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Resolution No. 2012-070RESOLUTION NO. 2012-70 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VERNON ACCEPTING THE BID OF MATRIX,CONSULTING GROUP AND APPROVING AND AUTHORIZING THE EXECUTION OF A SERVICES AGREEMENT BY AND BETWEEN THE CITY OF VERNON AND MATRIX CONSULTING GROUP TO CONDUCT A STUDY OF STAFFING AND COSTS OF THE VERNON POLICE DEPARTMENT WHEREAS, the City Council of the.City of Vernon authorized the issuance of a request for proposals to develop a study of staffing and costs of the Vernon Police Department (the "Services"); and WHEREAS, by a memorandum dated May 9, 2012, the Director of Community Services & Water has recommended that the City accept the bid of Matrix Consulting Group ("Matrix") and enter into a services agreement with Matrix setting forth the terms and conditions under which Matrix will perform the Work (the "Agreement"). NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF VERNON AS FOLLOWS: SECTION 1: The City Council of the City of Vernon hereby finds and determines that the recitals contained hereinabove are true and correct. SECTION 2: The City Council of the City of Vernon hereby approves the Agreement with Matrix Consulting Group, in substantially the same form as the copy which is attached hereto as Exhibit A. SECTION 3: The City Council of the City of Vernon hereby authorizes the Mayor or Mayor Pro-Tem to execute said Agreement for, and on behalf of, the City of Vernon and the City Clerk, or Deputy City Clerk, is hereby authorized to attest thereto. SECTION 4: The City Council of the City of Vernon hereby instructs the City Administrator, or his designee, to take whatever actions are deemed necessary or desirable for the purpose of implementing and carrying out the purposes of this Resolution and the transactions herein approved or authorized. SECTION 5: The City Council of the City of Vernon hereby directs the City Clerk, or the City Clerk's designee, to send a fully executed Agreement to: Matrix Consulting Group Attention: Richard Brady, President 721 Colorado Avenue, Suite 101 Palo Alto, CA 94303 SECTION 6: The City Clerk of the City of Vernon shall certify to the passage, approval and adoption of this resolution, and the City Clerk of the City of Vernon shall cause this resolution and the City Clerk's certification to be entered in the File of Resolutions of the Council of this City. APPROVED AND ADOPTED this 15th day of May, 2012. Name: William J. Davis Title:,4M / Mayor Pro-Tem 2 STATE OF CALIFORNIA ) ) ss COUNTY OF LOS ANGELES ) I, Willard G. Yamaguchi, City Clerk of the City of Vernon, do hereby certify that the foregoing Resolution, being Resolution No. 2012-70, was duly passed, approved and adopted by the City Council of the City of Vernon at a regular meeting of the City Council duly held on Tuesday, May 15, 2012, and thereafter was duly signed by the Mayor or Mayor Pro-Tem of the City of Vernon. Executed this 9'1 day of May, 2012, at Vernon, California. (SEAL) i llar(YG.`'YaXacj chi,(C)ity Clerk -3_ EXHIBIT A SERVICES AGREEMENT BETWEEN THE CITY OF VERNON AND MATRIX CONSULTING GROUP TO CONDUCT A STUDY OF STAFFING AND COSTS OF THE VERNON POLICE DEPARTMENT Contractor: Responsible Principal of Contractor: Notice Information - Contractor: Notice Information - City: Commencement Date: Termination Date: Consideration: Records Retention Period COVER PAGE Matrix Consulting Group Richard Brady, President Matrix Consulting Group 721 Colorado Avenue, Suite 101 Palo Alto, CA 94803 Attention: Richard Brady, President Phone: (650) 858-0507 Facsimile: (650) 858-0509 City of Vernon 4305 Santa Fe Avenue Vernon, CA 90058 Attention: Kevin Wilson, Director of Community Services & Water Telephone: (323) 583-8811 ext. 245 Facsimile: (323) 826-1435 May 15, 2012 May 15, 2013, unless extended pursuant to Section 1 Total not to exceed $23,500.00 (includes all applicable sales tax); and more particularly described in Exhibit B Three (3) years SERVICES AGREEMENT BETWEEN THE CITY OF VERNON AND MATRIX CONSULTING GROUP TO CONDUCT A STUDY OF STAFFING AND COSTS OF THE VERNON POLICE DEPARTMENT THIS AGREEMENT is made and entered into as of May 15, 2012 ("Effective Date"), by and between the City of Vernon, a California charter City and California municipal corporation ("City"), and Matrix Consulting Group, a California corporation ("Contractor"). City and Contractor are collectively referred to herein as the "Parties." RECITALS A. City desires to retain the services of Contractor to develop a study of staffing.and costs of the Vernon Police Department as more fully set forth in the. Scope of Services, attached hereto and incorporated herein as Exhibit A. B. Contractor represents it is qualified and capable of furnishing the labor, materials, and expertise necessary to perform such services in accordance with the terms and conditions set forth in this Agreement. NOW, THEREFORE, the Parties agree as follows: Section 1. Term and Time of Performance. (a) This Agreement shall commence upon the Commencement Date listed on the Cover Page, and shall remain and continue in effect through the Termination Date listed on the Cover Page, unless sooner terminated pursuant to the provisions of this Agreement. City may renew this Agreement on a year-to-year basis at its discretion. (b) In the event that City renews this Agreement, Contractor may submit a proposal to increase its rates no later than thirty (30) days after receiving notice of City's intent to renew. Any increase in rates must be approved by City before such increase can take effect. If City fails to approve the proposed increase within thirty (30) days of receipt, Contractor may terminate the renewal by giving thirty (30) days written notice. Section 2. Performance. (a) Contractor shall perform the services and tasks described and set forth in the Scope of Services, Exhibit A ("Services"). Additional services must be mutually agreed upon in writing signed by both Parties prior to performance of those additional services. (b) Contractor shall at all times faithfully, competently and to the best of its ability, experience, and talent, perform all Services under this Agreement in accordance with the standard of care and skill ordinarily exercised by members of the profession currently practicing in the same locality as the City under similar circumstances and in a manner reasonably satisfactory to City. Contractor shall at all times comply with the highest ethical standards when performing Services for the City. (c) Contractor shall keep itself informed of all local, state, and. federal ordinances, laws and regulations which in any manner affect those employed by it or in any way affect the performance of its Services pursuant to this Agreement. Contractor shall at all times observe and comply with all such ordinances, laws and regulations. City, and its officers, officials, employees, agents or volunteers shall not be liable at law or in equity occasioned by failure of Contractor to comply with this section. (d) Contractor will not be compensated for any work performed not specified in Exhibit A unless City authorizes such work.in advance and in writing. Section 3. Compensation. (a) City agrees to compensate Contractor, and Contractor agrees to accept in full satisfaction for the services and any supplies or goods required by this Agreement, a sum not to exceed the Consideration set forth on the Cover Page and more particularly described in Exhibit B. The Consideration shall constitute reimbursement of Contractor's fee for the Services as well as for all actual and necessary expenditures reasonably incurred in the performance of this Agreement (including without limitation, all labor, materials, equipment, supplies, delivery, tax, assembly, and installation, as applicable). (b) There shall be no claims for additional compensation for reimbursable expenses and Contractor shall not be reimbursed for any additional expenses. (c) Change in the scope of services, duties, obligations, durations or total compensation, shall be by written authorization only by the City. A form of Change Order is set forth in Exhibit C attached hereto and incorporated by reference. Section 4. Method of Payment. City shall pay Contractor the Consideration in accordance with the Cost Schedule set forth in Exhibit B. Section 5. Responsible Principals. (a) Contractor's Responsible Principal set forth on the Cover Page shall be principally responsible for Contractor's obligations under this Agreement and shall serve as principal liaison between City and Contractor. Designation of another Responsible Principal by Contractor shall not be made without prior written consent of City. (b) City's Responsible Principal shall be the City Administrator or his designee who shall administer the terms of the Agreement on behalf of City. Section 6. Personnel. (a) All persons performing Services shall have all the necessary technical expertise, permits, professional licenses, certificates, training, and other qualifications required by this Agreement or other, applicable laws. Contractor shall provide City with said permits, licenses, and certificates at the request of City. (b) Contractor represents that it has, or shall secure at its own expense, all personnel required to perform Contractor's Services under this Agreement. All personnel engaged in the work shall be qualified to perform such Services. Section 7. Permits and Licenses. Contractor shall obtain and maintain during the Agreement term all necessary licenses, permits and certificates required by law for the provision of services under this Agreement, including a business license: Except as provided herein below, Contractor shall obtain and pay for all permits and licenses required by federal, state or local law, rule or regulation. Costs for obtaining City licenses and permits required under this Agreement shall be waived. Section 8. Access. Contractor shall comply with all reasonable access and other restrictions that City may impose. No access to City property for performance of the Services shall be permitted prior to delivery to City of proof of insurance paid and maintained by Contractor. Section 9. Contractor's Duties and Representations. Contractor represents, covenants and agrees as follows: (a). There are no obligations, commitments, or impediments of any kind that will limit or prevent performance of the Services. (b) Contractor'presently has no interest and shall not have any interest, direct or indirect, which would conflict in any manner with the performance of the Services contemplated by this Agreement. No person having any such interest shall be employed by or be associated with Contractor. (c) There is no litigation pending against Contractor and Contractor is not the subject of any criminal investigation or proceeding, and neither Contractor nor its personnel, to its actual knowledge, have been convicted of a felony. Section 10. Independent Contractor. — - .(a)_--Contractocis-and-shall-at-aUlimQ-,;-lQmain,-as-tQCity,-a-vhol.ly independent contractor. The personnel performing the Services under this Agreement on behalf of Contractor shall at all times be under Contractor's exclusive direction and control. Neither City nor any of its officers, officials, employees, agents, or volunteers shall have control over the conduct of Contractor or any of Contractor's officers, employees, or agents except as set forth in this Agreement. Contractor shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, officials, employees, agents, or volunteers of City. Contractor shall not incur or have the power to incur any debt, obligation or liability whatsoever against City, or bind City in any manner. (b) No employee benefits shall be available to Contractor or its officers, employees, or agents in connection with the performance of this Agreement. Except for Consideration paid to Contractor as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Contractor for performing services hereunder for the City. City shall not be liable for compensation or indemnification to Contractor or.its officers, employees, or agents for injury or sickness arising out of performing services hereunder. (c) Contractor agrees to pay and be responsible for paying all Federal, State and local taxes for compensation received by Contractor from City while performing services for City. Section 11. Termination. (a) Termination Right. City may, at any time, for any reason or for no reason, with or without cause, terminate this Agreement, by serving upon the Contractor at least five (5) 4 calendar days prior written notice. Upon receipt of such notice, Contractor shall immediately cease all work under this Agreement, unless the notice provides otherwise. (b) In the event of termination or cancellation of this Agreement by City, due to no fault or failure of performance by Contractor, Contractor shall be paid based on the percentage of work satisfactorily performed at.the time of termination. In no event shall Contractor be entitled to receive more than the amount that would be paid to Contractor for the full performance of the services required by this Agreement. Contractor shall have no other claim against City by reason of such termination, including any claim for compensation. (c) Actions Subsequent to Termination. In the.event of termination of this Agreement, Contractor shall deliver all Confidential Information, as defined in Section 13 below, to City within thirty (30) days after the termination of this Agreement. Contractor shall also take all such other action as City reasonably requires and shall cooperate with City to effectuate an orderly and systematic termination of Contractor's duties and activities hereunder. (d) All of the terms and conditions in the Agreement related to payment, confidentiality, indemnification, dispute resolution and waiver shall survive termination of this Agreement. Section 12. Limitation of City's Liability. City's liability on any kind of claim for any loss or damage arising out of, in connection with, or resulting from this Agreement, shall in no case exceed the amount that would be paid to Contractor for the full performance of the services required by this Agreement. In no event shall City be liable for anticipated profits or for incidental, consequential or punitive damages. City shall not be liable for penalties of any description. Section 13. Confidential Status: Disclosure of Information. (a) Confidential Status; Disclosure of Information. All data, customer information, business practices, business methods, privileged information, trade secrets, financial statements, floor plans, designs, blueprints, maps, surveys, drawings, models, reports, correspondence, logs, documents, materials or other information developed or created by Contractor, received by Contractor, revealed to Contractor, or provided to Contractor for the performance of this Agreement ("Confidential Information") are deemed confidential and shall not be disclosed by Contractor to any third party without-City's prior written consent. City reserves all rights to Confidential Information. City shall grant consent if disclosure is legally required. All Confidential Information shall be returned to City upon completion or termination of this Agreement. Contractor's covenant under this section shall survive the termination of this Agreement. City may disclose to third parties any Confidential Information at its sole discretion. (b) Contractor's obligation not.to disclose any Confidential Information shall not extend to information that: L was in the possession of, or was rightfully known by, the Contractor without an obligation to maintain its confidentiality prior to receipt from City; this Agreement; ii. is or becomes generally known to the public without violation of 5 iii. is obtained without an obligation of confidentiality by the Contractor in good faith from a third party having the right to disclose it without an obligation of confidentiality; or iv. information which is required to be disclosed pursuant to any court order or directive having the force of law. (c) The provisions of this section shall survive the termination of this Agreement. Section 14. Technical Materials. City reserves all rights to any and all tools, dies, patterns, plates or other similar technical materials furnished or paid for by City, and Contractor shall use such materials in strict confidentiality and shall return the same to City at its request upon completion or termination of this Agreement. Contractor shall not copy or otherwise use any such materials for any purposes other than the completion of this Agreement. Contractor's covenant under this section shall survive the termination of this Agreement. Section 15. Records and Inspections. Contractor shall maintain full and accurate records with respect to all matters covered under this Agreement for Records Retention Period. City shall have access, without charge, during normal business hours to such records, and the right to examine and audit the same and to make copies and transcripts therefrom, and to inspect all program data, documents, proceedings and activities. Section 16. Default. Contractor's failure to comply with the provisions of this Agreement shall constitute a default. In the event that Contractor is in default under the terms of this Agreement; City shall have no obligation or duty to continue compensating Contractor for any work performed after the date of default and can terminate this Agreement immediately by written notice to Contractor. Section 17. Indemnification. Contractor agrees to defend, indemnify, protect and hold harmless City, its officers, officials, employees, agents, and volunteers from and against any and all claims, suits, demands, actions, losses, damages, judgments, settlements, penalties, fines, defensive costs or expenses, including without limitation, interest, attorneys' fees and expert witness fees, or liability of any kind or nature arising out of or attributable to the acts or omissions of Contractor, or Contractor's officers, employees, or agents which in anyway arise out of, result from, or are in any way related to the performance or non-performance of this Agreement, excepting only liability arising out of the sole negligence or willful misconduct of City, its officers, officials, employees, agents, or volunteers. THE PROVISIONS OF THIS SECTION SHALL NOT TERMINATE OR EXPIRE, SHALL SURVIVE THE EXPIRATION OR EARLIER TERMINATION OF THIS AGREEMENT