HomeMy WebLinkAbout15.F.5. Consulting Services-Tracy Schaefer
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CITY OF SHAKOPEE
Memorandum CONSENT
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: Consulting Services - Tracy Schaefer
DATE: October 14, 2004
INTRODUCTION:
The Council is asked to consider hiring Tracy J. Schaefer of the law firm of Bradley and
Guzzetta, to provide consulting services for two projects contemplated for the City:
Digital Imaging in the City Clerk's office, and refuse/recycling contract awarding or
renewal for the City.
BACKGROUND:
The City employed Tracy Schaefer in the position of Assistant to the City Administrator
until her departure in September 2004, when she accepted a position with a St. Paul law
firm.
Ms. Schaefer was involved with several projects at the time of her departure. Two items
which have a finite end and for which there is a need for assistance in implementation
are:
1. Digital Imaging Consulting Services
2. Refuse/Recycling Renewal Negotiation
Digital Imaging:
Communication needs and community demands for the city have changed and evolved.
Nearly three years ago the City Clerk's Office began researching how to better serve the
City of Shakopee. Realizing that old systems of paper filing and transferring documents
to microfilm were outdated, expensive and took up a lot of space, the City Clerk's Office
sought out electronic options to better keep its city records.
A city "records" committee was established, that consisted of City staff. The Committee
realized that it needed to request funding from City Council to pursue implementing a
digital imaging system. After many months of researching cost estimates, different
imaging systems and analyzing the city needs, City Clerk Judy Cox presented a budget
request to the City Council to move forward with acquiring a digital imaging system.
City Council concurred and approved the funding to implement the digital imaging
system and a part-time staff person in the City Clerk FY2004.
The Digital Imaging Committee determined that a system should be purchased and first
deployed in the Building Department, due to the high number of building documents
submitted each year. It could then be implemented in the Clerks office, followed by
other city departments, as time permits.
The digital imaging project was put on hold due to the recent staffing changes. Because
of the administrative and technical components of this project, the Committee agreed that
a project manager needed to be assigned to ensure successful selection of software,
hardware, vendor(s) and implementation of the new digital system.
It is recommended that Ms. Schafer be contracted to be the project manager for the
proposed digital imaging system. She has a thorough understanding of the history of the
project and its complex nature to ensure a timely and successful completion.
Refuse/Recycling Contract Review:
The existing contract with Dick's Sanitation expires in 2006. Staff's recommendation is
that staffbe authorized to explore a possible negotiated renewal with Dick's,
commencing very early in 2005. That way, ifthere is an inability to negotiate something
acceptable to the City, it would provide sufficient time in which to seek proposals from
other vendors. By that time, Dick's will have served the City for the previous five years.
Ms. Schaefer has attained a regional reputation for innovation and excellence in the field
of solid waste and recycling, and we feel that her assistance would be very important in
negotiating the most favorable terms for the City. Her consulting assistance will greatly
supplement existing staff.
We do acknowledge that there will be need for discussion as to the alternatives to
outright renewal.
BUDGET IMPACT:
The fees proposed by Bradley & Guzzetta would be a flat fee not to exceed $8,350.
$2,650 of that would be for the refuse/recycling renewal, and $5,700 for digital imaging.
Given the estimated number of hours needed to completes these projects, the "not to
exceed" amount is about one-half ofthe normal rate that would be charged. Work items
outside of the scope ofthis contact would be at $110 per hour, which is still a discount
from her normal rate.
We would also note that at the workshop meeting on budget issues on October 26th,
presentation is expected to be made regarding the replacement ofthe Assistant to the City
Administrator position. It is unlikely that there would be a recommendation to seek a full
time person that would have these particular areas of expertise immediately.
Funding for this would come from the Administration budget, which, by the vacancy in
the Assistant to the City Administrator position now, could be funded through a budget
amendment.
RECOMMENDATION:
I recommend that the proposal as provided by Bradley & Guzzetta be approved.
It should also be noted that at a future Council meeting, the Council might also be asked
to consider an additional consulting contract with Bradley & Guzzetta for cable television
administration assistance. The reason that that would be considered separately is that that
would be an ongoing relationship, whereas the solid waste and digital imaging assistance
is expected to be no longer needed after 12 months.
ACTION REQUIRED:
Ifthe Council concurs, it should, by motion, accept the proposal of Bradley & Guzzetta,
to have consulting services provided by Tracy Schaefer for assistance in digital imaging
and refuse/recycling contract award or renewal, at a cost not to exceed $8,350.
llLJ ~
Mark McNeill
City Administrator
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Submitted to:
City of Shakopee
Mayor & City Council
Mark McNeill, City Administrator
129 South Holmes Street
Shakopee. MN 55379
Respectfully Submitted by:
Ms. Tracy J. Schaefer, Senior Project Manager
Bradley & Guzzetta, LLC
950 Piper Jaffray Plaza
444 Cedar Street
Saint Paul, MN 55101
P /651-379-0900
F /651-379-0999
October 13, 2004
,
Proposal to Provide Digital Imaging & Refuse/
Recycling Contract A ward or Renewal Services
BRADLEY & GUZZETTA, LLC
Introduction
Thank you for asking our firm to prepare a proposal for the provision of providing digital
imaging and refuse/recycling contract award or renewal services for the City of Shako pee (the
"City"). Bradley & Guzzetta ("B&G") believes that ourfirm can assist the City of Shakopee in
providing high quality services for its residents and keeping costs low. B&G's staff has
significant experience in preparing RFPs, contracts and project management. By engaging B&G
in implementing digital imaging services and renewing its refuselrecycling contract, the City will
save thousands of dollars on professional services while continuing to move forward with its
important community goals and objectives.
