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HomeMy WebLinkAboutLate Communication - 12-14-2023 General Legal Services Ad Hoc Committee Item No. 1 PPPGeneral Legal Services Ad Hoc Committee Purchasing Options/Methods Ruth Zintzun Finance and Procurement Manager December 14, 2023 2 •Legal Service Categories •Solicitation and Contract Structure •Evaluation Process •Schedule •Next Steps Topics to Discuss •General Legal Services •Woodruff, Spradlin & Smart •Human Resources •Liebert Cassidy Whitmore •Payne & Fears •Various specialists, as needed •Specialized Legal Services •As needed •When General Legal has conflict Current Legal Services 3 •Special District Law •Public Works •Environmental Law •Contracts •Utility Rate Setting •Water Law •Real Estate and Related Legal Services Categories 4 Contractors Reporting to the Board •Allowable by Ordinance, OC SAN-61 Section 3.03 B •Selected by the Board •Report directly to the Board •Board conducts performance reviews •Not required to follow OC San purchasing procedures •OC San purchasing process is still recommended Contractors Reporting to Staff •Selected through OC San purchasing procedures •Report to staff contract manager •Staff monitor performance and manage contract Contractor Reporting Structure 5 Request for Information (RFI) •Information gathering from potential firms •Intended to narrow down a list of potential candidates •Help identify differences among firms •Not a selection process Request for Proposal/Qualifications (RFP/RFQ) •Contractor selection process •Scope of work and desired outcomes are known Type of Requests 6 EDUCATE COMPARE AND SELECT 7 Selection based on best value RFQ •Qualifications of firm •Proposed staffing and project organization •Work plan •Optional interviews RFP •RFQ + Cost RFP or RFQ Procurement Process 01 03 05 07 02 04 06 Identification of Need Solicitation Development Evaluate Proposals Finalize and Award Obtain Appropriate Approvals Conduct Solicitation 08 Program Management Choose Relevant Procurement Method Single 1 firm with multiple disciplines Pros: •OC San familiarity •Consistency •Single contract to manage Cons: •Less diversification How Many Firms? Single SingleMultiple Various firms with specialties Pros: •Diversification •Range of opinions •Subject matter expertise Cons: •Program management •Varying interpretation of law Multiple 9 10 Multiple Firm Structure Special District Law Public Works Contracts Environmental Law Utility Rate Setting Water Law Real Estate and Related Evaluation Process 11 Qualifications of Firms Staff Qualifications Understanding of Work Written Proposals Qualifications of Firms Staff Qualifications Understanding of WorkInterviews Original Proposal Best and Final Offer (BAFO)Costs Responsiveness and Responsibility Evaluation Panel 12 OC San Staff – Department HeadsWritten Proposals Ad Hoc Committee Members and General ManagerInterviews QuantitativeCosts Responsiveness and Responsibility OC San Staff - Procurement AGM 13 Timeline Description Date Solicitation Development November – January Active Solicitation February – March Evaluation March – May Negotiations May Contract Award June New Contract Effective July •Procurement method •Single or multiple contracts •Contract duration Discussion Items 14 •Update Steering Committee and Board of Directors on Ad Hoc Committee recommendations •Schedule next Ad Hoc Committee meeting •Develop scope of work •Begin developing solicitation package Next Steps 15