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City of Ashland, Oregon / City Recorder / City Council Information / Packet Archives / Year 2005 / 08/02 / Contract Planning Organizational

Contract Planning Organizational

Council Communication

Approval of Personal Services Contract for Planning Department Organizational Review

Meeting Date: August 2, 2005 Primary Staff Contact: John McLaughlin E-mail: mac@ashland.or.us
Department: Community Development Secondary Staff Contact:
Contributing Departments: Estimated Time: 15 minutes
Approval: Gino Grimaldi

Statement:
Staff is requesting that the Council approve a Personal Services Contract for Planning Department Organizational Review services in the amount of $38,950 with Zucker Systems of San Diego, CA. This issue is time sensitive in that Council approval on August 2, 2005 will allow the consultant to begin the review process and will not further delay this process.
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Background:
This project was identified by the Planning Division in the 2005-2006 budget for funding to examine operational efficiency and overall process review. An RFP was issued for this project on April 6, 2005, with a closing date of June 3, 2005. The City received four proposals, and Zucker Sytems was determined to be the most qualified to carry out this effort.

The following were the firms that submitted proposals and project costs:

Cogan Owen Cogan $26,640
Citygate Associates, LLC $38,730
Zucker Systems $38,950
Siegel Planning Service, LLC $55,000

The criteria from the RFP for selection were as follows:

a. Extent and quality of the firm's experience and accomplishments in relevant projects- (30 points) ;
b. Qualifications and experience of the team members assigned to the project- (20 points);
c. Scope of work showing approach to the project- (20 points) ;
d. References- (10 points);
e. Proposal costs, including hourly rates- (10 points);
f. Ability to complete the scope of work in a timely fashion- (10 points).

Total Points: (100 points)

Zucker Systems was found to have far greater experience in planning department organizational reviews than either Cogan Owen Cogan or Siegel Planning. While there were similarities between Zucker Systems and Citygate, Zucker Systems was found, after phone interviews with both firms, to have a greater understanding of the specific issues facing Ashland's planning process.

Financial Impact:
There are several projects that will be underway during this budget year in the Planning Division that will utilize consultant services. This contract was anticipated in the budget as well as several others, with the Department allocating $110,000 for contractual services. The following are the anticipated consultant services contracts:

Land Use Ordinance Review $ 49,500 (Siegel Planning Service, LLC)
Organizational Review $ 38,950 (Zucker Systems)
Croman Property Issues $ 10,000 (RVCOG)
Downtown Planning Services $ 10,000 (est) (TBD - Initial project scoping effort only)

TOTAL $108,450

Related City Policies:
The City Council has identified this project as a priority effort for the Community Development Department
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Council Options:
Approve the personal services contract as presented.
Not approve the contract as presented.
Approve another recommendation as Council feels warranted.
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Staff Recommendation:
Staff recommends that the City Administrator be authorized to enter into a contract with Zucker Systems for Planning Department Organizational Review services.
Potential Motions:
Council moves authorize the City Administrator to enter into a contract with Zucker Systems for Planning Department Organizational Review services.
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Attachments:
Click on the PDF file link below to view the following attachments:
   • Personal Services Contract with Zucker Systems.
   • Excerpted Portion of Zucker Systems Proposal

 






Download File
Planning_Review_Attachments.pdf
(1550.2KB)		  

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