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