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MINUTES OF THE REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF SANTA ANA, CALIFORNIA M~y 17, 1982 The meeting was called to order by Vice Mayor R. W. Luxembourger at 1:15 p.m., in Room 147, Council Chambers, 22 Civic Center Plaza. Council- members present were John Acosta, Daniel E. Griset, J. Ogden Markel, Patricia A. McGuigan, and Vice Mayor R. W. Luxembourger. Also present were City Manager A. J. Wilson, Assistant City Attorney Richard Lay, and Clerk of the Council Janice C. Guy. Councilmember Alfred C. Serrato and Mayor Gordon Bricken were absent. CITY RFP PROCEDURES Assistant City Manager Rex COUNCIL STUDY SESSION Swanson outlined the City's pro- cedures relative to bidding for construction projects and for securing professional services. He stated that construction bidding procedures had been amended to provide more adequate advertising and to encourage local firms to bid on City projects. Swanson then reviewed the procedure which has been developed by staff for requests for proposals (RFP's.) He explained that a list of professional firms would be developed from performance data submitted annually by firms to the City. Whenever the City needed to recruit professional ser- vices, RFP's would be sent to no less than three, nor more than ten professional firms performing the type of services sought. RFP's would be evaluated by a Review Committee composed of representatives of Plan- ning, Public Works, and affected departments. The final three to five firms would be asked to provide a fee proposal and scope of work prior to final review. Those proposals would then be ranked, based on a scoring system established by staff. Following staff's evaluation, the materials on the final three professional firms would be forwarded to the Council for its decision. Firms dissatisfied with the Review Committee's decision would have the right of appeal to the City Manager. The City Manager then explained that Council had the following options relative to its review: 1) Council might make a final decision based on staff's evaluation. 2) Council might set up a sub-committee to perform further evaluation. 3) A Review Committee including appropriate Board and Commission members and Councilmembers might be established. 4) A new separate review commission composed of qualified professionals might be established. Councilmember Griset commented that the procedures outlined would require good staff support. He added that he would like to know the reasons for the rank order of the firms, that he would like consultations with staff as necessary, expressed the concern that time would be a problem if an additional review committee were to be created, stated that the Orange County Transit District's procedure was to provide the top three firms unranked to the Board for its decision, and expressed his opinion that a completely reviewed package should come to the Council. CITY COUNCIL MINUTES 150 MAY 17, 1982