HomeMy WebLinkAboutResolution 2003-230 N.C.S. 11/17/2003resolution No. 2003-230 N.C.S.
of the City of Petaluma, California
APPROVING AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT WITH
HILTON FARNKOPF & HOBSON, LLC, FOR ADDITIONAL SERVICES RELATING
TO SOLICITATION AND EVALUATION OF PROPOSALS FOR SOLID WASTE
FRANCHISE PROCUREMENT PROJECT
WHEREAS, the City of Petaluma is engaged in a process to obtain services for solid
waste, recycling and yard waste trimming collection; and,
WHEREAS, the City Council has awarded a professional services agreement for
oversight of the project to Hilton, Farnkopf & Hobson, LLC; and,
WHEREAS, based on initial responses to the Request For Proposals, the City Council
has directed staff to do additional work to Revise the Request For Proposals.
NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby authorize
the City Manager to enter into an agreement with Hilton, Farnkopf & Hobson, LLC, for
additional services as outlined in the attached proposal for a fee not to exceed $59,918.00
BE IT FURTHER RESOLVED that the additional cost for these services are to be
included in the reimbursement provisions of the Revised Request For Proposals and included in
any future Franchise Agreement.
Under the power and authority conferred upon this Council by the Charter of said City.
REFERENCE; I hereby certify the foregoing Resolution was introduced and adopted by the Approved as to
Council of the City of Petaluma at a (Regular) (Adjourned) (Special) meeting form
on the .........17.`h.......... day of ........hiauemhei :............................ 20.Q~, by the
following vote: •••••••/•• ~ ••••• y ••••••
Ci Attorne
AYES: Canevaro, Mayor Glass, Harris, Healy, Moynihan, Vice Mayor O'Brien
NOES: Torliatt
ABSENT: N e '
.
A ............. ...................................... ................... .. :.... ....................................................
City Clerk Mayor
Council File ...................................
Res. Nn.........20D3.227. N.C.S.
",'V~ HILTON FP:RNKOPF Si HOBSON, LLC
_ Advisory Services to
=~`~ Municipal Management
?175 N. California Boulevard, Suite 990
Walnut Creek, California 94596
Telepho ne: 925/977-6950
Fax: 925/977-6955
www. hf h-consultan ts. com
September 30, 2003
Mr. Mike Bierman
City Manager
City of Petaluma
11 English Street
Petaluma, California 94952
Northern California
Central California
Southern California
Pacific Northwest
Robert D. Hilton, CMC
John W. Farnkopf, PE
L. Scott Hobson, CPA
Laith B. Ezzet, CMC
Ifrse WO ~ ~iV, f...
oc~ a s ~0~3
Re: Budget-Status Report,and Request for Adjustment to HF&H Professional Services
Agreement for the Solid Waste Franchise Procurement Project
Dear Mike:
During the past few months, the City Council has redirected the solid waste franchise
procurement process. Hilton Farnkopf & Hobson, 'LLC (I-iF&H) has assisted the City of
Petaluma.(Ci "y) in responding. to City Council concerns about the Request for Proposals for
Solid Waste, Recyclable Maferals, and Yard Tr;mi,,;ng Services (RFP) and the merits of
revising and reissuing the RFP. These as well as future activities were not anticipated when
we entered into our Professional Services Agreement with the City. In this letter, we provide
the following:
® Status on project work°to. date,
o Summary of extra work performed related to reissuing the RFP,
® Future projectwork, and
® Request.for budget adjustment.
Status of ~roiect Work
We have completed Tasks 1 through 7, and Tasks 12 through 14 on schedule and within
budget. We performed a significant portion of Task 8, which included the evaluation of
North Bay's and Waste Management's April 30, 2003 proposals; presenting our evaluation
findings to you on June 5; and attending' the July 7, 2003 City Council. meeting. to hear
proposers' presentations and ,respond to Council questions. On the following. page, we have
summarized the status of each task based on our original project scope of work.
