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Palm Coast City Council reviews RFP for entity-wide risk assessment, adds operational-efficiency requirement
Summary
Council reviewed a draft request for proposals to hire a firm to perform an entity-wide risk assessment, asked staff to include operational-efficiency analysis (with emphasis on utilities and stormwater), and agreed to a procurement timeline that would advertise in March.
Palm Coast City Council on Feb. 11 reviewed a draft request for proposals (RFP) to hire a consultant to perform an entity-wide risk assessment of City operations and asked staff to add explicit language directing proposers to evaluate opportunities for operational efficiencies, particularly in Utilities and Stormwater.
The RFP presented by Helena Alves, financial services director, describes a scope that includes an initial entity-wide risk assessment, a program-priority matrix, capability assessments, stakeholder workshops and guidance on prioritizing and mitigating risks. "When MSL was here presenting to council, they had an estimate between $15,000 to $45,000," Alves said, noting final cost will depend on the scope the city chooses.
Councilmembers stressed clarifying operational-efficiency outcomes. One councilmember asked that the scope explicitly seek recommendations that would "provide guidance on operational efficiencies that could be created by implementing the steps in the risk-assessment matrix." Staff agreed to add that bullet to the scope and to keep the RFP generally written so proposals can be scaled if costs are higher than expected.
On procurement timing, staff proposed advertising the solicitation on March 19, opening bids on March 26, allowing proposer questions through April 3 and opening proposals on April 10. Councilmembers and staff discussed whether council would hear oral presentations from finalists; staff said the council will serve as the evaluation committee, and the RFP allows for oral presentations if council desires.
Staff also said the city’s external auditor performs preliminary risk assessments during audits and noted the Utilities department previously completed a separate risk and resiliency assessment for water infrastructure. Alves and other staff emphasized the final RFP should make clear what outcome the council expects so proposers can price appropriately.
Next steps: staff will revise the draft to add the operational-efficiency language and return the RFP to procurement for the March advertising schedule if council wishes to proceed.
