RFI 27_64 _PW OPERATIONAL EFFICIENCY.pdf

CITY OF COLLEGE PARK Contracts and Procurement Department Attention: Carl Hall, Purchasing Department

3667 Main Street City Hall College Park, Georgia 30337

Email: Carlton.Hall@collegeparkga.gov Phone: (404)-767-1537

RE: REQUEST FOR INFORMATION NO. 27-64

PUBLIC WORKS OPERATIONAL EFFICIENCY AND ORGANIZATIONAL

ASSESSMENT

OBJECTIVE

Purpose of the Request for Information The City of College Park is issuing this Request for Information (RFI) to obtain information from qualified consulting firms with experience in municipal public works operations, organizational assessments, operational efficiency studies, staffing analyses, and performance management.

The purpose of this RFI is to gather industry input regarding methodologies, evaluation approaches, project considerations, anticipated deliverables, data requirements, scheduling considerations, and best practices associated with conducting a comprehensive Public Works Operational Efficiency and Organizational Assessment.

Information received through this RFI will assist the City in refining the project scope, identifying industry best practices, developing procurement strategies, and preparing a future Request for Proposals (RFP). This RFI is for information gathering and planning purposes only.

Background The City of College Park Public Works Department provides essential infrastructure, maintenance, utility, sanitation, and municipal support services to residents, businesses, and visitors.

The Department currently includes the following divisions:

• Administration

• Buildings and Grounds / Parks

• Highways and Streets

• Sanitation

• Stormwater Utility

• Water and Sewer

As part of its commitment to continuous improvement, the City is exploring opportunities to enhance operational efficiency, organizational effectiveness, customer service, workforce utilization, technology integration, and long-term sustainability throughout the Public Works Department.

The City seeks industry input regarding the components and methodologies that should be considered in a comprehensive operational assessment.

Project Goals The City is interested in obtaining recommendations that may assist in:

• Improving operational efficiency and effectiveness

• Optimizing organizational structure and staffing

• Enhancing utilization of personnel, equipment, and technology

• Evaluating service delivery methods

• Identifying opportunities for operational improvements and cost efficiencies

• Strengthening communication and accountability

• Developing meaningful performance measures

• Improving long-term planning and asset management

• Establishing a framework for continuous improvement

Areas of Interest and Requested Feedback The City requests information regarding approaches, methodologies, and best practices that firms recommend when conducting a comprehensive Public Works Operational Efficiency and Organizational Assessment.

Respondents are encouraged to describe how they would typically evaluate the following areas and identify any additional components the City should consider including in a future solicitation.

Organizational Assessment Potential areas of evaluation may include:

• Organizational structure

• Division responsibilities

• Reporting relationships

• Span of control

• Management practices

• Decision-making processes

• Internal communication

• Organizational accountability

• Succession planning

Staffing and Workforce Analysis Potential evaluation topics include:

• Staffing levels

• Workforce allocation

• Position classifications

• Vacancy trends

• Overtime utilization

• Workload distribution

• Productivity

• Cross-training opportunities

• Workforce planning

Operational Assessment The City welcomes recommendations regarding evaluation of operational practices within each Public Works division, including:

• Administration

• Buildings and Grounds / Parks

• Highways and Streets

• Sanitation

• Stormwater Utility

• Water and Sewer

Respondents are encouraged to identify operational practices, service delivery models, and industry best practices that should be evaluated.

Work Management and Business Processes Examples include:

• Work order management

• Scheduling practices

• Service request management

• Preventive maintenance programs

• Workflow processes

• Data collection

• Reporting methods

• Process standardization

Technology Assessment Potential evaluation areas include:

• Asset management systems

• Work order software

• GIS

• Mobile technology

• Fleet management systems

• Customer service platforms

• Reporting tools

• Data analytics

Fleet and Equipment Management Potential topics include:

• Fleet inventory

• Equipment utilization

• Preventive maintenance

• Replacement planning

• Lifecycle management

• Fleet costs

Financial and Operational Performance Potential evaluation topics include:

• Department operating costs

• Labor utilization

• Equipment costs

• Contracted services

• Cost recovery practices

• Budget development

• Opportunities for operational efficiencies

Performance Measurement The City welcomes recommendations regarding:

• Key Performance Indicators (KPIs)

• Service level metrics

• Productivity measures

• Customer service measures

• Benchmarking

• Executive dashboards

• Performance reporting

Employee and Department Engagement Respondents are encouraged to describe approaches used to obtain input from:

• Executive Leadership

• Department Directors

• Supervisors

• Employees

• Other City Departments

• External stakeholders, when appropriate

Examples may include interviews, surveys, workshops, focus groups, or field observations.

Interdepartmental Coordination Review The City of College Park seeks information regarding strategies to improve coordination among the various divisions within the Public Works Department, including utilities, sanitation, streets, parks, and facilities.

