Public Works Department Assessment

Agency: City of Gilroy
State: California
Type of Government: State & Local
NAICS Category:
  • 236220 - Commercial and Institutional Building Construction
  • 541690 - Other Scientific and Technical Consulting Services
Posted Date: Nov 25, 2021
Due Date: Dec 31, 2021
Solicitation No: 22-RFP-AD-469
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Bid Number: 22-RFP-AD-469
Bid Title: Public Works Department Assessment
Category: Request for Proposals
Status: Open

Description:

The City of Gilroy at 7351 Rosanna Street, Gilroy, CA 95020-6197 will receive proposal submittals via e-mail. The City of Gilroy is soliciting proposals from firms to conduct a comprehensive assessment of the Public Works Department for the City of Gilroy, and to provide recommendations to enhance its operational effectiveness, as described in the attached Request for Proposals (RFP). Submittals will be accepted up until 4:00 PM, PST, Friday, December 31, 2021 via e-mail to the address specified in this RFP. Proposals received after that time and date will not be considered. The City of Gilroy accepts no responsibility if delivery is made to another e-mail address other than the one specified within this RFP. An evaluation team will review submitted proposals and select the best qualified firm based on the evaluation criteria and selection process outlined in the RFP. The selected applicant will then be recommended to the City Council for awarding of an agreement to conduct the work.

A free electronic copy of the RFP can be obtained by going to the City of Gilroy website, and selecting bid opportunities located under the Business and Development Services Tab, or directly by going to the following link: http://www.cityofgilroy.org/Bids.aspx ).


Publication Date/Time:
11/24/2021 5:30 PM
Closing Date/Time:
12/31/2021 4:00 PM
Download Available:
Yes
Related Documents:

