Loading...
HomeMy WebLinkAbout07-147 1 Resolution No. 07-147 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH SIKICH, L.L.P. TO CONDUCT AN ANALYSIS OF THE CITY'S DEVELOPMENT REVIEW PROCESS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Olufemi Folarin, City Manager, and Jennifer Quinton, Acting City Clerk, be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Sikich,L.L.P.to conduct an analysis of the city's development review process,a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock,Mayor Presented: June 13, 2007 Adopted: June 13, 2007 Vote: Yeas: 7 Nays: 0 Attest: s/Jennifer Quinton Jennifer Quinton, Acting City Clerk 1 r a AGREEMENT THIS AGREEMENT is made and entered into this lay of ,2007,by and between the CITY OF ELGIN, an Illinois municipal corporation (herein er referred to as "CITY") and SIKICH, L.L.P, a corporation organized and existing under the laws of the State of , (hereinafter referred to as the"CONSULTANT"). WHEREAS,the CITY desires to engage the CONSULTANT to furnish certain professional services to conduct an analysis of the City's development review process (hereinafter referred to as the "PROJECT") and WHEREAS,the CONSULTANT represents it has the necessary expertise and experience to furnish such services upon the terms and conditions set forth herein below. NOW,THEREFORE,it is hereby agreed by and between the CITY and the CONSULTANT that the CITY does hereby retain the CONSULTANT for and in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby acknowledged, to act for and represent it in the matters involved in the PROJECT as described in this Agreement, subject to the following terms and conditions and stipulations,to-wit: 1. SCOPE OF SERVICES A. All work hereunder shall be performed under the direction of the City's Assistant City Manager(hereinafter referred to as the"SUPERVISOR"). B. CONSULTANT shall provide the services for the PROJECT as outlined in the CONSULTANT'S Scope of Services document entitled" dated ,consisting of_pages,a copy of which is attached hereto and made a part hereof as Exhibit 1. In the event of any conflict between the terms of this Agreement and the terms contained within Exhibit 1, the terms of this Agreement shall control. 2. SCHEDULE The CONSULTANT shall provide the services for the PROJECT according to the schedule as set forth in Exhibit 1. 3. WORK PRODUCTS All work products prepared by the CONSULTANT pursuant hereto including, but not limited to,reports,designs,calculations,work drawings,plans,design documents,probable construction costs, floor plans, elevations and sections, renderings, studies, photographs, models and recommendations shall be the property of the CITY and shall be delivered to the CITY upon request of the SUPERVISOR provided,however,that the CONSULTANT may retain copies of such work products for its records. Such work products are not intended or represented to be suitable for reuse by the CITY on any extension to the PROJECT or on any other project, and such reuse shall be at the sole risk of the CITY without liability or legal exposure to the CONSULTANT. 4. PAYMENTS TO THE CONSULTANT A. For services provided by the CONSULTANT pursuant to this Agreement the CONSULTANT shall be reimbursed by the CITY at the direct hourly rate of their personnel employed on the PROJECT a total fee not to exceed$86,000 regardless of the actual time expended or the actual costs incurred by the CONSULTANT,unless substantial modifications to the Scope of Work are authorized by way of written amendment to this Agreement approved by the City Council of the City. B. The City shall also reimburse the CONSULTANT for travel expenses and production costs associated with the PROJECT in the amount of the actual costs for same incurred by the CONSULTANT with the total amount of such costs not to exceed C. The CITY shall make periodic payments to the CONSULTANT based upon actual progress within 30 days after receipt and approval of invoice. Full payment for each task shall not be made until the task is completed and accepted by the SUPERVISOR. 5. INVOICES A. The CONSULTANT shall submit invoices in a format approved by the CITY. B. The CONSULTANT shall maintain records showing actual time devoted and cost incurred. The CONSULTANT shall permit the authorized representative of the CITY to inspect and audit all data and records of the CONSULTANT for work done under this Agreement. The CONSULTANT shall make these records available at reasonable times during the Agreement period,and for a year after termination of this Agreement. 6. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof,the CITY may terminate this Agreement at any time upon fifteen(15)days prior written notice to the CONSULTANT.In the event that this Agreement is so terminated, the CONSULTANT shall be paid for services actually performed and reimbursable expenses actually incurred prior to termination, except that reimbursement shall not exceed the amounts set forth under Paragraph 4 above. 7. TERM This Agreement shall become effective as of the date the CONSULTANT are given a notice to proceed and, unless terminated for cause or pursuant to Article 5, shall be deemed concluded on the date the CITY determines that all of the CONSULTANT'S work under this agreement is completed. A determination of completion shall not constitute a waiver of any rights or claims which the CITY may have or thereafter acquire with respect to any term or provision of the Agreement. 8. NOTICE OF CLAIM If the CONSULTANT wishes to make a claim for additional compensation as a result of action taken by the CITY,the CONSULTANT shall give written notice of his claim within 15 days after occurrence of such action. No claim for additional compensation shall be valid unless so made. Any changes in the CONSULTANT'S fee shall be valid only to the extent that such changes are included in writing signed by the CITY and the CONSULTANT. Regardless of the decision of the SUPERVISOR relative to a claim submitted by the CONSULTANT, all work required under this Agreement as determined by the SUPERVISOR shall proceed without interruption. - 2 - 1 . 