HomeMy WebLinkAbout2004-2061
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RESOLUTION NO. 2004-206
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE MAYOR TO EXECUTE A SERVICES
AGREEMENT WITH R3 CONSULTING GROUP, INC., FOR ASSISTANCE
CONCERNING EXPANSION OF COMMERCIAL REFUSE SERVICES PROVIDED
BY FRANCHISED REFUSE HAULERS
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor of the City of San Bernardino is hereby authorized
and directed to execute on behalf of said City a Services Agreement with R3 Consulting, Inc., a
copy of which is attached hereto marked Exhibit "A" and incorporated herein by reference as
fully as though set forth at length.
SECTION 3. The authorization granted hereunder shall expire and be void and of no
further effect if the agreement is not executed and returned to the Office of the City Clerk
within 60 days following the effective date of this resolution.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE MAYOR TO EXECUTE A SERVICES
AGREEMENT WITH R3 CONSULTING GROUP, INC., FOR ASSISTANCE
CONCERNING EXPANSION OF COMMERCIAL REFUSE SERVICES PROVIDED
BY FRANCHISED REFUSE HAULERS
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
and Common Council of the City of San Bernardino at a j t. reg. meeting thereof, held
on the 21 s t day of June , 2004, by the following vote, to wit:
Council Members: AYES NAYS ABSTAIN ABSENT
ESTRADA x
LONGVILLE x
MCGINNIS x
DERRY %
KELLEY x
JOHNSON x
MCCAMMACK %
��A2� C'T1.�
Rac el (3, City C erk
KnP�I'Y7C3.�� ' .
The foregoing resolution is hereby
proved this day of June(f
2004.
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorney
BY e �• l Gw..,
�h Valles, Mayor
of San Bernardino
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SERVICES AGREEMENT
This Services Agreement ("Agreement") is entered into this 21st day of
June 2004, by and between R3 Consulting Group, Inc., ("CONSULTANT") and the City of
San Bernardino ("CITY" or "San Bernardino").
WITNESSETH:
WHEREAS, the City has determined that it is advantageous and in the best interest of
the City of San Bernardino to engage a professional consultant to provide procurement
assistance concerning expansion of commercial refuse services provided by franchised refuse
haulers; and
WHEREAS, the CITY desires to retain the services of the CONSULTANT for the
purpose of providing such services; and
WHEREAS, CONSULTANT possesses the professional skills and ability to provide
assistance to the CITY concerning solid waste collection -related issues;
NOW, THEREFORE, the parties hereto agree as follows:
1. SCOPE OF SERVICES.
For the remuneration stipulated herein, San Bernardino hereby engages the services of
CONSULTANT to perform Tasks One (1) through Five (5), and Task Seven (7), as indicated
in the attached Scope of Services (Attachment "A").
2. COMPENSATION AND EXPENSES.
For Tasks One (1) through Five (5), CITY shall pay the CONSULTANT a fee not to
exceed $48,070. If the Mayor and Council award a franchise to a refuse hauler for an
expansion of commercial refuse services, CITY shall also pay the CONSULTANT a fee not to
exceed $10,000 for Task Seven (7).
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CONSULTANT shall invoice CITY monthly using the billing rates cost reimbursement
terms found on Pages 13 and 14 of Attachment "A". No other expenditures made by
CONTRACTOR shall be reimbursed by CITY without the prior written approval of the City
Administrator.
3. TERM; SEVERABILITY.
The term of this Agreement shall be for a period of six (6) months, commencing on July
1, 2004, and terminating on December 31, 2004, unless previously modified, amended, or
cancelled by the written mutual consent of the parties.
This Agreement may be terminated at any time by thirty (30) days written notice by
either party. The terms of this Agreement shall remain in force unless mutually amended in
writing. The duration of this Agreement may only be extended with the written consent of both
parties.
ENE0111►f1ITurM`► ll's
CONSULTANT shall indemnify, defend (if requested by CITY) and hold harmless the
CITY, its departments, boards, commissions, elected officials, officers, attorneys, employees
and agents from all liabilities, charges, and expenses (including, without limitation, reasonable
costs of defense and reasonable attorney's fees) arising or growing out of or related to CITY'S
performance of this Agreement, except that such duty to indemnify, defend and hold harmless
shall not apply where injury to person or property is caused by CITY'S willful misconduct or
negligence. The costs, salary and expenses of the City Attorney and members of his office in
enforcing this Agreement on behalf of the CITY shall be considered as "attorneys' fees" for the
purposes of this paragraph.