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City of Gilroy
Administration Department
Request for Proposals
Public Works Department Assessment
No. 22-RFP-AD-469
ATTN:
BRYCE ATKINS
CITY OF GILROY
7351 ROSANNA STREET
GILROY, C A 95020-6197
Proposals Due by: 4:00 pm, Friday, December 31, 2021
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Request for Proposal
No. 22-RFP-AD-469
Notice is hereby given that the Purchasing Coordinator of the City of Gilroy at 7351 Rosanna Street,
Gilroy, CA 95020-6197 will receive proposal submittals via e-mail. The City of Gilroy is soliciting
p roposals from firms to conduct a comprehensive assessment of the Public Works Department for the
City of Gilroy, and to provide recommendations to enhance its operational effectiveness, as described
in the attached Request for Proposals (RFP). Submittals will be accepted up until 4 :00 PM, PST,
F r i d a y , December 31, 2021 via e-mail to the address specified in this RFP. Proposals received after that
time and date will not be considered. The City of Gilroy accepts no responsibility if delivery is made to
another e-mail address other than the one specified within this RFP. An evaluation team will review
submitted proposals and select the best qualified firm based on the evaluation criteria and selection
process outlined in the RFP. The selected applicant will then be recommended to the City Council for
awarding of an agreement to conduct the work.
A free electronic copy of the RFP can be obtained by going to the City of Gilroy website, and selecting
bid opportunities located under the Business and Development Services Tab, or directly by going to the
following link: http://www.cityofgilroy.org/Bids.aspx).
Respectfully Requested,
Carina Baksa
Purchasing Coordinator
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RFP No. 22-RFP-AD-469
Request for Proposals for a Public Works Department Assessment
Table of Contents
Request for Proposal..........................................................................................................................2
Introduction ......................................................................................................................................4
Project Description ............................................................................................................................4
Issuing Office .....................................................................................................................................5
Anticipated RFP Schedule...................................................................................................................5
Submission Date and Location............................................................................................................6
Protests .............................................................................................................................................6
Rejection of Proposals........................................................................................................................6
Partial Funding or Award....................................................................................................................6
Modification / Withdrawal.................................................................................................................7
Cancellation ....................................................................................................................................... 7
Duration of Proposals ........................................................................................................................7
Public Record.....................................................................................................................................7
Incurring Costs ...................................................................................................................................7
Selection Process ...............................................................................................................................7
Eligible Applicants..............................................................................................................................7
Scope of Work Requirements .............................................................................................................8
Special Considerations .............................................................................................................................. 9
Deliverables............................................................................................................................................. 11
Proposal Contents............................................................................................................................12
Proposal Evaluation Criteria and Scoring...........................................................................................14
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Introduction
The City of Gilroy (City) is seeking proposals from qualified firms (Consultants) to conduct an assessment
on the City’s Public Works Department, and to provide recommendations to enhance its operational
effectiveness.
The City of Gilroy is a charter city located in southern Santa Clara County with a population of
approximately 60,000. The City is a council-administrator form of government with the mayor elected at
large for a four year term and six City Councilmembers who are elected at large for four year terms.
Development activity in the original Gilroy town site dates back to the early 1800s, with the City formally
incorporating in 1870. Since then, the City experienced several annexations and growth periods
throughout the 20th and 21st centuries.
Information regarding the City and its organization, such as governmental structure, services provided,
the Current Operating and Capital Budgets, Annual Financial Reports, and the most recent
Comprehensive Fee Schedule, is available on the City website at www.cityofgilroy.org
The Public Works Department designs, builds, and maintains the City's water, wastewater, storm drain,
street, sidewalk, park, landscape, urban forest, and related infrastructure. The Department also reviews
new developments to ensure that all new public infrastructure is in compliance with City, State, and
Federal codes, regulations, and standards. The department oversees the capital budget and operation of
the South County Regional Wastewater Authority (SCRWA). SCRWA treats the wastewater for the Cities
of Gilroy and Morgan Hill and produces recycled water for South Santa Clara County. There are
budgeted 49 positions within the Department, with a budget of $7.2 million in the City’s General Fund,
and another $61.6 million in water and sewer funds, as well as other capital and special revenue funds in
addition to these.
The City is currently seeking proposals from qualified firms with experience in the preparation of
organizational assessments of municipal operations. The City is seeking proposals from firms to review
and assess the current organizational structure, operational functions, levels of staffing, budget,
contractors, current service levels, scheduling, and all other aspects of the Department’s operations. The
firm’s final report will make recommendations that will enhance the organizational operations for
current and future needs. The results should be in alignment with the City’s strategic goals.
Project Description
The project is to evaluate and make recommendations to improve the equitable, economical, and
effective performance of the Public Works Department in its charge to serve the residents of Gilroy
while also promoting accountability and transparency. The evaluation should identify areas in which the
department may improve value for stakeholders and residents and identify those opportunities. This
evaluation is also intended to promote transparency by affording all stakeholders input and insight into
the evaluation and suggestions for improving the outcomes of the department. The evaluation should
determine the appropriate service levels and best delivery methods to serve the residents and visitors of
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Gilroy. The selected firm will enter into a consultant services agreement with the City and under the
scope of services will:
Assess the current organization including staffing, turnover, contractors, budget, and current
level of service.
Compare the costs and levels of service with other similar municipalities.
Determine various levels of service for the various divisions within the Department relating to
their operations with costs associated for each level.
Provide a recommendation for staff size, organization, scheduling, and costs to service the
needs of the City.
Provide a recommendation of opportunities and challenges to attract talent for various
divisions.
Issuing Office
The City Administrator’s Office is the Issuing Office for this Request for Proposal (RFP) and the point of
contact for all process and contract questions as well as protests.
Issuing Office
City Manager’s Office
Bryce Atkins
Senior Management Analyst
7351 Rosanna Street
Gilroy, CA 95020
(408) 846-0210
(408) 846-0421 Fax
bryce.atkins@cityofgilroy.org
Anticipated RFP Schedule
The Administration Department anticipates the following general timeline for this RFP
and the schedule may change as necessary.
Issuance of RFP documents
November 24, 2021
Deadline for RFP questions and comments,
submitted by e-mail to
bryce.atkins@cityofgilroy.org
Response to questions available on website
5:00 p.m., PST, December 10, 2021
5:00 p.m., PST, December 15, 2021
Deadline for Proposal Submission
4:00 p.m., PST, December 31, 2021
Review of Submissions
January 7, 2021
Finalist Interviews/Presentations (if needed)
January 12, 2022
Notice of Intent to Award
January 14, 2022
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