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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />FEBRUARY 20, 2018 <br />TITLE: <br />APPROVE AN AGREEMENT WITH CHAZEY <br />PARTNERS TO ASSESS AND IMPLEMENT <br />COST-SAVING MEASURES AND <br />OPERATIONAL EFFICIENCIES FOR THE <br />PUBLIC WORKS AGENCY <br />{STRATEGIC PLAN NO. 7,5E) <br />� r � <br />C MANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />rs1=06111FA <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1 � Reading <br />❑ Ordinance on 2nd Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Cl <br />1. Authorize the City Manager and Clerk of the Council to execute an agreement with Chazey <br />Partners to provide Best Management Practices Assessment of Public Works Agency internal <br />business processes and implementation of new procedures and technology, for the two-year <br />term beginning February 6, 2018, through February 5, 2020, with an optional one-year <br />extension exercisable by the City Manager and City Attorney, in an amount not to exceed <br />$413,000, which includes $359,120 as the base fee and $53,880 in expenses, subject to <br />nonsubstantive changes approved by the City Manager and City Attorney, <br />2. Approve an Appropriation Adjustment recognizing $200,000 from prior year fund balance in <br />the Public Works Administration & Planning revenue account, and appropriating the same into <br />the Public Works Administrative Services expenditure account. <br />DISCUSSION <br />In the Public Works Agency (PWA), most business processes currently in use were implemented, <br />in principle, over 30 years ago. While there have been efforts over the years to standardize <br />business processes across PWA, in many instances, a single procedure may now be handled in <br />different ways, depending on work location, available technology, and individual computer skill <br />levels. As each workgroup or individual developed methods to streamline their tasks, updating of <br />procedure documentation has not been consistent. Additionally, changes in Citywide financial <br />responsibilities and to address U. S. Office of Management and Budget (OMB) grant <br />management reforms have highlighted the need for better data collection and financial reporting. <br />There is considerable opportunity for streamlined operational efficiency, improved grants <br />management, better stewardship of public funds, and providing better support to those that serve <br />the citizens of Santa Ana. One such opportunity is in identifying how to take full advantage of <br />20A-1 <br />