9. BREACH OF CONTRACT If either party violates or breaches any term of this Agreement,such violation or breach shall be deemed to constitute a default, and the other party has the right to seek such administrative, contractual or legal remedies as may be suitable to the violation or breach; and, in addition, if either party,by reason of any default, fails within fifteen(15)days after notice thereof by the other party to comply with the conditions of the Agreement,the other party may terminate this Agreement. 10. INDEMNIFICATION To the fullest extent permitted by law,CONSULTANT agrees to and shall indemnify,defend and hold harmless the CITY,its officers, employees, agents,boards and commissions from and against any and all claims, suits, judgments, costs, attorneys fees, damages or other relief,including but not limited to workers compensation claims,in any way resulting from or arising out of negligent actions or omissions of the CONSULTANT in connection herewith,including negligence or omissions of employees or agents of the CONSULTANT arising out of the performance of this Agreement. In the event of any action against the CITY,its officers,employees,agents,boards or commissions,covered by the foregoing duty to indemnify,defend and hold harmless such action shall be defended by legal counsel of the CITY'S choosing. The provisions of this paragraph shall survive any completion,expiration and/or termination of this agreement. 11. NO PERSONAL LIABILITY No official, SUPERVISOR, officer, agent or employee of the CITY shall be charged personally or held contractually liable under any term or provision of this Agreement or because of their execution, approval or attempted execution of this Agreement. 12. INSURANCE A. Comprehensive Liability. The CONSULTANT shall provide,pay for and maintain in effect, during the term of this Agreement, a policy of comprehensive general liability insurance with limits of at least$1,000,000 aggregate for bodily injury and $1,000,000 aggregate for property damage. The CONSULTANT shall deliver to the SUPERVISOR a Certification of Insurance naming the CITY as additional insured. The policy shall not be modified or terminated without thirty(30)days prior written notice to the SUPERVISOR. The Certificate of Insurance which shall include Contractual obligation assumed by the CONSULTANT under Article 10 entitled"Indemnification" shall be provided. This insurance shall apply as primary insurance with respect to any other insurance or self-insurance programs afforded to the CITY. There shall be no endorsement or modification of this insurance to make it excess over other available insurance, alternatively, if the insurance states that it is excess or prorated,it shall be endorsed to be primary with respect to the CITY. B. Comprehensive Automobile Liability. Comprehensive Automobile Liability Insurance covering all owned,non-owned and hired motor vehicles with limits of not less than$500,000 per occurrence for damage to property. - 3 - C. Combined Single Limit Policy. The requirements for insurance coverage for the general liability and auto exposures may be met with a combined single limit of $1,000,000 per occurrence subject to a$1,000,000 aggregate. D. Professional Liability. The CONSULTANT shall carry Professional Liability Insurance Covering claims resulting from error, omissions or negligent acts with a combined single limit of not less than$1,000,000 per occurrence. A Certificate of Insurance shall be submitted to the SUPERVISOR as evidence of insurance protection. The policy shall not be modified or terminated without thirty(30)days prior written notice to the SUPERVISOR. 13. NONDISCRIMINATION In all hiring or employment made possible or resulting from this Agreement,there shall be no discrimination against any employee or applicant for employment because of sex,age,race, color,creed,national origin,marital status,of the presence of any sensory,mental or physical handicap, unless based upon a bona fide occupational qualification, and this requirement shall apply to, but not be limited to, the following: employment advertising, layoff or termination,rates of pay or other forms of compensation and selection for training,including apprenticeship. No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex,race,color, creed,national origin, age except minimum age and retirement provisions, marital status or the presence of any sensory,mental or physical handicap. Any violation of this provision shall be considered a violation of a material provision of this Agreement and shall be grounds for cancellation, termination or suspension, in whole or in part, of the Agreement by the CITY. 14. ASSIGNMENT AND SUCCESSORS This Agreement and each and every portion thereof shall be binding upon the successors and the assigns of the parties hereto; provided, however, that no assignment shall be made without the prior written consent of the CITY. 15. DELEGATIONS AND SUBCONTRACTORS Any assignment,delegation or subcontracting shall be subject to all the terms,conditions and other provisions of this Agreement and the CONSULTANT shall remain liable to the CITY with respect to each and every item,condition and other provision hereof to the same extent that the CONSULTANT would have been obligated if it had done the work itself and no assignment, delegation or subcontract had been made. Any proposed subcontractor shall require the CITY'S advanced written approval. 16. NO CO-PARTNERSHIP OR AGENCY This agreement shall not be construed so as to create a partnership, joint venture, employment or other agency relationship between the parties hereto. 17. SEVERABILITY - 4 - The parties intend and agreed that, if any paragraph, sub-paragraph,phrase,clause or other provision of this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all other portions of this Agreement shall remain in full force and effect. 