HF & H CONSULTANTS, LLC - Laserfiche WebLink

Page 7 of 8 standards, service options, diversion programs, and reporting processes. We will provide options for the City to consider, which will maximize both the efficiency of the process and the quality of the agreement. Based on prior tasks, HF&H will prepare a draft restated franchise agreement for the desired services. City staff, including the City Attorney, will subsequently review the draft agreement. We request that City staff make changes directly in a strike-and-replace format using Microsoft Word, which HF&H will then use to prepare an updated draft agreement. After City staff submits the redlined draft franchise agreement and their comments to HF&H, we will update the draft restated franchise agreement and subsequently distribute it to the franchisee(s) for their review and input. HF&H will then coordinate bi-monthly meetings during the first three months and monthly meetings during the final three months of the negotiation period, each meeting lasting two hours. These meetings will include both City staff and the franchisee and will be used to negotiate the terms of the agreement. HF&H will allocate the necessary time to prepare for each meeting and provide detailed meeting notes following each meeting, capturing key discussion points, decisions, and next steps. Task 5 – Review Franchisee Cost and Rate Proposal HF&H will develop a cost and rate proposal form for submittal by the franchisee. The cost and rate proposal form will provide the costs necessary for the franchisee to perform the collection services outlined in the draft restated franchise agreements. These costs will inform the necessary rates to compensate the franchisee for their services. These cost forms will ensure sufficient level of detail is provided by the franchisee in a manner that supports HF&H’s evaluation of the future rates. Upon receipt of the cost and rate form, HF&H will review the materials and evaluate the cost and rate proposal. The cost and rate proposal review will involve an initial check of the mathematical accuracy of the cost information and then an evaluation of the reasonableness of the proposed costs and related operating statistics. To the extent necessary, HF&H will connect with the franchisee to seek clarification on the cost proposal. Task 6 – Prepare for and Attend Government Official Meetings HF&H will attend the City Council’s Waste and Recycling Subcommittee meeting to provide an update on the negotiation process and, if a final franchise agreement has been reached, present a staff recommendation for consideration. HF&H will also participate in a City Council meeting to brief the Council on the status of negotiations and, if applicable, introduce the final agreement for its approval. In support of the required City Council meeting(s), HF&H will prepare a staff report to accompany the franchise agreement. Prior to drafting the report, HF&H will coordinate with City staff to identify any required content or considerations. The City will receive a draft and provide one consolidated set of non-conflicting comments for review. After incorporating the City’s feedback, HF&H will finalize the staff report for submittal. Recognizing the importance of clear communication with both the City Council and the public, HF&H will also develop a PowerPoint presentation to convey the results of the project. While Docusign Envelope ID: 5F19B034-CFF6-4974-BF94-62C8D46B35F0Docusign Envelope ID: D0CB4BF3-FEDC-4F7D-95C4-0EB4DA05C18D