2012-09-04_Supplemental Agenda Packet--Dossier de l'ordre du jour supplémentaire �
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City' of Saint John
Common Council bieeting
Tuesday, September 4, 2012
Location: Common Council Chamber
Supplemental to Agenda
1 .2 City Manager: City of Saint John Core Service Review
City of Saint John
Seance du conseil communal
Le Mardi 4 Septembre, 2012
Lieu : Salle du conseil communal
Ordre du jour supplementaire
1.2 Directeur General : Examen Complet des Services de Base
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His Worship Mayor Mel K. Norton Zhe Ciiy of sasni �uhn
and Members of Common Counci]
Your Worsl�ip and Members of Common Council :
SUBJECT: Proposa12012-092202P City of Saint John Core Service Review
PIJRPOSE
The purpose of this report is to recommend the City engage Performance Concepts Consulting
Inc. to provide consulting services to support a multi-year core service review.
Recommendations resulting from the core service review will be used to support Council in their
decision-making through the 2013 service-based budget process.
BACKGROUND
A core service review is a commonly used tool used by municipalities that will support Yhe City
in identifying what services should be delivered and how to best deliver those services. The
review is informed through a public engagement process to ensure community priorities are
reflected in the recommendations. On July 18, 2012, Council endorsed a Core Service Review
Terms of Reference and authorized the City Manager to issue a Request for Proposals for
consulting services to be engaged on an as-needed basis to support the proposed process.
An external sercice provider is expected to bring a fresh, unbiased view of the City' s service
offerings. This objectivity will support the credibility of review results and proposed changes to
City services. In summary, the external service provider will provide the following:
• Subject matter expertise required to achie� e review objectives including evaluation of the
City's current service offerings to determine the degree to which they are core,
assessment of service levels against comparable jurisdictions and public interest, and
presentation of alternative service delivery options to be considered as part of the budget
process.
• Facilitation of review and public engagement activities.
• Objective validation of review results and recommendations.
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M&C Proposal 2012-092202P Ciry of Saint John Core Service Review Page 2
ANALYSIS
A Request for Proposals closed on Thursday August 9, 2012 for the engagement of professional
services to support the City in conducting a multi-year core service review. The City received
four proposals from the following consulting companies.
• Ernst & Young
• Grant Thornton
• KPMG
• Performance Concepts Consulting Inc.
An evaluation team of City staff was formed to review and rate each submission. The team was
comprised of Jacqueline Hamilton, Commissioner of Strategic Services; Stephanie Rackley-
Roach, ManageY of CorpoYate Planning; Stacey Forfar, Community Planner; and Hilary
Nguyen, Assistant Comptroller. The team rated each proposal based on the quality and
completeness of the submission, consultant' s experience in completing the scope of work
ouflined in the Request for Proposals, proposed methodology, and cost. The team short-listed
proposals and requested an interview from each short-listed proponent.
On the basis of the analysis described above, the evaluation team is recommending that the City
engage Performance Concepts Consulting Inc. for consulting services to support the City in
eonducting a multi-year core service review. Perfonnance Concepts Consulting Ine. has
demonstrated experience and results in conducting service and operational reviews and
facilitaring public engagement activities, specifically in a local government context.
Performance Concepts Consulting Ine. has proposed an approach to the scope of work outlined
in the Request for Proposals that wi11 support Council in their decision-making, build capacity in
the organization to evaluate service delivery and implement improvements on a go-forward
basis, and provide added-value to the City in ensuring that service delivery is cost-effecti�e.
City staff has made Performance Coneepts Consulting Inc. aware of the importance of t1�is
initiative in supporting the timely approval of the 2013 budget and the need to manage costs
associated with the review to ensure planned deliverables can be aehieved. The evaluation team
is confident that Performance Concepts Consulting Inc. can achieve core service review and
public engagemenY objeetives on time and within budget.
FINANCIAL IMPLICATIONS
When Council endorsed the Terms of Reference for the Core Service Review, they approved a
budget envelope of $50,000 to $75,000. The proposed cost estimate for Performance ConcepYs
Consulting Inc. to complete the scope of work outlined in the Request for Proposals including
both the care serviee review and facilitation of public engagement activities is $67,500 plus HST
for 2012. City staff will be back to Council for budget approval far subsequent years of the core
service review. The proposed cost estimate for 2012 is within the Council approved budget
envelope. As indicated to Couneil previously, fixnds are available within the Strategic Services
budget.
M&C Proposa12012-092202P City of Saint 7olm Core Service Review Page 3
RECOMMENDATION
IC is recommended that:
1 . The proposal submitted by Performance Concepts Consulting Inc. dated August 9, 2012
in response to Request for Proposal 2012-092202P City of Saint John Core Sen ice
Review be accepted and a contract awarded to Performance Concepts Consulting Inc. in
the amount of $67,500 plus taxes; and
2. The Mayor and Common Clerk be authorized to execute the necessary documents.
Respectfully submitted,
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Stephanie Rackley-Roach, PEng.
Manager, Corporate Planning
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Ja queline Hainilton, MCIP RPP
� C missioner, Strategic Services
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f/ J. Patrick Woods, CGA
-��� City Manager