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5. INSURANCE.
While not restricting or limiting the forgoing, during the term of this Agreement,
CONSULTANT shall maintain in effect policies of comprehensive public, general and
automobile liability insurance, in the amount of $1,000,000.00 combined single limit, and
statutory worker's compensation coverage as required by law, and shall file copies of said
policies with the CITY'S Risk Manager prior to undertaking any work under this Agreement.
CITY shall be set forth as an additional named insured in each policy of insurance provided
hereunder. The Certificates of Insurance furnished to the CITY shall require the insurer to
notify CITY in writing at least ten (10) days in advance of any change or termination in the
policy.
6. NON-DISCRIMINATION.
In the performance of this Agreement and in the hiring and recruitment of employees,
CONSULTANT shall not discriminate on the basis of race, creed, color, religion, sex, physical
handicap, ethnic background or country of origin.
7. NO EMPLOYMENT.
CONSULTANT shall perform work tasks provided by this Agreement but for all intents
and purposes CONSULTANT and its agents or employees shall be an independent contractor
and not an agent or employee of the CITY.
8. ASSIGNMENT OR SUBCONTRACTING.
CONSULTANT shall not assign this Agreement, or any portion thereof without the
written consent of CITY. Any attempt by CONSULTANT to assign or subcontract any
performance of this Agreement without the written consent of the CITY shall be null and void
and shall constitute a breach of this Agreement.
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9. LEGAL ACTIONS.
In addition to any other rights or remedies, either party may institute legal action to
cure, correct or remedy any default, to recover damages for any default, or to obtain any other
remedy consistent with the purposes of this Agreement. Such legal actions must be instituted
in the Superior Court of the County of San Bernardino, San Bernardino District, State of
California. The laws of the State of California shall govern the interpretation and enforcement
of this Agreement.
10. ENTIRE AGREEMENT.
This Agreement and any documents or instruments attached hereto or referred to herein
integrate all terms and conditions mentioned herein or incidental hereto, and supercede all
negotiations and prior writings in respect to the subject matter hereof. In the event of conflict
between the terms, conditions or provisions of this Agreement, an any such document or
instrument, the terms and conditions of this Agreement shall prevail.
11. NOTICES.
Any notice to be given pursuant to this Agreement shall be deposited with the United
Postal Service, postage prepaid and addressed as follows:
TO THE CITY:
TO THE CONSULTANT:
City Administrator's Office
300 North "D" Street
San Bernardino, CA 92418
Facsimile (909) 384-5138
Richard Tagore-Erwin, Principal
R3 Consulting Group, Inc.
4811 Chippendale Drive, Suite 902
Sacramento, CA 95841
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2004-206
SERVICES AGREEMENT
IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day
and date first above written.
Date: June 2004 R3 Consulting Group, Inc.
By: r, �
Richard Tagore-Erkvin, Principal
Date: June 23 , 2004 C
APPROVED AS TO FORM AND
LEGAL CONTENT:
E
l:?
2004-206
Exhibit A
Introduction
The City of San Bernardino ("City") is interested in changing the
method of providing solid waste and recycling services to the
City's commercial solid waste customers.
The City recently completed an analysis of available options for
providing commercial solid waste collection services. The options
range from continuing with the current method of City operated
commercial collection services with private franchisees competing
for temporary debris box collection, to transitioning the City from
the primary commercial collection provider to franchised haulers
providing some or all commercial collection services'. A specific
option the City has expressed interest in pursuing is providing a
method for franchised haulers to provide commercial collection
services to new commercial customers.
Based on this initial analysis, the City is interested in undertaking
a competitive Request for Proposals ("RFP") process for possible
transition of new commercial solid waste collection services to
franchised haulers, while retaining the City's current commercial
collection operations and customer base.
The City understands that even though it may undertake a
competitive RFP process, at any time prior to selection and
execution of a franchise agreement, the City has the option of
discontinuing further action and continuing with the current City -
provided commercial collection operations.
Project Approach
Our proposed scope of services is for full service procurement
assistance. R3 will act as an extension of City staff and will
assist in all aspects of this procurement. This will include the
following:
• Working with City Staff and the City Council to develop a
sound short- and long-term strategy and financial plan for
providing commercial collection services;
' This analysis was completed by R3.
