AGENDA REPORT
REQUEST FOR CITY COUNCIL ACTION
DATE: 2/6/2019
TO: Honorable Mayor and City Council Members
FROM: Management Services Department
SUBJECT:
Title
Authorize Award of Request for Proposals (RFP) 19-003MS - City of Corona Police Department Operational Performance Consulting Services with Hillard Heintze and appropriate $178,200 from the General Fund.
End
RECOMMENDED ACTION:
Recommended action
That the City Council:
1. Approve award of RFP 19-003MS - City of Corona Police Department Operational Performance Consulting Services to Hillard Heintze of Chicago, IL in the amount of $178,200 pursuant to Formal Bidding Procedures for Non-Public Projects, Corona Municipal Code (CMC) 3.08.110 based upon the findings noted in this report.
2. Authorize the City Manager to execute a Professional Services Agreement with Hillard Heintze in the amount of $178,200.
3. Authorize the Purchasing Agent to issue a purchase order to Hillard Heintze in the amount of $178,200 in accordance with the duly authorized and executed agreement.
4. Authorize an appropriation of $178,200 from the General Fund’s available fund balance to the Police Department’s operating budget.
5. Authorize the City Manager and City Attorney to negotiate and execute agreement renewals and any extensions and/or amendments which are either non-substantive or are otherwise in compliance with the City Council's actions hereunder.
Body
ANALYSIS:
On November 29, 2018, the Purchasing Division issued Request for Proposals (RFP) No. 19-003MS for City of Corona Police Department Operational Performance Consulting Services. The RFP was advertised in the Sentinel Weekly News on December 5, 2018 and posted on the City’s website. Purchasing solicited thirty-two (32) consultants with three (3) consultants submitting proposals by the submission date, January 15, 2019. The evaluation of the proposals was based on four criteria: 1.) Work Plan/Work Organization; 2.) Qualifications of Company and Personnel (Experience) (Experience); 3.) Completeness and Timeliness of Response; and 4.) Reasonableness of Cost and Price. After a thorough evaluation of the submitted proposals, the City’s evaluators selected the proposal and team that Hillard Heintze assembled to complete this project as the most qualified consultant. Hillard Heintze scored the highest scores on Work Plan / Work Organization and Qualifications of Company and Personnel (Experience).
The City’s seven-member evaluation team consisted of
1. Chris McMasters Chief Information Officer
2. Kerry Eden Assistant City Manager/Administrative Services Director
3. Michele Nissen Assistant City Manager
4. Brian Young Fire Chief
5. George Johnstone Chief of Police
6. Ryan Rolston Fire Captain
7. John Healy Police Detective
The evaluation team carefully reviewed the three proposals. A summary of their scores is presented below:
The Purpose of the Public Safety Operational Performance Consulting Services RFP is to solicit submissions from consultants who demonstrate the ability to develop an organizational strategy that outlines five-year goals for the Police Department, with more specific set of objectives and a plan for implementation of the first three years of the plan’s timeframe. The City understands that there are a variety of perspectives, models, and approaches that can be used to develop a strategic planning document; therefore, the selected consultant will be expected to recommend a model or model(s) that will enable the Police Department to complete its organizational and programmatic goals while falling in line with the 2014 - 2019 Corona Strategic Plan.
Hillard Hentze requested the following payment schedule in their proposal:
Initial payment 25% $44,550
Invoice #2 50% $89,100
Final Payment 25% $44,550
Total $178,200
The Purchasing Division negotiated the following payment schedule which was accepted by the Consultant:
Initial payment 10% $17,820
Invoice #2 40% $71,280
Final Payment 50% $89,100
Total $178,200
COMMITTEE ACTION:
Not applicable.
STRATEGIC PLAN:
Promote Public Safety: Protect our Residents and Businesses
a. Ensure adequate funding for police and fire services.
b. Ensure adequate funding for facilities and equipment needed to support timely delivery of police and fire services to our community.
c. Ensure adequate funding for investments and improvement in infrastructure that support public safety.
FISCAL IMPACT:
Approval of the recommended actions will result in an appropriation of $178,200 to the Police Department’s General Fund operating budget for the consulting services.
ENVIRONMENTAL ANALYSIS:
Not applicable.
PREPARED BY: SCOTT BRIGGS, PURCHASING SPECIALIST V
REVIEWED BY: CITA LONGSWORTH, PURCHASING MANAGER
REVIEWED BY: KERRY D. EDEN, ASSISTANT CITY MANAGER/ADMINISTRATIVE SERVICES DIRECTOR
REVIEWED BY: MICHELE NISSEN, ASSISTANT CITY MANAGER
SUBMITTED BY: DARRELL TALBERT, CITY MANAGER
Attachments:
1. Professional Services Agreement with Hillard Heintze 02/06/2019
2. Evaluation Summary
3. Request for Proposals Summary