AND SHALL BE GIVEN THE BROADEST POSSIBLE INTERPRETATION. The obligations in this section are in addition to Contractor's duty to provide insurance and shall not be limited by any limitation on the amount or type of insurance coverage carried by Contractor. Section 18. Insurance. (a) Contractor shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect, a policy or policies of Comprehensive General N Liability Insurance, with minimum limits of Two. Million Dollars ($2,000,000) for each occurrence, combined single limit, against any personal injury, death, loss or damage resulting from the wrongful or negligent acts by Contractor or Contractor's officers, employees, or agents. (b) Contractor shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect, a policy or policies of Comprehensive Vehicle Liability insurance covering personal injury and property damage, with minimum limits of One Million Dollars ($1,000,000) per occurrence, combined single limit, covering any vehicle utilized by Contractor or Contractor's officers, employees, or agents in performing the services required by this Agreement. (c) Contractor agrees to maintain in force at all times during the performance of work under this Agreement workers compensation insurance as required by law. (d) Contractor shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect, a policy or policies of Excess Liability Insurance, with minimum limits of Two Million Dollars ($2,000,000) for each occurrence, combined single limit, and provide policy coverage and terms at least as broad as those required in the primary insurance. (e) Contractor shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect, a policy or policies of Professional Liability Insurance with minimum limits of One Million Dollars ($1,000,000) on a claims made basis, to protect City from any losses sustained through any errors or omissions committed by Contractor or Contractor's officers, employees or agents in performing Serivices required by this Agreement. Further, if the policy is on other than an occurrence basis, Contractor shall maintain in full force and effect such insurance for one year after performance of work under this Agreement is completed. (f) Contractor shall require each of its sub -consultants or sub -contractors to maintain insurance coverage that meets all of the requirements of this Agreement. (g) The policy or policies required by this Agreement shall be issued by an insurer admitted in the State of California and with a rating of at least a B+; VII in the latest edition of Best's Insurance Guide. (h) Contractor agrees that if it does not keep the aforesaid insurance in full force and effect City may either immediately terminate this Agreement or, if insurance is available at a reasonable cost, City may take out the necessary insurance and pay, at Contractor's expense, the premium thereon. (i) At all times during the term of this Agreement, Contractor shall maintain on file with the Risk Manager, a certificate or certificates of insurance, satisfactory to the City Attorney and Risk Manager, along with a copy of the policy declarations page for each policy showing that the aforesaid policies are in effect in the required amounts. Upon request by City, Contractor shall cause its insurers to issue certified copies of the insurance policies evidencing that the coverage and policy endorsements required under this Agreement are maintained in force. Contractor shall, prior to commencement of work under this Agreement, file with the Risk Manager, such certificate or certificates and a copy of the policy declarations page for each policy. The policies of insurance required by this Agreement shall contain an additional insured endorsement naming the City, its officers, officials, employees, agents, and volunteers as 7 insured's. All of the policies required under this Agreement shall contain an endorsement providing that the policies cannot be canceled or reduced except on thirty (30) days prior written notice to City, and specifically stating that the coverage contained in the policies affords insurance pursuant to the terms and conditions as set forth in this Agreement. 0) The insurance provided by Contractor shall be primary to any coverage available to City, and any insurance or self-insurance maintained by City, its officers, officials, employees, agents, or volunteers shall be excess of Contractor's insurance and shall not contribute with it. The policies of insurance required by this Agreement shall 'include provisions for waiver of subrogation: Contractor hereby waives all rights of subrogation against City., its officers, officials, employees, agents, and volunteers. (k) Any deductibles or self -insured retentions must be declared to and approved by City. At the option of City, Contractor shall either reduce or eliminate the deductibles or self -insured retentions with respect to City, or Contractor shall procure a bond guaranteeing payment of losses and expenses. Section 19. Certification. In accordance with the provisions of Section 3700 of the Labor Code, Contractor shall secure the payment of compensation to Contractor's employees. By executing this Agreement, Contractor certifies the following: Contractor is aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and Contractor will comply with such provisions before commencing the performance of the work of this Agreement. Section 20. Standard Specifications. The work done pursuant to this Agreement shall be done in accordance with the provisions of the most current edition of "Standard Specifications for Public Works Construction" (commonly known as "the Green Book") including Supplements, prepared and promulgated by the Southern California Chapter of the American Public Works Association and the Associated General Contractors of California, which specifications are hereinafter referred to as the "Standard Specifications" The provisions of these Standard Specifications shall apply to the work performed under this Agreement, unless different standards are specified in Exhibit A or agreed to in writing by the City. Section 21. Compliance with Laws. Contractor shall keep itself informed of and comply with all Applicable Laws, including without limitation, the Fair Labor Standards Act, the Occupational Safety and Health Act and all those Applicable Laws relating in any way to employment practices and protection of the environment. Contractor shall not discriminate against any employee or any applicant for employment for reasons of race, color, creed, religion, sex, sexual preference, age or national origin. For purposes of this section, "Applicable Laws" shall mean any and all laws, regulations, rules, orders, directives, judgments, decrees, permits, approvals or other applicable requirements of any governmental entity or agency having jurisdiction that are applicable to any aspect of this Agreement that are in force on the Effective Date and as they may be enacted; issued or amended during the term of this Agreement. Section 22.. Enforcement of Wage and Hour Laws. Eight hours labor constitutes a legal day's work. The Contractor, or subcontractor, if any, shall forfeit twenty-five dollars ($25) for each worker employed in the execution of this Agreement by the respective Contractor or subcontractor for each calendar day during which the worker is required or permitted to work more than 8 hours in any one calendar day and 40 hours in any one calendar week in violation Fz of the provisions of Sections 1810 through 1815 of the California Labor Code as a penalty paid to the City; provided, however, work performed by employees of contractors in excess of 8 hours per day, and 40 hours during any one week, shall be permitted upon compensation for all hours worked in excess of 8 hours per day at not less than 11/2 times the basic rate of pay. Livina Wages. In addition, Contractor, or Subcontractor, if any, working on City service contracts of any amount, as to all employees spending time on City contracts shall observe the City's Living Wage Ordinance and all requirements thereof at all times on City contracts. The Current Living Wage Standards are set forth in Exhibit D. Upon request, certified payroll shall be provided to the City. Section 23. Materials and Workmanship. City shall have the right to inspect any material used. Material furnished shall be new, complete, ready -for -use and of the latest model, shall not have been used in demonstration or other services and shall have all the usual equipment as shown by its manufacturer's current specifications and catalogs, unless otherwise specified. Equipment, supplies or services that fail to comply with the Agreement requirements regarding design, material or workmanship may be rejected at the option of City. Any materials rejected shall be removed from City premises at the Contractor's sole expense. Section 24. Assignment of Unfair Business Practices. Contractor and its subcontractor -offers and agrees to assign to City all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2 (commencing with Section 16700)-of Part 2 of Division 7 of the Business and Professions Code); arising from purchases of goods, services, or materials pursuant to the public works contract or the subcontract. This assignment shall be made and become effective at the time City tenders final payment to Contractor, without further acknowledgment by the parties. Section 25. Assignment and Subcontracting. Contractor shall not assign or attempt to assign any portion of this Agreement, or subcontract any required performance hereunder, without the prior written approval of City. Any assignment or subcontract made in violation of this section is invalid and void. In the event City grants written approval to Contractor to subcontract work under this Agreement, Contractor is prohibited from using a subcontractor who is ineligible to perform work on a public works project pursuant to Section 1777.1 or 1777.7 of the Labor Code. Section 26. Arbitration and Venue. Any dispute, claim or controversy arising out of or relating to this Agreement or the breach, termination, enforcement, interpretation or validity thereof, including the determination of the scope or applicability of this Agreement to arbitrate, shall be determined by arbitration in Los Angeles, California. The arbitration shall be administered by JAMS pursuant to its Streamlined Arbitration Rules and Procedures. The arbitrator shall be a retired judge. All decisions of the arbitrator shall be in writing, and the arbitrator shall provide written reasons for their decision. The arbitration decision shall be final and binding on the Parties. Judgment on the award may be entered in any court having jurisdiction pursuant to this Agreement. Notwithstanding the foregoing, the parties shall be permitted to access the court system to enforce any arbitration award. The exclusive jurisdiction and venue under this Agreement shall be the Superior Court of California, Los Angeles County. Section 27. Attorneys Fees. In the event a dispute, claim or litigation arises regarding this Agreement, the prevailing party shall be entitled to reimbursement for reasonable attorneys 9 fees and actual costs, which may be set by the arbitrators or the court in the same action or in a separate action brought for that purpose, in addition to any other relief which is obtained. Section 28. Governina Law. This Agreement shall be interpreted and enforced according to, and the Parties rights and obligations governed by, the domestic law of the State of California, without regard to its laws regarding choice of applicable law. Section 29. Entire Agreement and Modifications. This Agreement, including attachments incorporated herein by reference, represents the entire integrated agreement and understanding between the Parties, and supersedes all prior or contemporaneous negotiations, representations, agreements, understandings and statements, written or oral. This Agreement may only be modified in writing and signed by both Parties. Section 30. Waiver. The waiver by either party of a breach or default by the other party shall not be deemed a waiver of any different or later breach whether of the same or other covenant or condition; nor shall any delay or omission by either party to exercise any right it may have hereunder operate as a waiver of any breach or default of such a right. The failure of either party to this Agreement to exercise any of its rights under this Agreement does not constitute a breach thereof and shall not be deemed to be a waiver of such rights or a waiver of any subsequent breach. No waiver, benefit, privilege, or service voluntarily given or performed by a party shall give the other party any contractual rights by custom, estoppel, or otherwise. Section 31. Force Maieure. Neither party shall be considered in default of any of its obligations under this Agreement when a failure of performance shall be due to an uncontrollable force. The term "uncontrollable force" shall mean flood, earthquake, storm, fire, lightning, epidemic, war, riot, civil disturbance or disobedience, federal, state, or municipal action, statute, ordinance, or regulation, embargoes of the United States Government or any other government, which by exercise of due diligence such party could not reasonably have been expected to avoid and by exercise of due diligence has been unable to overcome. Either party rendered unable to fulfill any of its obligations under this Agreement by reason of an uncontrollable force shall give written notice within five (5) business days of such fact to the other party and shall exercise due diligence to remove such inability with all reasonable dispatch. Section 32. City Not Obligated to Third Parties. City shall not be obligated or liable under this Agreement to any party other than Contractor. City shall timely notify Contractor of the receipt of any third -party claim relating to this Agreement. City shall be entitled to recover its reasonable costs incurred in providing the notification required by section. Section 33. Notices. All notices, approvals, consents and other communications between the Parties shall be in writing, and shall be sent by certified mail (return receipt requested) or other delivery service which provides.evidence of delivery, using the address set forth on the Cover Page under "Notice Information - City' or "Notice Information —Vendor,° as appropriate, or at such other address as may be furnished by either party to the other in writing. Mailed notices will be deemed communicated as of the day of receipt. Section 34. Cover Pace and Exhibits. The Cover Page and all documents referenced as exhibits in this Agreement are hereby incorporated in this Agreement. In the event of any material discrepancy between the express provisions of this Agreement and the provisions of any document incorporated herein by reference, the provisions of this Agreement shall prevail. 10 Section 35. Headings. Headings used in this Agreement are for convenience and ease of reference only and shall not affect the interpretation of the Agreement. Section 86. Survival of Terms. All of the terms and conditions in this Agreement related to payment, confidentiality, indemnification, dispute resolution and waiver shall survive termination of this Agreement. Section 37. Severability. Whenever possible, each provision of this Agreement shall be interpreted in such a manner as to be valid under applicable law. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions shall nevertheless continue in full force and effect, and shall in no way be affected, impaired or invalidated. Section 38. Authority to Execute This Agreement. The person or persons executing this Agreement on behalf of Contractor warrants and represents that he or she has the authority to execute this Agreement on behalf of Contractor and has the authority to bind Contractor to the performance of its obligations under this Agreement. [Signatures Begin on Next Page]. 11 IN WITNESS WHEREOF, the Parties have signed this Agreement as of the date stated in the introductory clause. City of Vernon, a California charter City and California municipal corporation A Mayor / Mayor Pro-Tem ATTEST: Willard G. Yamaguchi, City Clerk APPROVED AS TO FORM: Willard G. Yamaguchi, Chief Deputy City Attorney Matrix Consulting Group, a California corporation By: Name: Title: By: Name: Title: 12 EXHIBIT A EXHIBIT A SCOPE OF SERVICES Contractor shall perform the services, on behalf of the City, the work described in the Work Plan, a copy of which is attached hereto and incorporated by reference as attached. CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department 3. WORK PLAN .In this section of the proposal is provided our understanding of the work to be performed. We also provide our understanding of the Vernon Police Department. 1. OUR UNDERSTANDING OF THE SCOPE OF WORK The City of Vernon is requesting proposals to conduct a comparative assessment of its Police Department in terms of its staffing levels and costs. Implicit within any such comparative assessment, however, is an evaluation of the appropriateness of the services it provides as well as the service levels provided to the community it serves. A comparative assessment of Vernon is critical because it is such a unique place, having developed primarily as an industrial community with a small residential base. As a result, information regarding the service delivery targets is essential. In this proposal we have developed a two -pronged approach to this assessment comparisons to other small industrial communities as well as to 'best practices'. This approach provides comparisons to the "ideal agency" as well as to whether these are prevailing characteristics in peer agencies. 