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EPWM CP RC f \epwm/adm In/wpdocs/staffrptJpol1 now wpd SEP 1 6 1997
Council Meeting September 16, 1997 Santa Momca. Callforma
TO Mayor and City Council
FROM City Staff
SUBJECT Recommendation for City Council to Authorize the City
Manager to Negotiate and Execute a Contract with Pollnow
and ASSOCiates to Provide Consulting Services to Various City
Departments
Introduction
ThIs report recommends that the CIty Council authorrze the CIty Manager to negotIate and
execute a contract with Pollnow and ASSOCiates to provide consultmg services to the
Mamtenance Management DIvIsion and Solid Waste Management DIVISion of the
EnVironmental and Public Works Management Department, and the Traffic Engineering
and Traffic Operations DIVISions of the Planning and Community Development
Department
Background
Dunng fiscal years 1995-96 and 1996~97. Maintenance Management DIvIsion staff began
evaluatIng divIsion policies and procedures to Identify areas of needed Improvement and
developing automated tracking systems for ItS various operations To date, Improvements
have Included the Implementation of a vehicle management and replacement program and
a new automated maintenance management database for City faCilities currently In the
testing phase Pollnow and ASSOCiates was the consulting firm selected to assist staff on
these projects
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SEP J 6 1997
The scope of consultIng serVJces needed to contJnue the above projects and InItiate new,
simIlar projects for the Maintenance Management DIvIsion and Planning and Community
Development Department for this fiscal year has slgmflcantly Increased New projects for
the Maintenance Management DIvIsion will Include evaluating the Central Warehouse
automated Inventory system and procedures, reducing the 3,500 plus Item Inventory by
IdentifYing obsolete Items and ImprovIng the Inventory record accuracy In the Fleet
Management DIvIsion, the consultant will assist staff In the development of a new
database for tracking maintenance, parts and fuel for over 550 vehicles and providing fund
managers with the reports and information necessary for better management of their fleet
maintenance and replacement budgets
For the Traffic Englneenng and Traffic Operations DIVISions. the consultant will develop
a maintenance management system, Similar to the system created by Pollnow and
ASSOCiates for the Maintenance Management DIVISion, which will track all work requests.
detailed Information on work performed. labor hours. costs per work request, and other
data The system WIll also contain a project management component to be used by the
Traffic Englneenng DIVIsion for pnontlzlng and reportIng on actiVitIes to CIty CouncIl. the
City Manager's Office and to Citizen groups affected by the work of these diVIsIons
Due to the SImilar nature of the vanous services required by each diVISion and department.
staff Initiated a Request for Proposal process to select one consulting fIrm to proVide all
of these services
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DISCUSSion
Request for Proposals were distributed to five (5) consulting firms and the City received
two responses, from McGladrey and Pullen, and Pollnow and Associates A selection
team of four City staff reviewed the proposals and evaluated them based upon specIfic
crltena which Included, but was not limited to the respondents' specialIzed training and
expenence with the scope of services, the reasonableness of their proposed fees, and the
quality of work previously performed for the CIty and other clients The review team
selected Pollnow and Associates based upon their history with the City for the past two
fiscal years In proViding high quality consulting serVices, their excellent working
relationship with City staff, and their demonstrated record of prOViding the City with
accurate cost estimates The estimated project cost from Pollnow and ASSOCiates was also
Significantly lower than the other bidder Subsequent to the proposal review and
qualification process, staff determined that the contract scope of work should Include
assistance In reviewing the Solid Waste DIvIsion's refuse rates and billing structure In the
current fiscal year Pollnow and ASSOCiates has a thorough understanding of the current
rate structure and collection methods They advised the City In 1992 and 1994 when
changes were made to the rate schedule The firm recently created a computer model that
develops a rate structure based on container Sizes, waste disposed, collection time,
system costs, and overhead The use of this model Will ensure a thorough and cost
effective analysIs of the rate structure
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BudgeUFlscallmpact
The proposed services will be provided to the City by Pollnow and Associates for an
amount not to exceed $117,000 All services will be provided within fiscal year 1997-98
and will be charged agaInst the following accounts
Maintenance Mgmt DIvIsion 01-500-481-00000-5506-00000 $ 30,000
Maintenance Mgmt DlVlSlon 01 -71 0-481-20097 -8900-99086 $ 22,000
Fleet Mgmt DIvIsion 01-71 0-461-20095-8900-99493 $ 17,000
Planning & Community Dev Dept 01-210-416-00000-5506-00000 $ 17,500
Planning & Community Dev Dept 01-210-415-00000-5506-00000 $ 17,500
Solid Waste Mgmt DIvIsion 01-500-441-00000-5506-00000 $ 13,000
Total $ 117,000
Recommendation
It IS recommended that the City Council authorize the City Manager to negotiate and
execute a contract wIth Pol/now and AssocIates for $117,000 to prOVide consu/trng
services to vanous City departments
Prepared by Craig Perkins. Director of Envl ronmental & Public Works
Management
Renee Cowhlg. Maintenance Manager
Suzanne Fnck, Director of Planning & Community Development
Ron Fuchlwakl, City Parking & Traffic Engineer
Joe Delaney, Solid Waste DIvIsion Manager
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