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From: RAYMOND D. SCHWEITZER
Su~.n: Selection of Hughes, Heiss & Assoc.
to conduct a Management Audit of the
Central Garage Division, Public Works
Department.
CI1C OF SAN BEANAADlcp - REQUEOf FOR COUNCIL AC
Dept: City Administrator's Officer
Dfte: September 11, 1986
Synopsis of Previous Council action:
July 7, 1986 - Approval of RFP and authorization to solicit proposals for
Management Audit of Central Garage.
Recommended moti,on:
Adopt Resolution and set up Council Committee to work with the consultant
during the course of the study.
Contact person: Raymond D. Schweitzer
Phone: 383-5122
Supportiilg data attached:
ves
Ward: all
FUNDING REQUIREMENTS:
Amount: $33.000
Source:
Contractual
Services
Council Notes:
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75-0262
Agenda Item
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STAFF REPORT
A Request for Proposal was issued on July 15, 1986, to
conduct a diagnostic management audit of the Central Garage
Division, Public Works Department along with recommendations
for implementation. Four companies responded. The proposals
were reviewed by a Central Garage Technical Committee con-
sisting of: Richard Bennecke, Mayor's Office, Roger Hard-
grave, Public Works Department, Manuel Moreno, Public Ser-
vices Department, Lt. Thomas, Police Department, and Susan
Chow, City Administrator's Office. After interviews with the
top two candidates, Hughes, Heiss & Associates was selected
to provide this service.
Hughes, Heiss & Associates has had numerous experience in
analyzing governmental fleets for: the cities of Santa Cruz,
Pasadena, San Jose, Burbank, Glendale, Poway, Oceanside and
the County of Monteray. Several years ago, the Company had
also provided a management audit of the City's Police Depart-
ment and has received excellent comments.
The study will be conducted and a final report completed
within 16 weeks on or before January 16, 1987. However,
preliminary recommendations will be completed in mid-De-
cember. The tasks performed are divided into nine phases:
Task 1
Task 2
Task 3
Task 4
Task 5
Task 6
Task 7
Task 8
Task 9
Develop current vehicle maintenance and management
programs and operations.
Conduct a strategic planning workshop involving
management staff from the Central Garage, City
Administrator's Office and major user departments.
Evaluate the adequacy of the existing ,vehicle
maintenance organization structure.
Analyze equipment maintenance shop productivity and
program.
Analyze and evaluate replacement decisions and
systems.
Analyze existing information systems available to
support the Central Garage.
Analyze the Charge-back system for the equipment
costs.
Evaluate facility and equipment needs of Central
Garage.
Take the results of the previous tasks and develop
a final report.
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A study session will be~cheduled wit~he Mayor and
to discuss the study findings and recommendations
finalizing the report.
council
before
staff requests that city Council establish a Council Sub
Committee to work with the consultants during each step of
the study phase.
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HUGHES . HEISS & ASSOCIATES
MANAGEMENT CONSULTANTS
REC'D.-ADHIH. OFF.
1986 SEP 15 AM 1/: 32
675 Mariners Island Blvd. / Suite 108
San Mateo. California 94404
415/570-6111
September 10, 1986
Ms. Susan Chow
Assistant to the CIty AdmInistrator
CIty of San BernardIno
300 North "0" Street
San BernardIno, CA 92418
Dear Susan:
Further to our telephone conversation this mornIng, I have enclosed
for you a revIsed estImate of our project cost estimate for the VehIcle
MaIntenance Study.
I hope thIs Is satisfactory; please call If you should need any
further clarifIcatIon.
RIchard P. Brady
PrIncipal
Sincerely,
~~. ~~~s
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EXH IB IT II
City of San Berllllrdlno
EST! MATED PROJ ECT OOSTS
Person Hours Bv Staff Member
Brady Heiss Hughes Coleman
TASK ($70/Hr. ) (S70/Hr. ) ($70/Hr. ) ($40/Hr. ) TOTAL
1. Overv I EIW 16 16 8 16 56
2. PlannIng
Workshop 8 8 16
3. OrganIza-
tIon 40 16 56
4. ProductivIty 40 16 8 40 104
5. Replacement 16 16 8 40
6. InformatIon
Needs 16 8 16 40
7. Costs/
Charges 8 16 16 40
8. Faclllty/
Eq u I pment 8 8 16 32
9. FInal Report/
Presenta-
tion 16 16 8 8 48
168 112 32 120 432
Prolect Budaet
Professional TIme: $26 .640
ReImbursable Expenses
- Clerical 870
- Transportation 2,050
- Lodgl ng, food, etc. 2,640
- Report productIon 450
- Tel ephone 250
- MIscellaneous 100
Total Expenses $6.360
lOT4. PROJECT BIIlGET $33.000
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
2 EXECUTION OF AN AGREEMENT WITH HUGHES, HEISS AND ASSOCIATES,
3 INC., RELATING TO THE CONDUCTING OF A MANAGEMENT AUDIT OF CITY'S
CENTRAL GARAGE DIVISION, PUBLIC WORKS DEPARTMENT.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
5 OF SAN BERNARDINO AS FOLLOWS:
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SECTION 1.