TASK DESCRIPTION STATUS
1 Initial Meeting Complete
2 Operational and Financial Review Complete
Resolution No. 2003-230 N.C.S. Page 2
Mr. Mike Bierman
September 30, 2003
Page Z
3 Public Gpinion Survey and 3 Workshops
4 City Council Workshop
5 Defirutian of Services and Standards
6 Preparation of RFP and Agreement
7 Proposers' Meeting and Clarification
8 Evaluation of Proposals
9 Selection of Contractor, Staff Report, and
Evaluation. Report, and Presentation
10 Negotiation of Agreement
11 Engagement Management
12 Refuse Truck Street Impact Fee Study
13 Preparation of Public Notices
14 Council Approval of Stree"t Impact Fee
88 Reimbursable Expenses
95 Contingency
Complete
Complete
Complete
Complete
Complete
Partially complete.
® Evaluated April 30, 2003
proposals submitted by Empire Waste
Management and North Bay.
• .Presented evaluation findings to you on
June 5, 2003
® Attended July 7, 2003 City Council
meeting to hear proposers' presentations
No activity
No activity
95% complete
Complete
Complete
Complete
100% complete
No activity ($15,000 rema;n;ng in budget)
Summary of Extra Work:Performed related to Reissuing the RFY'
To respond to the City Council's. interest in 'consid'ering re-issuance of the RFP, I-IF&H
provided.;technical assistance and' expert:advice to the City commencing after the July 7,.2003
City :.Council meeting (when proposers presented. 'their proposals) and concluding on
September 15, 20.03 when Council directed staff to reissue the RFP. Specifically, we prepared
for arid.. attended. two City Council meetings. On August.l8, 2003 "we made a presentation to
the City Council outlining, their options, and on September 15, 2003 we attended the City
Council .meeting to respond to questions about the procurement. process. In addition, we
communicated, both verbally and in written form,. with City staff and private hauling
companies regarding -the proposal ,process and reissuing the RFP. These services were not
anticipated in our original scope of work. Staff time (approximately 73 hours) associated with
these extra services: amounted to $12,800.
Future Proiect Work
To revise and reissue the RFP, evaluate future proposals, and select a new collection
contractor; HF&H anticipates that we will assist the City by performing the tasks outlined
below.
Resolution No. 2003-230 N.C.S. Page 3
Mr. Mike Bierman
September 30, 2003
Page 3
Reissue RFP and Provide RFP Clarification'(New Task 15)
- Communicating :(written and verbal) with City staff and prospective proposers
- .Meeting with proposers to discuss recycling plan considerations
- Drafting thee-:Revised RFP (including Franchise Agreement) ,
- Finalizing the Revised` RFP based on City comments
- Preparing for and attending a City Council meeting for approval of the RFP
- Responding to proposers' questions
Evaluate Proposals (Task 8)
- Evaluating proposals to be received. in early 2004 in response to the reissued
RFP (For the purposes of estimating the future evaluation cost, we anticipate
receipt of three proposals.)
- Arranging for and participating in site visits of proposers' facilities
(anticipating visits would occur in a two-day period).
Conducting Background Checks on,Proposers (New Task 17)
- Obtaining acid reviewing. California Highway Patrol records
- Identifying facility permitting violations occurring in the past 5 years at
facilities that companies' propose to use. fo serve" Petaluma. (Our effort
.anticipates contacting regulatory agencies -.and visiting agency offices to obtain
copies of violation notices or other noncompliance documents assuming up to
two days traveling to various permitting agencies in the counties of Sonoma,
Alameda, Mann,. and Jqr San Francisco.
- "' Reporting diversion level. in communities currently served ~ by proposing
cornpanies based on Annual Reports to the CIWMB. (Our efforts do not
- involve auditing or verification of diversion levels reported by companies as a
of the franchise tonnage handled by such,parties)
- S„n,,,,ari~ing thebackground check information in a letter report.
