HomeMy WebLinkAbout01201999 2 Perlin Staff ReportSARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
AGENDA ITEM
MEETING DATE: JANUARY 20, 1999
CITY MANAGER:
ORIGINATING DEPT.: CITY MANAGER
DEPT. HEAD:
SUBJECT: Solicitation for contract City Attorney services
RECOMMENDED MOTION(S):
Review draft solicitation, schedule, and list of firms to receive the Solicitation, and provide
direction to staff.
REPORT SUMMARY:
Attached is the draft Solicitation for contract City Attorney services previously reviewed by the
City Council. The current version is identical to that which you reviewed on January 6. If any
final changes are desired, please be prepared to tell me what those are at your meeting.
As for a recruitment schedule, I believe it is reasonable to request responses to the Solicitation be
received within 30 days. After that, depending on the number of responses received, I would
suggest that two members of the City Council, and perhaps one member of the Planning
Commission be chosen to work with the City Manager to screen the responses. The idea would
be to develop a list of semi-finalists which could then be interviewed by a panel consisting of at
least one or two City Attorneys from nearby jurisdictions, and City personnel (department heads
and/or Commission members). The panel would then recommend and rank finalists to be
interviewed by the entire City Council. Using this process, I would envision the following
timetable:
Day 1 - Solicitations mailed out, advertisements published
Day 30 - Responses to Solicitation received
Day 40 - Initial screening of responses and selection of semi-finalists
Day 55 - Interview panel convenes to select finalists
Day 75 - City Council interviews finalists
Because of the number of unknowns and variables involved, I prefer not to guess on the timetable
beyond when the City Council would interview finalists. The steps that would need to occur
beyond then however would be 1) Selection of a City Attorney, 2) Negotiation of a contract for
services, 3) Approval of the contract, and possibly 4) Consideration of how to handle transition
services with our present City Attorney in the event a new City Attorney is chosen. At this stage
in the process though, it is not necessary to dwell on these steps.
A list of firms to whom the Solicitation should be sent will be provided to you at your meeting.
Attached however, is a list of firms which submitted proposals to the City's last request in 1990.
This might be a good start. Also attached is the list of firms compiled by the Mayor which you
saw at your last meeting.
FISCAL IMPACTS:
None at this time. There will be a minimal amount of money expended on postage if it is decided
to release the Solicitation. There would also be approximately $1,000 incurred in advertising
costs if the recruitment process gets underway.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION(S):
Depends on Council's actions.
FOLLOW UP ACTIONS:
Depends on Council's actions.
ATTACHMENTS:
1. Draft Solicitation for contract City Attorney services.
2. List of firms which responded to City's RFP in 1990.
3. Mayor's list of firms to be sent the Solicitation.