18. HEADINGS The headings of the several paragraphs of this Agreement are inserted only as a matter of convenience and for reference and in no way are they intended to define,limit or describe the scope of intent of any provision of this Agreement,nor shall they be construed to affect in any manner the terms and provisions hereof or the interpretation or construction thereof. 19. MODIFICATION OR AMENDMENT This Agreement and its attachments constitutes the entire Agreement of the parties on the subject matter hereof and may not be changed,modified,discharged or extended except by written amendment duly executed by the parties. Each party agrees that no representations or warranties shall be binding upon the other party unless expressed in writing herein or in a duly executed amendment hereof, or change order as herein provided. 20. APPLICABLE LAW This Agreement shall be deemed to have been made in,and shall be construed in accordance with the laws of the State of Illinois. Venue for the resolution of any disputes or the enforcement of any rights pursuant to this agreement shall be in the Circuit Court of Kane County, Illinois. 21. NEWS RELEASES The CONSULTANT may not issue any news releases without prior approval from the SUPERVISOR, nor will the CONSULTANT make public proposals developed under this Agreement without prior written approval from the SUPERVISOR prior to said documentation becoming matters of public record. 22. COOPERATION WITH OTHER CONSULTANT The CONSULTANT shall cooperate with any other CONSULTANT in the CITY's employ or any work associated with the PROJECT. 23. INTERFERENCE WITH PUBLIC CONTRACTING The CONSULTANT certifies hereby that it is not barred from bidding on this contract as a result of a violation of 720 ILCS 5/33E et seq.or any similar state or federal statute regarding bid rigging. 24. SEXUAL HARASSMENT As a condition of this contract, the CONSULTANT shall have written sexual harassment policies that include, at a minimum, the following information: A. the illegality of sexual harassment; B. the definition of sexual harassment under state law; C. a description of sexual harassment, utilizing examples; - 5 - • D. the vendor's internal complaint process including penalties; E. the legal recourse,investigative and complaint process available through the Illinois Department of Human Rights, and the Illinois Human Rights Commission; F. directions on how to contact the department and commission; G. protection against retaliation as provided by Section 6-101 of the Human Rights Act. A copy of the policies must be provided to the Department of Human Rights upon request 775 ILCS 5/2-105. 25. COMPLIANCE WITH LAWS Notwithstanding any other provision of this Agreement it is expressly agreed and understood that in connection with the performance of this Agreement that the CONSULTANT shall comply with all applicable Federal,State,City and other requirements of law,including,but not limited to, any applicable requirements regarding prevailing wages, minimum wage, workplace safety and legal status of employees. CONSULTANT shall also at its expense secure all permits and licenses,pay all charges and fees and give all notices necessary and incident to the due and lawful prosecution of the work,and/or the products and/or services to be provided for in this Agreement. 26. WRITTEN COMMUNICATIONS All recommendations and other communications by the CONSULTANT to the SUPERVISOR and to other participants which may affect cost or time of completion shall be made or confirmed in writing. The SUPERVISOR may also require other recommendations and communications by the CONSULTANT be made or confirmed in writing. 27. NOTICES All notices, reports and documents required under this Agreement shall be in writing and shall be mailed by First Class Mail,postage prepaid, addressed as follows: A. As to CITY: Sean R. Stegall, Assistant City manager City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 With a copy to: William A. Cogley, Corporation Counsel City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 - 6 - Jun 01 2007 11 : 17AM HP LASERJET FAX p. 1 B. As to CONSULTANT: Larry Maholland Sikich L.L.P, 998 Corporate Boulevard Aurora, IL 60502 1N WITNESS WHEREOF,the undersigned have placed their hands and seals upon and executed this Agreement in triplicate as though each copy hereof was an original and that there are no other oral agreements that have not been reduced to writing in this statement. FOR THE CITY: FOR THE CONSULTANT: SIKICH L.L.P. By: -... ity lager Attest: City er F:\Legal Dept\Agreement\Slkich-DevRevProcess.doc • EXHIBIT 1 SCOPE OF SERVICES AND PROJECT SCHEDULE - 8 - CITY OF ELGIN ELGIN, ILLINOIS PROPOSAL TO ANALYZE CITY OF ELGIN'S DEVELOPMENT REVIEW PROCESS Sikich'u Certified Public Accountants & Advisors 998 Corporate Blvd. Aurora, Illinois 60502 (630) 566-8400 February 16, 2006 Contact: Larry W. Maholland • Table of Contents Pages) Title page 1 Table of contents 2 Transmittal letter 3 Proposal Overview 4 Approach 4-7 Work plan 7 Engagement Team • 8 Sikich, LLP 8 Client Responsibilities 9 Bibliographies Larry Maholland 10 Megan Pierce 11 Client references 12 Certification requirements 13-16 Fees (Under separate cover) • A Sikich LLP 2 • • TM Certified Public Accountants &Advisors Members of American Institute of Certified Public Accountants& Illinois CPA Society Mr. Sean Stegall Assistant City Administrator City of Elgin 150 Dexter Court Elgin, IL 60120 Dear Sean: Sikich LLP is pleased to submit a proposal for consulting services to the City of Elgin (the City). We believe our qualifications and experience are particularly well suited for this type of engagement. Our breadth of experience in local government management, process improvement and performance measurement is especially notable. Elgin is in the enviable position of trying to better manage burgeoning community development. It is a challenge many communities wish they had. While it may sustain this growth for some time, it has recognized that providing efficient and effective