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Resolution 09625CITY OF ALAMEDA RESOLUTION NO. 9625 ACCEPTING PROPOSAL AS AGREEMENT (RALPH ANDERSEN AND ASSOCIATES, ORGANIZATION STUDY OF THE HOUSING AUTHORITY) BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ALAMEDA that the proposal of Ralph Andersen and Associates, dated June 22, 1981, a copy of which is attached, to conduct an organization study regarding the feasibility and cost /savings benefit of combining City and Housing Authority functions, is hereby accepted; and BE IT FURTHER RESOLVED that s aid proposal and this acceptance shall constitute the contract of the parties hereto. Attest. A PROPOSAL TO THE CITY OF ALAMEDA June, 1981 Prepared By: Ralph Andersen and Associates 1446 Ethan Way Suite 101 Sacramento, California 95825 (916) 929-5575 11 11 Mr. Bruce Rupp City Manager City of Alameda 1 2263 Santa Clara Avenue Al ameda, California 94706 1 Dear Mr. Rupp: We appreciate the opportunity to submit this proposal to conduct an organiza- 1 tion study regarding the feasibility and cost/savings benefit of combining City and Housing Authority functions. RALPH ANDERSEN AND ASSOCIATES June 22, 1981 1 Ralph Andersen and Associates has, and continues to conduct both organization and personnel studies for cities in California and the Western States. This experience has made the firm and all staff members thoroughly familiar with all of the operations, activities, and functions of city government organiza- tions. With regard to housing authority operations and programs, we have suc- cessfully conducted assignments for: 1446 ETHAN WAY • SUITE 101 • SACRAMENTO. CALIFORNIA 95825 • (916) 929-5575 Mr. Bruce Rupp June 22, 1981 Page 2 • The Housing Authority of the City and the County of Fresno. • The Monterey County Housing Authority. • The Santa Clara County Housing Authority. • The Yolo County Housing Authority. We have also conducted consulting assignments for cities operating comprehen- sive housing programs including: • The City of Oxnard. • The City of.Santa Rosa. As a result of our experience with housing authorities, we are familiar with functions including: conventional housing, Section 8, Section 23 and the pro- blems and activities associated with the phase-out of Section 23. Many of the assignments undertaken with housing authorities included exposure to community service programs such as counseling, nutrition, and day care. To assist you in the review of this proposal, it has been divided into the fol 1 cwi ng sections: • Our Understanding Of The Assignment. • Our Approach To The Assignment. • Corporate Qualifications. • Project Staff. • Project Timing And Cost. Mr. Bruce Rupp June 22, 1981 Page 3 In addition, Appendix A contains a partial list of clients. Ralph Andersen and Associates has provided services to these clients in the areas of organ- ization and manageMent, personnel, economics and public finance, and executive recrui talent. OUR UNDERSTANDING OF THE ASSIGNMENT The City of Alameda and the Housing Authority of the City of Alameda have recently combined policy making activities regarding housing by having the Alameda City Council serve as the Board of Commissioners of the Authority. The City Council is assisted in this role by an advisory body. The activities of the Housing Authority relate to the management of conven- tional and Section 8 housing and the design and production of new public hous- ing to help meet the housing needs of City and area residents. These services and activities are provided by approximately 30 employees operating out of a single facility housing, both maintenance and management functions. Major services provided include: • Building Maintenance. • Maintenance of Housing Authority Equipment. • Eligibility Determination. • Housing Management. • New Housing Planning and Development. 1 Mr. Bruce Rupp June 22, 1981 Page 4 In providing these services, the Housing Authority has support systems includ- ing: • Finance and Accounting Systems. • Personnel. • Purchasing. The City of Alameda is directly involved in housing issues through its respon- sibilities for: • Canprehensive Planning including maintenance and implemen- tation of the Housing Element of the City's General Plan. • Administration and management of the Housing and Community Development Block Grant Program. To support its provision of comprehensive municipal services, the City of Alameda has fully operational activities in the following areas: • Finance and Accounting • Budgeting • Personnel • Purchasing • Planning . Building Maintenance • Grounds Maintenance • Equipment Maintenance Mr. Bruce Rupp June 22, 1981 Page 5 The City of Alameda is interested in assessing the potential cost/benefit of combining the activities of the Housing Authority with those of the City and to identify: • Potential operation efficiencies. • Potential benefits of improved coordination. OUR APPROACH TO THE ASSIGNMENT The following work program has been developed in response to the interest of the City in an organization study to determine the feasibility of and identify any operating costs and benefits of consolidating City and Housing Authority activities. Task 1 - Meet With The City Manager, Housing Authority Direc- tor, And Others As May Be Appropriate To Review Pro- ject Timing, Approach, And Objectives The project consultants would meet with the City Manager, Housing Authority Director, and others as appropriate to review timing, approach, and