Nofe that this task does not anticipate responding to comments provided by
companies on our report. Furthermore, we anticipate that the City's attorney will
take full responsibility for reviewing litigation history of the proposers and
preparing a report on findings.
Coordinating an Evaluation Subcommittee (New Task 18). Working with a City
Council subcommittee. during the proposal evaluation and contractor selection
process. This task shall include preparation for and attendance at two meetings with
a CityCouncil subcommittee.
Resolution No. 2003-230 N.C.S. " Page 4
Mr. Mike Bierman
September 30, 2003
Page 4
® Selecting Contractor ('.Task 9). Preparing for and attending a City Council meeting
for contractor selection.
Engagement 1Vlanagement (Task 11). Providing contir-ued engagement
management services required. now that procurement process has been extended.
Request for Bud' eg t Adjustment
We estimate a budget of $125,705 for the future tasks described above (see Attachment 1).
Accounting for remaining project funds, we request an adjustment of $59,919 .(as detailed on
Attachment 2) to cover the anticipated cost to complete. The resulting adjustment will
increase our existing project budget from $217,61°5 to $277,533. Attachment 3 presents a
budget history that includes the adjustments discussed herein.
If you have any questions, please contact Tracy Swanborn at (925) 977-6963 (tswanbornQhfh-
consultants.com) or me at (925) 977=6952 (rhilton@hfh-consultants.com). ]f you approve of
our request, please indicate your approval of the budget adjustments outlined herein by signing
this letter and returning it to us.
Sincerely,.
HILTON FARNKOPF & HOBSON; LLC
n
Robert D. Hilton, CMC
President
Attachments
cc: Kathleen Calton, HF&H
Rick Skladzien,:City of Petaluma
Tracy Swanborn, HF&H
SIGNATURE BELOW INgDICpaTES APPROVAL R~' THE CITI' OF THE BUDGET
ADJUSTMENTS DESCRIBED HEREIN, WHICH RESULT IN A TOTAL PROTECT
BUDGET OF $277,533
Signature:
(Signature)
Name:
Title:
Date:
Resolution No. 2003-230 N.C.S. Page 5
Attachment 1
Petaluma Procurement Project
Estimated Staff Fours and Fees to Complete Project
Principal Snr. Mgr Snr. Assoc. Snr. Assoc. Associate Admin . Total Total Total
Task Description (Hilton) (Schoen) (Swanborn) (Calton) (Simonson) Asst. Labor Labor Expenses
$225 $170 $165 $155 $130 $70 Hotus Coss Cost
Tasks 1 - 7: Complete
Task 8: Evaluate. Proposals Received in Early 2004 .
Review proposals 12 0 40 ~ 0 60 0 112 $17,100 $75
Analyze cost proposals 8 0 24 0 80 0 112 $16;160 $0.
~ Attend interviews 12 0 12 0 0 0 24 $4,680 $80
~° Arrange for and particpate in site visits 16 0 18 0 0 8 42 $7,130 $160
o
Prepare summary report
$
0
8
0
12
0
28
4 680
30
Total 56 0; 102 0 152 8 318 $49,750 $345 $50,095
z
0
N Task 9: Selection of Contractor
0
Prepare City Council report
10
0
16
0
4
8
38
$5,970
~'", Prepare City Council presentation 8 .0 16 0 4 8 36 $5,520
°
z Attend City Council meeting ~ 6 0 6 0 0 0 12 2 340
c~ Total 24 0 38 0 8 16 86' $13;830 $17,0 $1'4,000
Task 10: Negotiation ofAgreement
Attend two'meetings 8 0 8 0 0 0 T6 $3,120
Revise. franchise agreement 4 0 27 0 0 4 35 . 5 635
Total 12 0 35 0 0 4 51 $8,755 $245 $9,000
Task 11: Engagement Management