development processes will further enhance its ability to compete for those developments which Elgin believes will best enhance its long-term success—anything less will undermine this effort. Process improvement focuses City resources on its most productive activities. It eliminates wasted energy on misaligned activities and underutilized resources that will not provide long-term benefits to Elgin's stakeholders. At its core, though, process improvement requires gathering the right people in the room and asking the right questions. Our process design carefully considered who to involve at each stage and the questions we believe will be critical to ask. Again, thank you for the opportunity to make a proposal for this important project. Sincerely, Larry W. Maholland Director of Governmental Strategic Planning and Performance Measures A Sikich LLP 3 • PROPOSAL Study Objective The City's Request for Proposals (RFP) states: "The City of Elgin is undergoing a period of rapid growth which has challenged our organizational capacity and resources in the area of development review. The objective of this study is to examine and understand every component of the City's development review process - beginning at the concept plan stage and ending with the issuance of an occupancy permit. Such an examination will enhance our ability to provide better customer service through increased efficiency and effectiveness." In addition, section 1.3 of the RFP further identifies areas that the study needs to address: • The City Staff have struggled with the Council's intent when effectively interpreting and applying the City's Comprehensive Plan; • Kane County's development goals have not always mirrored the City's goals. Rapid growth often creates demands that overload city systems and resources. This situation is most obvious in the plan review and building inspection areas. While there will always be tension among the regulated and regulators, the consequences of delays and rework in a time of economic expansion exacerbates this inherent problem even further. Effectively meeting stakeholders needs requires systems that operate efficiently, resources to meet the expanding demand, and city personnel with the appropriate technical and interpersonal skills. With that in mind, the primary purpose of this study will be to evaluate the processes that influence Elgin's ability to effectively meet stakeholder needs. Approach Our approach is "customer centric," where ultimate success is defined by the customers. Customers represent a critical constituency within the stakeholder group. Understanding the process from the customers' vantage point is the only way to define and meet their needs. For example, staff members may be working very efficiently by reviewing development plans within 15 working days. If customers experience in other communities is that plans are reviewed in 10 days, however, then they do not perceive the plan review process to be efficient. In this case, where efficiency is already high, the City would need to determine whether to invest in additional resources to match the standard of other communities. With this a John Bryson,a well-known authority on governmental strategic planning,defines a stakeholder as,"any person, group or organization that can place a claim on an organisation's attention,resource or output or that is affective by that output." A Sikich LLP 4 underpinning noted, following is a sequential guide of the major steps involved in our approach. 1. Organize a Sponsor Team - As a starting point, Sikich highly recommends that a sponsor team of City staff be assembled to provide a sounding board, gather and communicate information and recommend whom to involve in the study. Optimally, this group of seven to nine people will serve as a conduit of information and in a filtering and advisory capacity. 2. Stakeholder Interviews - Individual interviews are held with the stakeholders. The sponsor team and Sikich cooperatively determine which stakeholders should be interviewed. From these interviews, common themes will begin to emerge and customer expectations will become apparent. 3. Establish Performance Goals - The interviews provide a sense of customer expectations—acting as the basis to formulate specific goals for the process improvement efforts. 4. Guideposts - It is important to develop a common set of criteria among the differing stakeholder groups. Without these guideposts, each stakeholder group (i.e., staff, Council, developers, contractors) tends to look at the development review and permitting processes through their own unique prism. These guideposts include an overriding objective of the City's development review process as well as a set of guiding principles. These common ideals are the parameters within which all groups agree to operate. An example of guiding principles developed for a recently completed engagement were to: 1) Ensure predictability; 2) enhance our reputation; 3) encourage common sense approaches; 4) promote accountability; 5) effectively and consistently communicate; 6) provide efficient processes. 5. Process Mapping - A team of City employees' from the departments involved in the development review and permitting processes will flowchart existing processes in order to assess opportunities for improvement. At this stage, we decompose the work flow. This information is documented to create a dynamic model that defines the various repeatable and interrelated activities. This process map will provide a common understanding to form the foundation for modifications to improve the overall process. A Sikich LLP 5 6. Improvement Opportunities - Starting with the themes Identified during the interview process and examination of the process map, opportunities for improvement are Identified. 7. Obstacles - Once the opportunities for improvement have been identified, then the process improvement team should consider any obstacles that might impede the City's ability to implement the improvements. 