objectives. This review is important to assure a mutual understanding of the total study process. Importantly, this meeting would also be used to identify the communication process for the assignment and to establish a consensus on end products. Mr. Bruce Rupp June 22, 1981 Page 6 Task 2 - Identify The Level And Scope Of Housing Authority Support Services And Facilities Space Requirements The project consultants will review the support ser- vices of the Housing Authority to identify staffing, activity levels and space requirements. These services would include, among others, the following: . Finance and Accounting - Budget Process - Accounts Payable, Receivable, and Pay- roll - Auditing - Automated systems - Financial reporting • Personnel Systems - Recruitment and selection - Benefits administration - Classification and compensation • Purchasing and Stores - Inventory management - Consolidated purchasing arrangements . Maintenance - Buildings and facilities - Grounds - Equipment Mr. Bruce Rupp June 22, 1981 Page 7 • Facilities - Space available - Facilities needs Task 3 - Identify The Level And Scope Of Direct Services Pro- vi ded By The Housing Authority It is important that the key services related to pl anning , developing, and providing housing be reviewed to determine activity and staffing levels. These services would i ncl ude: • Planning and Development • Eligibility Determination • Inspections • Housing Management As a part of this review, the project consultants will iden- tify vol umes of activity as measured by client contact, ser- vice requests, and other key measurement criteria. The re- sults of this task will help to identify total space and staffing needs . Task 4 - Review Selected City Activities To Identify Service Capacity, Space Avail ability, And Potential Service Ccmpatabi 1 ity With Housing Authority Activities In conducting an analysis of the feasibility and potential cost/benefit of consolidating City and Housing Authority activities, it is important to thoroughly review Mr. Bruce Rupp June 22, 1981 Page 8 selected city activities to determine service capacity and compatability with Housing Authority activities and identify facilities space availability. For example, the project con- sultants will: • Review City finance, accounting, and budget ac- tivities to determine if all or portions of Housing Authority activities could be incorpor- ated and at what cost. • Review building, grounds, and equipment mainten- ance activities to determine if and to what ex- tent Housing Authority activities can be accomo- dated. • Review personnel and purchasing activities to determine opportunities to provide service to the Housing Authority and at what cost/benefit. • Review planning, policy, and overall management systems to determine the feasibility and cost/ benefit, if any, of consolidation with the Hous- ing Authority. . identify space availability, if any, in City facilities. 11 1 1 1 1 Mr. Bruce Rupp June 22, 1981 Page 9 Task 5 - Conduct An Analysis Of All Information After completing the collection of all base data and information from the City and the Housing Authority, the pro- ject consultants will carefully analyze all data and: . Identify potential opportunities for consolida- tion. • Determine the potential cost/benefit of specific consolidation opportunities. . Identify implementation actions. Task 6 - Prepare And Review Draft Project Report The project consultant will prepare a draft project report utilizing base data collected and the results of analysis conducted in Task 5. The draft report will include: . A review of the project scope, objective, and approach. • Documentation of base data collected. • Identification of potential opportunities for consolidation. Mr. Bruce Rupp June 22, 1981 Page 10 . Estimates of cost/benefit associated with each potential consolidation opportunity identified. . A discussion and recommendation regarding full or partial consolidation including an estimate of total cost/benefit. . As appropriate, an implementation plan. The draft project report will be reviewed with the City Man- ager, Housing Authority Director, and others as appropriate. The project consultants will use the results of this review to determine the need to further clarify or document informa- tion and will consider comments and suggestions from this re- view in preparing the final project report. Task 7 - Prepare And Present A Final Project Report Utilizing the results of the draft project report review, the project consultants will prepare a final project report. The project consultants will be available to present the final report to the City Council. Mr. Bruce Rupp June 22, 1981 Page 11 CORPORATE QUALIFICATIONS Ralph Andersen and Associates was organized in 1970, and operates as a Cali- fornia corporation. Headquartered in Sacramento, the firm provides a broad management consulting capacity, including specialized service in the areas of organization/management, personnel, and economics/public finance. The firm has worked successfully with both the public and private sector, and a partial list of former clients is included herein. An overview of the firm's back- ground and experience applicable to this assignment is provided below. Organization And Management Assignments undertaken in the area of local government organization and man- agement typically include the responsibility for evaluating the total opera- tion of an administrative agency, or of a particular