2. PROPOSED WORK APPROACH This section describes the Matrix Consulting Group's detailed work approach for conducting this assignment, including deliverables for each task. At the conclusion of this section we also provide a schedule for conducting the project. Task 1 Identify Attitudes Toward Existing Law Enforcement Programs, Service Levels, and Major Protection Needs in Vernon. To fully evaluate staffing and resource needs related to the delivery of law enforcement services in Vernon, the project team will need to develop an in-depth understanding of attitudes towards existing service levels and the unique characteristics of policing programs and community protection needs. To provide this level of understanding, the project team will accomplish the following: Interview the Police Chief and top management in the VPD to obtain an initial. understanding of the organization, major goals and recent trends. Interview elected officials, the Mayor, the City Council, City management and other top management staff in the City, as appropriate, to obtain views on key law enforcement issues and improvement opportunities. Interview representatives of the local police bargaining group. marrnx consulting Group Page 13 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department • Conduct interviews with other entities which interact with the Police Department both internally (e.g., Human Resources) and externally (e.g., neighboring law enforcement agencies). • Conduct a kick-off meeting with the project review committee. These initial interviews would focus on determining individual attitudes toward current law enforcement staffing, service levels, programs, and needs, including the following: • Adequacy of existing service levels. Responsiveness to basic community public protection needs. • Perceived gaps in existing service levels. • Attitudes toward enforcement philosophies. • Issues which may be impacting or be impacted by current staffing levels. The project team would also conduct the following activities in kicking -off the project: • We would also collect basic documents which "define" the VPD internally and externally (e.g., goals and objectives, mission statements, etc.). • Finally, we would also document key population, demographic and economic characteristics, trends and projections. Task Result. Based on the results of these interviews and initial data collection, the project team would prepare an issues list, which would provide the basis for subsequent analytical steps. The project team would also finalize the project work plan. Task 2 Profile the Organization, Staffing and Operations of All Functions within the Vernon Police Department. A key to this analysis is the development of a detailed understanding of workloads and service levels. To develop this level of understanding, we will document and analyze workload and service levels as described in the illustrative subsections, which follow (it should be noted that not all VPD functions are described in these subsections). (1) Patrol and Traffic Operations, Programs and Services. We will profile and analyze field patrol services in terms of the following: Matrix Consulting Group Page 14 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department • Employing data extracted from dispatch information and available reports, field patrol workloads and service levels will be profiled and analyzed in terms of the following: — Community -generated call for service demand by time of day and day of week for the last twelve months. This will include: •• Call frequency. •• Time required to handle calls for service. •• Availability of back-up. •• Time required for back-up. Response times by priority of call for service handled. This will include: •• Average response times for all priorities of calls for service. of Distribution of response times by priority of calls. •• Any variations in response time performance by time of day, day of week, or neighborhood. Number and type of calls handled by other means including use of non - sworn personnel, and other forms of differential response. • Levels of self -initiated activity. Self -initiated activity will be documented and analyzed in terms of the following: Various quantitative indicators of self -initiated activity will be examined. This includes such activities as: •• Field stops/field interrogations. •• - Traffic stops. •• Other self -initiated activity. •• Activities resulting from directed patrols. — For a sample period, the scope and content of any patrol plans prepared for field patrol staff will be examined. This will focus on understanding: •• Time required to execute patrol plans. •• Performance expectations.. _ •• Community oriented goals and action plans. e• Other factors, as appropriate. • Document actual field patrol deployment practices with existing staffing levels in field patrol. Through analysis of rosters and other appropriate documents, the project team will document actual field patrol deployment in terms of: Scheduled deployment by time of day and day of week. Matrix Consulting Group Page 15 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department Shift relief factors impacting units actually deployed compared to the number scheduled considering the following: •• On -shift court appearance requirements. •• Sick leave, vacation and other time -off requirements. •• Special assignments. •• Training. •• Other factors impacting deployment and availability. Response policies affecting patrol staffing needs (e.g., alarm response). • Document the uses, availability and deployment of command and supervisory personnel by time of day and day of week. Through interviews, develop a detailed understanding of the mixture of command and supervisory responsibilities as well as associated issues. Traffic enforcement and special field operations and service levels will also be documented in terms of the following: • Scheduled and. actual deployment of traffic enforcement personnel by time of day and day of week, • Current workload including the following: Accident investigations. Extent to which traffic enforcement personnel are being assigned calls for service as primary units and/or back-up of other field patrol activities. • How traffic enforcement and accident investigation workloads are planned, prioritized and handled. • Level of patrol officer -initiated activity related to traffic enforcement including citation production on a per officer basis. Based on the above; the project team will develop a set of measures to clearly define existing traffic enforcement service levels. (2) Investigations Investigative workloads and service levels will be analyzed in terms of the following: • Current investigative policies including case screening approaches; types of cases "worked" by case type; and other policies which impact time utilization and workload ofinvestigative personnel. Matrix Consulting Group Page 16 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department • Based on interviews, document current caseloads and case status by case type. • Based on the above, evaluate existing investigative service levels from the perspectives of: — Current caseloads compared to patterns observed in other law enforcement agencies with effective case management approaches. The extent to which cases with 'leads" can be worked with a relatively high likelihood of solvability given existing staffing levels and case management approaches. Elapsed time between initial report, assignment of a case to a detective, and actual working of that case by a detective. Coordination of cases with patrol. • Mission, workload, and results achieved by pro -active investigative units, including narcotics and special operations. Based on the above, the project team will develop a set of measures to clearly define existing investigative services. (3) Dispatch The project team would analyze workloads and service levels associated with Dispatch by applying such approaches as the following: Document deployment of staff by shift and day of week. Concurrently, document the allocation of staff across law enforcement and fire / emergency medical functions as well as across municipal and county functions. • Document personnel. availability factors such as leaves and attrition. • Document the allocation of call for service and other workload indicators by time of day and day of week. • Develop an understanding of communications support functions, including training, technical support and administration. • Document the allocation and roles of supervisory and management staff. Based on these activities, the project team would summarize the current use and allocation of communications personnel for VPD purposes. (4) Administrative and Support Services. Matrix Consulting Group Page 17 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department The project team would analyze workloads and service levels associated with the support units in the VPD by applying such approaches as the following: • Document records processing flows by document type and volume. Identify and quantify processing turnaround times and processing backlogs which might impact VPD patrol and investigative personnel. Review systems currently available to support records processing activities so that each agency has this information on line. • Evidence inventory and control functions including hours of coverage, roles relating to evidence collection and processing, evidence audits and internal controls. • Fiscal operations, to include responsibilities and coordination with the City, timeliness and accuracy of financial processes, budget support and effectiveness in locating and securing grants. • How professional standards are used not just as an investigative function but in the processes utilized in recruitment and selection, media relations and risk management. To what extent is this unit utilized to continuously improve the organization? • Review internal information processing procedures and controls. • Information technology, including current capabilities related to the following: Crime analysis, - Investigative case management. - . Mobile data terminal/laptop capabilities of patrol and other field officers. Document the Department's use of civilians. Based on the above, the project team will develop a set of measures to clearly define each support service. Task Result. The results of this task. would be documented in the form of a narrative and statistical profile of VPD workload and service levels, which will provide the basis for subsequent analysis. This profile would be circulated among key VPD staff to ensure accuracy and reviewed with the project committees, when completed. Task 3 Conduct a Comparison of the. Vernon Police Department to Best Practices and to Peer Agencies. Matrix Consulting Group Page 18 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department The use of comparative agency "benchmarking" and/or "best management practices" analysis is topical in the analysis of public and private sector agencies today. In this study, we propose to utilize both approaches to shed light on operating and programmatic issues in the functions being studied in the Vernon Police Department. As a result, we propose to accomplish the following: The project team would develop a detailed list of "best management practices" for use in a "diagnostic assessment" of each service function in the Police Department. This diagnostic assessment would be developed to identify those areas in which the organization was meeting targeted service delivery objectives or standards of service efficiency or effectiveness. These 'standards' represent the project team's experience working with police agencies over the past 20+ years. — The project team would use the data collection activities conducted in previous tasks to assess the degree to which services or service levels conformed to the benchmark. — Each service area diagnostic element would consist of the following: •• A definition of the service level, efficiency or deployment target. •• A description of the current performance. of Identification of areas which meet or exceeded the target(s). •• Identification of areas which represent improvement opportunities. •• A description of the next steps which the project team should take. The project team would develop a list of at least 10 benchmark communities against which to compare the VPD's organization, staffing and operations. While no comparison would perfectly fit Vernon's service environment, we propose to utilize factors such as those shown below to develop the survey participants. Population and Demographics Economic Characteristics Environmental Characteristics Police Department Characteristics • City size (area) • Per capita income • Urbanized Size of the force • City size (pop.) • Industrial $ Base • Densities Composition of force • Ethnicity • Growth prospects • City amenities Crime characteristics • In a metro region? • Regional commerce • Coastal Services provided The results of this analytical exercise would be documented in a comparative assessment of issues, which would be followed up on in subsequent tasks. Task Result. An interim report would be reviewed with the Police Department and the project steering committee in major progress meetings. These steps will also provide the City with some decisions to make regarding the establishment of performance standards for Police service delivery. Matrix Consulting Group Page 19 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department Task 4 Document Findings and Suggested Next Steps for the Police Department and City. To identify areas in which the Vernon Police Department is already functioning efficiently and effectively as well as areas in which there may be opportunities for improvement, the project team would develop a report which summarizes the results of the comparative analysis and suggests next steps to resolve identified issues. The results of this diagnostic comparative assessment would be a draft final report. It would be reviewed with the Police Department and the project steering committee. We would also review it with representatives of the local bargaining unit. We are also available. to attend a public meeting to discuss the results with the City Council. Task Result., The product associated with this task would be a diagnostic comparative assessment of the Vernon Police Department, which identifies areas where the Department meets standards of efficiency and effectiveness, how it compares to peer agencies, and identifies any improvement opportunities as well as suggests next steps toward the resolution of, these. 3. PROJECT SCHEDULE The chart, below, shows our proposed schedule for this project on a task -by -task basis. As shown in chart we propose to conduct the project in a period of ten (10) weeks. 0®©0©"DOnm 4. DESCRIPTION OF OUR NEEDS FROM THE CITY AND POLICE DEPARTMENT. It is critical for the City of Vernon and its Police Department to understand their commitment in making this a successful undertaking, and the impacts on staff, policy makers and other 'stakeholders'.. All of the tasks described in our task plan are the responsibility of the consulting team, not the staff of the City. Staff impacts would be restricted to the following: Selected staff members will need to make themselves available for interview. We anticipate interviewing selected staff throughout the organization from each department as part of this study in individual meetings. These meetings are critical to ensuring our understanding of the work approaches, service levels, and operating environment in the City of Vernon. Matrix Consulting Group Page 20 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department Staff would. need to provide access to key data regarding services provided, performance levels, and workload for the project team. It remains our responsibility to determine data needed, gather the data, and evaluate it. However, we will need access to necessary files, computer systems, etc. Selected staff could participate in project review meetings at the departmental level. Selected managers might be expected to be members of a broad, study - wide steering committee and/or to participate in review of interim documents. Typically each of these meetings would last up, to two hours plus preparation time to review interim reports. However, data collection and analysis are all the responsibility of the consulting team. While data collection plans are developed for each department and are reviewed with staff, the purpose of these instruments is to understand the availability and usefulness of key data. 5. ACKNOWLEDGEMENT OF CONTRACT REQUIREMENTS The Matrix Consulting Group has reviewed the proposed contract and its terms and conditions, accepts these, and offers no exceptions or qualifications in response. 