8. Team Recommendations - With the information assembled from the preceding steps, specific recommendations will be made by the process improvement team. 9. Comparative Performance Indicators - Performance indicators are a potentially valuable diagnostic tool to assess a system's relative and ongoing effectiveness. We know that Elgin contracts with ICMA Center for Performance Measurement, and the engagement team is familiar with the process and outputs of this service. We believe ICMA CPM will be a valuable tool as it begins to assess its progress toward meeting the objectives developed by the study. Sikich will assist the City in evaluating the indicators that will be most useful to monitoring the future success of its development and permitting processes. 10. Outcomes and Recommendations - Sikich will provide a report to the City that will describe the current as well as desired state of the development review process, findings of the study and recommendations. 11. Action Plans and Procedures - The study will potentially result in many recommendations. This process will only be valuable to the City and make development review more effective if recommendations are translated into actions. Many of these recommendations will involve creating and revising procedures. Sikich staff can assist the City in writing and training personnel on new procedures. Our staff is very familiar with methods that can be used to convert recommendations into actions. Since we are not sure of the extent or type of recommendations that will result from this study, we have not included this activity in the scope of this project. An estimate of the cost for these additional services will be provided at the completion of this study. A Sikich LLP 6 • In addition to our "customer centric" approach, an Important part of our strategy is to actively engage Elgin's employees in analyzing the processes and developing recommendations for improvement. We believe this approach increases organizational learning, promotes more creative solutions and enhances employee buy-in. Involving employees creates a feeling of being part of the solution, rather than part of the problem. Work Plan The following work plan shows the tasks, cost and hours of the process we will use to meet Elgin's study objective. Task Staff ;, Quarters . Larry Megan ,'2nd 3;:. ;;. 4 s , 1 Interviews Meet with project mgr. 2 2 4 Finalize project plan 3 1 4 Meet with Project Sponsor Team (PST) 3 3 6 Conduct interviews 25 25 50 Transcribe notes 10 15 25 Meet with project mgr. 2 2 4 Meet with PST 3 3 6 Process Mapping Map process with Process Improvement Team (PIT) 60 60 24 96 Flowchart and document 12 10 22 Meet with PST 3 3 6 Recommendations Develop with PIT 72 72 144 Document recommendations 17 46 65 Meet with PST 3 3 6 Write final report Prepare draft 28 55 75 8 Meet with PIT 5 5 10 Meet with PST 4 4 8 Finalize report 5 10 15 Total hours 257 319 123 124 288 41 A Sikich LLP 7 , Engagement Team Larry Maholland and Megan Pierce will comprise the engagement team. Maholland will be the project manager for services to the City of Elgin. While they have experience in the concepts and techniques of process improvement, just as important is their understanding of the context within which local government operates. Their biographies are included with this proposal. Sikich The Firm of Sikich LLP traces its foundation to a predecessor firm founded in 1928. Today, Sikich is one of the fastest growing regional firms in Illinois with two offices located in Aurora and Springfield. The engagement team is part of Sikich's Certified Public Accountants and Advisors Division - consisting of approximately 110 employees, including 19 partners, with about 75 professional staff. This division offers full-service assurance, accounting, tax, and consulting services in addition to business consulting services led by senior-level professionals who have extensive experience providing management advice. Through other divisions of Sikich LLP, we provide technology, investment, human resources and marketing services. Our Entrepreneurial Services Division employs approximately 15 people, including 2 partners, to provide personalized accounting, tax, bookkeeping, and payroll services. Investment Banking currently has 10 experienced employees offering a variety of services related to sales, marketing, acquisitions, and mergers. Human Resources Services gives organizations professional assistance in the areas of employee benefits, compensation planning, performance management, staffing, recruiting, and training. Finally, the Marketing Division provides communication and design solutions. Client service needs are met promptly and professionally by our unique team philosophy, which allows each client to work with a team of specialists that focus on providing these services to a specific industry. Government and non-profit organizations, high-tech and manufacturing, construction, medical service providers and distributors are some of the more significant industries that are served by these teams. Sikich serves closely-held, middle market companies and their owners, governmental entities, not-for-profit organizations, and individuals. A Sikich LLP 8 Client Responsibilities The City of Elgin will need to provide Sikich with access to all relevant information and provide an adequate meeting area to facilitate meetings with approximately ten people. It is also requested that a liaison be designated to assist Sikich by contacting meeting participants, determining meeting locations and miscellaneous logistical support. Thank you for the opportunity to offer a proposal for this service. After reading this proposal, should you have any questions please contact Larry Maholland at (630) 566-8545. A Sikich LLP 9 Larry W. Maholland, CPA DIRECTOR, Governmental Strategic Planning and Performance Measures EXPERIENCE Larry Maholland is responsible for providing technical services to Sikich government clients in all areas of performance measures and performance-based