Written verbal' communication with City 24 0 12 0 0 0 36 $7;380
Monitor project progress 4 0 8 0 0 0 12 2 220
Total 28 0 20 0 0 0 48 ' $9,600 $50 $9,650
Tasks 12 - 14: Complete
~o
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Attachment 1, Page 1 of 2
Attachment 1
Petaluma Procurement Project
Estimated Staff ~-Iours and Fees to Complete Project
Task Description Principal Snr. Mgr Snr. Assoc. Snr: Assoc. Associate Admin Total Total Total
(Hilton) (Schoen) (Swanborn) (Calton) (Simonson) Asst. Labor Labor Expenses
$225 $170 $165 $155 $130 $70 Hours Costs. Cost
New Task 15: Reissue RFP and Provide RFP Clarification '
Meeting with proposers' 8 0 10 0 0 1 19 $3,520
Draft Revised RFP 4 0 if 0 0 4 24 $3;820
Finalize Revised RFP 1 - 0 8 - 0 0 4 13 $1
825
Draft Revised Agreement 1 0 12 0 0 4 17 ,
$2
485
Finalize Revised Agreement 1 0 8 0 0 4 13 ,
$1;825
.Respond to proposer questions 2 0 8 0 16 4 30 $4
130
~: .Prepare for and attend Council mtg 2 ,0 . g
0
0
4
14 ,
2 050
~ Total 19 ~ 0 70 0 16 2S 130 $19,655 $270 $19;925-
z
0
~,
Task 16: Task Not in Use
0
0
w
cN
New Task 17: Conduct Background Check on Proposers
°
z Obtain and review CA Highway Patrol Report 1 0 2 0 0 12 15 $1,395
n Research permitting history 2 0 8 0 36 0 46 $6
450
~' Document AB 939 diversion levels 0 0 2 0 0 12 14 ,
$1;170
Summarize findings 4 0 12 0 12 0 . 28 4440
Total
7
0
24
0
48
24
103
$13,455
$50 _
$13,505
New Task 18: Subcommittee Coordination
Prepare for two meetings 4 0 8_ 0 0 0 12 $2;220
Attend two meetings 10 0 10 0 0 0 20 $3,900
Respond to questions 4 0 8 0 8 1 21 3 330
Total 18 0 26 0 8 1 53 $9,450 $80 $9,530
Project Total $124,495 $1,210 $125,705
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Attachment 1, Page 2of 2
1 Initial Meetin
2 O erational and Financial Review
3 Public O inion Surve and Three Worksho s
4 Cit Council Worksho
5 Definition of Services, Standards, & Com ensati
6 Pre- aration of RFP. and A reement
0 7 Pro osers' Meetin and Pro -osal Clarification
~-'
g~ 8 Evaluation of :Pro osals
0 9 Selection of Contractor, Staff Report, Evaluation
N Re ort and Presentation based on 2003 Pro osal~
0
° 10 Ne otiation of Franchise A reement
0 11 En a ement Mana ement
z 12 Refuse Truck Street Im act Fee Stud
13 Pre aration of Public Notices
14 .Council a royal of Streetlm -act Fee
15 Reissue RFP and Provide RFP Clarification
16 (Task Not in Use)
17 Conduct Back round Check on Pro osers
18 Subcommittee Coordination
88 Reimburseable. Ex enses
95 Contin enc
Project Total
`Reflects first, second and third contract amendments.
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Attachment 2
Petaluma Procurement Project
Status Report and Requested Adjustment
Budget Status
Project Budget Expenditures (as
(as of 4/24/03)* of 9/15/03)
$b. $116
$9,000- $9,355
$24,000 $23,647
$6;000 $8,886
i $1,000 $1,838
$26;280 $26,292
vailabl Estimated Cos
Funds to Complete
($116) $0
($355) $0
$353 $0
_ $12,725 $9,604_ $3,..121
$66,140 $37,491 $28,649
$14,000 $1,753 $12,247
$9,000 $0 $9.000
$7,494
$2,720
$0
$0
$2,431
$15,000
$217, 61.5
~~
$13,.111
$7, 825
$7,494
$2,720
$0
$0
$0
$2,892
$0
$153,022
$o
$0
$0
$0
$0
($461)
$15,000
$64,592
$0
$d
$50;095
$14,000
$9;000
$o.
