October 2025 www.paloalto.gov
Reinforcing Best
Practices in Managing
Consultant Services
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October 2025 www.paloalto.gov
PURPOSE
Discussion of ongoing work to ensure high quality and valuable services developed through the engagement of professional consultants.
• Review status of ongoing work
• Reflect on current example(s)
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October 2025 www.paloalto.gov
OVERVIEW
• Ongoing project reviewing how decisions are made and staff responsibilities for financial, contracting, relationship, and project management, as well as community engagement.
• Identify strengths and challenges in current processes, recognizing effective practices already in place.
• Improve consistency, oversight, and collaboration with consultants. • Position the City to lead on innovative, accountable consultant management.
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October 2025 www.paloalto.gov
Initial Assessment: Interviews and surveys completed across city departments Budget Development Integration: Consultant expenditures now systematically reviewed during FY 2026 budget cycle and going forward
Practice Improvements: Best-practices being reviewed and tools being developed; City Auditor’s Office also reviewing best practices Working Group: Cross-departmental staff engaged in developing practice guide
PROGRESS TO DATE
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October 2025 www.paloalto.gov
• Precursors to Outsourcing
• The Decision to Outsource
• Determining a Scope of Services
• Scoping the Approach to Community
Engagement
• Selecting the Service Provider
• Managing Contingencies
• Establishing Points of Contact,
Communication Expectations, and
Handling Professional Differences
• Contract Management
• Performance Management and Quality
Control
• Risk Management
• Closeout and Evaluation
CONSULTANT ENGAGEMENT OVERVIEW
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CONSULTING SERVICES APPROVED IN 2024
(Attachment A)
October 2025 www.paloalto.gov
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October 2025 www.paloalto.gov
Ongoing Turf Study demonstrates the need to prepare for and manage contentious issues
• Consultant qualifications and selection
• Planning stakeholder/community engagement
• Quality control on draft products
• Responding to feedback
• Managing through criticisms, public records requests, personal attacks
CURRENT EXAMPLE(S)
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October 2025 www.paloalto.gov
• Discussion and review of ongoing work from City Council and public through this study session, to ensure perspectives are reflected in the work underway. • Solicit feedback from consultants on practice guide
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