department. Among others, the firm has evaluated the management and organization of administrative ser- vices, police, fire, parks, recreation, public works, and planning services. Increasingly, the firm has also been asked to assist two or more agencies in evaluating organizational questions related to consolidation or the delivery of service on a joint or cooperative basis. In all cases, these assignments include a review of current organization, as well as the development of prac- tical opportunities for improvement and an implementation plan. Mr. Bruce Rupp June 22, 1981 Page 12 Finance The f inn has undertaken a variety of assignments related to California state and local government finance. On a continuing basis, the firm provides staff assistance to the California Society of Muni cipal Finance Officers by analyzing and reporting on legislation i n the area of public finance. In addition, the firm regularly provi des staff assistance in conducting statewide and regional conferences on recent developments in public finance for city, county, and special district managers and. fi nance officers. Individual staff members have conducted full-term courses and workshops on local government finance for U.C. Berkeley, U.C. Davis, and the University of Southern California. The firm has also undertaken assignments for local public agencies in the fis- cal impact area and conducting analysis of revenues and expenditures. These assignments have i ncluded a review of budgeting techniques, the forecasting of revenues and expenditures, the development of 1 ong-term financial plans, the impact of using tax i ncrement and other methods of financing on 1 ocal taxing agencies, and the cost-revenue implication of providing local services on a joint and/or cons o I i dated basis. Personnel As a firm, we have undertaken a broad range of assignments in the personnel area. These assignments have included classification and compensation studies, analysis and design of management compensation programs, review of personnel rules and regul ations , and the development of comprehensive personnel systems. Mr. Bruce Rupp June 22, 1981 Page 13 Classification and compensation studies have dealt with complex fair employment questions for as few as 14 employees, and have also included numerous assign- ments covering the overall work force for public agencies having as many as 3,000 employees. PROJECT STAFF The project staff for this assignment will consist of a project manager who will be responsible for the overall coordination and conduct of the study. The project manager will be assisted by a project consultant who will, along with the project manager, be responsible for data collection, analysis, parti- cipating in review meetings and formulation of recommendations. The project staff will be: . Project Manager - Clayton Brown, Principal Consultant . Project Consultant - David Thomas, Senior Consultant Other members of Ralph Andersen and Associates' full-time professional staff are available to provi de assistance as may be necessary. Clayton Brown As a Principal Consultant, Mr. Brown provides services to public agencies and private firms in the areas of organization and management, economics/public Mr. Bruce Rupp June 22, 1981 Page 14 finance, personnel and executive recruitment. Mr. Brown has held analytical, administrative and executive management positions in city government and is thoroughly familiar with the operations and functions of local government as well as the practical aspects of organization, staffing, and service delivery. He has executive management responsibility for housing services and has worked closely with and understands the role of local housing authorities. With regard to recent organization and management assignments, Mr. Brown has conducted a comprehensive management audit of the El Dorado County Public Works Department which included addressing organization and staffing issues. For the same client he has conducted a study of alternative methods of provid- ing engineering design services. He is currently conducting an organization and management study for Fresno County, an organization and staffing study for the City of Eugene, Oregon, an economics and public finance study for the City of Benicia, and personnel assignments for several cities and a special dis- trict. Mr. Brown served as project manager for assignments with the Housing Authorities of the City and County of Fresno, and the Housing Authority of the County of Santa Clara. Mr. Brown received his Bachelor of Science Degree in Public Administration fran the University of North Dakota. He received his Master of Arts Degree from the University of Texas at Austin, and focused his training in the Gradu- ate School of Business and the Institute of Public Affairs. Mr. Bruce Rupp June 22, 1981 Page 15 David Thomas Mr. Thomas has over four years of analytical and administrative experience working for both a northern California city and a county. During his tenure with these agencies, he performed a wide variety of administrative and analy- tical tasks related to organization, personnel, finance, planning, and human resources. Prior to, and since joining Ralph Andersen and Associates, Mr. Thomas has had extensive practical experience analyzing management and opera- tional problems of governmental agencies. As a Senior Consultant with Ralph Andersen and Associates, Mr. Thomas assumes significant responsibility on organization