Scope of
Services
Solid Waste
Procurement
Services
The City has an opportunity to
generate additional General
Fund revenue by changing
the method in which
commercial solid waste
collection services are
provided.
Undertaking a Request for
Proposal (`RFP') process
will allow the City to
receive competitive pricing
and payment options, while
retaining the right to keep
its current commercial
operations.
Undertaking a RFP
process will also allow the
City to require proposers to
pay for and/or reimburse
the City for the cost of the
RFP process.
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Scope of
Services
fttNQh."_
Page 2
• Preparing a financial analysis of the possible impacts of
changes in commercial collection services on the City's
General Fund and the Refuse Enterprise Fund;
• Drafting program requirements, the RFP, and the franchise
agreement, including pricing options for different transition
approaches;
• Developing a mailing list and issuing the RFP;
• Conducting a pre -proposal conference;
Responding to questions regarding the RFP and preparing
addenda;
• Conducting contractor interviews;
• Assisting in the evaluation of responses from contractors;
• Presenting the estimated financial impact on the City
based on RFP submittals;
• Presenting the evaluation results to the City Council;
• Conducting clarification or negotiation sessions if
necessary; and
• Finalizing the franchise agreement.
The goals that will guide the procurement process include the
following:
• Providing the highest level of service to the City's
commercial customers; and
• Ensuring that the City is adequately compensated by the
franchisee through transition fees, franchise or user fees.
The following work tasks outline R3's approach to assisting the
City in conducting a RFP process for commercial solid waste
collection services.
Work Tasks
Task 1: Procurement Strategy
Task 1.1: Facilitate Kick -Off Meeting
R3 will facilitate a project kick-off telephone conference call with
City Staff to confirm project objectives, review and confirm the
proposed timeline for accomplishing the tasks, discuss our project
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Scope of
approach, identify areas of concern, discuss plans for involvement
of the City Council, and review the City Staff's preliminary
Services
thoughts on policy and service issues to be considered for the
procurement. In preparation for the meeting, we will review all
pertinent materials provided by the City.
Task 1.2: Develop Procurement Strategy
R3 anticipates that the procurement strategy will be developed
through a series of telephone conference calls with City Staff over
a 2-3 week period. Significant emphasis of the procurement
strategy will be on estimating the potential impact on the City's
General Fund and the Refuse Enterprise Fund. In order to
accomplish this, R3 will prepare a financial model to be used
during the conference calls. R3 anticipates that one on -site work
session will be scheduled with City staff to finalize the
procurement strategy.
The procurement strategy will focus on having the City franchise
for new commercial accounts as discussed in the prior Analysis of
Options draft report dated May 2004, and will address short- and
long-term program and financial needs for the City. This will
include procurement options available to the City, including:
• Exclusive or non-exclusive franchise operations;
• Defining the specific commercial accounts available for
possible franchised collections (all new accounts, accounts
by geographic zones, accounts where ownership or service
changes occur, etc.);
• Phasing of franchised services and length of franchisee
agreement term;
• Mitigating any negative impact on current City staff,
equipment and operations;
• Protecting the City in the event of a revenue shortfall,
franchisee performance problems, or underpayment of
franchise or transition fees;
• Developing the type and amounts of franchise payments
made to the City, (one-time transition, percentage of annual
revenue, franchise fee, etc.); and
• Requiring the franchisees to pay for the City's cost of the
RFP process through Proposal submittal fees and/or
reimbursement by the awarded franchisee(s).�
To the extent possible, the strategy will be prepared with pros and
cons of each item and linkages between them.
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Scope of
Deliverables for Task 1
Services
As part of this Task, R3 will be responsible for the following:
• Facilitate one telephone conference kick-off meeting;
• Conduct telephone conference calls and one on -site
meeting with City staff to develop a procurement
strategy;
• Prepare financial model for estimating the impact on
the City's General Fund and Refuse Enterprise Fund;
and
• Prepare a letter report outlining the procurement
strategy.
Task 2: RFP Documents
Task 2.1: City Staff Conference Call
R3 will conduct a conference call to discuss ho the procurement
strategy form Task 1 will impact the proposed RFP documents.
During this conference call, R3 will also discuss the outline for the
RFP documents.
Task 2.2: Develop Potential Proposer List
R3 will develop a list of potential proposers and provide it to the
City in electronic format. This will allow the City to notify these
companies of the dates of the expected release date of the RFP
documents.
