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HomeMy WebLinkAboutAGENDA REPORT 1989 0419 CC REG ITEM 11E ,,,. ,„6 MOORPARK ]TE II. E. ELOISE BROWN aPPK � STEVEN KUENY Mayor 0 ��9 City Manager BERNARDO M. PEREZ F9 CHERYL J. KANE Mayor Pro Tern i �. � City Attorney CLINT HARPER, Ph. D. -`av,:� PATRICK RICHARDS, A.I.C.P. Councilmember o m Director of PAUL LAWRASON 90� , m Community Development Councilmember R.�`'` R. DENNIS DELZEIT SCOTT MONTGOMERY City Engineer Councilmember JOHN V. GILLESPIE RICHARD T. HARE Chief of Police City Treasurer MEMORANDUM TO: The Honorable City Council FROM: Steven Kueny, City Manager DATE: April 11, 1989 SUBJECT: Award of Contract for Organization and Management Study On February 1, 1989, the City Council approved an RFP for an Organization and Management Study. Proposals were received from the following five firms: William Hamilton and Associates $17,030 Hughes Heiss $20,000 Fox and Associates $24,327 Arthur Young $26,000 Ralph Anderson $32,305 All proposals were judged to be responsive to the RFP. Staff interviewed all five firms in late March. In addition, Staff received sample reports of each firm' s work for other cities. All firms are qualified, but only the Hamilton and Associates proposal is within the $18,000 budgeted in FY 88-89 for this project. Staff is confident they will work well with City employees and prepare recommendations for improvement that can be implemented. Staff has called previous Hamilton clients and found that the firm is universally well received by employees; produces a quality product with implementable recommendations; and comes in at, or below, their budget. The proposal for William Hamilton and Associates has been previously provided under separate cover. Staff Recommendation Award a contract in the amount of $17,030 to William Hamilton and Associates for the preparation of an Organization and Management Study, and authorize the Mayor to sign the contract. MOORPARK, CALIFORNIA City Council Meeting SC:SK: sc ` 894117 of /- -/9 198 9 ACTION: C,._,. AV A A897 J L�/1i� 799 Moorpark Avenue Moorpark, California 93005 529-6864 By //y MOORPARK ITEM .3. ELOISE BROWN c" � STEVEN KUENY Mayor 0 �9 City Manager BERNARDO M. PEREZ F � 9 CHERYL J. KANE Mayor Pro Tern ��� City Attorney CLINT HARPER, Ph. D. 1`�v ' •• PATRICK RICHARDS, A.I.C.P. Councilmember o m Director of PAUL LAWRASON 9°04 0 Community Development Councilmember 'F� R. DENNIS DELZEIT SCOTT MONTGOMERY City Engineer Councilmember JOHN V. GILLESPIE RICHARD T. HARE Chief of Police City Treasurer MEMORANDUM TO: The Honorable City Council FROM: Steven Kueny, City Manager (r"! DATE: January 27, 1989 SUBJECT: Request for Proposal for Organization and Management Study Since incorporation in July, 1983, the City' s full time staff has increased to its present twenty-four (24) positions. The initial five year period of Cityhood has been one of rapid growth and development in residential as well as industrial/commercial . As you are aware, from July, 1983 to January, 1989, the City' s population more than doubled, going from about 11,000 to about 25,500. This rapid growth occurred at a time when an organization would usually be focusing on developing structure, procedures and staff development to meet the challenge of growth. This left little time to consider organization structure and management functions. Instead, City Staff has had to focus on day-to-day operations and is often forced to react to meet deadlines (statutory and other) and shifting priorities for development projects, financial reporting and other pressing matters. This is evidenced by the 65 council meetings held from January, 1987 through October, 1988. With financial limitations, some difficulty in filling new and vacant positions and the need to meet the many needs and desires of a growing City, the City organization often seemed to be fighting fires with little time for advanced planning and evaluation of performance measures. There is also an extensive list of pending projects and tasks. Managers have spent a disproportionate amount of time on functional assignments and out of necessity deferred their management responsibilities to a "later" time. On the other hand, the City has been generally successful in providing services to the public and has many accomplishments including park and street improvements, City Hall and increased law enforcement services. Since incorporation, the City responsibilities and service delivery have been added to and expanded in a number of areas including: 799 Moorpark Avenue Moorpark, California 93021 (805) 529-6864 The Honorable City Council • 1 January 27, 1989 , Page 2 1. Parks maintenance, planning and construction 2. Recreation 3. Crossing guards 4. Landscape maintenance 5. Street maintenance 