$19,925
$0
$13,505
$9,530
$0
$0
$125,705
ustment
$o
$0
$0
$0
$0
$0
$0:
21,446
$1;753
$8,761
$0
$0
$o
$1.9,925
$o
$13,505
$9,530
$0
($15,000)
$59,919
P
$9;000
$24,Q00
$6,000,
$1.,000
$26,280
$12,725
$87,586
$15,753
$9;QQ0.
$22,761
$7, 825
$7,494
.$2,720
$19,925-
$0
$13,505
$9,530
$2,431
$0
277,533
00
Attachment 3
Petaluma. Procurement Project
Budget History (HF Project No. S 3114)
12/17/01 11 /19/02 12/10/02 04/24/03 09/23/03
ask Descri tion
Original
Contract
Bud et 1st
Amendment
Budget
Adjustments
Revised
Budget
2nd
Adjustment to
Budget
Revised
Budget
3rd
Adjustment to
Budget
Revised
Budget
4th
Adjustment
Proposed
Proposed
Budget
1 Initial Meetin $0 $0 $0 $0 $0 $0 $0 $0 $0
2 O erational and Financial Review $9,000 $0 $9,000- $0 $9,000 $0 $9,000 $0 $9,000
3 Public O inion Surve and Three Worksho s $24,000 $0 $24,000 $0 $24,000 $0 $24,000 $0 $24;000
4 Cit Council Worksho $6,000 $0 $6,000 $0 $6;000 $0 $6;000 $o $6,000.
5 Definition of Services, Standards, & Com ensation $1;000 $0 $1,000 $0 $1,000 $0 $1,000 $0 $1,000
6 Pre aration of RFP and A reement $24,000 $0 $24;000 $2,280 $26,280 $0 $26,280 $0 $26,280
7 .Pro osers' Meetin and:Pro osal Clarification $6,000 $0 $6,000 $0 $6,000 $6,725 $12,725. $0
$12,725
8 Evaluation.of Pro osals'Received $38,000 $0 $38;000 $0. $38,000 $28,140 $66,140 $21.,446 $87;586
o 9 Selection of Contractor; Staff Report, Evaluation
Re ort and Presentation $14,000 $0 $14,000 $0 $i 4,000 $0 $14,000 $1,753 $15,753
10 Ne otiation of Franchise A Bement $9;000 $0 $9,000 $0 $9,000 $0 $9,000 ($0) $9;000
11 En a ementMana ement $14,000_ $0 $14,000 $0 $14,000 $0 $14,000 $8,761 $22,761
z 12 Refuse Truck Street IIII act Fee Stud $5,000 $2,825 $7,825 $0 $7;825 $0 $7,825 $0 $7,825
N 13 Pre aration of Public Notices $0 $7;494 $7,494 $0 $7,494 $0 $7,494 $0 .$7,494
°o 14 Council a royal of Street Im acG'Fee $0 $2,720 _$_2,720 $0 $2,720 $0 $2,720 ~ $0 $2,720
W
N 15 Reissue REP and Provide RFP Clarification $0 $0 $0 $0 $0 $0 $0 $19,925 $19,925
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16 Task Not in Use
$o.
Z 17 Conduct Back round Check on Pro osers $0 $0 $0 $0 $0 $0 $0, $13;505 $13;505
;n 19 Subcommittee Coordination. $0 $0 $0 $0 $0 $0 $0 $9,530 $9;530
88 Reimburseabl_e Ex enses $0 $0 $0 $0 $0 $2,431 $2,431 $0 $2431-
95 Contin enc. $0 $2;280 $2;280 ($2,280) ~ $0 $15,000 $i 5,000 ($15,000) $0
Project Total $150,000 $15,319 $165;319 $0 $165,319 $52;296 $217,615 $59,919 $277,533
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