11-02-2020 Council Work Session Minutes

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CITY COUNCIL WORK SESSION APPROVED 162 WSB & Associates for engineering services. He explained the level of services being 163 utilized, the cost and the source of funding. There are other options that could be 164 reviewed, one of which is to renegotiate rates with WSB. Staff is looking for council 165 discussion. 166 Mayor Rafferty said WSB has been a good partner with the City. When he joined the 167 council in 2010, he learned about what services the City contracts. Since the City is a 168 public entity, it is important to look at options at least every ten years, whether that be i 69 RFPs or just a review. He is in favor of reviewing the services and having a process to do 170 that correctly. WSB has done an excellent job but the taxpayers are well served by 171 regular review. 172 Councilmember Stoesz asked about other cities that use in house services versus 173 contracted. He isn't necessarily in favor of the change but wants to understand fully the 174 implications. He does see the value in having a pool of expertise that large firm brings. 175 Councilmember Cavegn added that he'd like to understand better the cost of in house 176 services. Director Grochala said that more information can be provided on options; 177 services the City needs do go up and down according to development and some services 178 would always require outside expertise. Staff could provide more cost information as 179 part of an RFP process so the council has the full picture. 18o Councilmember Lyden said he supports the mayor in his comments about the need for a 181 regular review. t82 Councilmember Stoesz asked if the pavement management plan information in place 183 belongs to the City. Director Grochala explained that any change would include the cost 184 of change but the methodology for a plan like pavement management would essentially 185 be the same. Councilmember Stoesz noted a transition summary prepared by the 186 previous WSB assigned engineer and he wonders if that is something that is valuable and 187 would be a consistent part of any transition; Mr. Grochala said that such a document is a 188 useful tool. 189 Councilmember Lyden asked for staffls instinct on looking at a change and Mr. Grochala 190 suggested that the outside finns that would compete are pretty much all from the same 191 pool and the costs are going to be pretty consistent; from a selfish viewpoint, while it is 192 always good to review, change does mean more work for staff and it also results in losing 193 people who have some institutional knowledge from their years of providing service to 194 the City. Mr. Grochala also explained that it's easier to ramp up and down with outside 195 engineers as needs ebb and flow and he suspects the costs would be similar but there may 196 be more hours available with in house. And he will attempt to demonstrate those things 197 with figures. 198 Councilmember Ruhland said he supports a review because it's an important practice. He 199 received an explanation from Director Grochala of what is included in the general 200 contract cost and other services that are not and how those are funded.