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Agreement with Chazey Partners to Assess and Implement Cost-saving Measures and Operational Efficiencies for PWA February 20, 2018 Page 2 technology already in use (i.e., Infor/Lawson — Citywide Enterprise Resource Management System) and technology planned for the near future (i.e., Questica — Budgeting Software). The benefits of efficient business practices include better organizational structures, reduced overtime, improved project management, and modernized service delivery. Additionally, efficiencies identified for PWA may be applicable in streamlining other City agency business processes, as well. On September 13, 2017, the Public Works Agency released a Request for Proposals (RFP) on the City's website seeking consultant services to assess Agency business practices and recommend operational changes for immediate implementation, including specifications for new computer software, as needed (Exhibit 1). Proposers were also to consider and incorporate OMB Uniform Guidance requirements in all proposed new procedures. Upon completion of the business practices assessment and implementation, the Agency will have a detailed roadmap to achieving streamlined financial and business processes agency wide. Expected outcomes include operational improvement recommendations in the areas of Organizational Configuration, Roles and Responsibilities, Policies and Procedures, and Grant Management. Additionally, the Agency will benefit from seamless reporting and communication with external agencies, including the City's Finance & Management Services Agency, and outside grant agencies. Twelve proposals were received by the proposal due date of October 13, 2017. The proposals were evaluated and ranked by a review committee comprised of staff from the Public Works, Planning & Building, and Community Development agencies. Ranking criteria included firm/team experience, understanding of need, relevant project experience, schedule and references. The top four firms were invited to an initial round of interviews, afterwhich the Scope of Work was expanded to include assistance with implementation of new procedures and software deployment, if required. After the second round of interviews, the final rankings of the top four firms are as follows: NAME OF FIRM RATING Chazey Partners 90.20% Matrix 89.60% Berry Dunn 86.20% Management Partners 84.40% Following evaluation and ranking, the fee rate schedules for the top four ranking firms were reviewed. Chazey Partners proposed a fee range of $281,450 to $359,120, depending on the work effort required for potential software implementation. Staff from the City's Information Technology Department participated in the evaluation of the proposal and concurred with the approach. PWA Staff is recommending awarding an agreement to Chazey Partners, the top ranked proposer, in an amount not to exceed $413,000, which includes an estimated 15 percent for expenses (Exhibit 2). As proposed, the project will be carried out in two phases. Phase 1 (not to exceed $271,500, with expenses) includes Baseline & Benchmark, Assessment, and Roadmap. A key deliverable from Phase 1 is an Opportunity Matrix and associated Business Case highlighting expected savings, 20A-2