RFP # 5349

OPERATIONAL REVIEW STUDY
City of Johnson City, TN
GENERAL
The City of Johnson City, Tennessee is soliciting proposals from firms qualified and interested in conducting an efficiency study of City operations. The City is interested in identifying ways in which municipal services can be delivered in the most responsive and efficient manner.
Proposals shall be for either all or an identified portion of the departments of the City.
Consultants and firms with experience in public sector management analysis are encouraged and invited to submit proposals.
PROPOSAL SUBMISSION
To be considered, Proposers must submit a complete response to this RFP, using the format provided generally below. Proposals must be signed by an official authorized to bind the
Proposer to its provisions. Proposals must include a statement as to the period during which the proposal remains valid but for purposes of this RFP, the period must be at least ninety (90) days.
Seven (7) copies and one (1) original (so marked) of the proposal response packages shall be enclosed in a sealed envelope plainly identified in the upper left hand corner with the company’s complete name and address and in the lower left hand corner with “
RFP# 5349 –
OPERATIONAL REVIEW STUDY ”. Proposals are due on or before 3:00 PM EST , on
March 29, 2010 at which time they will be publicly opened. Vendor responsible for delivery to the City of Johnson City Purchasing Department, P O Box 2150 (37605) or 209 Water Street
(37601), Johnson City, TN. Late submittals will not be considered.
Proposals must be signed in ink by an authorized agent in order to be considered valid.
Unsigned offers will not be considered. Telephone or facsimile offers will not be accepted.
The City of Johnson City reserves the right to reject any and all proposals and to waive information, irregularities, and technicalities in the process. The City may negotiate separately with any source in any manor necessary to arrive at a contract agreement that is in the best interest of the City.
PURPOSE OF PROJECT
This study should be an objective examination designed to determine whether departments are managing or utilizing resources in a responsive, economical and efficient manner and the causes of any inefficiencies or uneconomical practices, including inadequacies related to the types or clarity of policies and administrative procedures which guide the departments, and inadequacies related to organizational structure.
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The study should also examine whether alternatives have been considered which might yield desired results at a lower cost or with improved responsiveness to the citizens, and thus should identify problem areas and provide recommended solutions to problems facing departmental operations. In this regard, the study should motivate action and serve as a catalyst for improvement.
The study should also identify “best practices” utilized in other organizations and shall make recommendations for utilization of those practices in the City of Johnson City. In addition, the study should provide and encourage methodologies related to the measurement of City service outcomes and identification of related efficiencies through measurement.
Such recommendations/outcomes of the study may include suggestions to:

Improve responsiveness (i.e. do services meet the needs of the community as reflected in the desires of the City Commission and City management);

Improve efficiency (i.e. most output for least cost);

Improve the effectiveness of services (i.e. are services achieving desired results);

Prioritization of programs;

Provide strategies for generating new or expanded revenues or for substantially reducing the cost to deliver services;

The implementation of programs for long-term continuous improvement of service delivery processes;

