EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: January 18, 2022
TO: Honorable Mayor and Members of the City Council
VIA: Jaime M. Fontes, City Manager
BY: Patrick Heisinger, Assistant City Manager
SUBJECT: City Council Consideration of an Agreement with Greg Larson to Provide Management-Related Services
Recommendation
Adopt a Resolution (Attachment 1):
1. Authorizing the City Manager to enter into an agreement, in a form approved by the City Attorney, with consultant Greg Larson in the amount of $25,000 for the purposes of providing facilitation for City Council engagement and other management-related services; and
2. Waiving the bid procedures pursuant to East Palo Alto Municipal Code section
2.84.070(D).
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Priority No. 3: Increase Organizational Effectiveness and Efficiency Background
On December 15, 2020, the City Council adopted a resolution authorizing the City Manager to enter into an agreement with Management Partners in the amount of $50,000 for the purposes of providing facilitation for City Council engagement processes and other management-related services.
Since the agreement with Management Partners was executed, Greg Larson has been assigned to supporting the City of East Palo Alto and has undertaken several tasks for the City, including the 2021 City Council retreat process and performance evaluations for both the City Manager and City Attorney.
Mr. Larson recently retired from Management Partners. As such, per state legislation and related case law, Mr. Larson is unable to conduct work for the City of East Palo Alto under the current agreement with Management Partners. Despite this technicality, Mr. Larson possesses detailed knowledge of, and is actively engaged in, essential City processes.
The purpose of this staff report is to seek City Council approval to enter into an agreement directly with Mr. Larson, thus ensuring that City business continues uninterrupted.
Analysis
Mr. Larson is currently engaged in the following assignments for the City, all of which were initiated under the most recent contract and are anticipated for completion prior to June 30, 2022:
1) City Manager performance evaluation
2) City Attorney performance evaluation
3) 2022 City Council Priority Setting Process
Mr. Larson estimates that all assignments will be finalized to the City’s satisfaction for a timeand-materials cost of approximately $20,000.
Staff seeks additional funding to facilitate Mr. Larson’s assistance in planning the 2023 City Council priority-setting process that will likely commence in late 2022. This proactive approach to account for anticipated costs will ultimately allow for a more efficient process as we move forward.
Proposed Contract Terms
Amount: $25,000
Term: 2-years, with one 6-month extension at the discretion of the City Manager Request to Waive Formal Bidding Procedures and Insurance Requirements Mr. Larson has facilitated the priority-setting engagement sessions for the City Council in 2019, 2020, and 2021. Due to his unique knowledge of and experience with the City’s process, staff requests that the City Council waive formal bidding procedures that would essentially delay the effectuation of a new contract with Mr. Larson.
Mr. Larson will provide services virtually and therefore the City Manager will authorize a waiver of the City’s automobile insurance requirement.
Fiscal Impact
The City’s General Fund Reserve has adequate balances to cover the proposed agreement with Mr. Larson.
Public Notice
The public was provided notice by making the agenda and report available on the City’s website and at the San Mateo Co. Library located at 2415 University Avenue, East Palo Alto.
Environmental
The action being considered does not constitute a “Project” within the meaning of the California Environmental Quality Act (CEQA), pursuant to CEQA Guideline section 15378 (b)(5), in that it is a government administrative activity that will not result in direct or indirect changes in the environment.
Attachments
1. Resolution