HomeMy WebLinkAbout4.07 Organization Eval Fee UpdateG~~.t OE pp~`f~
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i9\~~~-;~%z STAFF REPORT C I T Y C L E R K
~c~,,,;~~ ~ DUBLIN CITY COUNCIL File # ^~Q00^-~~^
DATE: October 5, 2010
TO: Honorable Mayor and City Counciimembers
FROM: ~ Joni Pattillo, City Manager
SUBJE ~:~' Agreement with Kevin W. Harper C.P.A. & Associates For Project Management
And Organizational Evaluation Services
Prepared By: Paul Rankin, Administrative Services Director
EXECUTIVE SUMMARY:
The proposed agreement includes two phases of work. Phase 1 will provide project
management assistance to complete a City Council High Priority Objective to select a
consultant to assist with a Fee Update (I. General Government: Goal B Finance - Objective #2).
The assistance will include the Request For Proposal process as well as coordination tasks
after the Fee Study Consultant is approved by the City Council. Phase 2 relates to services to
undertake a review of the organizational structure in the Administrative Services Department to
identify any opportunities to restructure for efficiencies and short and long term resources
required.
FINANCIAL IMPACT:
The estimated costs include $15,000 for Project Management Services; $15,000 for the
Organizational Evaluation; and $5,000 as a contingency for additional services. It is proposed
that the agreement will have a not to exceed limit of $35,000. Funding is available in the Fiscal
Year 2010/2011 Finance Budget to complete this work.
RECOMMENDATION:
Staff recommends that the City Council adopt the Resolution Authorizing the City Manager to
Negotiate an Agreement with Kevin W. Harper & Associates for Professional Project
Management and Evaluation Services, in an amount not to exceed $35,000.
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Submitted By:
Administrative Services Director
U~IJ ~~I
Reviewed By:
-~ Assistant City Manager
Page 1 of 2 ITEM NO. ~~ !
DESCRIPTtON:
Kevin W. Harper CPA & Associates is a firm that specializes in serving local governments. The
firm's mission is to help local governments improve internal administrative operations. Staff
proposes to engage the firm to assist with two projects.
The first project is to provide project management services with selection of a firm to prepare a
Cost Allocation and Fee Study. The Cost Allocation and Fee Study is a Fiscal Year 2010/11
Objective (G&O Section I. General Government: (B) Finance #2). The firm will also coordinate
the completion of the study and presentation to the City Council.
The second area of assistance will involve conducting an evaluation of the Administrative
Services DepartmenYs operations as part of efforts to examine the highest and best use of
employees and assess resources required both near and long term. The information obtained
will assist the City Manager and the Administrative Services Department in determining the best
way to organize to support the entire organization.
Staff prepared a Resolution (Attachment 1) which authorizes the City Manager to negotiate a
professional services agreement in an amount not to exceed $35,000.
NOTICING REQUIREMENTS/PUBLIC OUTREACH: None
ATTACHMENTS: 1. Resolution Authorizing the City Manager to Negotiate an
Agreement with KeVin W. Harper & Associates for
Professional Project Management and Evaluation Services
Page 2 of 2
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RESOLUTION NO. xx - 10
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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AUTHORIZING THE CITY MANAGER TO NEGOTIATE AN AGREEMENT WITH
KEVIN W. HARPER CPA & ASSOCIATES
FOR PROFESSIONAL PROJECT MANAGEMENT AND EVALUATION SERVICES
WHEREAS, the City Council has identified the completion of a Cost Allocation and Fee
Study as a High Priority Objective; and
WHEREAS, additional Project Management Resources are necessary to assist Staff with
managing the project; and
WHEREAS, the City Manager has the responsibility to evaluate and undertake a periodic
review of the organizational structure of operating departments within the City; and
WHEREAS, Kevin W. Harper CPA and Associates (KWH) has experience in conducting
organizational reviews and providing project management support; and
WHEREAS, funds are available in the Administrative Services Budget to complete the
scope of work described as part of the Staff Report presented to the City Council October 5,
2010; and
WHEREAS, the Agreement is proposed to be in the form typically used for Professional
Services and will be reviewed by the City Attorney.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby
authorizes the City Manager to negotiate the terms and scope of a Professional Services
Agreement with Kevin W. Harper CPA and Associates, in an amount which shall not exceed
$35,000 (Thirty-Five Thousand dollars).
PASSED, APPROVED AND ADOPTED this 5th day of October, 2010, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk
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ATTACHMENT 1