Respondents are encouraged to describe their experience evaluating organizational structures and identifying opportunities for greater collaboration and operational efficiency.

Responses should address approaches for evaluating shared resources, consolidated scheduling, fleet and equipment utilization, cross-functional staffing opportunities, customer service workflows, and other practices that may improve service delivery and organizational effectiveness. Respondents may also provide examples of similar assessments performed for other municipalities and the resulting recommendations or measurable outcomes.

Information Considerations Respondents are encouraged to identify the types of information, data, documentation, and resources they would typically require to perform a Public Works Operational Efficiency and Organizational Assessment.

For informational purposes only, the City has identified examples of information that may be relevant to a future assessment, including but not limited to:

• Organizational charts

• Department budgets

• Job descriptions

• Employee classifications

• Policies and procedures

• Work order information

• Asset inventories

• Fleet inventories

• GIS information

• Capital Improvement Plans

• Strategic plans

• Financial reports

• Utility system information

• Performance reports

Requested Information from Respondents Interested firms are requested to provide the following information:

1. A capability statement describing the firm's qualifications, core services, relevant experience, and experience conducting organizational assessments, operational studies, or similar consulting services for local governments.

2. A description of the firm's recommended methodology for evaluating a multi-division Public Works Department.

3. An overview of the analyses, assessments, engagement activities, and evaluation techniques the firm would typically perform.

4. A description of the information, data, and resources the firm would generally request from the City.

5. Examples of comparable projects completed for municipalities or other public agencies, including the scope of work, services provided, and project outcomes.

6. A description of the reports, presentations, implementation tools, or other deliverables the firm typically provides for similar engagements.

7. Recommended performance measures, benchmarking practices, or industry standards the City should consider.

8. Innovative practices, technologies, or operational improvements the City may wish to evaluate.

9. An estimated timeframe typically required to complete a project of similar size and complexity.

10. Optional: General budget ranges or fee structures associated with comparable studies. Any cost information is requested solely for planning purposes

11. Any additional recommendations regarding project scope, evaluation areas, or procurement considerations that the City should consider when developing a future Request for Proposals.

Desired Outcomes The City seeks industry input that will assist in developing a future operational assessment designed to:

• Improve operational efficiency

• Optimize staffing and resource utilization

• Strengthen organizational performance

• Enhance customer service

• Improve accountability and communication

• Support informed decision-making

• Promote sustainable operations

• Establish a practical roadmap for continuous improvement

Future Procurement This Request for Information (RFI) is issued solely for information gathering and planning purposes. Submission of a response does not create any contractual rights or obligations and will not be used to evaluate or select a consultant for award.

The City reserves the right to use the information received to refine the project scope, modify procurement strategies, and develop a future Request for Proposals (RFP), Request for Qualifications (RFQ), or other solicitation, if deemed appropriate. Issuance of this RFI does not obligate the City to award a contract, issue a subsequent solicitation, or proceed with any procurement.

Response Format Interested firms shall submit an electronic response in PDF format.

Responses should be organized in the same order as the "Requested Information from Respondents" section of this RFI.

Responses should be concise while providing sufficient detail to assist the City in understanding available methodologies, industry best practices, and potential approaches. Marketing materials may be included as supplemental information but should not replace the requested response content.

Submission Instructions Responses shall be submitted electronically in PDF format.

www.bidnetdirect.com/cityofcollegepark

The City appreciates the time and effort invested by respondents and values the information provided through this market research process.

Issue Date Question Deadline RFI Deadline

Friday July 24th , 2026 Friday, July 31st, 2026 12 Noon (EST) Friday, August 7th, 2026, 3:00 PM EST

Rights Reserved by the City

The City is issuing this Request for Information (RFI) for general informational and planning purposes only.

This RFI is intended to gather information, industry feedback, and potential solutions to assist the City in evaluating available options and determining future needs.

The City reserves the right to accept or reject any or all responses received in connection with this RFI. The City may also request clarification, additional information, or discontinue consideration of any response that is incomplete, unclear, or does not provide the information requested.

Submission of a response to this RFI does not guarantee that the City will issue a future solicitation, enter into an agreement, or procure any goods or services from any respondent. Respondents shall not be entitled to reimbursement for any costs incurred in preparing or submitting a response to this RFI.

The City reserves the right to modify, suspend, or cancel this RFI process at any time, with or without notice, and without liability to any respondent. The City may use information received through this RFI to assist with future planning, development of specifications, budget considerations, or potential procurement opportunities.

Participation in this RFI does not provide any respondent with a preference or advantage in any future procurement process that may result from this information-gathering effort.

Time/Date Event Friday, August 7th, 2026, no later than 3:00 p.m. Request for Quotes Due