6. PRIOR RELATIONSHIPS WITH THE CITY OF VERNON. Neither the Matrix Consulting Group, nor the project team members in any predecessor firms, have ever worked with the City of Vernon and its Police Department in a study or in any other capacity, personal and professional. Matrix Consulting Group Page 21 EXHIBIT B EXHIBIT 8 FEES Contractor shall be paid $23,500.00 to perform all Services described in Exhibit A in accordance with the Fee and Expenses schedule, a copy of which is attached hereto and incorporated by reference as attached. Invoices shall include the period for which Services were provided, the dates of such Services, and a description of the Services provided for that billing period. Each invoice shall include copies of timesheets and other supporting documents as City may require. Payments of each invoice shall be made by City within thirty (30) days following receipt of each invoice as to all non -disputed fees. If City disputes any of Contractor's fees, it shall give written notice to Contractor within thirty (30) days of receipt of the disputed invoices. Any amounts in dispute shall be withheld until resolution. CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department 4. FEES AND EXPENSES The table, below, provides our estimate of the cost to conduct the study of the Vernon Police Department. The table describes the estimated number of hours per task and the cost per task. Finally, we have provided estimates of the cost of travel to / from Vernon to conduct the on -site work. Project Task Brady Pi kin . Hours 1:Initial Interviews 8 0 8 2. Profile 16 24 40 3. Comparisons 8 32 40 4. Final Report 16 24 40 Total Hours 48 80 128 Hourly Rate $200 $150 Professional Fees $9 600 $12,000 $21,600 Expenses $1 900 Total Project Cost $23 600 The Matrix Consulting Group would be pleased to conduct the study of the Vernon Police Department and enter into a fixed price or not to exceed contract for $23,500. This price is guaranteed for 12 months. The rates shown in the table above would be used for any follow-up work for a period of 12 months. Matrix Consulting Group Page 22 EXHIBIT C Exhibit C CITY OF VERNON COMMUNITY SERVICES & WATER DEPARTMENT CONTRACT CHANGE ORDER NO. SUPPLEMENT NO. SHEET OF SHEETS PROJECT: P.O. NO. TO: CONTRACTOR REQUESTED BY: City of Vernon You are hereby directed to make the herein described changes to the plans and specifications or do the following described work not previously included in the plans and specifications of this contract. Except as specifically modified herein, all terms and conditions of the original contract remain in full force and effect, and apply to the additional work as if said work was originally included in the contract. Contract Amount (Base Bid) .............................................. $ Amount of This Change Order I ............................................. $ Amount of Previous Chan e Orders .. ....................................... $ Total Change Orders ................................................... ............................... $ Modified Contract Amount $ By reason of this change order the time of - completion will be adjusted as follows: Approved: Date: Director of Community Services & Water Attest: Date: Willard Yamaguchi, City Clerk We, the undersigned Contractor, have given careful consideration to the change proposed and hereby agree, if this proposal is approved, that we will provide all labor, equipment and materials, including overhead, except as may otherwise be noted above, and perform all services necessary for the work above specified, and will accept as full payment therefore the prices shown above. - Accepted Date: Contractor: By: Title: c: Project rueleontractogrurenasmg Rev. 03/10 EXHIBIT D EXHIBIT D LIVING WAGE PROVISIONS Minimum Livina Waaes: A requirement that Employers pay qualifying employees a wage of no less than $10.30 per hour with health benefits, or $11.55 per hour without health benefits. Paid and Unpaid Days Off: Employers provide qualifying employees at least twelve compensated days off per year for sick leave, vacation, or personal necessity, and an additional ten days a year of uncompensated time for sick leave. No Retaliation: A prohibition on employer retaliation against employees complaining to the City with regard to the employer's compliance with the living wage ordinance. Employees may bring an action in Superior Court against an employer for back pay, treble damages for willful violations, and attorney's fees, or to compel City officials to terminate the service contract of violating employers. OFFICE OF THE CITY CLERK 4305 Santa Fe Avenue, Vernon, California 90058 Telephone (323) 583-8811 June 7, 2012 Richard Brady, President Matrix Consulting Group 721 Colorado Avenue, Suite 101 Palo Alto, CA 94303 Re: Services Agreement — Study of Staffing and Cost of Police Department Dear Mr. Brady: The insurance requirements have been met. Transmitted herewith is a fully executed original agreement, as referenced above, approved by City Council on May 15, 2012, through Resolution No. 2012-70. If you have any questions regarding this matter, please call Kevin Wilson at 323/583-8811 Ext. 245. City Clerk WGY:dj Enclosure c: Mark Whitworth S. Kevin Wilson Purchasing Department Resolution No. 2012-70 Agreement File No. 12-044 Excfusivefy Industrial SERVICES AGREEMENT BETWEEN THE CITY OF VERNON AND MATRIX CONSULTING GROUP TO CONDUCT A STUDY OF STAFFING AND COSTS OF THE VERNON POLICE DEPARTMENT Contractor: Responsible Principal of Contractor: Notice Information - Contractor: Notice Information - City: Commencement Date: Termination Date: Consideration: COVER PAGE Matrix Consulting Group Richard Brady, President Matrix Consulting Group 721 Colorado Avenue, Suite 101 Palo Alto, CA 94303 Attention: Richard Brady, President Phone: (650) 858.0507 Facsimile: (650) 858-0509 City of Vernon 4305 Santa Fe Avenue Vernon, CA 90058 Attention: Kevin Wilson, Director of Community Services & Water Telephone: (323) 583-8811 ext. 245 Facsimile: (323) 826-1435 May 15, 2012 May 15, 2013, unless extended pursuant to Section 1 Total not to exceed $23,500.00 (includes all applicable sales tax); and more particularly described in Exhibit B Records Retention Period Three (3) years SERVICES AGREEMENT BETWEEN THE CITY OF VERNON AND MATRIX CONSULTING GROUP TO CONDUCT A STUDY OF STAFFING AND COSTS OF THE VERNON POLICE DEPARTMENT THIS AGREEMENT is made and entered Into as of May 15, 2012 ("Effective Date"), by and between the City of Vernon, a California charter City and California municipal corporation ("City"), and Matrix Consulting Group, a California corporation ("Contractor"). City and Contractor are collectively referred to herein as the "Parties." RECITALS A. City desires to retain the services of Contractor to develop a study of staffing and costs of the Vernon Police Department as more fully set forth in the Scope of Services, attached hereto and incorporated herein as Exhibit A. B. Contractor represents it is qualified and capable of furnishing the labor, materials, and expertise necessary to perform such services in accordance with the terms and conditions set forth in this Agreement. NOW, THEREFORE, the Parties agree as follows: Section 1. Term and Time of Performance. (a) This Agreement shall commence upon the Commencement Date listed on the Cover Page, and shall remain and continue in effect through the Termination Date listed on the Cover Page, unless sooner terminated pursuant to the provisions of this Agreement. City may renew this Agreement on a year-to-year basis at its discretion. (b) In the event that City renews this Agreement, Contractor may submit a proposal to increase its rates no later than thirty (30) days after receiving notice of City's intent to renew. Any increase in rates must be approved by City before such increase can take effect. If City fails to approve the proposed increase within thirty (30) days of receipt, Contractor may terminate the renewal by giving thirty (30) days written notice. Section 2. Performance. (a) Contractor shall perform the services and tasks described and set forth in the Scope of Services, Exhibit A ("Services"). Additional services must be mutually agreed upon in writing signed by both Parties prior to performance of those additional services. (b) Contractor shall at all times faithfully, competently and to the best of its ability, experience, and talent, perform all Services under this Agreement in accordance with the standard of care and skill ordinarily exercised by members of the profession currently practicing in the same locality as the City under similar circumstances and in a manner reasonably satisfactory to City. Contractor shall at all times comply with the highest ethical standards when performing Services for the City. (c) Contractor shall keep itself informed of all local, state, and federal ordinances, laws and regulations which in any manner affect those employed by it or in any way affect the performance of its Services pursuant to this Agreement. Contractor shall at all times observe and comply with all such ordinances, laws and regulations. City, and its officers, officials, employees, agents or volunteers shall not be liable at law or in equity occasioned by failure of Contractor to comply with this section. (d) Contractor will not be compensated for any work performed not specified in Exhibit A unless City authorizes such work in advance and in writing. Section 3. Compensation. (a) City agrees to compensate Contractor, and Contractor agrees to accept in full satisfaction for the services and any supplies or goods required by this Agreement, a sum not to exceed the Consideration set forth on the Cover Page and more particularly described in Exhibit B. The Consideration shall constitute reimbursement of Contractor's fee for the Services as well as for all actual and necessary expenditures reasonably incurred in the performance of this Agreement (including without limitation, all labor, materials, equipment, supplies, delivery, tax, assembly, and Installation, as applicable). (b) There shall be no claims for additional compensation for reimbursable expenses and Contractor shall not be reimbursed for any additional expenses. (c) Change in the scope of services, duties, obligations, durations or total compensation, shall be by written authorization only by the City. A form of Change Order is set forth in Exhibit C attached hereto and incorporated by reference. Section 4. Method of Payment. City shall pay Contractor the Consideration in accordance with the Cost Schedule set forth in Exhibit B. Section 5. Responsible Principals. (a) Contractor's Responsible Principal set forth on the Cover Page shall be principally responsible for Contractor's obligations under this Agreement and shall serve as principal liaison between City and Contractor. Designation of another Responsible Principal by Contractor shall not be made without prior written consent of City. (b) City's Responsible Principal shall be the City Administrator or his designee who shall administer the terms of the Agreement on behalf of City. Section 6. Personnel. (a) All persons performing Services shall have all the necessary technical expertise, permits, professional licenses, certificates, training, and other qualifications required by this Agreement or other applicable laws. Contractor shall provide City with said permits, licenses, and certificates at the request of City. (b) Contractor represents that it has, or shall secure at its own expense, all personnel required to perform Contractor's Services under this Agreement. All personnel engaged in the work shall be qualified to perform such Services. Section 7. Permits and Licenses. Contractor shall obtain and maintain during the Agreement term all necessary licenses, permits and certificates required by law for the provision of services under this Agreement, including a business license. Except as provided herein below, Contractor shall obtain and pay for all permits and licenses required by federal, state or 3 local law, rule or regulation. Costs for obtaining City licenses and permits required under this Agreement shall be waived. Section B. Access. Contractor shall comply with all reasonable access and other restrictions that City may impose. No access to City property for performance of the Services shall be permitted prior to delivery to City of proof of insurance paid and maintained by Contractor. Section 9. Contractor's Duties and Representations. Contractor represents, covenants and agrees as follows: (a) There are no obligations, commitments, or impediments of any kind that will limit or prevent performance of the Services. (b) Contractor presently has no interest and shall not have any interest, direct or indirect, which would conflict in any manner with the performance of the Services contemplated by this Agreement. No person having any such interest shall be employed by or be associated with Contractor. (c) There is no litigation pending against Contractor and Contractor is not the subject of any criminal investigation or proceeding, and neither Contractor nor its personnel, to its actual knowledge, have been convicted of a felony. Section 10. Independent Contractor. (a) Contractor is and shall at all times remain, as to City, a wholly independent contractor. The personnel performing the Services under this Agreement on behalf of Contractor shall at all times be under Contractor's exclusive direction and control. Neither City nor any of its officers, officials, employees, agents, or volunteers shall have control over the conduct of Contractor or any of Contractor's officers, employees, or agents except as set forth in this Agreement. Contractor shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, officials, employees, agents, or volunteers of City. Contractor shall not incur or have the power to incur any debt, obligation or liability whatsoever against City, or bind City in any manner. (b) No employee benefits shall be available to Contractor or its officers, employees, or agents in connection with the performance of this Agreement. Except for Consideration paid to Contractor as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Contractor for performing services hereunder for the City. City shall not be liable for compensation or indemnification to Contractor or its officers, employees, or agents for injury or sickness arising out of performing services hereunder. (c) Contractor agrees to pay and be responsible for paying all Federal, State and local taxes for compensation received by Contractor from City while performing services for City. Section 11. Termination. (a) Termination Right. City may, at any time, for any reason or for no reason, with or without cause, terminate this Agreement, by serving upon the Contractor at least five (5) 13 calendar days prior written notice. Upon receipt of such notice, Contractor shall immediately cease all work under this Agreement, unless the notice provides otherwise. (b) In the event of termination or cancellation of this Agreement by City, due to no fault or failure of performance by Contractor, Contractor shall be paid based on the percentage of work satisfactorily performed at.the time of termination. In no event shall Contractor be entitled to receive more than the amount that would be paid to Contractor for the full performance of the services required by this Agreement. Contractor shall have no other claim against City by reason of such termination, including any claim for compensation. (c) Actions Subsequent to Termination. In the event of termination of this Agreement, Contractor shall deliver all Confidential Information, as defined in Section 13 below, to City within thirty (30) days after the termination of this Agreement. Contractor shall also take all such, other action as City reasonably requires and shall cooperate with City to effectuate an orderly and systematic termination of Contractor's duties and activities hereunder. (d) All of the terms and conditions in the Agreement related to payment, confidentiality, indemnification, dispute resolution and waiver shall survive termination of this Agreement. Section 12. Limitation of Citv's Liability. City's liability on any kind of claim for any loss or damage arising out of, in connection with, or resulting from this Agreement, shall in no case exceed the amount that would be paid to Contractor for the full performance of the services required by this Agreement. In no event shall City be liable for anticipated profits or for incidental, consequential or punitive damages. City shall not be liable for penalties of any description. Section 13. Confidential Status: Disclosure of Information. (a) Confidential Status; Disclosure of Information. All data, customer information, business practices, business methods, privileged information, trade secrets, financial statements, floor plans, designs, blueprints, maps, surveys, drawings, models, reports, correspondence', logs, documents, materials or other information developed or created by Contractor, received by Contractor, revealed to Contractor, or provided to Contractor for the performance of this Agreement ("Confidential Information") are deemed confidential and shall not be disclosed by Contractor to any third party without'City's prior written consent. City reserves all rights to Confidential Information. City shall grant consent if disclosure is legally required. All Confidential Information shall be returned to City upon completion or termination of this Agreement. Contractor's covenant under this section shall survive the termination of this Agreement. City may disclose to third parties any Confidential Information at its sole discretion. (b) Contractor's obligation not.to disclose any Confidential Information shall not extend to information that: I. was in the possession of, or was rightfully known by, the Contractor without an obligation to maintain its confidentiality prior to receipt from City; this Agreement; is or becomes generally known to the public without violation of 5 iii, is obtained without an obligation of confidentiality by the Contractor in good faith from a third party having the right to disclose it without an obligation of confidentiality; or IV. information which is required to be disclosed pursuant to any court order or directive having the force of law. (c) The provisions of this section shall survive the termination of this Agreement. Section 14. Technical Materials. City reserves all rights to any and all tools, dies, patterns, plates or other similar technical materials furnished or paid for by City, and Contractor shall use such materials in strict confidentiality and shall return the same to City at its request upon completion or termination of this Agreement. Contractor shall not copy or otherwise use any such materials for any purposes other than the completion of this Agreement. Contractor's covenant under this section shall survive the termination of this Agreement. Section 15. Records and Inspections. Contractor shall maintain full and accurate records with respect to all matters covered under this Agreement for Records Retention Period. City shall have access, without charge, during normal business hours to such records, and the right to examine and audit the same and to make copies and transcripts therefrom, and to Inspect all program data, documents, proceedings and activities. Section 16. Default. Contractor's failure to comply wifh the provisions of this Agreement shall constitute a default. In the event that Contractor is in default under the terms of this Agreement, City shall have no obligation or duty to continue compensating Contractor for any work performed after the date of default and can terminate this Agreement immediately by written notice to Contractor. Section 17. Indemnification. Contractor agrees to defend, indemnify, protect and hold harmless City, its officers, officials, employees, agents, and volunteers from and against any and all claims, suits, demands, actions, losses, damages, judgments, settlements, penalties, fines, defensive costs or expenses, including without limitation, interest, attorneys' fees and expert witness fees, or liability of any kind or nature arising out of or attributable to the acts or omissions of Contractor, or Contractor's officers, employees, or agents which in any way arise out of, result from, or are in any way related to the performance or non-performance of this Agreement, excepting only liability arising out of the sole negligence or willful misconduct of City, its officers, officials, employees, agents, or volunteers. THE PROVISIONS OF THIS SECTION SHALL NOT TERMINATE OR EXPIRE, SHALL SURVIVE THE EXPIRATION OR EARLIER TERMINATION OF THIS AGREEMENT AND SHALL BE GIVEN THE BROADEST POSSIBLE INTERPRETATION. The obligations in this section are in addition to Contractor's