strategic planning including process development, training, surveys, and Balanced Scorecard development and implementation. Larry is the former city administrator of the city of St. Charles, Illinois, where his leadership helped establish the first St. Charles Business Plan which resulted from the performance-based strategic planning process he implemented. Prior to becoming city administrator, he served as the director of finance and administrative services for St. Charles, director of finance for the Village of Streamwood, and business and revenue facilities manager for the Arlington Heights Park District. Larry is a frequent speaker on various aspects of budgeting, strategic planning and performance measurement having presented to national and international conferences. He has also published various articles on the topic. EDUCATION Bachelor of Science in Business Administration, Illinois State University Master of Business Administration, Keller Graduate School of Management Master of Public Administration, Northern Illinois University Certified Public Accountant Program for Senior Executives in State and Local Government John F. Kennedy School of Government, Harvard University Advanced Government Finance Institute Government Finance Officers Association Program Budgeting, University of Michigan, Graduate School of Business AFFILIATIONS International City/County Management Association Illinois City/County Management Association Distinguished Budget Presentation Awards Program Review Panel St. Charles Public Library Foundation, Past member and past President Boy Scouts of America, Two Rivers Council, Past Treasurer Community Unit School District 303 Financial Advisors Committee Northern Illinois University, Division of Public Administration Adjunct Professor, Budgeting and Finance A Sikich LLP 10 Megan Pierce Management Analyst EXPERIENCE Megan is a management analyst with Sikich's government service team. Megan is responsible for the research, design, collection and analysis of information to formulate performance measures and performance-based strategic. plans for government clients. Her expertise is in the facilitating of focus groups, interviews, and conducting surveys. She formerly worked for the city of St. Charles, Illinois, where she coordinated the city's strategic planning process as well as developed, administered, and analyzed internal and external surveys conducted by the city. EDUCATION Master's of Public Administration (anticipated May, 2007) Northern Illinois University Bachelor's Degree in Political Science Rockford College AFFILIATIONS International City/County Management Association Illinois City/County Management Association Phi Beta Kappa (Eta Chapter of Illinois) Omicron Delta Epsilon (National Economics Society) A Sikich LLP 11 Client References City of Chicago, Office of the Mayor (202) 783-9011, Mobile (630) 408-4445 Susan L. Kiinkhamer, former Mayor, City of St. Charles Relevant experience: Developed the City's Business (Strategic) Plan; established ongoing focus groups; developed stakeholde r surveys; implemented process improvement and performance measurement, and instituted the Baldrige criteria for performance excellence. Project date: Annually from 1999 to October, 2005 City of Novi (248) 347-0420 Mr. Clay J. Pearson, City Manager Provided assistance with process improvement of its site planning, plan review and inspection processes. Interviewed developers, consultants and employees in order to understand challenges and customer expectations; developed broad objectives, guiding principles and assisted a core group of employees map existing processes to analyze opportunities for improvement and make recommendations. Project dates: April, 2006 to September, 2006, Trained staff on how to convert the process improvement recommendations into an action plan. Project date: December, 2006 Village of Glenview (847) 904-4370 Mr. Todd Hileman, Village Manager Provided strategic planning training for senior staff. Trained representatives from all village departments on how to develop objectives, performance measures, strategies and action plans. Project date: February, 2006 to March 2006. Evaluated the Village's Information Technology division to assess staffing levels and long-term challenges to implementing enterprise reporting processes. Project date: November, 2006 to January, 2006 A Sikich LLP 12 • C .OF �<C y4 City of Elgin, Illinois Certification Requirements Please submit all required forms and documentation,fully completed and signed,with your proposal. No proposai wilt be accepted without this information. 1. To assure compliance with the City of Elgin's Affirmative Action Ordinance, all contractors and vendors.Herein referred,to as "bidders",are requested to submit the following information: A. Workforce analysis using the enclosed Bidder's Employee Utilization form. B. Provide the information required in Item#3 on the employee utilization form if the answer to Question#2 on the form is"Yes". C. Provide a written commitment outlining the steps that the bidder plans to take in the area of recruitment and promotion of minorities and females to assure equal employment opportunity. (A copy of the bidder's affirmative action plan may be submitted in lieu of this requirement.) 2. To assure compliance with the City of Elgin's Sexual Harassment Ordinance, all bidders must submit a signed sexual harassment form enclosed with the Invitation to Bid. 3. The undersigned certifies that the offerer is not delinquent in the payment of any tax administered by the Illinois Department of Revenue unless there is a pending proceeding contesting the tax. 4. The undersigned certifies that the offerer is not barred from offering on this solicitation as a result of a conviction for the violation of State law prohibiting bid-rigging or bid-rotating. 