Project Manager's Digital Imaging Duties
1. Prepare digital imaging RFP, in consultation with city staff and city legal staff. RFP
will include options for purchasing and installation of digital imaging software,
software maintenance agreement, leasing and/or buying options of equipment and
options for outsourcing scanning of city documents, if needed.
2. Submit detailed digital imaging RFP and project timeframe for City Council
approval.
3. Send out RFPs to appropriate vendors. and manage RFP process, including receiving
and responding to all inquires from vendors.
4. Provide summary of proposals and review submitted vendor proposals with
appropriate city staff.
5. After consultation with city staff, make a vendor and digital imaging options Le.:
buying, leasing, outsourcing, etc. recommendation to City Council.
6. Write digital imaging contract(s), in consultation with Kennedy & Graven (city
assumes any legal contract review expenses, which should be very minimal), before
City Council approval.
7. Work with City Clerk's Office to develop internal city indexing/workflow system to
implement after vendor is chosen and equipment is purchased.
BRADLEY & GUZZETTA, LLC Page 1
Proposal to Provide Digital Imaging & Refuse/
Recycling Contract Award or Renewal Services
10/14/2004
8. Conduct city department needs assessment for future needs, as it applies to indexing
and workflow system.
9. Prepare regular or as needed written or in person briefings for City Council and
primary staff contacts.
10. Attend meetings as necessary with City staff, including City Council meetings.
11. It is estimated to receive proposal responses, purchase/lease equipment and software
and implement new workflow system that it should take roughly 6 months to
complete. Although the implementation process should be completed in 6 months,
the maintenance contract agreement is estimated to last for at least 12 -months, B&G
will be available for contact and resolving issues with vendor(s) on issues throughout
the first 12-month software maintenance agreement.
12. Implement new digital imaging system in the Building Department and City Clerk's
Office. The RFP and contract will be developed for deployment in other city
departments, which will be handled internally by city staff, as time permits.
13. Serve as overall project manager to ensure successful vendor selection and
appropriate means for current and future city needs.
14. Undertake any other tasks reasonably delegated by the City primary staff contact.
Proposed Refuse/Recycling Contract Awarding or Renewal Services
1. Conduct city department needs assessment for current and future city building and
property refuse/recycling needs that may need to be addressed in the refuse/recycling
contract(s) .
2. Prepare refuse/recycling services "proposal," in consultation with city staff and city
legal staff. "Proposal" will adjust for new laws and community and city needs.
3. Work with Scott County to try to obtain SCORE funding for recycling containers to
keep recycling contract prices low.
BRADLEY & GUZZETTA, LLC Page 2
Proposal to Provide Digital Imaging & Refuse/
Recycling Contract A ward or Renewal Services
10/14/2004
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4. Research outside funding sources such as grants or reimbursements for citywide
refuse contracts.
5. Contact Hennepin County Processing, other processing facilities and MN landfills to
obtain pricing for refuse processing/land filling costs for 5-year or longer contract(s).
6. Submit detailed refuse/recycling options and "proposal" summary to appropriate city
staff.
7. After consultation with city staff, make a refuse/recycling renewal or contract
option(s) (renew, RFP, open system) recommendation to City Council.
8. Negotiate the renewal or contract of refuse/recycling agreement.
9. Write and negotiate the renewal or awarding of the refuse/recycling contract(s) with
vendor, Hennepin County or other processing or land filling vendors or other contacts
as necessary, in consultation with Kennedy & Graven (city assumes any legal
contract review expenses, which should be very minimal), before City Council
approval.
10. Prepare regular or as needed written or in person briefings for City Council and
primary staff contacts.
11. Attend meetings as necessary with City staff, including City Council meetings.
12. Respond to resident or business questions/complaints to the recycling/refuse renewal
process.
13. In the event a decision is made to renew with the existing provider, notify inform
other refuse haulers and community members that have requested advance notice of
the city's intent to renew the refuse/recycling contract, to ensure community
feedback.
14. Work with the local media to promote a positive message about the awarding/renewal
process and work diligently to have the correct information be communicated with
the residents.
BRADLEY & GUZZETTA, LLC Page 3
Proposal to Provide Digital Imaging & Refuse/
Recycling Contract A ward or Renewal Services
10/14/2004
15. It is estimated to receive proposal responses and negotiate terms and conditions of the
contract(s) with outside contractors, it should take roughly 6 months to complete.
Although the implementation process should be completed in less than 6 months,
many times, city staff, contractors or residents have contract questions that are
estimated to last for at least 12 -months after Council approval of the refuse/recycling
contract. B&G will be available for contact and resolving issues with contractor(s)
and city staff on issues throughout the first 12-months of the refuse/recycling
contract.