duty to provide insurance and shall not be limited by any limitation on the amount or type of insurance coverage carried by Contractor. Section 18. Insurance. (a) Contractor shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect, a policy or policies of Comprehensive General 0 Liability Insurance, with minimum limits of Two Million Dollars ($2,000,000) for each occurrence, combined single limit, against any personal injury, death, loss or damage resulting from the wrongful or negligent acts by Contractor or Contractor's officers, employees, or agents. (b) Contractor shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect, a policy or policies of Comprehensive Vehicle Liability insurance covering personal injury and property damage, with minimum limits of One Million Dollars ($1,000,000) per occurrence, combined single limit, covering any vehicle utilized by Contractor or Contractor's officers, employees, or agents in performing the services required by this Agreement. (c) Contractor agrees to maintain in force at all times during the performance of work under this Agreement workeM compensation insurance as required by law. (d) Contractor shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect, a policy or policies of Excess Liability Insurance, with minimum limits of Two Million Dollars ($2,000,000) for each occurrence, combined single limit, and provide policy coverage and terms at least as broad as those required in the primary insurance. (e) Contractor shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect, a policy or policies of Professional Liability Insurance with minimum limits of One Million Dollars ($1,000,000) on a claims made basis, to protect City from any losses sustained through any errors or omissions committed by Contractor or Contractor's officers, employees or agents in performing Serivices required by this Agreement. Further, if the policy is on other than an occurrence basis, Contractor shall maintain in full force and effect such insurance for one year after performance of work under this Agreement is completed. (f) Contractor shall require each of its sub -consultants or sub -contractors to maintain insurance coverage that meets all of the requirements of this Agreement. (g) The policy or policies required by this Agreement shall be issued by an insurer admitted in the State of California and with a rating of at least a B+; VII in the latest edition of Best's Insurance Guide. (h) Contractor agrees that if it does not keep the aforesaid insurance in full force and effect City may either immediately terminate this Agreement or, if insurance is available at a reasonable cost, City may take out the necessary insurance and pay, at Contractor's expense, the premium thereon. (i) At all times during the term of this Agreement, Contractor shall maintain on file with the Risk Manager, a certificate or certificates of insurance, satisfactory to the City Attorney and Risk Manager, along with a copy of the policy declarations page for each policy showing that the aforesaid policies are in effect in the required amounts. Upon request by City, Contractor shall cause its insurers to issue certified copies of the insurance policies evidencing that the coverage and policy endorsements required under this Agreement are maintained in force. Contractor shall, prior to commencement of work under this Agreement, file with the Risk Manager, such certificate or certificates and a copy of the policy declarations page for each policy. The policies of insurance required by this Agreement shall contain an additional insured endorsement naming the City, Its officers, officials, employees, agents, and volunteers as 7 insured's. All of the policies required under this Agreement shall contain an endorsement providing that the policies cannot be canceled or reduced except on thirty (30) days prior written notice to City, and specifically stating that the coverage contained in the policies affords insurance pursuant to the terms and conditions as set forth In this Agreement. 0) The insurance provided by Contractor shall be primary to any coverage available to City, and any insurance or self-insurance maintained by City, its officers, officials, employees, agents, or volunteers shall be excess of Contractor's insurance and shall not contribute with it. The policies of Insurance required by this Agreement shall include provisions for waiver of subrogation. Contractor hereby waives all rights of subrogation against City, Its officers, officials, employees, agents, and volunteers. (k) Any deductibles or self -insured retentions must be declared to and approved by City. At the option of City, Contractor shall either reduce or eliminate the deductibles or self -insured retentions with respect to City, or Contractor shall procure a bond guaranteeing payment of losses and expenses. Section 19. Certification. In accordance with the provisions of Section 3700 of the Labor Code, Contractor shall secure the payment of compensation to Contractor's employees. By executing this Agreement, Contractor certifies the following: Contractor is aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and Contractor will comply with such provisions before commencing the performance of the work of this Agreement. Section 20. Standard Specifications. The work done pursuant to this Agreement shall be done in accordance with the provisions of the most current edition of "Standard Specifications for Public Works Construction" (commonly known as "the Green Book") including Supplements, prepared and promulgated by the Southern California Chapter of the American Public Works Association and the Associated General Contractors of California, which specifications are hereinafter referred to as the "Standard Specifications" The provisions of these Standard Specifications shall apply to the work performed under this Agreement, unless different standards are specified in Exhibit A or agreed to in writing by the City. Section 21. Compliance with Laws. Contractor shall keep itself informed of and comply with all Applicable Laws, including without limitation, the Fair Labor Standards Act, the Occupational Safety and Health Act and all those Applicable Laws relating in any way to employment practices and protection of the environment. Contractor shall not discriminate against any employee or any applicant for employment for reasons of race, color, creed, religion, sex, sexual preference, age or national origin. For purposes of this section, "Applicable Laws" shall mean any and all laws, regulations, rules, orders, directives, judgments, decrees, permits, approvals or other applicable requirements of any governmental entity or agency having jurisdiction that are applicable to any aspect of this Agreement that are in force on the Effective Date and as they may be enacted, issued or amended during the term of this Agreement. Section 22. Enforcement of Waoe and Hour Laws. Eight hours labor constitutes a legal day's work. The Contractor, or subcontractor, if any, shall forfeit twenty-five dollars ($25) for each worker employed in the execution of this Agreement by the respective Contractor or subcontractor for each calendar day during which the worker is required or permitted to work more than 8 hours in any one calendar day and 40 hours in any one calendar week in violation 0 of the provisions of Sections 1810 through 1815 of the California Labor Code as a penalty paid to the City; provided, however, work performed by employees of contractors in excess of 8 hours per day, and 40 hours during any one week, shall be permitted upon compensation for all hours worked in excess of 8 hours per day at not less than 11/2 times the basic rate of pay. Livina Wages. In addition, Contractor, or Subcontractor, if any, working on City service contracts of any amount, as to all employees spending time on City contracts shall observe the City's Living Wage Ordinance and all requirements thereof at all times on City contracts. The Current Living Wage Standards are set forth in Exhibit D. Upon request, certified payroll shall be provided to the City. Section 23. Materials and Workmanship. City shall have the right to Inspect any material used. Material furnished shall be new, complete, ready -for -use and of the latest model, shall not have been used in demonstration or other services and shall have all the usual equipment as shown by its manufacturer's current specifications and catalogs, unless otherwise specified. Equipment, supplies or services that fail to comply with the Agreement requirements regarding design, material or workmanship may be rejected at the option of City. Any materials rejected shall be removed from City premises at the Contractor's sole expense. Section 24. Assignment of Unfair Business Practices. Contractor and its subcontractor offers and agrees to assign to City all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2 (commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, services, or materials pursuant to the public works contract or the subcontract. This assignment shall be made and become effective at the time City tenders final payment to Contractor, without further acknowledgment by the parties. Section 25. Assignment and Subcontracting. Contractor shall not assign or attempt to assign any portion of this Agreement, or subcontract any required performance hereunder, without the prior written approval of City. Any assignment or subcontract made in violation of this section is invalid and void. In the event City grants written approval to Contractor to subcontract work under this Agreement, Contractor is prohibited from using a subcontractor who is ineligible to perform work on a public works project pursuant to Section 1777.1 or 1777.7 of the Labor Code. Section 26. Arbitration and Venue. Any dispute, claim or controversy arising out of or relating to this Agreement or the breach, termination, enforcement, interpretation or validity thereof, including the determination of the scope or applicability of this Agreement to arbitrate, shall be determined by arbitration in Los Angeles, California. The arbitration shall be administered by JAMS pursuant to its Streamlined Arbitration Rules and Procedures. The arbitrator shall be a retired judge. All decisions of the arbitrator shall be in writing, and the arbitrator shall provide written reasons for their decision. The arbitration decision shall be final and binding on the Parties. Judgment on the award may be entered in any court having jurisdiction pursuant to this Agreement. Notwithstanding the foregoing, the parties shall be permitted to access the court system to enforce any arbitration award. The exclusive jurisdiction and venue under this Agreement shall be the Superior Court of California, Los Angeles County. Section 27. Attorneys Fees. In the event a dispute, claim or litigation arises regarding this Agreement, the prevailing party shall be entitled to reimbursement for reasonable attorneys 9 fees and actual costs, which may be set by the arbitrators or the court in the same action or in a separate action brought for that purpose, in addition to any other relief which is obtained. Section 28. Governing Law. This Agreement shall be interpreted and enforced according to, and the Parties rights and obligations governed by, the domestic law of the State of California, without regard to its laws regarding choice of applicable law. Section 29. Entire Agreement and Modifications. This Agreement, including attachments incorporated herein by reference, represents the entire integrated agreement and understanding between the Parties, and supersedes all prior or contemporaneous negotiations, representations, agreements, understandings and statements, written or oral. This Agreement may only be modified in writing and signed by both Parties. Section 30. Waiver. The waiver by either party of a breach or default by the other party shall not be deemed a waiver of any different or later breach whether of the same or other covenant or condition; nor shall any delay or omission by either party to exercise any right it may have hereunder operate as a waiver of any breach or default of such a right. The failure of either party to this Agreement to exercise any of its rights under this Agreement does not constitute a breach thereof and shall not be deemed to be a waiver of such rights or a waiver of any subsequent breach. No waiver, benefit, privilege, or service voluntarily given or performed by a party shall give the other party any contractual rights by custom, estoppel, or otherwise. Section 31. Force Maleure. Neither party shall be considered in default of any of its obligations under this Agreement when a failure of performance shall be due to an uncontrollable force. The term "uncontrollable force" shall mean flood, earthquake, storm, fire, lightning, epidemic, war, riot, civil disturbance or disobedience, federal, state, or municipal action, statute, ordinance, or regulation, embargoes of the United States Government or any other government, which by exercise of due diligence such party could not reasonably have been expected to avoid and by exercise of due diligence has been unable to overcome. Either party rendered unable to fulfill any of its obligations under this Agreement by reason of an uncontrollable force shall give written notice within five (5) business days of such fact to the other party and shall exercise due diligence to remove such inability with all reasonable dispatch. Section 32. City Not Obligated to Third Parties. City shall not be obligated or liable under this Agreement to any party other than Contractor. City shall timely notify Contractor of the receipt of any third -party claim relating to this Agreement. City shall be entitled to recover its reasonable costs incurred in providing the notification required by section. Section 33. Notices. All notices, approvals, consents and other communications between the Parties shall be in writing, and shall be sent by certified mail (return receipt requested) or other delivery service which provides evidence of delivery, using the address set forth on the Cover Page under "Notice Information - City' or "Notice Information — Vendor," as appropriate, or at such other address as may be furnished by either party to the other in writing. Mailed notices will be deemed communicated as of the day of receipt. Section 34. Cover Paae and Exhibits. The Cover Page and all documents referenced as exhibits in this Agreement are hereby incorporated in this Agreement. In the event of any material discrepancy between the express provisions of this Agreement and the provisions of any document incorporated herein by reference, the provisions of this Agreement shall prevail. 10 Section 35. Headings. Headings used in this Agreement are for convenience and ease of reference only and shall not affect the interpretation of the Agreement. Section 36. Survival of Terms. All of the terms and conditions in this Agreement related to payment, confidentiality, indemnification, dispute resolution and waiver shall survive termination of this Agreement. Section 37. Severabllity. Whenever possible, each provision of this Agreement shall be interpreted in such a manner as to be valid under applicable law. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions shall nevertheless continue in full force and effect, and shall in no way be affected, impaired or invalidated. Section 38. Authority to Execute This Agreement. The person or persons executing this Agreement on behalf of Contractor warrants and represents that he or she has the authority to execute this Agreement on behalf of Contractor and has the authority to bind Contractor to the performance of its obligations under this Agreement. [Signatures Begin on Next Page]. 11 IN WITNESS WHEREOF, the Parties have signed this Agreement as of the date stated in the introductory clause. City of Vernon, a California charter City and California municipal corporation Matrix Consulting Group, a California corporation By: -- " � By: Mayor / Mayor Pro-Tem Name: Title: AS TO t-A Willdtd G. YaMag Chief Deputy City Name: Title: 12 EXHIBIT A EXHIBIT A SCOPE OF SERVICES Contractor shall perform the services, on behalf of the City, the work described in the Work Plan, a copy of which is attached hereto and incorporated by reference as attached. CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department 3. WORK PLAN In this section of the proposal is provided our understanding of the work to be performed. We also provide our understanding of the Vernon Police Department. OUR UNDERSTANDING OF THE SCOPE OF WORK The City of Vernon is requesting proposals to conduct a comparative assessment of its Police Department in terms of its staffing levels and costs. Implicit within any such comparative assessment, however, is an evaluation of the appropriateness of the services it provides as well as the service levels provided to the community it serves. A comparative assessment of Vernon is critical because it is such a unique place, having developed primarily as an industrial community with a small residential base. As a result, information regarding the service delivery targets is essential. In this proposal we have developed a two -pronged approach to this assessment — comparisons to other small industrial communities as well as to 'best practices'. This approach provides comparisons to the "ideal agency" as well as to whether these are prevailing characteristics in peer agencies. 