HomeMy WebLinkAbout2001-10-02 - AGENDA REPORTS - SOLID WASTE AUDIT CONTR (2)CITY OF SANTA CLARITA
AGENDA REPORT
UNFINISHED BUSINESS
DATE: October 2, 2001
City Manager Appro�al u
Item to be presented by: Cameron Sm
vt
SUBJECT: SOLID WASTE HAULER AUDIT AWARD OF CONTRACT
DEPARTMENT: City Council
RECOMMENDED ACTION
1. City Council award solid waste audit contract to the firm presented by the Solid Waste
Audit Committee, and authorize an expenditure equal to the costs for providing auditing
services as outlined in the successful proposal pending negotiation with the successful firm.
2. Authorize an expenditure of $24,596 for legal services provided by Burke, Williams and
Sorensen LLP. Funds for the audit and legal services have been budgeted in the City
Council's contingency account 1240-7401.
3. Authorize the Mayor or designee to execute all documents, subject to the City Attorney
approval.
BACKGROUND
On August 13, the City Council's Solid Waste Audit Committee mailed out Request for
Proposals (RFP) to 14 firms that conduct audits of municipal solid waste franchises. On
August 27, the Solid Waste Audit Committee held a mandatory pre -proposal conference where
all potential audit firms had an opportunity to ask questions and seek clarification on issues
regarding the RFP. Ten firms were present at the conference. Finally, on August 19, the
following five firms submitted proposals to the Solid Waste Audit Committee:
1. KPMG
2. Brown, Vence and Associates
3. Green, Hasson, and Janks LLP
4. Ernst & Young LLP
5. David Evans and Associates
Copies of the proposals were placed in confidential envelopes so that the City Council would
have an opportunity to review the RFP's prior to the Solid Waste Committee making a
recommendation. The Solid Waste Audit Committee finalized the review and developed a
recommendation based on the Council's input. The final recommendation is going to be
presented at tonight's Special City Council meeting.
Agenda Item:
SOLID WASTE HAULER AUDIT AWARD OF CONTRACT
October 2, 2001— Page 2
Once the audit firm is chosen, the Council may decide to negotiate a contract in order to refine
the scope of the services called out in the RFP and the costs that were proposed. This will
better define the services that the Council is willing to purchase and the outcome that the Solid
Waste Audit Committee is expecting. As a result, it is necessary to appropriate funds to
complete the audit and pay for associated legal services. Funds from the City Council
contingency account will need to be appropriated specifically for this purpose.
ALTERNATIVE ACTION
1. The City Council may start the process over by re -soliciting proposals from qualified firms
2. Other action as determined by the City Council.
FISCAL IMPACT
The fiscal impact will be determined by the final negotiated cost of the contract with the firm
that is selected by the City Council. The funds to cover costs will be appropriated from the City
Council contingency account 1240-7401. An additional $24,596 will be added in addition to the
cost of the audit contract to cover legal fees. Legal fees could be higher if it is determined that
further work is necessary of the special counsel; however, the current estimate is expected to
cover the legal expenses though the audit period.
ATTACHMENTS
None.
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council \ Solid W asteAuditC.Uact