HomeMy WebLinkAbout06 - NB-3 - Approval of RFP Evaluation Process - 8/2/2011CITY COUNCIL AGENDA REPORT
MEETING DATE: AUGUST 2, 2011
ITEM NUMBER:
SUBJECT: APPROVAL OF REQUEST FOR PROPOSAL (RFP) EVALUATION PROCESS
DATE: JULY 26, 2011
FROM: FINANCE DEPARTMENT /FINANCIAL PLANNING DIVISION
PRESENTATION BY: BOBBY YOUNG, BUDGET AND RESEARCH OFFICER
FOR FURTHER INFORMATION CONTACT: BOBBY YOUNG, BUDGET AND RESEARCH OFFICER
(714) 754-5241
RECOMMENDED ACTION
Approval of Request for Proposal (RFP) evaluation process with regards to outsourcing.
BACKGROUND/ANALYSIS
Over the past few months, the City has been developing the RFP's for each of the services
City Council authorized to evaluate for outsourcing. Staff developed the process and
detailed it in a tracking schedule, Attachment 1. As reviewing submitted proposals begins, it
is important to affirm the process by which each RFP will be reviewed, analyzed and
presented.
As shown on the tracking schedule, once proposals are received, each will be evaluated by
a selected review committee and presented to City Council for selection of which bidder(s)
with which to have further discussion/negotiate. The discussion/negotiation process will be
used as an introduction of the bidder(s) to the City and an opportunity to clarify any
questions with the initial proposal.
As needed, after the discussion/negotiation process, the City CEO will review proposals
with department staff. This review will determine if changes to current operations would
produce similar results to those in the bidder proposal(s). Before presenting a final
recommendation to City Council, the City CEO will meet with each employee association
potentially affected by the final recommendation. Staff will then present its final
recommendation to the City Council for action.
ALTERNATIVES CONSIDERED
The City Council could choose to alter any step in the evaluation process, however staff
will need direction on completion of the RFP process.
1
FISCAL REVIEW
There is no fiscal impact to the recommended action.
LEGAL REVIEW
The City Attorney is working closely with staff on implementing the current RFP process.
The City Attorney recommends Council approve the implementation process developed by
staff.
CONCLUSION
As the City continues developing RFP's for each of the services City Council authorized for
outsourcing, it is important to affirm the process by which each RFP will be reviewed,
analyzed and presented. Staff has developed a process that includes obtaining City
Council approval of vendors for further discussion/negotiation and reviews with department
staff and employee associations. The last step of the process will be the final
recommendations presented to City Council.
THOMAS R. HATCH
Chief Executive Officer
KIMBERLY HALL BARLOW
Special Counsel
BOBBY YOUNG
Budget & Research Officer
Attachment: 1 — RFP Schedule of Events (dated 7-19-11)
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City of Costa Mesa
RFP Schedule of Events
(Dates Subject to Change)
Date 7-19-11
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Jail Operation Police
5
May 9
May 25
June 3
June 24
July 22
Aug 2
Aug 8
TBD
TBD
TBD
#1 Department Development
Animal Control
Police
3
July 26
Aug. 16
Aug. 24
Sept. 1
Sept. 12
Sept. 20
Sept. 28
Oct. 3
Oct. 5
TBD
#2 Facilitator Review
Video Production
CEO
July 26
Aug. 16
Aug. 24
Sept. 1
Sept. 12
Sept. 20
Sept. 28
Oct. 3
Oct. 5
TBD
#3 Attorney Review
Payroll
Finance3
July 26
Aug. 16
Aug. 24
Sept. 1
Sept. 12
Sept. 20
Sept. 28
Oct. 3
Oct. 5
TBD
#4 Ready to Release
Building
Development
Inspection
Services
July 26
Aug. 16
Aug. 24
Sept. 1
Sept. 12
Sept. 20
Sept. 28
Oct. 3
Oct. 5
TBD
#5 RFP in review process
Street/Storm
Maintenance
Public Services
2
Aug. 4
Aug. 19
Aug. 26
Sept. 6
Sept. 19
Oct. 4
Oct. 14
Oct.21
Oct. 28
TBD
#6 Completed
Street Sweeping
Public Services
Aug. 4
Aug. 19
Aug. 26
Sept. 6.
Sept. 19
Oct. 4
Oct. 14
Oct. 21
Oct. 28
TBD
Signs & Markings
Public Services
t2
Aug. 4
Aug. 19
Aug. 26
Sept. 6
Sept. 22
Oct. 4
Oct. 14
Oct. 21
Oct. 28
TBD
Graffiti
Abatement
Public Services
2
Aug. 11
Sept. 2
Sept. 9
Sept. 20
Oct. 3
Oct. 18
Oct. 28
Nov. 4
Nov. 11
TBD
Dispatch
Administrative
Operations
Services/PD
1
Aug. 15
Sept.6
Sept. 14
Sept. 26
Oct.7
Oct. 18
Oct.28
Nov.4
Nov. 11
TBD
Emergency
Administrative
Services Equip
Services/PD
2
Aug. 15
Sept. 6
Sept. 14
Sept. 26
Oct. 7
Oct. 18
Oct. 28
Nov. 4
Nov. 11
TBD
Information
Administrative
Technology
Services
2
Aug 22.
Sept. 13
Sept. 21
Oct. 4
Oct. 17
Nov. 1
Nov. 11
Nov. 18
Dec. 2
TBD
Fleet
Maintenance
Public Services
02
Aug. 25
Sept. 20
Sept. 28
Oct. 12
Oct. 20
Nov. 1
Nov. 11
Nov. 18
Dec. 2
TBD
Administrative
Reprographics
Services
2
Aug. 31
Sept. 27
Oct.5
Oct. 19
Oct. 27
Nov. 15
Dec.2
Dec.9
Dec. 16
TBD
Administrative
Graphic Design
Services
69
Aug. 31
Sept. 27
Oct. 5
Oct. 19
Oct. 27
Nov. 15
Dec. 2
Dec. 9
Dec. 16
TBD
Tree
Maintenance
Public Services
2
Aug. 31
Sept. 27
Oct. 5
Oct. 19
Oct. 27
Nov. 15
Dec. 2
Dec. 9
Dec. 16
TBD
Parks & Landscape
Maint.
Public Services
2
Aug. 31
Sept. 27
Oct. 5
Oct. 19
Oct. 27
Nov. 15
Dec. 2
Dec. 9
Dec. 16
TBD
Facility
Maintenance
Public Services
2
Aug. 31
Sept. 27
Oct. 5
Oct. 19
Oct. 27
Nov. 15
Dec. 2
Dec. 9
Dec. 16
TBD