2. PROPOSED WORK APPROACH This section describes the Matrix Consulting Group's detailed work approach for conducting this assignment, including deliverables for each task. At the conclusion of this section we also provide a schedule for conducting the project. Task 1 Identify Attitudes Toward Existing Law Enforcement Programs, Service Levels, and Major Protection Needs in Vernon. To fully evaluate staffing and resource needs related to the delivery of law enforcement services in Vernon, the project team will need to develop an in-depth understanding of attitudes towards existing service levels and the unique characteristics of policing programs and community protection needs. To provide this level of understanding, the project team will accomplish the following: Interview the Police Chief and top management in the VPD to obtain an initial understanding of the organization, major goals and recent trends. Interview elected officials, the Mayor, the City Council, City management and other top management staff in the City, as appropriate, to obtain views on key law enforcement issues and improvement opportunities. Interview representatives of the local police bargaining group. Matrix Consulting Group Page 13 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department • Conduct interviews with other entities which interact with the Police Department both internally (e.g., Human Resources) and externally (e.g., neighboring law enforcement agencies). • Conduct a kick-off meeting with the project review committee. These initial interviews would focus on determining individual attitudes toward current law enforcement staffing, service levels, programs, and needs, including the following: • Adequacy of existing service levels. • Responsiveness to basic community public protection needs. • Perceived gaps in existing service levels. • Attitudes toward enforcement philosophies. • Issues which may be impacting or be impacted by current staffing levels. The project team would also conduct the following activities in kicking -off the. project: • We would also collect basic documents which "define" the VPD internally and externally (e.g., goals and objectives, mission statements, etc.). • Finally, we would also document key population, demographic and economic characteristics, trends and projections. Task Result: Based on the results of these Interviews and Initial data collection, the project team would prepare an Issues list, which would provide the basis for subsequent analytical steps. The project team would also finalize the project work plan. Task 2 Profile the Organization, Staffing and Operations of All Functions within the Vernon Police Department. A key to this analysis is the development of a detailed understanding of workloads and service levels. To develop this level of understanding, we will document and analyze workload and service levels as described in the illustrative subsections, which follow (it should be noted that not all VPD functions are described in these subsections). (1) Patrol and Traffic Operations, Programs and Services. We will profile and analyze field patrol services in terms of the following: Matrix Consulting Group Page 14 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department Employing data extracted from dispatch information and available reports, field patrol workloads and service levels will be profiled and analyzed in terms of the following: — Community -generated call for service demand by time of day and day of week for the last twelve months. This will include: •s Call frequency. so Time required to handle calls for service. ss Availability of back-up. ss Time required for back-up. — Response times by priority of call for service handled. This will include: •s Average response times for all priorities of calls for service. •s Distribution of response times by priority of calls. •• Any variations in response time performance by time of day, day of week, or neighborhood. Number and type of calls handled by other means including use of non - sworn personnel, and other forms of differential response. Levels of self -initiated activity. Self -initiated activity will be documented and analyzed in terms of the following: Various quantitative indicators of self -initiated activity will be examined. This includes such activities as: ss Field stops/field interrogations. •s Traffic stops. •s Other self -initiated activity. •s Activities resulting from directed patrols. — For a sample period, the scope and content of any patrol plans prepared for field patrol staff will be examined. This will focus on understanding: of Time required to execute patrol plans. •• Performance expectations. •s Community oriented goals and action plans. •• Other factors, as appropriate. Document actual field patrol deployment practices with existing staffing levels in field patrol. Through analysis of rosters and other appropriate documents, the project team will document actual field patrol deployment in terms of: — Scheduled deployment by time of day and day of week. Matrix Consulting Group Page 15 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department — Shift relief factors impacting units actually deployed compared to the number scheduled considering the following: •• On -shift court appearance requirements. of Sick leave, vacation and other time -off requirements. •• Special assignments. •• Training. •• Other factors impacting deployment and availability. Response policies affecting patrol staffing needs (e.g., alarm response). • Document the uses, availability and deployment of command and supervisory personnel by time of day and day of week. Through interviews, develop a detailed understanding of the mixture of command and supervisory responsibilities as well as associated issues. Traffic enforcement and special field operations and service levels will also be documented in terms of the following: • Scheduled and actual deployment of traffic enforcement personnel by time of day and day of week. • Current workload including the following: Accident investigations. Extent to which traffic enforcement personnel are being assigned calls for service as primary units and/or back-up of other field patrol activities. • How traffic enforcement and accident. investigation workloads are planned, prioritized and handled. • Level of patrol officer -initiated activity related to traffic enforcement including citation production on a per officer basis. Based on the above, the project team will develop a set of measures to clearly define existing traffic enforcement service levels. (2) Investigations Investigative workloads and service levels will be analyzed in terms of the following: • Current investigative policies including case screening approaches; types of cases "worked" by case type; and other policies which impact time utilization and workload of investigative personnel. Matrix Consulting Group page 16 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department • Based on interviews, document current caseloads and case status by case type. • Based on the above, evaluate existing investigative service levels from the perspectives of: Current caseloads compared to patterns observed in other law enforcement agencies with effective case management approaches. The extent to which cases with 'leads" can be worked with a relatively high likelihood of solvability given existing staffing levels and case management approaches. — Elapsed time between initial report, assignment of a case to a detective, and actual working of that case by a detective. Coordination of cases with patrol. • Mission, workload, and results achieved by pro -active investigative units, including narcotics and special operations. Based on the above, the project team will develop a set of measures to clearly define existing investigative services. (3) Dispatch The project team would analyze workloads and service levels associated with Dispatch by applying such approaches as the following: • Document deployment of staff by shift and day of week. Concurrently, document the allocation of staff across law enforcement and fire / emergency medical functions as well as across municipal and county functions. • Document personnel availability factors such as leaves and attrition. • Document the allocation of call for service and other workload indicators by time of day and day of week. • Develop an understanding of communications support functions, including training, technical support and administration. • Document the allocation and roles of supervisory and management staff. Based on these activities, the project team would summarize the current use and allocation of communications personnel for VPD purposes. (4) Administrative and Support Services. Matr/x Consulting Group Page 17 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department The project team would analyze workloads and service levels associated with the support units in the VPD by applying such approaches as the following: • Document records processing flows by document type and volume. Identify and quantify processing turnaround times and processing backlogs which might impact VPD patrol and investigative personnel. Review systems currently available to support records processing activities so that each agency has this information on line. • Evidence inventory and control functions including hours of coverage, roles relating to evidence collection and processing, evidence audits and internal controls. • Fiscal operations, to include responsibilities and coordination with the City, timeliness and accuracy of financial processes, budget support and effectiveness in locating and securing grants. • How professional standards are used not just as an investigative function but in the processes utilized in recruitment and selection, media relations and risk management. To what extent is this unit utilized to continuously improve the organization? • Review internal information processing procedures and controls. • Information technology, including current capabilities related to the following: Crime analysis. — Investigative case management. — Mobile data terminal/laptop capabilities of patrol and other field officers. • Document the Department's use of civilians. Based on the above, the project team will develop a set of measures to clearly define each support service. Task Result: The results of this task would be documented in the form of a narrative and statistical profile of VPD workload and service levels, which will provide the basis for subsequent analysis. This profile would be circulated among key VPD staff to ensure accuracy and reviewed with the project committees, when completed. Task 3 Conduct a Comparison of the Vernon Police Department to Best Practices and to Peer Agencies. Matrix Consulting Group Page 18 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department The use of comparative agency "bench marking" and/or "best management practices" analysis is topical in the analysis of public and private sector agencies today. In this study, we propose to utilize both approaches to shed light on operating and programmatic issues in the functions being studied in the Vernon Police Department. As a result, we propose to accomplish the following: The project team would develop a detailed list of "best management practices" for use in a "diagnostic assessment" of each service function in the Police Department. This diagnostic assessment would be developed to identify those areas in which the organization was meeting targeted service delivery objectives or standards of service efficiency or effectiveness. These 'standards' represent the project team's experience working with police agencies over the past 20+ years. The project team would use the data collection activities conducted in previous tasks to assess the degree to which services or service levels conformed to the benchmark. — Each service area diagnostic element would consist of the following: •• A definition of the service level, efficiency or deployment target. •• A description of the current performance. •• Identification of areas which meet or exceeded the target(s). •• Identification of areas which represent improvement opportunities. •• A description of the next steps which the project team should take. The project team would develop a list of at least 10 benchmark communities against which to compare the VPD's organization, staffing and operations. While no comparison would perfectly fit Vernon's service environment, we propose to utilize factors such as those shown below to develop the survey participants. Population and Demographics Economic Characteristics Environmental Characteristics Police Department Characteristics • City size (area) • Per capita income • Urbanized • Size of the force • City size (pop.) • Industrial $ Base • Densities • Compositlon of force • Ethnicity • Growth prospects • City amenities • Crime characteristics • In a metro region? • Regional commerce • Coastal • Services provided The results of this analytical exercise would be documented in a comparative assessment of issues, which would be followed up on in subsequent tasks. Task Result. An interim report would be reviewed with the Police Department and the project steering committee in major progress meetings. These steps will also provide the City with some decisions to make regarding the establishment of performance standards for Police service delivery. Matrix Consulting Group Page 19 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department Task 4 Document Findings and Suggested Next Steps for the Police Department and City. To identify areas in which the Vernon Police Department is already functioning efficiently and effectively as well as areas in which there may be opportunities for improvement, the project team would develop a report which summarizes the results of the comparative analysis and suggests next steps to resolve identified issues. The results of this diagnostic comparative assessment would be a draft final report. It would be reviewed with the Police Department and the project steering committee. We would also review it with representatives of the local bargaining unit. We are also available to attend a public meeting to discuss the results with the City Council. Task Result. The product associated with this task would be a diagnostic comparative assessment of the Vernon Police Department, which identifies areas where the Department meets standards of efficiency and effectiveness, how It compares to peer agencies, and identifies any Improvement opportunities as well as suggests next steps toward the resolution of these. 3. PROJECT SCHEDULE The chart, below, shows our proposed schedule for this project on a task -by -task basis. As shown in chart we propose to conduct the project in a period of ten (10) weeks. Pro act Task 1 2 3 4 1 5 6 7 8 9 10 1 Initials 2 Profile 3 Com arisons 4 Report 4. DESCRIPTION OF OUR NEEDS FROM THE CITY AND POLICE DEPARTMENT. It is critical for the City of Vernon and its Police Department to understand their commitment in making this a successful undertaking, and the impacts on staff, policy makers and other 'stakeholders'.. All of the tasks described in our task plan are the responsibility of the consulting team, not the staff of the City. Staff impacts would be restricted to the following: Selected staff members will need to make themselves available for interview. We anticipate interviewing selected staff throughout the organization from each department as part of this study in individual meetings. These meetings are critical to ensuring our understanding of the work approaches, service levels, and operating environment in the City of Vernon. Matrix Consulting Group Page 20 CITY OF VERNON, CAUFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department Staff would need to provide access to key data regarding services provided, performance levels, and workload for the project team. It remains our responsibility to determine data needed, gather the data, and evaluate it. However, we will need access to necessary files, computer systems, etc. Selected staff could participate in project review meetings at the departmental level. Selected managers might be expected to be members of a broad, study - wide steering committee and/or to participate in review of interim documents. Typically each of these meetings would last up to two hours plus preparation time to review interim reports. However, data collection and analysis are all the responsibility of the consulting team. While data collection plans are developed for each department and are reviewed with staff, the purpose of these instruments is to understand the availability and usefulness of key data. 5. ACKNOWLEDGEMENT OF CONTRACT REQUIREMENTS The Matrix Consulting Group has reviewed the proposed contract and its terms and conditions, accepts these, and offers no exceptions or qualifications in response. 