CC SR 20210202 03 - RFP Subcommittee Update
CITY COUNCIL MEETING DATE: 02/02/2021
AGENDA REPORT AGENDA HEADING: Regular Business
AGENDA TITLE:
Receive and file a status report from the Ad Hoc City Council Subcommittee on Requests
for Proposal
RECOMMENDED COUNCIL ACTION:
(1) Receive and file a status report from the Ad Hoc City Council Subcommittee on
Requests for Proposal.
FISCAL IMPACT: None
Amount Budgeted: $0
Additional Appropriation: None
Account Number(s): None
ORIGINATED BY: Ramzi Awwad, Deputy Director of Public Works
APPROVED BY: Ara Mihranian, AICP, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Request for Proposal Template (to be provided as late correspondence)
BACKGROUND AND DISCUSSION:
Public Works staff and the RFP Subcommittee, comprised of Mayor Pro Tem Bradley
and Councilmember Dyda, have been engaging on improvements to the City’s Request
For Proposal (RFP) process. As a result of these engagements, Public Works staff re-
wrote the RFP template form and the corresponding Professional Service Agreement
(PSA) template. The purpose of this re-write was to create an RFP template that is
consistent with national best practices so that the City attracts the most qualified firms to
submit proposals. Additionally, the RFP re-write will allow for RFPs to be completed
more efficiently; and for more concise proposals to be submitted, both of which will save
staff time.
Staff reviewed sample RFPs from numerous cities throughout the country and
researched recommendations from professional organizations such as the National
Society of Professional Engineers. Components of RFPs that were most suitable to the
City were incorporated into the re-write and a new template was created (Attachment
A). The new draft RFP template includes instructions providing guidance to users.
There are several key changes in the draft template such as requiring proposers to
submit an overall project approach that describes how they will accomplish the work
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and a quality control plan detailing how the they will avoid errors or omissions. The dra ft
template also includes selection criteria that correlate to the submittal requirements and
are weighted according to importance to the City.
The draft RFP and corresponding PSA template forms were reviewed by the RFP
Subcommittee and by the City Attorney’s Office. Revisions are being finalized as of the
writing of this update report and the revised template (Attachment A) will be submitted
as late correspondence in advance of the February 2 meeting.
CONCLUSION:
Staff recommends receiving and filing a status report from the Ad Hoc City Council
Subcommittee on Requests for Proposal.
ALTERNATIVES:
1. Take other action as deemed appropriate by the City Council.
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