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Home My WebLink About11- Economic Development ECONOMIC DEVELOPMENT AGENCY OF THE CITY OF SAN BERNARDINO REQUEST FOR COMMISSION/COUNCIL ACTION From: TIMOTHY C. STEINHAUS Subject: REQUEST FOR QUALIFICATIONS FOR A Agency Administrator MANAGEMENT AUDIT OF THE ECONOMIC DEVELOPMENT AGENCY Date: July 8, 1993 ------------------------------------------------------------------------------------------------------------------------------------------- Synopsis of Previous Commission/Council/Committee Action (s): On May 10, 1993, the Community Development Commission continued this item to June 21, 1993. On June 21, 1993, the Community Development Commission requested staff to prepare or Request for Propooals to professional management audit firms and bring back for Commission approval. -------------------------------------------------------------------------------------------------------------------------------------------- Recommended Motion (s): (Community Development Commission) MOTION: That the Community Development Commission authorize the Agency Administrator to distribute a Request for Proposals to professional management audit firms to perform a management audit of the Economic Development Agency. TIM HY C. STEINHAUS Agency Administrator ------------------------------------------------------------------------------------------------------------------------------------- Contact Person(s): Timothy C. Steinhaus. Agency Administrator Phone: 5081 Project Area(s): All Ward(s): 1 - 7 Supporting Data Attached: Staff Report FUNDING REQUIREMENTS: Amount: N/A Source: N/A Budget Authority -------------------------------------------------------------------------------------------- Commission/Council Notes: I ----------------------------------------------------------------------------------- TCS:SNW:pc:mgtaudit COMMISSION MEETING AGENDA Meeting Date: 07/19/93 Agenda Item Number // ECONOMIC DEVELOPMENT AGENCY OF THE CITY OF SAN BERNARDINO T STAFF REPORT Manazement Audit The Mayor and Common Council and the Community Development Commission have previously taken certain actions in connection with the Economic Development Agency (EDA) reorganization. It has been approximately two and one-half(2%) years since the reorganization, and it is appropriate that certain reviews be conducted to analyze the Agency's current situation and future direction. On June 21, 1993, the Commission asked staff to prepare a Request for Proposals ("RFP") for professional management audit firms to prepare a comprehensive management audit of the Economic Development Agency. The attached Request for Proposas provides a detailed scope of work for a management audit. It is proposed that the RFP will be mailed to approximately nine (9) firms (see Exhibit "B") and an advertisement will be placed in the local newspapers. Once we have reviewed the responses, staff will recommend a contract for services. Staff reco ds adoption of the form motion. 1 e_ ,7? TIMO . STE US,Agency Administrator Economic Development Agency 3 TCS:SMM:pc:mgtaudit COMMISSION MEETING AGENDA Meeting Date: 07/19/93 E , Agenda Item Number // Request for Proposals The City of San Bernardino is soliciting proposals from qualified management audit firms to perform a comprehensive management audit of the Economic Development Agency, which consists of the City's Redevelopment, Housing and Community Development, Main Street, Inc. and Convention and Visitors Bureau. The Agency is seeking firms with experience in the public sector, specifically management audits of County, City and Special District agencies. I. Scope of Work The scope of work shall include the following: 1. Entrance Conference • Conduct an entrance conference with Economic Development Agency officials. Purpose of the entrance conference will be to introduce the project staff, respond to questions and comments from Agency staff and establish appropriate audit procedures and protocols. 2. Pre-Audit Survev • Review requested documentation, including detailed information for all completed or ongoing Agency projects, copies of policies and procedures manuals, professional services or consulting contracts, sampling of produced consultant reports, copies of budgets for previous three years and other related materials. 3. Organization and Structure • Interview Agency administrative managers, project and program managers and individuals responsible for contract monitoring, and project financing to gain an understanding of Agency organization, lines of authority, Agency activities and financing mechanisms. • Examine organizational structure of the Agency and compare to other Economic Development, Redevelopment and Convention and Visitors Bureau agencies in large cities in the State of California. • Conduct a detailed review of staffing levels and responsibilities. • Compare the recent organizational structure of the Agency to the previous structure prior to consolidation of development entities. Exhibit "A" 0 4. Management Information • Conduct interviews with project and program manager staff and review and evaluate project plans with previously approved plans. • Review ongoing project revenues and financing sources such as proceeds from the sale of property, rental and lease revenue, prior year surpluses, bond proceeds and tax increment financing as needed for organizational analysis. • Review long term needs for debt financing sources such as proceeds from the sale of property, rental and lease revenue, prior year surpluses, bond proceeds and tax increment financing as needed for organizational analysis. • Evaluate operational objectives and management controls for Agency and for each project and program within the Agency. 5. Policies and Procedures • Review and evaluate specific goals and objectives of the Economic Development Agency. • Evaluate what performance measurement system has been implemented to measure grant recipient accomplishments relative to Agency economic development objectives. • Evaluate the level of coordination between the Agency's goals and objectives and other City organizations with responsibility for economic development. 6. Business Management • Evaluate the Agency's use of professional services and consulting contracts. • Evaluate what performance measurement system has been implemented to measure grant recipient accomplishments relative to Agency economic development objectives. • Evaluate the usefulness of consultant reports to meet Agency objectives and enhance Agency operations. 7. Draft R_ eport Preparation and Exit Conference • Prepare draft report, including all findings, conclusions and recommendations. • Conduct exit conference, modify the draft report as necessary and prepare final report. II. Relevant Experience Interested firms should include relevant management audit experience pertaining to Economic Development Agencies,Redevelopment Agencies and Convention and Visitors Bureaus. III. Project Cost Interested firms should provide a detailed management audit work plan and an estimate of professional staff hours by staff level, hourly rate and cost for project. IV. Submission of Proposal Three copies of the firm's proposal, qualifications and client references shall be mailed, faxed or hand-delivered to: P Timothy C. Steinhaus Agency Administrator Economic Development Agency 201 North "E" Street, 3rd Floor San Bernardino, CA 92401-1507 Phone: (909) 384-5081 Fag: (909) 384-5135 The submittal must be received no later than , at 4:30 p.m. I i I i TCS:SMM:pc:mdit ECONOMIC DEVELOPMENT AGENCY MANAGEMENT AUDIT Ralph Anderson & Associates 1446 Ethan Way, Suite 101 Sacramento, CA 95825 Hughes Heiss & Associates 675 Mariners Island Blvd., Suite 108 San Mateo, CA 94404 Kenneth Lowe Post Office Box 608074 San Diego, CA 92160-8074 Gerry Wacker Deloitte Touche 333 South Grand Avenue Los Angeles, CA 90017 Ernest & Young 18400 Von Karmen Avenue Irvine, CA 92715 McGladrey & Pullen 303 Vanderbilt Way, Suite 200 ' San Bernardino, CA 92408 Harvey Rose Accountancy Corporation 1390 Marker Street, Suite 1025 San Francisco, CA 94102 Arthur Anderson & Co. 633 West Fifth Street Los Angeles, CA 90017-2008 Price-Waterhouse 575 Anton Boulevard, Suite 1100 Costa Mesa, CA 92628-5041 au&un Exhibit "B"