6. PRIOR RELATIONSHIPS WITH THE CITY OF VERNON. Neither the Matrix Consulting Group, nor the project team members in any predecessor firms, have ever worked with the City of Vernon and its Police Department in a study or in any other capacity, personal and professional. Matrix Consulting Group Page 21 EXHIBIT B *(MMIN U: FEES Contractor shall be paid $23,500.00 to perform all Services described in Exhibit A in accordance with the Fee and Expenses schedule, a copy of which is attached hereto and incorporated by reference as attached. Invoices shall include the period for which Services were provided, the dates of such Services, and a description of the Services provided for that billing period. Each invoice shall include copies of timesheets and other supporting documents as City may require. Payments of each invoice shall be made by City within thirty (30) days following receipt of each Invoice as to all non -disputed fees. If City disputes any of Contractor's fees, it shall give written notice to Contractor within thirty (30) days of receipt of the disputed invoices. Any amounts In dispute shall be withheld until resolution. CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department 4. FEES AND EXPENSES The table, below, provides our estimate of the cost to conduct the study of the Vernon Police Department. The table describes the estimated number of hours per task and the cost per task. Finally, we have provided estimates of the cost of travel to / from Vernon to conduct the on -site work. Project Task Brady PI kin Hours 1. Initial Interviews 8 0 8 2. Profile 16 24 40 3. Comparisons 8 32 40 4. Final Report 16 24 40 Total Hours 48 80 128 Hourly Rate $200 $150 Professional Fees 1 $9,6001 $12 000 1 $21 600 Expenses $1900 Total Project Cost $23.500 The Matrix Consulting Group would be pleased to conduct the study of the Vernon Police Department and enter into a fixed price or not to exceed contract for $23,500. This price is guaranteed for 12 months. . The rates shown in the table above would be used for any follow-up work for a period of 12 months. Matrix Consulting Group Page 22 EXHIBIT C Exhibit C CITY OF VERNON COMMUNITY SERVICES & WATER DEPARTMENT CONTRACT CHANGE ORDER NO. SUPPLEMENT NO. SHEET OF SHEETS PROJECT: P.O. NO. TO: REQUESTED BY: Citv of Vernon CONTRACTOR You are hereby directed to make the herein described changes to the plans and specifications or do the following described work not previously included in the plans and specifications of this contract. Except as specifically modified herein, all terms and conditions of the original contract remain in full force and effect, and apply to the additional work as if said work was originally included in the contract. Contract Amount (Base Bid) ............................................... $ Amount of This Change Order I ............................................. $ Amount of Previous Change Orders I ..................... I ........... I ....... $ Total Change Orders ..................................................... $ Modified Contract Amount ..................:.......................... $ By reason of this change order the time of completion will be adiusted as follows: Approved: Date: Director of Community Services & Water Attest: Date: Willard Yamaguchi, City Clerk We, the undersigned Contractor, have given careful consideration to the change proposed and hereby agree, if this proposal is approved, that we will provide as labor, equipment and materials, including overhead, except as may otherwise be noted above, and perform all services necessary for the work above specified, and will accept as full payment therefore the prices shown above. Accepted Date: Contractor: By: Title: c: rrodect rueiContractonrurcnasmg Rev. 03/10 EXHIBIT D EXHIBIT D LIVING WAGE PROVISIONS Minimum Livina Waaes: A requirement that Employers pay qualifying employees a wage of no less than $10.30 per hour with health benefits, or $11.55 per hour without health benefits. Paid and Unpaid Days Off: Employers provide qualifying employees at least twelve compensated days off per year for sick leave, vacation, or personal necessity, and an additional ten days a year of uncompensated time for sick leave. No Retaliation: A prohibition on employer retaliation against employees complaining to the City with regard to the employer's compliance with the living wage ordinance. Employees may bring an action in Superior Court against an employer for back pay, treble damages for willful violations, and attorney's fees, or to compel City officials to terminate the service contract of violating employers. Juarez, Debbie From: Arriola, Justin Sent: Wednesday, June 06, 2012 11:07 AM To: Juarez, Debbie Cc: Wilson, Kevin Subject: Matrix Consulting Group Good Morning Debbie, Please be advised that the above reference has provided acceptable insurance coverage. Justin Arriota Risk Management Dpt. F47Jarriol[a@ci,vernon,ca.us (323) 583-8811 ext:315 CONFIDENTIALITY NOTICE: This e-mail transmission, and any documents, files or previous e-mail messages attached to it may contain confidential information that is legally privileged. If you are not the intended recipient, or a person responsible for delivering it to the intended recipient, you are hereby notified that any disclosure, copying, distribution or use of any of the information contained in or attached to this transmission is STRICTLY PROHIBITED. If you have received this transmission in error, please immediately notify the sender. Please destroy the original transmission and its attachments without reading or saving in any manner. RECEIVED MAY 10 2012 CITY CLERK'S OFFICE DATE: May 9, 2012 STAFF REPORT SERVICES & WATER DEP TO: Honorable Mayor and City Council ter✓ FROM: Samuel Kevin Wilson, Chair of Steering Committee RECEIVED MAY 0 9 2012 B/41 RE: Matrix. Consulting Group — Study of Staffing and Cost of Police Department ADMINISTRATION The City recently issued a Request for Proposals ("RW') to seek a consultant to Develop a Study of Staffing and Costs for the Police Department. Proposals from Matrix Consulting Group and Management partners were received. A steering committee was selected to review the proposals. An evaluation of each proposal was made based on project approach, experience, references and cost. Both consultants were found to be well qualified to perform the work, however Matrix Consulting Group's proposal was found to be superior in regards to project approach and experience in completing similar studies. The costs proposals to perform the work were very similar and both were below the $25,000 budget set for the project. It is therefore recommended that an agreement be approved to retain Matrix Consulting Group to perform a Study of the Staffing and Costs of the Vernon Police Department. A copy of the proposal is attached herewith. SKW RECEIVED �,s{ OF �eRtio MAY 10 2012 s CITY CLERK'S OFFICE COMMUNITY SERVICES & WATER DEPARTMENT OFFICE MEMORANDUM TO: Mark C. Whitworth, City Administrator dzv FROM: Samuel Kevin Wilson, Chair of Steering Committee DATE: May 9, 2012 SUBJECT: Matrix Consulting Group — Study of Staffing and Cost of Police Department The City recently issued a Request for Proposals ("RFP") to seek a consultant to Develop a Study of Staffing and Costs for the Police Department. Proposals from Matrix Consulting Group and Management partners were received. A steering committee was selected to review the proposals. An evaluation of each proposal was made based on project approach, experience, references and cost. Both consultants were found to be well qualified to perform the work, however Matrix Consulting Group's proposal was found to be superior in regards to project approach and experience in completing similar studies. The costs proposals to perform the work were very similar and both were below the $25,000 budget set for the project. It is therefore recommended that an agreement be approved to retain Matrix Consulting Group to perform a Study of the Staffing and Costs of the Vernon Police Department. A copy of the proposal is attached herewith. SKW Proposal to Develop a Study of Staffing and Costs of the Police Department CITY OF VERNON, CALIFORNIA matrix at consulting group TABLE OF CONTENTS Proposal Section Page 1. COVER LETTER i 2. INFORMATION REGARDING ABILITIES AND EXPERIENCE 1 1 3. WORK PLAN 3 2 4. FEES AND EXPENSES 2 2. 5. CONFLICT OF INTEREST 3 matrix consulting group April 23, 2012 Mr. Mark Whitworth City Administrator City of Vernon 4305 Santa Fe Avenue Vernon, CA 90058 Dear Mr. Whitworth: The Matrix Consulting Group is pleased to present our proposal to conduct a Study of Staffing and Costs of the City of Vernon's Police Department. Our proposal is based on our review of the City's Request for Proposals, the organization of the Department and our experience analyzing hundreds of policing agencies in California and elsewhere in the around the country for over 30 years. For a study designed to provide a comparative assessment of Vernon's law enforcement needs and as a firm with decades of experience working with hundreds of police departments in California and throughout the United States, we are well positioned to provide the City with insight and information on the service choices it faces. Our firm and its senior staff have extensive experience as law enforcement analysts and professionals. The following paragraphs summarize our experience: • The Matrix Consulting Group project team has conducted staffing studies of more than 250 police and sheriff's departments in California and throughout the United States. We have extensive and recent experience working with law enforcement agencies of all sizes, as the following partial table of clients outside of California demonstrates: Arlington, Texas Jacksonville, Florida Richmond, Virginia Aztec, New Mexico Jupiter, Florida San Antonio, Texas Bayonne, New Jersey Kenmore, Washington Southlake, Texas Beverly, Massachusetts Las Vegas Metro, Nevada Stamford, Connecticut Brattleboro, Vermont Lauderdale Lakes, Florida St. Petersburg, Florida Clearwater, Florida Lowell, Massachusetts Tacoma, Washington Coral Gables, Florida Manchester, New Hampshire Vancouver, Washington Corvallis, Oregon Milwaukee, Wisconsin Venice, Florida Deltona, Florida Omaha, Nebraska Watertown, Massachusetts Fort Morgan, Colorado Orange County, Florida W. Springfield, Massachusetts Franklin Township, New Jersey Pasco County, Florida Wilbraham, Massachusetts Goodyear, Arizona Pinellas County, Florida York, Pennsylvania We are currently working with Springdale (AR) and Albuquerque (NM) on studies of their police departments. 721 Colorado Avenue, Suite 101 A Palo Alto, CA 94303 ■ 650.858.0507. 650.858.0509 fax California, Illinois, Massachusetts, Texas, Washington Being associated with California -based clients for over 30 years, our experience in this state is without equal in the police consulting industry. A partial list of our California law enforcement clients is shown in the table, below: Alameda County Los Angeles County San Jose Anaheim Los Gatos Roseville Butte County Lynwood San Bernardino Citrus Heights Monrovia San Bernardino County Contra Costa County Napa San Mateo County Galt Ontario San Rafael Gilroy Orange County Santa Ana Glendale Palmdale Santa Barbara County Goleta Palo Alto Santa Monica Hanford Pasadena Sonoma County Kern County Pittsburg Santa Clara County Los Angeles I Poway Sunnyvale It should be noted that we are currently working with Chula Vista on a Police Department staffing study. Our project team is comprised of two senior analysts of police services, one of whom was a former police senior manager. — I would lead the team. I have over 30 years' experience as a law enforcement consultant. I have conducted and/or led over 200 police and sheriff's office studies. in my career. I am the President of our firm. — Byron Pipkin, a Senior Manager, has been a law enforcement consultant for 10 years. He was a Deputy Chief in the Sunnyvale (CA) Public Safety Department. We appreciate the opportunity to respond with this proposal. As President of the Matrix Consulting Group I have the authority to represent the firm, negotiate on its behalf and bind it contractually. Please do not hesitate to contact me at 650-858-0507 or via the letterhead address. I can also be reached at rbrady(a)matrixca.net. Matrix Consulting Group Richard Brady President CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department 2. INFORMATION REGARDING ABILITIES AND EXPERIENCE This section of our proposal provides background information regarding our firm and our proposed project team, as well as references to contact regarding the quality and usefulness of our work. 1. INFORMATION ABOUT THE MATRIX CONSULTING GROUP The Matrix Consulting Group was formed by senior consultants who created it in order to pursue a service in which the senior people actually do the work in a low overhead environment. Our only business focus is the provision of organization and management analytical services to local government. Our firm's history and composition are summarized below: • We were founded in 2002. However, the principals and senior staff of our firm have worked together in this and other consulting organizations as one team for between 10 and 30 years. Our only market and service focus is management, staffing and operations analysis of local government. • Our firm maintains offices in California (where we are incorporated domestically), Massachusetts, Illinois, Texas, and Washington. We have had a presence in California since being founded in 2002 (as well as before that in other firms — Hughes, Heiss and Associates; David M. Griffith and Associates and MAXIMUS). In all, we have conducted over 250 studies for cities and counties in the State. • We currently have 13 full-time and 5 part-time staff. We do not propose utilizing subcontractors on this assignment, a practice which increases inconsistencies and can introduce conflicting analytical philosophies on an assignment as important as this. • While more information will be found later in this proposal to substantiate this claim, we have been the leading firm on the west coast conducting law enforcement analytical studies for over 30 years. Our experience includes over 250 studies. We are proud of our track record in providing analytical assistance to local governments around the country. This track record is bolstered by our rate of successful implementation, which exceeds 80% of recommendations made. The following table provides some additional general demographic and contact information on our firm. Matrix Consulting Group Page 1 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department Name of Firm Matrix Consulting Group, Ltd. FEIN 05-0545979 Year of Formation 2002 — (Incorporated in California as a domestic corporation, 2003 Location / Mailing 721 Colorado Avenue, Suite 101 Address for Corporate Palo Alto, CA 94303 Headquarters v.650.858.0507 f.650.858.0509 Corporate Contact Richard P. Brady, President and CFO 650.858.0507 rbradvamatrixcq.net Number of Offices / California (headquarters), Massachusetts, Illinois, Locations Texas, Washington Total Workforce Full Time: 13 Part Time / Per Diem: 5 Services Provided Management, organizational, staffing and operations analysis exclusively for governmental entities across the various operational functions, including: • Administration (Finance, HR, IT, etc.) • Community Development • Finance studies, including user fee analysis • Fire and Emergency Medical Services • Law Enforcement • Parks, Recreation and Community Services • Public Works • Utilities / Infrastructure Maintenance • Universities and Colleges As one of the leading public sector and law enforcement management consulting firms in the country, we are well positioned to assist the City on this engagement. 2. OUR MANAGEMENT STUDIES PHILOSOPHY Our market niche is based on providing detailed analysis through extensive data collection, input and interaction with our clients. The cornerstone of our philosophy in conducting organization and management studies is summarized in the following points: A principal of the firm is always involved in every aspect of each of our studies. This includes interviews of staff, data collection, report writing, client meetings and public presentations. For this project we would commit the President of the company who has over 30 years of experience in every local government function. He would be actively involved in managing the project team. Matrix Consulting Group Page 2 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department Our projects are approached with a firm grounding in formal analytical methodologies. Our clients receive detailed analysis of their specific issues. All impacts are identified and analyzed in detail to ensure that recommendations are implemented and our clients (and the public they serve) can understand the reasons for recommended changes. This is achieved by: Use of frequent and substantive project management techniques, which are explained in the next subsection. — Extensive input of staff through interviews and surveys; extensive input from other stakeholders (e.g., elected officials as well as community representatives). — Detailed data collection and analysis derived from primary sources. — Extensive internal reviews at the departmental and steering committee levels, of facts, findings, conclusions and recommendations, as studies proceed. — Detailed implementation plans, which clearly describe the priority of each recommendation, who should be responsible for change management, the timing for implementation and performance measures to monitor progress. This philosophy and approach has provided our clients with valuable assistance and advice in dealing with important public policy issues. It also provides a high-level of buy -in from all affected stakeholders, as they have multiple opportunities for participation in the study and have the opportunity to be apprised of our progress throughout the term of the engagement. As noted above, it has also resulted in very high levels of implementation of our recommendations. 3. OUR POLICE STUDY EXPERIENCE. The Matrix Consulting Group project team has conducted staffing studies of more than 250 police and sheriff's departments throughout the United States. We have extensive and recent experience working with law enforcement agencies of all sizes, as the following partial table of recent clients outside of California demonstrates: Matrix Consulting Group Page 3 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department Arlington; Texas Jacksonville, Florida Richmond, Virginia Aztec, New Mexico Jupiter, Florida San Antonio, Texas Bayonne, New Jersey Kenmore, Washington Southlake, Texas Beverly, Massachusetts Las Vegas Metro, Nevada Stamford, Connecticut Brattleboro, Vermont Lauderdale Lakes, Florida St. Petersburg, Florida Clearwater, Florida Lowell, Massachusetts Tacoma, Washington Coral Gables, Florida Manchester, New Hampshire Vancouver, Washington Corvallis, Oregon Milwaukee, Wisconsin Venice, Florida Deltona, Florida Omaha, Nebraska Watertown, Massachusetts Fort Morgan, Colorado Orange County, Florida W. Springfield, Massachusetts Franklin Township, New Jersey Pasco County, Florida Wilbraham, Massachusetts Goodyear, Arizona I Pinellas County, Florida York Pennsylvania We are currently working with Springdale (AR) and Albuquerque (NM) on studies of their police departments. Being associated with California -based clients for over 30 years, our experience in this state is without equal in the police consulting industry. A partial list of our California law enforcement clients is shown in the table below: Alameda County Los Angeles County San Jose Anaheim Los Gatos Roseville Butte County Lynwood San Bernardino Citrus Heights Monrovia San Bernardino County Contra Costa County Napa San Mateo County Galt Ontario San Rafael Gilroy Orange County Santa Ana Glendale Palmdale Santa Barbara County Goleta Palo Alto Santa Monica Hanford Pasadena Sonoma County Kern County Pittsburg Santa Clara County Los Angeles I Poway Sunnyvale It should be noted that we are currently working with Chula Vista on a Police Department staffing study. 