16. Serve as overall project manager to ensure successful contract renewal and
appropriate means for current and future city needs.
17. Undertake any other tasks reasonably delegated by the City primary staff contact.
BRADLEY & GUZZETTA, LLC Page 4
Proposal to Provide Digital Imaging & Refuse/
Recycling Contract A ward or Renewal Services
10/14/2004
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Fees
In consideration of both services to be performed as outlined above, B&G proposes that the City
pay B&G a flat fee. not to exceed, of $8,350. Costs are roughly $2,650 for refuse/recycling
renewal and $5,700 for Digital Imaging. Considering the time line outlined above, B&G will bill
the city for the proposed services during the first 6 months, to coincide with the 6-month
implementation dates. If the City Council chooses to send out a formal RFP to refuse haulers in
the Twin Cities, a new price for the refuselrecyc1ing portion would need to be negotiated. The
price reflects contract renewal not a formal RFP process.
Mileage will not be charged to meetings at Shako pee city buildings or Scott County Workforce
Center. B&G staff will coordinate schedules to minimize any mileage charges for any meetings
that are not located .at City Hall or Scott County Workforce Center. Disbursements (Federal
Express, courier services, subcontractors, postage, supplies, long distance telephone) . will be
charged at an actual cost basis.
Fees and Hourly Billing Rates for Uncovered Digital Imaging and Refuse/ Recycling
Contract Renewal Services
Although B& G does not expect any additional work outside the scope of this proposal for the
above projects, the following rate will apply for all hourly work not covered by this proposal for
the above two projects:
Professional Standard Hourly Shakopee Rate Cost Savings
Senior Project Manager $135.00 . $110.00 $25.00
Conclusion
Thank you for asking our firm to submit this proposal. B&G would welcome the opportunity to
discuss it further with the appropriate member City officials. B&G is in a unique position to
save the City a considerable amount of money and at the same time enhance city services.
Respectfully Submitted,
Dated: October 13, 2004 Bradley & Guzzetta, LLC
Tracy]. Schaefer, Senior Project Manager
BRADLEY & GUZZETTA, LLC Page 5
Proposal to Provide Digital Imaging & Refuse/
Recycling Contract A ward or Renewal Services
10/14/2004
Tracy j. Schaefer, Senior Project Manager
Tracy Schaefer is the Senior Project Manager for Bradley & Guzzetta, LLC. Ms. Schaefer
assists public and private entities with telecommunications planning, contracting,' fiscal
. administration and organizational development.
Ms. Schaefer has a wealth of experience in municipal telecommunications planning. . Her
experiences include the design, development and implementation of institutional networks (1-
Nets), V oIP, cable/telecommunication _ commission planning and reorganization and cable
franchising. Ms. Schaefer recently developed. and coordinated a nationally recognized fiber 1-'
Net using VoIP technology that is owned and used by the City of Shakopee, Minnesota, Scott
County, and the local school district. The I-Net is projected to create a significant savings to the
public, while providing state-of-the-art technologies to all of the public entities. Ms. Schaefer's
fiber I-Net and VoIP system were featured in the NATOA Journal of Municipal
Telecommunications Policy due to the I-Net's innovative nature and successful completion.
Ms. Schaefer has significant experience in Public Administration. She has worked closely with
cities on determining the viability of projects, performing cost-benefit analyses and cable needs
assessments, and making successful recommendations before decision-making bodies. Working
with decision-making bodies and staff, she has developed joint powers agreements, RFPs, capital
improvement plans (CIPs), short-term and long-term budgets, refuse/recycling contracts, police
service contracts, labor union contracts, building project management, municipal service
contracts and purchasing agreements. Ms. Schaefer's cutting-edge refuse and recycling contract
has been featured in a number of professional refuse and recycling journals as a model document
for the country.
Ms. Schaefer is also a leader in civic ~d professional associations. She serves with other urban
management professionals in the International City Manager's Association (ICMA) and
Minnesota City/County Management Association (MCMA). She also served as an officer with
the Association of Public Management Professionals (APMP) and was named Assistant of the
Year twice by APMP. She is President of the Winona State University Alumni Board . of
Directors and is also a member of NA TOA and MACT A.
Prior to joining the Firm, Ms. Schaefer served the City of Shakopee as the Assistant to the City
Administrator. Ms. Schaefer has also held positions with the cities of Winona, MN, Sugar
Grove, IL (Chicago suburb) and Ottawa, IL, and she worked on the Minnesota tobacco litigation
under then Attorney General Hubert "Skip""Humphrey III. Ms. Schaefer graduated with honors
from Northern Illinois University with a Masters of Public Administration (MPA) degree in
urban management with a strong focus on fiscal administration. She graduated magna cum .
'::Jude with a Bachelor of Science degree in Economics and Public Administration from Winona
'-ate University.
BRADLEY & GUZZETTA, LLC Page 6 .
Proposal to Provide Digital Imaging & Refuse/
Recycling Contract A ward or Renewal Services
10/14/2004
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