22-097 Service Order #5 dated 3-24-23 HF&H Rate Year 4 Prep - PO 2023-421 CITY OF CUPERTINO
MASTER AGREEMENT CONSULTANT SERVICES
SERVICE ORDER NO. 5
MASTER AGREEMENT #:MA Date:
Maximum Compensation:
Consultant: Firm Name:
Address:
Contact: Ph:
Project Name:
Description: (simple project description if appropriate)
Attachment A: Includes Description of Project, Scope of Service, Schedule of Performance
and Compensation
City Project Management
Managing Department: Public Works Project Manager:
Fiscal/Budget :
SO Acc't #:PO #:
Project #:Date:
Approvals:
Date:
Date:
Appropriation Certification: I hereby certify that an unexpended appropriation is available in the above
fund for the above contract as estimated and that fund are available as of this date of signature
City Finance:Date:
Encumbrance this Service Order:
MA End Date:
Consultant:
Manager:
Management Analyst
Master Agreement Maximum Compensation:
Master Agreement Unencumbered Balance:
Total Previously Encumbered to Date:
City of Cupertino Master Agreement Service Order
2023-004 July 25, 2022
Rob Hilton rchilton@hfh-consultants.com 925-977-6968
TBD
3-23-2023
Mar 23, 2023
Mar 23, 2023
Mar 24, 2023
Service Order 5 – Performance Review – Pt 1
March 13, 2023
HF&H Consultants, LLC 1
SERVICE ORDER 5 – PERFORMANCE REVIEW – PT 1
Service Order 5 includes the initial work related to conducting a performance review of Recology’s
franchise services. Peter Deibler and Alison Griffith will be lead staff in conducting key tasks to include: 1)
conducting initial City-HF&H discussion of the range of topics to be included in the scope, 2) finalizing the
scope and schedule, 3) identifying and reviewing any necessary background documents, 4) developing a
request for information (RFI) for completion by Recology, and the City as necessary, 5) review the RFI
submittals and clarifying responses, as needed, and 6) conducting initial City-HF&H discussion of next
steps for the review including any necessary or useful revisions to the review scope. A subsequent service
order will be prepared for tasks related to conducting and completing the review.
Scope of Work
Task 1 Initial Scoping Discussion. HF&H will prepare and send City staff an intake document identifying
the full range of topics (e.g., customer service, collection quality) that might be included in the review.
City and HF&H staff will then use the intake document to make initial decisions on the areas to be covered
in the review and the approach to be taken for each topic area. Finally, HF&H staff will provide a written
summary of the topics selected for inclusion in the review.
Task 2 Prepare Final Draft Scope and Schedule. City and HF&H staff will review the intake summary
provided in Task 1 and discuss any necessary changes. Based on the discussion, HF&H will prepare a draft
scope of work and schedule for City review, and a final draft addressing City comments to the draft.
Task 3 Initial Document Review; Scope Discussion with Recology. HF&H will identify, request as
necessary, and review any key background documents such as the relevant provisions of the franchise
agreement and Recology quarterly and annual reports. City and HF&H staff will then meet with Recology
management staff to provide an overview of the review, including the areas of focus, the types of
information that will be requested, and the preliminary schedule.
Task 4 Develop, Provide RFI to Recology/City. HF&H will develop an RFI to request necessary information
from Recology, and from the City to the extent that additional City information is needed. HF&H will
provide the RFI to both parties with a requested timeline for submittal of responses.
Task 5 Review, Clarification of RFI Submittals. HF&H will review the RFI submittals, seek any necessary
clarification regarding the responses, and request and review any additional information as needed.
Task 6 Discuss Next Steps; Finalize Scope. City and HF&H staff will discuss the results of Tasks 4 and 5 and
identify any necessary or useful revisions to the final draft scope prepared in Task 2. HF&H will then finalize
the scope and use it to prepare the service order for Part 2 of the review addressing the specific, targeted
areas for coverage in the review including the type of analysis, how results will be transmitted to the City,
etc.
Fee Estimate
HF&H proposes to perform this work consistent with the billing arrangements and rates included in our
master services agreement with the City. We estimate that the fees required to perform this scope of
Service Order 5 – Performance Review – Pt 1
March 13, 2023
HF&H Consultants, LLC 2
work will not exceed $12,430.00. Our estimate of the hours by staff role and task are presented below.
Note that we assume that HF&H presence at meetings will be virtual.
HF&H respectfully reserves the right to reallocate budget among staff and tasks within this total not-to-
exceed amount to accommodate issues that arise during the performance of work, which always varies
somewhat from the preliminary estimates.
Schedule
HF&H assumes that the above tasks will occur during March through approximately June.
Task # Task Description Pr
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Total Estimated
$325 $305 $215 $170 Hours Fees
1 Initial Scoping Discussion 0 3 2 0 5 $1,345
2 Prepare Final Draft Scope and Schedule 0 2 3 0 5 $1,255
3 Initial Document Review; Scope Discussion with Recology 0 3 4 2 9 $2,115
4 Develop, Provide RFI to Recology/City 0 2 2 2 6 $1,380
5 Review, Clarification of RFI Submittals 0 6 8 4 18 $4,230
6 Discuss Next Steps; Finalize Scope 2 2 3 0 7 $1,905
Subtotal 2 18 22 8 50 $12,230
Out-of-Pocket Expenses $200
Total Budget $12,430
Service Order #5 HF&H Rate Year 4 Prep
Final Audit Report 2023-03-24
Created:2023-03-24
By:Jindy Garfias (jindyg@cupertino.org)
Status:Signed
Transaction ID:CBJCHBCAABAAhBF0clqqMXuVJW7qhg66zoBFLYnHUwN-
"Service Order #5 HF&H Rate Year 4 Prep" History
Document created by Jindy Garfias (jindyg@cupertino.org)
2023-03-24 - 0:28:12 AM GMT
Document emailed to Rob Hilton (rchilton@hfh-consultants.com) for signature
2023-03-24 - 0:29:46 AM GMT
Email viewed by Rob Hilton (rchilton@hfh-consultants.com)
2023-03-24 - 1:52:47 AM GMT
Document e-signed by Rob Hilton (rchilton@hfh-consultants.com)
Signature Date: 2023-03-24 - 2:36:22 AM GMT - Time Source: server
Document emailed to Ursula Syrova (she/her) (ursulas@cupertino.org) for signature
2023-03-24 - 2:36:23 AM GMT
Email viewed by Ursula Syrova (she/her) (ursulas@cupertino.org)
2023-03-24 - 3:30:04 AM GMT
Document e-signed by Ursula Syrova (she/her) (ursulas@cupertino.org)
Signature Date: 2023-03-24 - 3:30:48 AM GMT - Time Source: server
Document emailed to Julia Kinst (juliak@cupertino.org) for signature
2023-03-24 - 3:30:49 AM GMT
Email viewed by Julia Kinst (juliak@cupertino.org)
2023-03-24 - 3:15:16 PM GMT
Document e-signed by Julia Kinst (juliak@cupertino.org)
Signature Date: 2023-03-24 - 3:16:13 PM GMT - Time Source: server
Agreement completed.
2023-03-24 - 3:16:13 PM GMT
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