te""uroeo. COnoWtanl will wack
with an interdeportmental .teori,,& oommit\co in ordor to lake
into BOOOW1t .n depatlmenll' need ••
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tQNSUJJANJ JlEOlJtsT J!OR.fR0I!Q$M.s 1lF.y!EW
Ptej .. 1 Till. Eollm.led, Daeripllo •• , Ptejoet X-.. -.Iod c..t c ___
DoWlllOwn \Jt~ De.ign $100,000 Ct)llaultanl OOnttaCI to ptopore • 8Olh ..... tic doIill" IUId Policy IUId
Improvemen'" fouibili~ ,tudy 10 develop aesthetically pi"';", IUId Service.
funotional d .. igns IUId 10 detennino oonsttuotion and Commiltlle
mainl..,..,.., 00'''' of individual improv'mo"q",ojOOll for
downlQwn. Tho otudy would 1110 ovaIuato tIIO f ... ibUily of
_bUshing a "matching tlmdli" prognm IUId identity whodJ« e any or all .{the propoood proj""t11 oould be implomontod
Ihtough .ueh • prognm,
lnfrastruel\lt<l Manage"",nl Study $60,000 Tho JJtQjoct involve. developing an inventory IUId ...... ing Finance
tho condition of in~ 01 ....... 11 in City-ownal CommilloO
building. (buildings, root., IN AC systems, t\IA),) Tho
COI\8u1l1nt will dotennille tho approprilllO 1Op1.....,,""1 IUId
mainlotuu'loo 8Olhedule, tho !luttont bocklog,lUId .... bliah
prioriti .. to addres. tho baIlklog of in1rutnJotun! el_ntll,
MSC Seismic Study $)0,000 Tho project will provide •• tnJoturaI evll.,.tion and .. i..rue Polieyand
testing of threo building. at tho Munioipal Sctvi ... c..nt.r Sotvioo.
which ho ... the stolT and equipment uoed for .... ponding fA) Cammi_
City emergenoi .. , Tho evaluation will incorponoto
@ information gatheted fi'l)rn tho Northridge _quake ond
include ,«ommendod ,"medial work, if needed,
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COrySlaJ.'ANT BEOUl!.sX FOR PROPOSAl:; REVIEW
Projec! TIt .. EotImand U ... rlpI\oII otrroJect
Co.t
Civic Conter Chili ... Ruplaoemenl $100.000 '!'ho prl)joot will """ian tho replaoemant of tho 300.ton chiller
(De_ign only) looatod on tho oiahth floor moohMioal room of tho Civic
Conter, Wotk wilt Includo: removal and inotaIl.tion .(tho
ohiller; n\atotial di.poaal; alloy'_ ductwork ...,
moohMioal mom modificatio .. ; .. 18mi. and otructura1
improvements; and • leak alarm oyllOm,
ENTERPRISE FUNDS
Alternative U ... Study oflM $'0.000 'l'ho Projoco\ will updato tho 1992 apptaioa1 orlM Los A/IOO
Fonnot Lo. Alto. Treatment Plant Ttootmont Plont propet\)'. revi .. Q\l0l .. ti..-. for two
Property ptQjOQlo conoideted rot tho property <now facility for refuse
oollootion and diopo .. 1 opotatlona and _, HQueohOid
Hazardo .. W .. to Facility). develop a fonnole to detotnIine
the proportion or oo.ts to be .hated by the Utilitio.
dopotlmon~ if !hoy puro ..... or I ..... portion of tho 8ito, and
roviow legal requIrements for ooqui.ition and permitting fot
yatious UReS of the site.
Colloollon System Improvemonts 5260,000 'l'ho project involvo. pctforming engineering dosign and
producing oon.\ru.tion bidding doournonIA for
repla""mentltohabililBtion of dotorioratod storm drain
pipelines and installing new IItOtrn dtain pipelineI' to serve the
p",r"lOtville and Seale Addition neighborhoods,
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BlO\WWol S)'lItOm \,IJIgrade $60.000 n.. proj<ot will provi@Che</otlign 0LId ~ fOt Che
additiOn of autOotIWitoh/ng <l8plbility I(> tho OlIio!ing 430 V<
el~lticall)'l!Iom at tho Regional Water Quoli\}' Conttol Plaftl,
'I'IIe deoign will add d~on devi .... on tho <Xi.tillg ~
grid, tij?(ln dokootion of. failutc of in<>omine eity j?(I_.1lIe
new sy._ ",II au1mna\iQlllly .",\011 \he)l<lW\'f suJ)ply ftI)m
oilY j?(IlWI' II) dI. -01'£0""1 ae_N.
