2023-03-14-200 - Managerial Audit Services Building & Planning Departments

SCOPE OF SERVICES
The City of Garden City has issued this Request for Proposals for a managerial audit of the CONTRACTED Building and Planning Department.  The proposal shall address all of the objectives as shown below:

OBJECTIVES:

1. Certificate of Occupancy process for both residential and business.
   1. Review of the process as described in Exhibit A
   2. Review of Rental Registration Exhibit B
   3. Interview of Councilmembers about departmental issues
   4. Complete recommendation for process improvements of this objective
2. Application Process
   1. Review of all applications as described in Exhibit C
   2. Complete recommendation for process improvements of this objective
3. In-house versus contractual for Building Department Services
   1. Review of costs for in-house
   2. Review of the hiring process
   3. Review of coverage for inspections
   4. Cost Analysis comparison and recommendations
4. Inspection Process
   1. Workflow of inspections
   2. Review job descriptions and compare for consistency to the actual duties being performed via questionnaire, interview, observations and by allowing employees to provide additional explanation of their job duties or provide explanation of their job duties or provide examples of work product and responsibilities.
   3. Compliance with the Michigan Uniform Building Code and International Property Maintenance Code
   4. Complete recommendation for process improvements of this objective
5. Timeframe of inspections from beginning to end
   1. Review of BS&A
   2. A complete understanding of the applications of BS&A is a requirement of this proposal
   3. A complex review of the initial date of intake through finalization
   4. A review of the process from start to finish to also include exceptions to the process for the missing components of requirements from the applicant
   5. Review of re-inspections for failures on behalf of the applicant
   6. Complete recommendation for process improvements of this objective.
6. Procedures for departments
   1. The details of the department with support of consultants and City Staff. 
   2. Analyze the departments for duplication.
   3. Analyze the workload and capacity for each staff member either contractual or City staff.
   4. Analyze the overall staffing levels and requirements for excellent customer service.
   5. Analyze the City’s webpage for ease of use and applicability.
   6. Zoning Analysis for compliance of reviews.  Must review all Zoning Ordinance Sections and the contents as part of the review.  Zoning Ordinance and map are located on the City’s Website.
   7. Analyze the fee schedule as attached as Exhibit D.  This will be to determine the basis of costs for the department and the surrounding communities.  The costs and fees collected shall not be more than the costs to administer the department. 
   8. Complete recommendation for process improvements of this objective.
7. Recommendations for improvements
   1. The recommended process improvements
   2. The establishment of the comparison of industry standards for basis of recommendations
   3. Final presentation of findings to City Council with process improvements