HomeMy WebLinkAbout- - RFP Evaluation Process - 9/6/2011CITY COUNCIL AGENDA REPORT
MEETING DATE: SEPTEMBER 6, 2011 ITEM NUMBER:
SUBJECT: APPROVAL OF REQUEST FOR PROPOSAL (RFP) EVALUATION PROCESS
DATE: AUGUST 24, 2011
FROM: FINANCE DEPARTMENT /FINANCIAL PLANNING DIVISION
PRESENTATION BY: BOBBY YOUNG, FINANCE DIRECTOR
FOR FURTHER INFORMATION CONTACT: BOBBY YOUNG, FINANCE DIRECTOR (714) 754-
5243
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. Following completion of the Contracting
Committee duties for each service as outlined in Council Policy 100-6, recommendations
will be submitted to the City Council for each service, including, if applicable, a Request for
Proposal to be issued upon Council approval. Unfortunately, staff believes Council Policy
100-6 does not specifically address the RFP review/evaluation process. Therefore, should
Council determine to issue any RFPs which may result from this process, it is important to
affirm the process by which responses to RFPs will be submitted and how each set of
responses to any RFP will be reviewed, analyzed and presented. Staff is recommending
that the following process be followed.
Also note, that employees, or groups of employees, who wish to submit a proposal in
response to the RFP, will be permitted to do so. Staff recommends that employees who
wish to submit bids, or responses to RFPs, as contract providers should be advised to do so
in compliance with the RFP requirements at the same time as other bidders.
Once proposals are received, each will be evaluated by a review committee selected by the
Project Facilitator and the CEO, which will determine which proposals/bidders should be
further explored through negotiations. 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 well as to attempt to negotiate the most favorable terms for the City in
terms of quality, level of service, and costs associated therewith. At any time during the
RFP process, the affected employee association(s) may submit an alternative plan for
reorganization, or cost reduction to the City CEO to be considered by Council. Ideally, any
such plan would be submitted prior to staff recommendation to the Council on award of any
contract to RFP proposers so that the alternative(s) can be thoroughly evaluated and
considered by staff and the CEO. Staff would then make a recommendation to the Council
to allow the Council to approve a contract or approve an alternative proposal to "contract in"
1
for the services or otherwise restructure the services being performed to increase efficiency
and/or reduce costs.
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.
FISCAL REVIEW:
There is no fiscal impact to the recommended action.
LEGAL REVIEW:
The City Attorney is working closely with staff on implementing the contracting evaluation
and RFP process. The City Attorney recommends Council approve the implementation
process developed by staff.
CONCLUSION:
As the City continues, through the work of contracting committees, to assess delivery of
services, cost efficiencies, and recommendations regarding requesting proposals for each
of the services City Council authorized for outsourcing, it is important to affirm the process
by which any issued RFP's responses will be reviewed, analyzed and presented. Staff has
developed a process that includes having staff assess the responses/proposals to any
RFPs, with such experts as may be advisable or necessary, and then negotiating with
proposed vendors for the best possible contracting outcome. The last step of the process
will be the final recommendations presented to City Council for action.
THOMAS R. HATCH BOBBY YOUNG
Chief Executive Officer Finance Director
KIMBERLY HALL BARLOW
Special Counsel
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