6. CDBG programming 7. Intra-City transit 8. Capital improvement programming and implementation 9. Economic development 10. Redevelopment (feasibility) 11. Regional solid waste issues 12. Employee relations/personnel activities 13. Senior citizen center 14. Affordable housing 15. Parking citations 16. Film permits 17. Number of active lawsuits 18. Growth management 19. Ordinance codification 20. Community services officer 21. Code enforcement 22. STAR Club 23. Tree trimming/removal 24. Downtown study 25. Home occupation ordinance 26. Hillside ordinance 27. Art in public places 28. Recycling 29. Business permits Many of these, as well as other activities, resulted in new assignments to existing staff. In some cases, this was done by necessity, not out of functional similarity. In other cases, responsibilities were grouped and new positions authorized. You' ll also find that many of these areas were not anticipated or were underestimated in the incorporation feasibility report. The City organization is staffed with dedicated employees who strive to provide quality services. It is important that the City review its current organizational structure, staffing levels and management systems and procedures to identify opportunities to improve the efficiency and effectiveness of City operations and service delivery. An organization and management review is an important step for planning for the future of the organization. In early 1988, the City completed a five year projection of revenues and expenditures as part of an analysis concerning the City' s expenditure limitation. This financial analysis has been especially valuable in developing expenditure plans and illustrates benefits in planning and organization. An organization and management study will focus on areas that may be currently deficient and require attention. The City' s management recognizes this, but also realizes the opportunities for improvement. We The Honorable City Council January 27, 1989 Page 3 can anticipate a number of findings and recommendations to come from the study including the need for: 1. Formalized goal and objective setting and accompanying performance measurement. 2. Work program and scheduling for public works activities. 3. Information processing master plan. 4. Public works facility. 5. Desk manual (policy and procedures) for a number of positions. 6. Coordinated administration of capital projects. 7. Formal training programs and related employee development. The organization and management study will incorporate the following: 1. Assess and analyze current and projected workload, staffing and facilities. 2. Assess and analyze organizational structure, reporting relationships and allocations of specific functions. 3. Assess and analyze administrative and management systems including information processing, policies and procedures and budgeting/financial systems. 4. Identify and recommend activities for improvement and an implementation plan. The City Council included $18,000 in the 88/89 adopted budget for a management study. It is recommended that the City Council approve the attached Request for Proposal (RFP) for distribution to at least six firms. The RFP list will include recognized management consultants to cities including: 1. Ralph Anderson & Associates 2. Shannon Associates 3. Arthur Young 4. Hamilton & Associates The process is estimated to take 6 to 8 months as follows: 1. RFP process/consultant selection: 2 Months 2. Review/study preparation and presentation to City: 4-6 Months STAFF RECOMMENDATION: Approve the attached RFP and direct Staff to proceed with th 4c le%tfidn CA,TrrNi process. City Ccunci! Pv'leetin� 891271.cr Attachment ACTION: _ P_ ' 4I/411, cw Yt' Y1I . me-yt C , T CITY OF MOORPARK REQUEST FOR PROPOSALS ORGANIZATION AND MANAGEMENT REVIEW Purpose and Objectives The City of Moorpark is soliciting proposals from a select group of professional consultants to prepare an organization and management review of the City organization and operations. The objectives of the study are: 1. Assess and analyze current and projected workload, staffing and facilities. 2. Assess and analyze organizational structure, reporting relationships and allocations of specific functions. 3. Assess and analyze administrative and management systems including information processing; scheduling and priority setting systems; policies and procedures; and budgeting/financial systems. 