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Page 1 of 4 <br />Item #10 <br /> CITY COUNCIL AGENDA REPORT <br /> <br />November 4, 2025 <br />City Manager <br /> <br />TITLE: CONTINUED FROM OCTOBER 21, 2025 - AUTHORIZE THE CITY MANAGER TO <br />EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH CITYGATE <br />ASSOCIATES, LLC FOR A COMPREHENSIVE CITYWIDE ORGANIZATIONAL <br />ASSESSMENT IN A NOT-TO-EXCEED AMOUNT OF $249,982 <br /> <br />SUMMARY <br />Following a competitive Request for Qualifications (RFQ) process, including two rounds of <br />interviews with finalist firms, staff recommends awarding a professional services agreement to <br />Citygate Associates, LLC for a comprehensive citywide organizational assessment. The 12- <br />month assessment will evaluate operational efficiencies, organizational structure, staffing <br />resources, customer service delivery, and revenue opportunities. <br /> <br />RECOMMENDATION <br />Authorize the City Manager to execute a professional services agreement with Citygate <br />Associates, LLC for a comprehensive citywide organizational assessment in a not-to-exceed <br />amount of $249,982. <br /> <br />BACKGROUND <br />The City of Pleasanton recently engaged in extensive community engagement regarding the <br />budget and strategies to address the City's fiscal deficit, including the need to evaluate <br />citywide operations for operational efficiencies. To achieve this, staff identified an <br />organizational assessment as a Priority 1 "Must-Do" project in the recently City Council- <br />approved project prioritization framework for Fiscal Years 2025/26 and 2026/27. The goal of <br />the project is to evaluate operational effectiveness, resource allocation, and strategic <br />alignment of critical municipal departments. The City issued a Request for Qualifications (RFQ) <br />on July 11, 2025, generating ten qualified responses. <br /> <br />An evaluation panel from the City Manager's Office, Finance Department, and Human <br />Resources Department reviewed all proposals. Vendors were evaluated based on their <br />understanding of the City's needs, relevant municipal experience, available resources, <br />including adequate staffing and expertise to handle all assessment tasks, references from <br />similar California cities, and cost. Proposal costs ranged from $84,000 to $413,815. Based on <br />the evaluation criteria, the top three firms (Citygate Associates, BakerTilly, Raftelis) were <br />selected for two rounds of interviews. <br /> <br />Vendors provided additional information on communication support and an optional <br />assessment of the Livermore Pleasanton Fire Department (LPFD). The optional LPFD <br />assessment was not included in the base scope as it would require coordination with the <br />Livermore-Pleasanton Fire Department Joint Powers Authority and cost-sharing discussions <br />with the City of Livermore. Staff will return to the City Council with a separate recommendation <br />after a determination is made. <br />Page 147 of 323