Task 2.3: Prepare Draft Request for Proposals (RFP)
R3 will prepare a draft RFP package based on the results of Task
1 and our experience working with the solid waste management
community. The RFP will specify minimum requirements and
qualifications, and will require proposers to submit work plans that
specify how they will transition to new services, achieve diversion
requirements, implement customer service and billing programs,
and promote public education activities.
In addition, separate sections of the RFP will include instructions
specifying the rules of the proposal process for the proposers and
the City, the format and submittal of responses, the method for
evaluating responses, and transition and other payments to be
made to the City. We suggest including computer disks that
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2004-206
contain forms for the contractors as part of the submittal package.
Scope of
As an option, the City may wish to post the RFP on its web site in Services
PDF format.
In our experience, the Franchise Agreement should be developed
and issued as part of the RFP package. This significantly reduces
the time and cost of negotiations, and contractually links the
requested services to proposed costs as part of the evaluation
process. We have followed this proven approach in our scope of
services and strongly recommend that the City elect to use it given
the project timeline.
R3 will prepare the draft franchise agreement to be included in the
RFP package. Proposers will be required to specify any
exceptions and provide language for any changes they propose to
the agreement.
The franchise agreement will include the following sections:
• Definitions;
• Representations and proposer warranties;
• Franchise term and extensions;
• Annual program monitoring fee requirements;
• Account transition payments and franchise fee
requirements;
• Account audit and payment audit provisions;
• Scope of services;
• Compensation;
• General requirements;
• Financial record -keeping and reporting requirements;
• Indemnity, insurance, and performance bond coverage
requirements;
• Performance standards such as:
o Time requirements for responses to customer calls
regarding service complaints (e.g., missed
collections, material spillage, hydraulic leaks, etc);
o Time requirements for responses to customer calls
regarding billing complaints, new accounts, etc.;
o Time requirements for cart or bin exchanges;
o Vehicle noise requirements; Z5
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Scope of
Services
Page 6
o Vehicle maintenance requirements;
• Breach, default, and remedies; and
• AB 939 diversion requirements and indemnification.
Task 2.4: Finalize & Issue RFP
As needed, R3 will finalize the RFP and provide the City with one
original, un-punched, and twenty (20) copies of the RFP
documents. In addition, R3 will provide the City with a draft notice
of the availability of the RFP.
Deliverables for Task 2
As part of this Task, R3 will be responsible for the following:
• Develop a potential proposer list;
• Preparing an RFP package for distribution to
prospective proposers that includes the draft Franchise
Agreement, process rules, evaluation and selection
criteria, project schedule, and all required forms;
• Providing process rules to guide the negotiation
process (e.g., how the proposers may communicate
with City staff, the consultant, and the City Council, the
format for negotiation sessions; and options available
to the City if negotiations are not completed
successfully);
• Finalize the RFP as needed;
• Prepare one original and twenty copies of the final
RFP; and
• Prepare a notice of when the RFP is available, and
how interested parties can obtain copies.
Task 3: Pre -Proposal Meeting
Task 3.1: Facilitate Pre -proposal Meeting
R3 will facilitate a mandatory pre -proposal meeting with
prospective proposers. The pre -proposal meeting will provide the
opportunity for the City to review the RFP with prospective
proposers and answer questions, as appropriate.
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Scope of
Task 3.2: Responses & Addenda
Services
R3 will prepare written responses to questions raised before and
during the pre -proposal meeting for submittal to all parties whom
attended the meeting. In addition, R3 will prepare addenda to the
RFP, as required.
Deliverables for Task 3
As part of this Task, R3 will be responsible for the following:
• Conduct the pre -proposal meeting;
• Prepare written responses to questions raised before
and during the pre -proposal meeting; and
• Prepare addenda to the RFP, as required.
Task 4: RFP Evaluation
Task 4.1: Evaluate Responses to the RFP
R3 (and the evaluation committee) will evaluate the proposals
submitted by the proposers. To ensure that commercial customers
continue to be provided with a high level of service throughout the
franchise term, the evaluation will include, but not be limited to,
evaluating the proposers proposed disposal site, collection
methods, customer service programs, work plans, insurance
requirements, financial statements, transition experience and
plans, references, and transition and franchisees payments to be
made to the City as proposed by the proposers.
