ITEM 6-R

Council Meeting: May 23, 2000 Santa Monica, California

TO: Mayor and City Council

FROM: City Staff

SUBJECT: Recommendation to Authorize the City Manager to Negotiate and Execute a Contract with Pollnow and Associates to Provide Operations and Systems Analysis Services.

This report recommends that the City Council authorize the City Manager to negotiate and execute a two-year contract with Pollnow and Associates for operations and systems analysis services to the Maintenance Management, Facilities and Fleet Management Divisions of the Environmental and Public Works Management Department (EPWM), and the Traffic Management Division of the Planning and Community Development Department (PCD). Services under this contract will begin in July 1, 2000 and are to be completed by June 30, 2002 for a total amount not to exceed $198,770.

Staff has identified a multi-year need for specialized assistance to analyze current operations, accounting procedures and work activities tracking systems in both EPWM and PCD. As a result of these analyses, operational improvements will be recommended and computerized tracking systems will be developed and implemented.

Pollnow and Associates is completing a scope of services under a FY 1999-00 contract, working with staff in the above divisions to analyze current operations, accounting procedures and work activity tracking systems, recommending improvements, and when required, developing computerized tracking systems.

Staff identified the following requirements that need specialized analytical assistance:

The Maintenance Management Division requires replacement of the current facilities maintenance management database system to expand the capabilities of the system, assistance to staff in training new Central Warehouse personnel on the inventory management module of the City's new financial management system and assistance to staff in development of custodial standards, in cooperation with the new Principal Custodian, for in-house custodial duties. Additionally, a comprehensive database and master schedule must be developed to provide regular replacement or upgrade of key components in City facilities. This Facility Renewal Program would include preparation of a master replacement schedule, including costs and a funding mechanism, documentation of annual work plans and integration of the replacement schedule with the work order system.

The Fleet Management Division must implement City-wide tracking systems for petroleum-based and compressed natural gas fuel use, review vehicle maintenance staffing needs; conduct studies of the effect of alternative fuel vehicles on vehicle maintenance and operating costs vs. conventional vehicles; and to develop a comparative analysis on furnishing sedans to staff vs. reimbursing mileage costs.

The Traffic Management Division requires assistance to staff in completing the implementation of an inventory and repair tracking system for all street signs, pavement markings and parking meters and development of management reports for prioritizing and reporting on activities to City Council, the city Manager’s Office and to citizen groups affected by the work of this division.

A Request for Proposal (RFP) process was undertaken to select a firm to provide these services. RFP's were distributed to six firms and the City received one response from Pollnow and Associates. The other five firms were contacted regarding the non-response. Two of the firms were not interested in the projects, two were too busy, and the other one determined that it was not qualified to perform the work.

A selection team of City staff reviewed and evaluated Pollnow and Associates' proposal based upon specific criteria which included, but were not limited to: the firm's specialized training, experience with similar projects, the reasonableness of proposed fees, and the quality of similar work previously performed for the City and other clients. Pollnow and Associates has consistently provided high quality consulting services and accurate cost estimates, and has an excellent working relationship with City staff.

Pollnow and Associates will provide the proposed services for an amount not to exceed $198,770 (over the two-year period of the contract) and will be completed prior to June 30, 2002. The following is a breakdown of the yearly costs to be charged to each account in FY 2000-01 and FY 2001-02:

Staff recommends that City Council authorize the City Manager to negotiate and execute a two-year contract with Pollnow and Associates for $198,770 to provide consulting services. This is contingent upon City Council adoption of the FY 00/01 City budget, which includes the budget authority needed for encumbrance of expenditures for FY 00-01.

Prepared by:

Craig Perkins, Environmental & Public Works Management Director
Renee Cowhig, Maintenance Manager
Suzanne Frick, Planning & Community Development Director