The Mayor of the City of San Bernardino is
7 hereby authorized and directed to execute on behalf of said City
8 an Agreement with Hughes, Heiss and Associates, Inc., relating to
9 services to conduct a management audit of City's Central Garage
Division, Public Works Department, a copy of which is attached
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11 hereto, marked Exhibit "I" and incorporated herein by reference
12 as fully as though set forth at length.
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I HEREBY CERTIFY that the foregoing resolution was duly
14 adopted by the Mayor and Common Council of the City of San
15 Bernardino at a
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meeting thereof, held on the
day of
, 1986, by the following vote, to
AYES:
Council Members
NAYS:
ABSENT:
City Clerk
The foregoing resolution is hereby approved this
day
, 1986.
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Mayor of the City of San Bernardino
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1 Approved as to form:
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City Attorney
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5 THIS AGREEMENT is made this day of ,
6 1986, between the CITY OF SAN BERNARDINO, hereinafter referred to
7 as "City", and HUGHES, HEISS AND ASSOCIATES, INC., hereinafter
8 referred to as "Consultant".
9 City and Consultant agree as follows:
10 l. Recitals.
11 A. Consultant represents that it possesses all
12 professional qualifications necessary to render the services to
13 the City set forth herein, and City enters into this Agreement in
14 reliance upon Consultant's express representations in regard
15 thereto.
A G R E E MEN T
(Manaaement Studv - Central Garaae Division
Public Works Deoartment)
16 B. City issued a request for proposals to conduct
17 a management audit of City's Central Garage Division of the
18 Public Works Department, dated July lS, 1986, a copy of which is
19 on file in the City Administrator's Office labeled as Exhibit "A"
20 and incorporated herein as though fully set forth. City desires
21 to retain Consultant to perform the management audit.
22 C. Consultant has submitted its proposal. A copy
23 of the entire proposal and a letter dated September lO, 1986
24 amending said proposal are on file in the City Administrator's
25 Office labeled Exhibit "B" and incorporated herein as though
26 fully set forth. Consultant represents that it is ready, willing
27 and able to serve City on the terms and conditions of this
28 Agreement, and City hereby enters into this Agreement in reliance
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1 upon Consultant's representations concerning its qualifications
2 and capabilities.
3 2. Emolovment of Consultant. City hereby employs
4 Consultant and Consultant agrees to perform the management audit
5 as set forth in Exhibits "A" and "B":, and in accordance with all
6 terms and conditions contained in said exhibits and in this
7 agreement. If there is a conflict between the provisions in said
8 Exhibits and this Agreement, the provisions of the Agreement
9 shall control.
10 3. Personnel. Consultant represents that it has, or
11 will secure at its own expense, all personnel required to perform
12 the services by Consultant called for under this Agreement.
13 Consultant shall at all times be and remain an independent
14 contractor, and such personnel as may be employed by Consultant
15 shall not be employed as agents of City for any purpose.
16 City will not make available any professional or
17 clerical services to assist Consultant with the study other than
18 being available for interviews in the data collection stage and
19 consultation as necessary to provide general guidance during the
course of the study.
4. Time of Performance. Consultant shall complete the
management audit and submit the final report within sixteen weeks
(l6) following the execution of this Agreement.
S. Com~ensation. City shall pay to Consultant a sum
not to exceed Thirty-Three Thousand Dollars ($33,000.00) for fees
and expenses, which shall be paid to Consultant in accordance
with Paragraph 6 of this Agreement.
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1 6. Method of PaYment. At the conclusion of Task l,
2 overview of existing vehicle maintenance and management programs
and operations, approximately at the end of the fourth week,
Consultant shall bill City no more than thirty percent (30%) of
the total contract price. At the conclusion of the entire
research data analysis and preliminary recommendation,
approximately at the end of the tenth week, Consultant shall bill
City for no more than another thirty percent (30%) of the
balance. Upon acceptance of the final report by the Mayor and
Common Council, Consultant shall bill City for the remaining
amount due. The professional services billed shall be itemized
by the number of hours spent on the management audit by each
member of Consultant's staff performing services under this
Agreement. Expenses shall also be itemized.