After the initial evaluation is completed, R3 will also prepare any
written request for clarification to the proposers, as necessary. In
the event a proposer's proposal does not meet the minimum
requirements of the RFP, that proposer will be notified in writing
that their proposal has been disqualified.
Task 4.2: Proposer Interview
Once the initial review of the proposers' submittals has been
completed, interviews will be scheduled and conducted with those
proposers meeting the minimum requirements of the RFP.
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Scope of
Task 4.3: Prepare Proposer Recommendations
Services
Based on the proposer evaluation results, R3 will prepare a letter
report for the City. The report will highlight the transition schedule,
financial impact on the City, work plans, and payments to the City
as proposed by the proposers. To the extent possible, this
information will be provided as comparative summaries, followed
by a recommendation of the top ranked proposers.
Deliverables for Task 4
As part of this task, R3 will be responsible for the following:
• Assist in the evaluation of the proposals, including
analysis of the technical feasibility, financial strength,
ability to provide services, and ability to meet diversion
and performance guarantees;
• Prepare any requests for additional information or
clarification of the proposals;
• Schedule and conduct interviews with the proposers;
• Prepare an evaluation matrix to easily compare the
proposed collection program and payments to be made
to the City;
• Prepare a letter report detailing evaluation results; and
• Provide proposer ranking recommendations.
Task 5: Negotiations and
Recommendations
Task 5.1: Evaluation Committee Meeting
R3 will meet with City Staff to prepare for the final negotiation
meetings with the top ranked proposer(s).
Task 5.2: Conduct Final Clarification and
Negotiation Sessions with Short -Listed
Proposers
To the extent necessary, R3 will conduct final negotiations with
the top ranked proposer(s). Negotiations will focus on clarifying
the proposers' service and payment proposals, and finalizing
[Z.5 contractual language.
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Scope of
Task 5.3: Prepare Final Recommendations
Services
Upon the conclusion of proposer meetings, R3 will prepare a letter
report detailing the results of the discussions. The letter report will
also include a recommendation of the selected proposer that the
City Council should consider for contract award. The
recommendation will include a summary of the proposed
programs, payments, and implementation schedule.
Task 5.4: Finalize Franchise Agreement
Based on the results of the proposer clarification meetings, R3 will
finalize the Franchise Agreement, as necessary.
Task 5.5: City Council Presentation
R3 will attend a City Council meeting to present the final proposer
recommendation.
Deliverables for Task 5
As part of this task, R3 will be responsible for the following:
• Prepare a listing of franchise agreement issues to be
clarified with proposers based on proposer responses
and City needs;
• Conduct two clarification and negotiation sessions with
the proposers;
• Prepare a letter report detailing the final results of the
proposer meetings;
• Finalize the franchise agreement based on the results
of the proposer meetings; and
• One City Council presentation.
Task 6: Solid Waste Ordinances
(OPTIONAL)
Task 6.1: City Staff Meeting
R3 will meet with City Staff to discuss the extent to which the
current solid waste ordinances will need to be revised or new
ordinances be prepared.
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Scope of
Services
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Task 6.2: Prepare or Revise Solid Waste Ordinances
R3 will work with City Staff to incorporate any changes and
provide final draft ordinances to the City Attorney.
Task 6.3: City Council Meeting
R3 will attend a City Council meeting to discuss the proposed
ordinance language.
Deliverables for Task 6
As part of this task, R3 will be responsible for the following:
• Assist in preparing draft ordinances;
Meet with the City; and
• Attend one City Council meeting (public hearing on the
solid waste ordinance).
Task 7: Transition Planning and
Implementation (OPTIONAL)
R3 Staff will assist the City in implementing the transition plan of
the selected proposer. This will include assisting the City in
establishing internal management controls to ensure that all
payments are made by the selected proposer.
Task 7.1: Transition Period Checklist
In order to ensure a smooth implementation process, R3 will work
with the proposer to develop and maintain a checklist to organize
and track implementation tasks during the transition period. R3
proposes that the checklist be initially developed in conjunction
with the selected proposer, and reviewed and updated regularly
during the transition process.
