Title
Civil Service Board Hearing Officers (Ordinance S-47038)
Description
Request to authorize the City Manager, or his designee, to amend Contract 141993 with Harold J. Merkow, Contract 141996 with Richard D. Fincher, Contract 141994 with Prudence Lee, and Contract 151594 with Mary Stevens, by extending the term of the contracts on a month-to-month basis for up to 12 months to provide continued Hearing Officer services to the Civil Service Board. Also request to authorize additional payment authority in the amount of $100,000, with a revised aggregate value of $400,000 (Ordinance S-42105). Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The City entered into contracts with the above referenced Hearing Officers on Dec. 1, 2015 to perform hearing officer duties including conducting hearings on Civil Service Board appeals and composing written reports stating findings and recommendation for the ultimate outcome of the appeal. The fifth year of the contracts will expire on Nov. 30, 2020. A Request for Qualifications was completed; however, an insufficient number of responsive submittals were received. The contract extension will allow time for the City to conduct a second procurement process and ensure there is no interruption of service.
Procurement Information
The Human Resources Department issued RFQu 20-120 on June 8, 2020 but an insufficient number of responsive submittals were received to provide Hearing Officer services to the Civil Service Board. Another Request for Qualifications will be issued in the near future and additional research and outreach will be conducted to attract a greater number of responsive offers.
In accordance with Administrative Regulation 3.10, a Determination Memo citing a need to extend the current contract beyond maximum option years was approved.
Contract Term
The original contract term was for a three-year period beginning on Dec. 1, 2015, with two one-year extension options exercised by the City. Approval of this request would extend the contracts on a month-to-month basis up until Nov. 30, 2021.
Financial Impact
Upon the approval of the additional payment authority of $100,000, the revised aggregate value will be $400,000 through the term of Nov. 30, 2021. Funds are available in the Human Resources Department's budget.
Concurrence/Previous Council Action
The initial contract was approved by City Council on Nov. 18, 2015.
Department
Responsible Department
This item is submitted by Deputy City Manager Toni Maccarone and the Human Resources Department.