7. Consultant's Desianated Reoresentatives. Consultant
designates Mr. Richard Brady as Project Manager. Mr. Brady shall
have authority to act for Consultant in the resolution of all
matters related to the management audit and contract for services
herein.
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8. Warranties of Consultant. Consultant specifically
warrants and represents its skills and expertise to be adequate
and competent for the completion of the assignment hereunder in a
good and professional manner and the representations set forth in
Recitals A and C hereinabove are incorporated in this paragraph
by reference.
9. Assianabilitv. The experience, skill and expertise
of Consultant is of the essence of this Agreement. Consultant
shall not assign (whether by assignment or novation) this
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1 Agreement or delegate the duties or any right or interest
2 hereunder in whole or in part without the prior written consent
3 of City. Any assignment or attempt to assign this Agreement
4 without such prior written consent or by operation of law shall
5 be void and shall constitute cause for termination.
6 lO. Interest of Consultant. Consultant covenants that it
7 presently has no interest and shall not acquire any interest,
8 direct or indirect, which would conflict in ~y manner or degree
9 with the performance of services required to be performed under
10 this Agreement. Consultant further covenants that in the
11 performance of this Agreement no person having any such
12 conflicting interest shall be employed.
13 ll. Findinas Confidential. Any reports, information or
14 data given to or prepared or assembled by Consultant under this
15 Agreement shall not be made available to any individual or
16 organization by Consultant without the prior written approval of
17 City. Any information to be released shall be released only by
18 City, or by Consultant after written approval of such release
19 from City.
20 l2. Termination of Contract For Cause. If for any cause
21 Consultant shall fail to fulfill in a timely and proper manner
22 its obligations under this Agreement, or if Consultant shall
23 violate any of the covenants, agreements, or stipulations of this
24 Agreement, City shall thereupon have the right to terminate this
25 Agreement by giving written notice to Consultant of such
26 termination and specifying the effective date thereof at least
27 five (5) days before the effective date of such termination. In
28 that event, all finished and unfinished documents, data, studies,
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1 surveys, drawings and reports or other material prepared by
2 Consultant under this Agreement shall, at the option of City,
3 become its property, and Consultant shall be entitled to receive
4 just and equitable compensation for any satisfactory work
5 completed on such documents and other materials.
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Hold Harmless.
Consultant shall indemnify, defend
7 and hold City and its officers, employees and agents harmless
8 from any claim, loss, cost, damage, demand, expense or liability,
9 including reasonable attorney's fees, to the extent resulting
10 from any intentional or negligent act or omission of Consultant,
11 its partners, agents, employees or sublicensees relating to this
12 Agreement. This indemnity shall not apply to a claim, suit or
13 action against the City of San Bernardino based on alleged
14 infringement of the proprietary rights of the third party.
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City shall indemnify, defend and hold Consultant, its
16 partners, employees, agents, shareholders, representatives and
17 affiliates harmless from any claim, loss, cost, damage, demand,
18 expense and liability, including reasonable attorney's fees, to
19 the extent resulting from any intentional or negligent act or
20 omission of the City of San Bernardino, its officers, agents or
21 employees relating to this Agreement.
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Indeoendent Contractor.
In accordance with its
23 status as an independent contractor, Consultant agrees that it
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24 will conduct itself consistent with such status; that it shall
25 not represent itself or claim to be an employee of City, or make
26 any claim, demand, or application to or for any right or benefit
27 applicable to an employee of City, including, but not limited to,
28 Worker's Compensation coverage, unemployment insurance benefits,
social security coverage, or retirement membership or benefits.
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l6.
This Agreement, including
Entire Aareement.
2 Exhibits "A" and "B", which are incorporated by reference
3 constitutes the entire agreement between the parties.
4.
l7.
All notices herein required shall be in
Notices.
5 writing and delivered in person or sent by certified mail,
6 postage prepaid, addressed as follows:
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Consultant
City Administrator
City of San Bernardino
300 North "D" Street
San Bernardino, CA 92418
Hughes, Heiss and Associates,
Inc.
675 Mariners Island Blvd.
Suite loa
San Mateo, CA 94404
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Time of the Essence.
Time is of the essence with
13 respect to Consultant's performance under this Agreement.
14 IN WITNESS WHEREOF, the parties hereto have executed this
15 Agreement on the date and year first hereinabove written.
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ATTEST:
CITY OF SAN BERNARDINO
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City Clerk
By
Mayor
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lty Attorney
HUGHES, HEISS AND ASSOCIATES, INC.
By
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