The following are examples of transition checklist tasks:
• Order Equipment
• Develop container delivery schedule (by collection
route)
• Develop new route maps
• Develop equipment inventory
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• Develop and mail public education materials
• Coordinate "Kick-off' media event for collection
programs
• Advertise community meetings
• Develop press releases
• Implement Customer Service functions
Task 7.2: Develop Proposer Reporting Checklist
The franchisee will be required to submit numerous reports to the
City during the contract term. R3 will develop a checklist for easy
reference by both the City and the proposer to identify recurring
contractual requirements and the corresponding due dates. The
checklist will be used as a tool at the meetings between the City,
the franchisee and R3 to address concerns or confusion regarding
these requirements.
The following are examples of reporting checklist tasks:
• Annual diversion report
• Franchisee payments to City (transition and franchise
fee)
• Financial information report
• Accounting records
• Contract materials records
• CIWMB (format) annual reports
• Public education and outreach plan
• Annual collection service notice
• Performance bond and insurance certificates
Task 7.3: Development of Franchise Fee Payment
System
The franchisee will be required to submit account transition and
franchise fee payments to the City throughout the contract term.
R3 will coordinate with the City and the franchisee to develop a
payment form for use by the franchisee. The form will provide the
detail needed by the City to document the basis for the payments.
Scope of
Services
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Scope of
Services
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Task 7.4: Review of Hauler Accounting System
For purposes of calculating payments and reviewing financial
records, it is important that the franchisee's accounting system be
designed to segregate the accounts, revenues and expenses
related to the City franchise agreement from those accounts,
revenues and expenses related to services provided to other
municipalities.
As part of the development of the payment system, R3 will review
the accounting system developed by the franchisee to verify that it
is designed to segregate the revenues and expenses related to
the services provided under the terms of the franchise agreement
with the City.
Schedule
R3 has developed this Scope of Services to enable the City to
authorize a new franchise agreement as quickly as 3 - 5 months
upon notice to proceed. This schedule will require timely review by
City Staff and action by the City Council. This also assumes that
developing the Procurement Strategy (Task 1) will be completed
in one month.
Our project staff has extensive experience in procuring solid waste
collection services and is committed to completing the project on -
time. In addition, we have the staff resources necessary to
accommodate unforeseen changes in project scope or in the
schedule.
As part of the Project Kick-off Meeting (Task 1.1), R3 will prepare
a detailed schedule as a Gantt chart, showing all work tasks,
deliverables and submittal dates, review periods, meetings, and
presentations. This schedule will be updated and provided to the
City as changes occur.
R3 suggests that the City require the proposer(s) pay for the
cost of RFP process in the forms of 1) non-refundable
submittal fees of approximately $10,000 - $20,000 per
proposal, and 2) the balance of the project cost being
reimbursed t the City by the proposer(s) that is awarded the
franchise agreement. Accordingly, while the City will not
need to fund the project beyond the schedule for the RFP
process, the City will incur short-term project costs and will
be reimbursed for 100% of the project cost.
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R3 estimates that approximately 344 hours will be needed to
complete Tasks 1 - 5 for a not to exceed price of $48,070. We
suggest that billing be done monthly, based on actual hours billed
during the billing period. In this manner, if the City Council
decides to discontinue the project, the project costs would be
limited to actual hours worked.
It may be necessary to modify the work efforts in each Task, but
this will not affect the total not to exceed price. In the event the
City requests additional services, such as attending additional City
Council meetings or conducting community meetings, we will
provide the City with a budget amendment prior to performing the
additional services.
Tasks 6 and 7 should be considered as "Optional', and for these
Tasks, R3 will work with the City of finalize the details. Once the
task development is finalized, we will provide the City with a
budget amendment should the City need any assistance with
these tasks.
Cost Estimate
Task
Hours
Cost2
Task 1: Procurement Strategy
68
$9,763
Task 2: RFP Documents
96
$12,617
Task 3: Pre -Proposal Meeting
36
$5,047
Task 4: RFP Evaluation
92
$13,114
Task 5: Negotiation and Recommendations
52
$7,529
TOTALS
344
1 $48,070
Billing Rates and Charges
Technical Services
Project Manager $150.00/hour
Senior Analyst $135.00/hour
Analyst $90.00/hour
Associate $75.00 hour
2 Includes labor and project expenses.
Scope of
Services
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Scope of Administrative Support $50.00/hour
Services
Reimbursable Costs
Consultants/Subcontractors cost
Lodging and meals cost
Travel — Private or company car $0.375 per mile
Delivery and other expenses cost
Payments
Unless otherwise agreed in writing, fees will be billed monthly at
the first of each month for the preceding month and will be
payable within 30 days of the date of the invoice.
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