4. Identify and recommend activities for improvement and a suggested implementation plan. Background The City of Moorpark incorporated in July, 1983 and is located in eastern Ventura County approximately 60 miles from downtown Los Angeles. The City has experienced rapid growth since its incorporation. The population has grown from 11,000 to about 25,500. The current build-out potential from the City results in a population projection of 33,500. The City has also seen growth in the commercial/industrial sector. The City is currently processing about 90 land use entitlements. The City of Moorpark operates under the Council-Manager form of government and provides most types of municipal services to the community. Fire, water, sewer and flood control services are provided by special districts. The City contracts with Ventura County for law enforcement, animal control and certain health functions and private firms for city attorney (Burke, Williams and Sorenson); engineering (Willdan Associates); and building and safety services (Charles Abbott and Associates). In addition, the City contracts for most street and landscape maintenance services. The City currently has twenty-four (24) full time positions. A listing is attached to the Request for Proposals. Directly provided services include: general government, recreation, certain parks and street maintenance, facilities maintenance, crossing guards, finance, personnel , economic development, planning and zoning and Request for Proposals v Organization and Management Review Page 2 code enforcement. In addition, the City has a Redevelopment Agency and is in the process of considering adoption of a redevelopment plan. The plan is on a schedule to allow adoption in June, 189. The City' s current annual budget is Million, with $10 Million allocated to the General Fund and the -5Jance to numerous restricted funds. $5 Million is for Operations and Maintenance, and $7.5 Million is for Capital . Proposal Requirements The proposal shall include the following information: 1. The firm' s understanding of the scope of the study. 2. The approach used to coordinate all aspects of the study. 3. Work program with tasks and task description. 4. Projected timetable for completion including delivery date of draft study. 5. How liaison will be maintained with the City including identification of the project manager who will be responsible for project supervision and other key personnel . G. Identification of any subcontractors to be employed. 7. The related experience of the firm, any subcontractors, project manager and key personnel with similar studies for other public agencies. Include appropriate references. 8. Method and number of meetings with City Staff and/or committee and any limitations on preparation of administrative drafts of the study. Indicate costs, if any, for any additional meetings that might be required by the City. 9. Total cost and a breakdown of that cost and the charge rate for any additional tasks, meetings, etc. not included in the proposed cost. Also include any applicable hourly rates. 10. Requirements for City and City Staff involvement in the project. 11. Other pertinent information deemed appropriate by the consultant. 12. A cost per copy of the final study with 15 copies of the draft and 25 copies of the final study to be provided to the City. 13. Partial payment will be permitted with the bulk of payment to occur upon delivery of the draft and final studies. Include a proposed timetable for partial payment. Request for Proposals Organization and Management Review Page 3 14. Ten (10) copies of the Proposal are required. 15. All proposals and documents submitted will become the property of the City of Moorpark. Anything considered to be proprietary shall be so designated by the proposer. 16. The City intends to use its standard contract. A copy is attached. The consultant is permitted to identify any proposed modifications to the standard contract as part of its proposal . 17. This Request for Proposal and the consultant' s reponse will be part of the contract. 18. The City reserves the right to reject any or all proposals without qualifications. Proposals will be considered only in their entirety. 19. The City reserves the right to negotiate the specific requirements and cost using the selected proposal as a basis. 20. The City also reserves the right to reject all proposals if they are deemed unsuitable to the City' s needs. Late or incomplete proposals will not be considered, and the City reserves the right to determine the completeness of all request for proposals. 21. Each proposal shall be considered valid and binding on the proposer for a period of ninety (90) days after the proposal due date. 22. Proposals are due by 5:00 p.m. , Monday, March 6, 1989. Any questions concerning the proposal are to be directed to the City Manager, City of Moorpark (805) 529-6864. Attachments: 1. List of full-time authorized positions for 1988-89. 2. Draft City contract. 3. Organizational chart. 4. List of current City activities/projects. SK: sc 891273.cr Note: Attachments 1-4 above are not included in the Agenda packet.