5. The successful bidder agrees that upon acceptance by the City of Elgin,the executed Invitation to Bid along with all instructions,conditions, and specifications attached thereto constitute a binding contract which may be enforced by the city. Signature I Title Company Name Sikich LLP Address 998 Corporate Boulevard Aurora,IL 60502-9102 Phone Number 630-566-8400 FEIN No. 36-3168081 A Sikich LLP 13 `,(.j O F f�G',, nU 4 7 \HP o :71L 1<<D c\ City of Elgin, Illinois Sexual Harassment - - Policies and Programs Effective July I, .1993, every party to any contract with the City of Elgin and every eligible bidder is required to have written sexual harassment policies that include,at a minimum,the following information: • the illegality of sexual harassment • the definition of sexual harassment under state law • a description of sexual harassment,utilizing examples • a vendor's internal complaint process including penalties and a description of the means by which complaining parties may complain directly to management personnel other than the alleged harassing individual • the legal recourse, investigative and complaint process available through the Illinois Department of Human Rights,and the Illinois Human Rights Commission • directions on how to contact the department and commission • protection against retaliation as provided by Section 6-101 of the Human Rights Act I hereby affirm that the organization which I represent has in place sexual harassment policies which include the required information set forth above,and I hereby agree to furnish the City of EIgin-Human Resources Department with a copy of these policies if they so request. S ignature/Title Company Sikich LLP Date February 16,2007 Sexual harassment is defined as follows: "Sexual harassment" means any unwelcome sexual advances or requests for sexual favors or any conduct of a sexual nature when(1)submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment, (2) submission to or rejection of such conduct by an individual is used as a basis for employment decisions affecting such individual, or (3) such conduct has the purpose or effect of substantially interfering with an individual's work performance or creating an intimidating, hostile, or offensive working environment. Any questions by contracting parties or eligible bidders concerning compliance with these requirements should be directed to the City of Elgin-Human Resources Department at(847)931-5618. The undersigned, on behalf of the undersigned company,hereby agrees to fully indemnify and hold the City of Elgin harmless from any and all liability, loss or damage including costs of defense or claim, demands, costs of judgment against it arising from any complaint based on unlawful harassment and/or employment action, including, but not limited to termination, based on any protected category as provided by law, including, but not limited to,sexual harassment resulting from the act of any member of my organization in the performance of this contract. Signature/Title Company Sikich LLP Date February 16,2007 A Sikich LLP 14 • /.5, �„i L City of Elgin, Illinois BIDDER'S EMPLOYEE UTILIZATION FORM This report is required by the City of Elgin and must be submitted before the contract can be awarded. Chapter 3.12.1000 Affirmative Action-City Contracts 1. Name and Address of Bidder 2. Description of Project Sikich LLP RFP No. 07-012 998 Corporate Boulevard - ProposaI to Analyze City of Elgin's Aurora,Illinois 60502-9102 Development Review Process JOB CATEGORIES Total Whites Blacks Hispanics Asians or American Minority Female(All Employees Pacific Indians (M&F) Categories) Islanders M / F M / F M / F M / F M / F ' Example:Managers 18 3/5 3/2 4/0 0/1 0/0 55.6% 44.4% (10/18) (8/18) Partners 32 28/4 Officials&Managers 9 6/ 3 Professional 131 63/60 ^0/ 1 0/4 I /2 Sales Workers 4 4/ 0 Office&Clerical 42 37/2 0/2 0/ 1 TOTALS 218 138/69 0/3 0/4 1 /3 5.0% 36.23% 11/218 79/218 Signature of Company Official Title Telephone Number Date Signed Page 1 of 1 Director of Performance 630-566-8400 Measures 2. Have you ever been awarded a bid by the City of Elgin? Yes No 3. If the answer to question #2 is Yes, please submit a copy of the Employee Utilization Form that was submitted with your last successful bid along with a fully completed copy of this form. 4. Please submit, according to the guideline provided in the attached document, a written commitment to provide equal employment opportunity.An Employee Utilization Form is required for any subcontractors. NOTE: In the event that a contractor or vendor, etc., fails to comply with the fair employment and affirmative action provisions of the City of Elgin, the City amongst other actions may cancel, terminate, or suspend the contract in whole or in part. A Sikich LLP 15 TAX/COLLUSION/DEBARMENT AFFIDAVIT State of Illinois ss. County of Kane Larry W. Maholland ,being first duly sworn, deposes and says: That he is Director of Governmental Strategic Planning and Performance Measures of the firm of the party making the foregoing bid and that the bidder is not barred from contracting with any unit or local government as a result of a violation of 72o Illinois Compiled Statutes, Section 5/33E-3 or 5/33E-4, as amended; and, no collusion or agreement among other bidders or prospective bidders to bid a fixed price or otherwise restrain freedom of competition by agreement has taken place; and,bidder is not delinquent in the payment of any tax administered by the Illinois Department of Revenue unless there is a pending proceeding contesting the tax. All laborers, workers and mechanics performing work under the contract shall not be paid less than the prevailing wage as determined by the Illinois Department of Labor or by the City Council and will all other respects comply with the prevailing wage law, 820 ILCS 13o/o.oi, et seq., in carrying out the work under the contract. Signature of Bidder, if an individual: Signature of Bidder, if a partnership: Subscribed and sworn to before me this day of , 20 Signature of Bidder, if a corporation: My commission expires: President Secretary 16 A Such LLP Fees for Services The City of Elgin agrees to pay Sikich, LLP hourly rates with a