and management assignments, and is also responsible for working in the area of personnel management and economics/ public finance. Mr. Thomas has been a project consultant and project manager on assignments with Housing Authorities in the following cities and counties: City of Fresno, City of Oxnard, Fresno County, Monterey County and Yolo County. He is currently providing assistance in the areas of organization and personnel to: the City of Fremont, Bay Area Air Quality Management District, and the City of South San Francisco. Mr. Thomas gained his Bachelor's Degree from the University of California at Riverside, and his Master's Degree in Public Administration from Hayward State University. Mr. Bruce Rupp June 22, 1981 Page 16 PROJECT TIMING AND COST We are prepared to begin this assignment approximately August 1, 1981, and anticipate an eight week study period. The cost of the project will be $8,575 for professional services plus reimbursement for out-of-pocket expenses such as printing, travel, postage, and long-distance telephone charges. Payment for services and expense reimbursement would be due monthly on receipt of a statement from Ralph Andersen and Associates. We look forward to working with the City of Alameda and the Housing Authority on this important assignment. Sincerely, Ralph Andersen and Associates APPENDIX A CLIENTS Associated Building Industry Bank of America City of Barstow City of Belmont Cty of Beverly Hills Bullocks City of Burbank California Builders Council California Journal California k4unicipa! Utility Association California Park and Recreation Society California Research California Society of Municipal Finance Officers California State Legislature (Senate and Assembly) City of Carlsbad City of Casa Grande (Arizona) City of Chandler (Arizona) City of Chico Qty of Chino City of Clovis Colusa County Commission on Peace Officer Standards and Training -- State of California Conejo Park and Recreation District Contra Costa County City of Coronado City of Costa Mesa Council on Intergovernmental Relations -- State of Ca|ifonnia County Supervisors Association of California City of Covina Crocker Land Company City of Davis East Yoio Community Services District City of El Monte City of Escondido City of Eureka City of Fairfield Department of Finance — GtatoofCalifomia Department of Housing and Urban Development (Washington, D.C.) East Bay Dischargers Authority East Bay Regional Park District City of El Segundo City of Foster City Glendale Unified School District and Community College District City of Gilbert (Arizona) City of Hayward City of Hemet Incline Village (Nevada) City of lnglewood City of Irvine Jones & Stokes, Inc. Judicial Council — State of California Kenai (Alaska) City of Lafayette Lake County Lake Tahce Unified School District League of California Cities LeiaureVVodd - -LagunmHiUa Lincoln Property Company Livennoha-Arnodor Valley Water Management Agency Los Medanos Community Hospital District Lucky Stores City of Madera City of Marysville May Company City of Menlo Park City of Modesto City of Monrovia Montebello Redevelopment Agency City of Monterey CLIENTS (continued) Monterey Conference Center Monterey County Housing Authority City of Monterey Park Multonomah County (Oregon) Municipal Finance Officers Association National Fire Prevention and Control Administration Natomas Company George S. Nolte and Associates Northern California Power Agency City of Oakland Oakland Port Authority City af Oxnard City of Pacific Grove City of Palm Desert City of Palo Alto Pasadena Redevelopment Agency City of Pittsburg Pittsburg Unified School District City of PlacervHle Panned Parenthood Asscciation of Sacramento City of Pleasanton City of Pomona City of Rancho Mirage City of Rancho Palos Verdes City of Red Bluff City of Redondo Beach City of Redwood City City of Riverside City of Roseville City of Sacramento Sacramento Regional Area Planning Commission Sacramento-Yolo Employment and Training Agency City of San Carlos City of San Clemente San Diego Regional Employment and Training Consortium City of San Jose City of San Rafael City of Santa Clara Santa Clara VaHey Water District City of Santa Cruz Santa Fe Springs Redevelopment Agency City of Santa Paula City of Santa Rosa City of Saratoga Siskiyou County City of South Lake Tahoe City of South San Francisco Southern California Association of Governments Southern California Executive Directors Association City of Sparks (Nevada) Special Districts Association of California The Spnk Corporation City of Springfield (Oregon) Stone & Youngberg Sutter County City of Thousand Oaks City of Turlock Turiock Irrigation District City of Ukiah City of Union City City of Vacaville City ofVallejo City of Ventura City of Villa Park Visalia Unified School District City of Walla Walla (Washington) Washington State Finance Officers Association Whitaker and Baxter City ot Woodland Yo|o County Yolo County Housing Authority City of Yuba CJty Yuba County I, the undersigned, hereby certify that the foregoing Resolution was duly and regularly adopted and passed by the Council of the City of Alameda in regular meeting assembled on the 6th of October, 1981, by the following vote, to wit: AYES: Councilmen Diament, Gorman, Sherratt and Stone - 4. NOES: President Corica - 1 ABSENT: None. IN WITNESS WHEREOF, I have hereunto set my hand affixed the official seal of said City this 7th day of October, 1981. _e41. City erk 'c,F-t6 Ci -- » Alame /'