n" ~ Rehabilitation I'hlue [ $90,000 Phase "lie of lb. project tD rehal>iJil8IO lho ....., ~ whiob
lI1IMpQrlllIOwage Jioom th. Mountain View meter IlIO.tioo 10
lho Wator Quality ConllOl Plant will i1lO1udo QOftlultonl
servi ... to Oya)UIIIO tho onvironmonlal impaolond oo:onM>i<a
of VOIious rehabilitation _ """ pelform doIail r--
deaign to _ioo W. "",8\ on.ironMontally sonaitive
teolm()loiY; ~ on ;mtial ollldy ID faoililate Cify
_inAtion of W. _priato on.ironmonlal r<Ni .....
prooess: .. ,iot City ID doli..,. project information and 'obloin
j>\INi. """port in !>Ublio fommo; OIl(! ~ \he 'wro~
envitonmental documents.
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CONSULTANt Bwm fOB PBQpQSAJ.s REVIEW
Depo_t PI'OJoet Title E.IIm ..... DoHrlplioa ofProJIOt
Cott
w..-Solidi M/III8geIIIMI Implementation $lSO,OOO Thl. project oveluat<ta 8peoifio opti_ to _, lreat. and
;[matmen& FuM Plan 4iapooo of the "'lidl and moIAlA In "'" _. A
(oontinuod) preyious study boo identitlad oertain optiono to be fClllibl. for
"'" RWQCP. Thi. project will "'81"," opIiono IMI ....
pI'O<le" depondctll and perfonn tIuI (ollowing tub; ,
I. Conduol pilot toot on IIOlidoimolBl. romoVJII by cbemlo.l
proolpitalion and tfttatmortt by Indinoot heating
2. P.tform detail toohnio.l, environmental, and ooonomics
wmporillOlII on tNee t"",lInont options: indinoot heating,
inci_lion. and anaerobic digestion.
3. Prepare tho implomentation I,ion for the recommendad
lang-tenn ",Jill. u..allnen\ and di.poaa' options
Pollution Prewntion Be,t $100,000 Thi. projoot will develop Beol MlIII8geIIIent l'rBctillCl. (aMPs)
MlIIlIII!omont i'raQtiooo for Fa.ilitio. (or f""iliti.o manago" to raci_ pollutants being diooharged
MIIflIII!cto to the oanitaty sewer and to .torm dtalno. Hosting oystem ..
cooling oyotem •• equipment .,-jng and other faoility
componenlll and oporutions will be \8tgotad for BMP
developmont.
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Publio Outreoch and Participation sm.OQo Pollution provenlion infotmAtion wHl be developed IIl1d
distributed to vetio". typo. of bUlli ....... institutions and "'"
general publio. Foot Shoet.s, trailling material .. brochure. and
similar instrumMts will be Uiad. CocmIinalion with
;,' busi ....... onvironmental groupo, and oIhor 10Q8l
government ",ollci .. i. an intear.1 pout nCtb. work,
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CONSJILTANT BEQImsT rOB PROPOSt".R BIOOFJY.
p"'Jeti Title &11 ... 1011 D ...... ptIon of P .... joot
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Analysis ofBioaooumulation Data 530,000 CMlulbIDl oorvj.,.. will onaIyze what rooton oontribut<! to .
oboomld 1I'andI in the build up (b~ulation) of
pollUblDta in 01","" ..... the Polo AIIo oowoa" _!monl planl
diOQlwp point ThIs build up boo boon monilOlod COt
apptOximotoly IS yean,
E1ectrio C08I-of·Sotvico Study 560,000 A detailed oool-of·lOtYioe otudY whioh will unbundle the 0001
of olooltio IOrvi.,.., 1'1'IIl,m;",ion, diotribution, and
oommodity 001 .. would be priced no IOp8tIIkl types of oorvjoo,
ThIs otudy will include. model to help design .pecial '""'.
fOt .pecific ouotomon whQ ""Iuito dilforenl types and Icvebi
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