Identify opportunities for training and for staff to learn more about current trends in municipal management in each functional area of the study.
SCOPE OF WORK AND REPORT
Scope
The study shall include a review of either: 1) all departments within the City or 2) of selected departments as determined by the City. The City may choose to utilize the services of multiple persons or firms based on expertise in particular service areas. For this reason persons or firms submitting a proposal are asked to list any or all of the City departments they feel qualified to study. Management practices, organizational structure, manpower allocation and scheduling, administrative policies and procedures, financing (including both revenues and expenditures), and other variables impacting services and service delivery strategies should be studied.
The Departments/Divisions stated on the City’s Organizational Chart (Attachment A) should be considered as a part of the proposed area of study and the persons or firms submitting proposals shall indicate which (or all) of the departments they are qualified to study.
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Report
As a result of the study, successful Proposer shall submit seven (7) copies of the following:
A written report (provided in electronic format as well) containing detailed findings and recommendations for each functional area (department) studied.
A suggested schedule for implementation of recommendations (including costs or savings related to recommendations).
A presentation of the study to the City Commission, the City’s management, and each department which has been studied.
CONTENT OF PROPOSAL RESPONSE
Proposals shall be as thorough and detailed as possible so that the City may properly evaluate the individual or firm’s capabilities to conduct the study. Submit eight sets of the following items as a complete Proposal:
1.
A signed cover letter with introduction and demonstration of understanding the scope of the project along with detailed contact information (email, fax, etc.).
2.
Written narrative describing strategies for conducting the study.
3.
A written narrative statement to include: a.
Qualifications of the firm and principal consultant(s); including the number of years the firm has been in business, the size of the firm, etc. b.
Resumes of all consultant(s) to be assigned to the study, identifying the project lead and the number of years the consultant(s) have worked on similar studies. c.
Previous relevant experience of the firm in conducting similar studies in cities of similar size and scope as Johnson City.
4.
List of at least three references where and when your firm provided similar services.
Please provide names and telephone numbers of contact persons for each reference.
5.
Sample contract or agreement.
6.
Proposed compensation for the total study, itemized by department.
7.
Provide any other relevant information that will be helpful in understanding and evaluating systems proposed.
EXAMPLES OF WORK WHICH MAY BE INCLUDED IN THE STUDY
The following are meant as examples of the types of analysis which would be expected to be in a study of this type: a.
Cooperation and coordination of services with other departments. b.
Validity of services. c.
Cost effectiveness of service delivery. d.
Staffing levels in relation to existing workload. e.
Effectiveness of supervisory chain of command and organizational structure. f.
Comparison of operations and staffing levels with other cities and identification of “best practice in other cities. g.
Efficiency of work schedules. h.
Quality of personnel practices.
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i.
Level of coordination between internal operations, external agencies and with the general public. j.
Level of service quality and service priority. Identify programs and services that add marginal value to the community or are underutilized and therefore not cost effective. k.
Identify internal services that add marginal or no value to the organization and therefore should be eliminated. l.
Adequacy of financial practices and control procedures. m.
State of records management and management reporting. n.
Adequacy of technologies used to deliver, monitor and report on services. o.
Develop with the City a participatory process that fosters the long-term viability of all change initiatives. p.
Identify budget or cost implications of each significant recommendation or initiative.
EXAMPLES OF TASKS WHICH MAY BE PERFORMED AS A PART OF THIS STUDY
The following are meant as examples of the types of tasks which would be expected to be performed as a part of this study:
1.
Review and analysis of significant documents and material in each department. Reviews may include policy documents, mission statements, work rules, job descriptions, reports related to work outputs, operational statistics, etc.
2.
Interview department heads and employees to help identify areas for performance improvement. These interviews are to be in the form of a structured approach to ensure the responses are targeted to the particular areas of the organizational assessment.
3.
The selected consultant should spend sufficient time on site at City locations to obtain a full understanding of the scope of services, work assignments, procedures, technologies and related operational methods. From these on-site inspections and reviews, the consultant should develop an understanding of the requisite workflows and work site conditions from which to form opinions and recommendations.
4.
Utilize benchmarks against which to compare the City and its operations against other similar and comparable public sector organizations. The benchmark will allow for performance measures and other statistical analysis comparisons to be formed.
5.
Thru the data collection, interviews and ongoing assessment, a basis should be formed to determine the level and quality of services provided by City departments.