not-to-exceed amount of $ 86,000 for services as follows: Stakeholder interviews $15,000 Process mapping 24,000 Developing recommendations 31,000 Write report 16,000 Our Firm's philosophy on additional fees and/or billings is based on an understanding between the Firm and City of Elgin of the scope of the work to be performed. We have proposed a "not to exceed fee" for this engagement, the scope and timing of which was specified by City of Elgin. The billings for the engagement will not exceed this fee unless City of Elgin specifically requests that the scope of the engagement be expanded and City of Elgin and Firm reach a mutual agreement, in writing, as to the expanded scope of the engagement and the fee, if any, for the expanded scope. We invoice our clients on a monthly basis as services are provided. In accordance with Illinois Compiled Statutes, payments for all services are due within sixty (60) days of receipt of an invoice. Invoices not paid within sixty days are assessed a finance charge of one (1) percent per month (12%) annually. Payment will be made upon receipt of progress billings with final payment made after receipt of the summary report from the interviews. Date Signature of Authorized Representative Sikich, LLP Date Signature of Authorized Representative City of Elgin A Sikich LLP 17 C` a Agenda Item No. t City of Elgin bA TE D 01' May 18, 2007 $ TO: Mayor and Members of the City Council FROM: Olufemi Folarin, City Manager _`come `r"',`r Sean R. Stegall, Assistant City Manager SUBJECT: Analysis of the City's Development Review Process PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider entering into an agreement with Sikich, LLP to conduct an analysis of the City's Development Review Process. RECOMMENDATION It is recommended that the City Council approve entering into an agreement with Sikich, LLP to conduct an analysis of the City's Development Review Process in the amount of$86,000. BACKGROUND One of the City's Council's strategic goals is to provide the highest level of customer service. In striving to meet this goal, many of the services provided to the community must undergo a periodic examination to ensure we are meeting this goal. Maintaining an effective and efficient development review process, which is cross-departmental in nature, is of critical importance to the community. The City's continued revitalization has challenged our organizational capacity and resources in this area. From building permits issued for the addition of a backyard patio to the review process of major redevelopment/ development projects, every component of the service provided must be examined. A Request for Proposals (RFP) was issued on January 15, 2007 to examine every component of the City's development review process. The by-product of the in depth analysis is to enhance our ability to provide exceptional customer service through increased efficiency, economy and functionality. The following six companies responded to the RFP, and of the six companies staff selected Sikich, LLP. As is noted in the following table, Sikich, LLP provided the lowest price quote to the RFP. • 1 Analysis of the City's Development Review Process May 18, 2007 Page 2 Analysis-of the ity/VVevitopment Review Process Company:'' Management Partners $144,775 Virchow Krause $98,875 Zucker Systems $91,500 Organization Navigators $287,680 RSM McGladry $126,800 Sikich, LLP $86,000 The proposal by Sikich, LLP met all the requirements of the RFP and staff is confident in their ability to provide a thorough analysis of the City's development review process and provide recommendation to enhance our ability to provide better customer service through increased efficiency and effectiveness. Sikich, has performed a similar analysis for the City of Novi, MI and through a separate division serves as the City's auditor. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None ?-111FINANCIAL IMPACT The total cost to enter into a contract with Sikich, LLP is $86,000. Funds area budgeted ($86,000) and available ($86,000) in the Riverboat Fund, Miscellaneous Professional Services account number 275-0000-791.30-99, project number 039717. LEGAL IMPACT None ALTERNATIVES 1. The City Council may choose to approve staff to enter into a contract with Sikich, LLP to conduct an analysis of the City's Development Review Process in the amount of$86,000. 2. The City Council may choose not to approve staff to enter into a contract with Sikich, LLP to conduct an analysis of the City's Development Review Process in the amount of$86,000. Respectfully submitted for Council consideration. RKH/srs r Fees for Services The City of Elgin agrees to pay Sikich, LLP hourly rates with a not-to-exceed amount of $ 86,000 for services as follows: Stakeholder interviews $15,000 Process mapping 24,000 Developing recommendations 31,000 Write report 16,000 Our Firm's philosophy on additional fees and/or billings is based on an understanding between the Firm and City of Elgin of the scope of the work to be performed. We have proposed a "not to exceed fee" for this engagement, the scope and timing of which was specified by City of Elgin. The billings for the engagement will not exceed this fee unless City of Elgin specifically requests that the scope of the engagement be expanded and City of Elgin and Firm reach a mutual agreement, in writing, as to the expanded scope of the engagement and the fee, if any, for the expanded scope. We invoice our clients on a monthly basis as services are provided. In accordance with Illinois Compiled Statutes, payments for all services are due within sixty (60) days of receipt of an invoice. Invoices not paid within sixty days are assessed a finance charge of one (1) percent per month (12%) annually. Payment will be made upon receipt of progress billings with final payment made after receipt of the summary report from the interviews. � � � a 1 Da e / v ig , ture of uthorized Repre entative Si ich, LLP Date Signature of Authorized Representative City of Elgin Sikich LLP 17