EVALUATION CRITERIA
Proposals will be evaluated by the City using the following criteria:
1.
Qualifications and Experience: a.
Similar studies and success of recommendations:
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b.
Consultant and firm qualifications, reputation, and relevant experience.
2.
Study approach: a.
Proposed strategies for conducting the study. b.
Proposed timeline.
3.
References.
4.
Capacity to produce models, projections, measurements, comparisons, and data in a format that is useable by the City and is likely to produce desired results.
5.
The proposed compensation for the study.
TERMS AND CONDITIONS
1.
The City reserves the right to reject any and all proposals, and to waive minor irregularities in any proposal.
2.
The City reserves the right to request clarification of information submitted, and to request additional information from any proposer.
3.
Receipt of the RFP does not imply a contract or an agreement has been made between any parties.
4.
Any proposal may be withdrawn up until the date and time set above for opening of the proposals. Any proposal not so timely withdrawn shall constitute an irrevocable offer, for a period of ninety (90) days to provide the services described to the City, or until one or more of the proposals have been approved by the City administration, whichever occurs first.
5.
The contract resulting from acceptance of a proposal by the City shall be in a form approved by the City, and shall reflect the specifications in this RFP. The City reserves the right to reject any proposed agreement or contract that does not substantially conform to the specifications contained in this RFP, and which is not approved by the City
Attorney’s office or other City representatives.
6.
The City shall not be responsible for any costs incurred by the firm in preparing, submitting or presenting its response to the RFP.
CONTACTS
Questions regarding the service criteria should be addressed to Kevin Bratton, Director of
Human Resources at 423-434-6016 or kevinb@johnsoncitytn.org.
Questions regarding proposal procedures may be directed to Debbie Dillon, Purchasing Director,
City of Johnson City. Office: 423-975-2717; e-mail: ddillon@johnsoncitytn.org.
SELECTION PROCESS and ACCEPTANCE OF PROPOSAL
Consideration for award will be based upon that Proposer that possesses the qualifications and experience necessary to conduct such a study and both initiate and complete such a study within the desired timeframe determined by the City. All judgment as to skill, experience, staff qualifications shall be determined by the City. Respondents must initially represent themselves solely by their written submittal. The response will be reviewed by the selection committee, and based upon the selection committee’s findings, the finalist may be requested to provide additional information or make a presentation to the City. Award of a contract may be made
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without discussions after proposals are received and reviewed. Proposals should, therefore, be submitted initially on the most favorable terms possible. The City reserves the right to choose the proposal that is in its best interest.
Proposals shall be valid for a minimum of sixty (60) days from the date of receipt by the City.
The contents of any proposal received shall become contractual obligations upon the execution of the contract by authorized representatives of the City and Proposer.
This request for proposal will neither commit the City to commence this project nor in any way limit the discretion of the City in selecting a proposal or in making any future modifications to the scope of work as determined as necessary throughout this process.
Addenda
In the event it becomes necessary to revise any part of this Request For Proposal, addenda will be provided to all known Proposers.
ECONOMY OF PREPARATION
Proposals should be prepared simply and economically, providing a straightforward and complete description of services and qualifications to meet city’s requirements as outlined in this document. Emphasis should be on completeness and clarity of content.
INCURRING COSTS
The City is not liable for any costs incurred by consultant prior to issuance of a contract.
WITHDRAWAL OF PROPOSALS
Proposals may be withdrawn upon written request received from consultant prior to the time fixed for receipt.
ACCEPTANCE OF PROPOSAL CONTENT
Proposals to be valid for a minimum period of ninety (90) days from date of receipt by the City.
RFP ADDENDA
Any change to the RFP herein will be brought forward in the form of a written Addendum from the Purchasing Department and will be provided to all interested parties. No oral interpretations or communication will affect or change in any way the information contained herein.
PROPRIETARY/CONFIDENTIAL INFORMATION
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Proposers are hereby notified that all information submitted as part of, or in support of, proposals will be available for public inspection after opening of proposals, in compliance with Tennessee statues.
REQUIREMENTS FOR BIDS, REQUEST FOR PROPOSALS AND CONTRACT
This proposal includes the City’s Requirements for Bids, Request for Proposal, and Contracts between the City of Johnson City and Other Parties attached hereto and set forth herein as if verbatim.
RIGHTS AND OPTIONS OF THE CITY OF JOHNSON CITY
The City reserves the following rights and options: o Determine those proposers who are most qualified. o Reject any or all proposals for any reason, at its sole discretion. o Supplement, amend, or otherwise modify this RFP. o Cancel this RFP with or without the submission of another RFP. o Issue additional solicitations for information and proposals, and conduct investigations with respect to the qualifications of each respondent.
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