4. REFERENCES The following list provides samples of law enforcement projects recently completed and is only representative of the 250 law enforcement projects we have conducted. In reviewing the client assignments described, it is important to note that members of our proposed project team played lead roles in each of these projects and that they were all performed in the last three years. As a result, these projects represent the personal and specific experience of the team we would assign to work with the Vernon Police Department. Client I Project Summary Reference Matrix Consulting Group Page 4 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department Client Project Summary Reference Beverly Hills, California In this study the project team conducted a Katie Lichtig thorough review of service levels and, Currently City Manager Organization and importantly, utilization levels in meeting of San Luis Obispo Staffing Review targeted service levels. Key recommendations include: civilianization of selected investigative (805) 781-7114 functions, the creation of a crime analyst , position, redistribution of investigative staff, steps to increase the use of proactive time in patrol, and selected reductions in the police fleet. This report will be presented to the City Council in the immediate future. At the same time that we conducted this study we also developed a 311 feasibility study. Watertown, The Matrix Consulting Group has just Edward Deveaux Massachusetts completed a study to evaluate current Police Chief management and operations in the Police Management and Department. Key recommendations included (617) 972-6500 Operations Study of the changes in shift schedule and deployment, Police Department increasing staffing in traffic, oivilianization of administrative support positions and better use of field proactive time. Clearwater, Florida This project focused on identification of "core" Robin Gomez functions and then prioritization for reductions Internal Auditor Performance Audit of in non -core services. The project team worked the Police Department with the City and Department on managing (727) 562-4550 these historic budget challenges by balancing the need for patrol services with the need to meet various community challenges: large tourist industry, growing Hispanic population, large homeless population, Church of Scientoloqv and other issues. Seaside, California In this recently completed study, the project Roberta Greathouse team conducted a comprehensive Personnel Services Police Department management and staffing study to assess the Manager Management and efficiency and effectiveness of organizational Staffing Study structure and resource levels. Key (831) 899-6713 recommendations included the consolidation of some civilian positions to enhance service levels, the restructuring of patrol deployment schedules to enhance the utilization of personnel, and limits to the use of overtime during certain hours. This report will be resented to the City Council in the near future. Matrix Consulting Group Page 5 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department Client Project Summary Reference Tacoma, Washington Members of the project team performed an in- Lt. Bart Hayes depth review of alternative shift schedules for Project Manager Shift Scheduling the third largest city in the State of Washington. Alternatives for the The evaluation included the impacts of the 4/10 (253) 594-7948 Police Department versus 3/12 program on service delivery, operational costs, employee morale, response times, etc. Based on the unique circumstances of Tacoma PD operation, the project team recommended retaining the 4/10 shift schedule as opposed to the alternative 3/12 work program. Corvallis, Oregon Members of the project team conducted a Daniel E. Hendrickson comprehensive evaluation of the staffing, Captain Staffing Allocation scheduling and operations of the Corvallis Study for the Police Police Department with emphasis on Patrol (541) 766-6905 Department operations. A thorough analysis was conducted relative to the impact of the existing 4/10 shift schedule compared to alternative deployment practices, particularly the 3/12 schedule. Indeed, based on various patrol workload parameters, community characteristics, patrol staff responsibilities, etc, the 3/12 program was recommended as a schedule for implementation. 3. PROJECT TEAM The Matrix Consulting Group proposes to utilize the following two -person project team to complete this assignment. This proposed team includes our firm's President, and the second person is a seasoned analyst who had a prior career as a law enforcement manager. Summary descriptions for each team member are provided below. More detailed resumes for our project team follow at the conclusion of this section of the proposal. RICHARD BRADY is the President of the Matrix Consulting Group. He is the leader of our management studies and law enforcement analytical practices. He has been a consultant to local governments for over thirty years. During that period, he has specialized in the analysis of police services, having conducted over 200 studies of law enforcement and criminal justice systems. Mr. Brady has managed and/or significantly participated in every law enforcement study cited as experience in this proposal. Mr. Brady has conducted law enforcement studies in the following jurisdictions: State Illustrative Law Enforcement Management and Staffing Studies Alaska Anchorage Arizona Goodyear, Prescott Valley Matrix Consulting Group Page 6 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department State Illustrative Law Enforcement Management and Staffing Studies California Alameda County, Anaheim, Butte County, Citrus Heights, Contra Costa County, Galt, Gilroy, Glendale, Kern County, Los Angeles, Los Angeles County, Los Gatos, Lynwood, Monrovia, Napa, Ontario, Orange County, Palmdale, Palo Alto, Pittsburg, Poway, San Jose, Pasadena, San Bernardino, San Bernardino County, San Mateo County, San Rafael, Santa Ana, Santa Barbara County, Santa Monica, Sonoma County, Santa Clara County, Sunnyvale Colorado Aurora Connecticut Stamford Florida Alachua County, Jacksonville, Jupiter, North Miami Beach, Orange County, Pasco County, Pinellas County, Port Richey and Venice Georgia Americus, Augusta -Vernon County, Fulton County, Hall County, Chatham County, Americus and Vernon Louisiana Alexandria Massachusetts Beverly, Boston, Lawrence, Milford, Mansfield, Burlington, Pelham, Watertown, Wayland, Westwood, Whitman Minnesota Anoka County Missouri Des Peres and Raymore Nebraska Omaha Nevada Las Vegas Metropolitan Police Department and Reno New Hampshire Portsmouth New York Albany, Carthage, Endicott, Vestal and Briarcliff Manor North Carolina Burke County and Durham Michigan Alpena and Detroit Ohio Fairborn Oregon Clackamas County and Grants Pass Pennsylvania York South Carolina Beaufort County, Charleston County, Hilton Head Island, Spartanburg Count Tennessee Nashville -Davidson County and Knox County Texas Arlington, San Antonio, Terrell, El Paso, Grand Prairie and Southlake Utah Salt Lake City Matrix Consulting Group Page 7 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department State Illustrative Law Enforcement Management and Staffing Studies Vermont Brattleboro Virginia Richmond, Leesburg and Loudoun County Washington Spokane, Kirkland and Snohomish County Wisconsin Sun Prairie, Milwaukee, Dane County Mr. Brady has a BA from California State University, Hayward; and a doctorate from Oxford University, U.K. BYRON.PIPKIN is a Senior Manager with the Matrix Consulting Group, with over 32 years of law enforcement experience. As a deputy chief with the City of Sunnyvale (CA), he had direct experience managing the internal affairs and disciplinary process. He had significant experience managing a local law enforcement agency's recruiting and hiring process and working with the City Attorney's Office regarding workplace discrimination and hostile work environment complaints. This experience includes managing the police department's recruiting and hiring process for new officers, including testing, background investigation and hiring of candidates; severing as Regional chair for a state law enforcement professional association's legal affairs committee (members included law enforcement personnel, risk managers and legal counsel); reviewing complaints made to the police department against members of patrol operations staff, and for the disciplinary process resulting from complaint investigations; and Police department representative and liaison with the City Attorney's Office and outside counsel representing the City in varied discrimination lawsuits. Mr. Pipkin has recently completed studies including a review of Internal Affairs, discipline and a cultural assessment of the Vancouver (WA) Police Department, and other engagements in Grants Pass (OR), Huntington Beach (CA), Beverly Hills (CA) and Cotati (CA). Mr. Pipkin is based out of our Palo Alto HQ and has a B.S. in Administration of Justice, California State University at San Jose. More extensive resumes for our project manager and project team member are provided in the following pages. Matrix Consulting Group Page 8 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department RICHARD P. BRADY President, Matrix Consulting Group Project Manager BACKGROUND Richard Brady is the Matrix Consulting Group's President. Mr. Brady has been a management consultant to local government for more than thirty years. Prior to joining the Matrix Consulting Group, he was the MAXIMUS national Vice President in charge of its local government consulting practice, and before that the managing partner of the California -based management consulting firm of Hughes, Heiss & Associates. Mr. Brady has conducted numerous studies of every local government function. However, the vast majority of his work is in the law enforcement and criminal justice areas. PROJECT EXPERIENCE The following points summarize Mr. Brady's project experience. Law enforcement management and operations studies covering workload, staffing, service levels, and internal procedures and policies. Recent clients served include: Alban NY PD Napa CA PD Alameda Count CA North Miami Beach FL PD Alpena MI PSD Nashville -Davidson Count TN PD Anaheim CA PD National Ci CA PD Anchorage AK PD Oceanside CA PD Anoka Count MN SO. Omaha NE PD Arlington TX PD Orange Count FL SO Beverly MA PD Pasco Count FL SO Brattleboro VT PD Pinellas Count FL SO Butte Count CA SO Ra more MO PD Burlington MA PD Reno NV PD Charleston Count SC San Bernardino CA SO Durham NC PD San Bernardino CA PD El Paso TX PD San Clemente CA PD Escondido CA PD San Mateo CA SO Florence Count SC SO San Joaquin CA SO Glendale CA PD San Rafael CA PD Goodyear AZ PD Shasta CA SO Grand Prairie TX PD Snohomish WA SO Hercules CA PD Sparks NV PD Jacksonville FL SO S okane WA PD Kirkland WA PD Sumter Count SC SO Las Vegas Metro NV PD Sunnyvale CA PSD Leesbdr VA PD S arks NV PD Newark CA PD Thurston WA SO Milford MA PD Venice FL PD Mansfield MA PD Whitman MA PD Milwaukee WI PD West Sacramento CA PD Matrix Consulting Group Page 9 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department • Law Enforcement Program Studies: Mr. Brady has performed a wide variety of studies of law enforcement programs and services. Selected studies have included the following: Communications studies for Needham (MA), San Mateo County (CA), San Bernardino County (CA), and Coral Springs (FL). - Personnel policies and procedures studies for Escondido (CA), Danville (VA) and Fluvanna County (VA). Support staffing needs for Beverly Hills and Santa Ana (CA). • Regional Law Enforcement Feasibility Studies: Mr. Brady has been involved or managed several law enforcement regionalization studies. These have included the following: Regionalization Opportunities in Training and Communications for the Boston Metropolitan Area. The Regionalization Commission chose members of this project team to work with over 110 agencies on public safety regional issues. Regional Communications Feasibility for Police, Fire and EMS agencies in Central Maine. This study for 80 agencies in Kennebec and Somerset Counties has led to the development of a regional center operated by the Maine State Police. Law Enforcement Consolidation Feasibility Study for Endicott and Vestal, New York: these two police departments have begun to consolidate all support. functions (communications, records, information systems, training) as well as shift supervision as a first step to consolidation. Regional Law Enforcement Feasibility Study for San Bernardino County, California Contract Cities: Nine cities receive contracted law enforcement services from the San Bernardino County Sheriff's Office. Because the County changed its philosophy of contracting, costs increased dramatically. EDUCATION BA, California State University, Hayward Ph.D., Oxford University, United Kingdom Matrix Consulting Group Page 10 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department BYRON K. PIPKIN Senior Manager, Matrix Consulting Group BACKGROUND Byron Pipkin brings a public safety manager's perspective to the project team. He has thirty-two years experience in law enforcement and fire service, including fourteen years in management positions in the Sunnyvale Department of Public Safety (CA) — a fully integrated police and fire agency. During his career he managed every major law enforcement and administrative function, including patrol operations, investigations, narcotics/vice operations, internal affairs, records, recruiting and hiring, training, administration, school resource officers, traffic operations, crime prevention, emergency preparedness, the mobile field force, and the SWAT team. He is also currently and instructor for the California Peace Officer Standards and Training Executive Development Course, teaching a course on effective management of law enforcement organizations. Mr. Pipkin is a Senior Manager with the Matrix Consulting Group. PROJECT EXPERIENCE Mr. Pipkin has experience as a lead with the following public safety agencies. • Arlington, TX • Aurora, CO • Beverly Hills, CA • Cotati, CA • Galt, CA • Gilroy, CA • Goodyear, AZ • Grants Pass, OR • Gresham, OR • Omaha, NE • San Antonio, TX • Spokane, WA University of Missouri, Kansas City, MO • Vancouver. WA MANAGEMENT ASSIGNMENTS Command of Sunnyvale DPS Special Operations Bureau, 2001-2005 Liaison with the FBI and the Joint Terrorism Task Force 2004-2005 Command of Police Field Operations Bureau, 2000-2001 Special Assistant to the Chief, 1999-2000 Fire Marshal, managed the Fire Prevention Bureau, 1997-1999 Command of Police Field Operations Bureau, 1994-1997 Community Services Bureau, Recruitment and Hiring, Training and Records, 1991- 1994 Matrix Consulting Group Page 11 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department EDUCATION Graduate of the FBI National Academy, Quantico, Virginia B.S. in Administration of Justice, California State University, San Jose PROFESSIONAL CERTIFICATES P.O.S.T. Management Certificate, 1993 P.O.S.T. Supervisory Certificate, 1986 California Community College Lifetime Teaching Credential, 1983 P.O.S.T. Advanced Certificate, 1980 Matrix Consulting Group Page 12 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department 3. WORK PLAN In this section of the proposal is provided our understanding of the work to be performed. We also provide our understanding of the Vernon Police Department. OUR UNDERSTANDING OF THE SCOPE OF WORK The City of Vernon is requesting proposals to conduct a comparative assessment of its Police Department in terms of its staffing levels and costs. Implicit within any such comparative assessment, however, is an evaluation of the appropriateness of the services it provides as well as the service levels provided to the community it serves. A comparative assessment of Vernon is critical because it is such a unique place, having developed primarily as an industrial community with a small residential base. As a result, information regarding the service delivery targets is essential. In this proposal we have developed a two -pronged approach to this assessment — comparisons to other small industrial communities as well as to 'best practices'. This approach provides comparisons to the "ideal agency" as well as to whether these are prevailing characteristics in peer agencies. 091Z0144BILT11917Mr\:27307aT91:1 This section describes the Matrix Consulting Group's detailed work approach for conducting this assignment, including deliverables for each task. At the conclusion of this section we also provide a schedule for conducting the project. Task 1 Identify Attitudes Toward Existing Law Enforcement Programs, Service Levels, and Major Protection Needs in Vernon. To fully evaluate staffing and resource needs related to the delivery of law enforcement services in Vernon, the project team will need to develop an in-depth understanding of attitudes towards existing service levels and the unique characteristics of policing programs and community protection needs. To provide this level of understanding, the project team will accomplish the following: Interview the Police Chief and top management in the VPD to obtain an initial understanding of the organization, major goals and recent trends. Interview elected officials, the Mayor, the City Council, City management and other top management staff in the City, as appropriate, to obtain views on key law enforcement issues and improvement opportunities. Interview representatives of the local police bargaining group. Matrix Consulting Group . Page 13 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department • Conduct interviews with other entities which interact with the Police Department both internally (e.g., Human Resources) and externally (e.g., neighboring law enforcement agencies). • Conduct a kick-off meeting with the project review committee. These initial interviews would focus on determining individual attitudes toward current law enforcement staffing, service levels, programs, and needs, including the following: • Adequacy of existing service levels. • Responsiveness to basic community public protection needs. • Perceived gaps in existing service levels. • Attitudes toward enforcement philosophies. • Issues which may be impacting or be impacted by current staffing levels. The project team would also conduct the following activities in kicking -off the project: • We would also collect basic documents which "define" the VPD internally and externally (e.g., goals and objectives, mission statements, etc.). • Finally, we would also document key population, demographic and economic characteristics, trends and projections. Task Result. Based on the results of these interviews and initial data collection, the project team would prepare an issues list, which would provide the basis for subsequent analytical steps. The project team would also finalize the project work plan. Task 2 Profile the Organization, Staffing and Operations of All Functions within the Vernon Police Department. A key to this analysis is the development of a detailed understanding of workloads and service levels. To develop this level of understanding, we will document and analyze workload and service levels as described in the illustrative subsections, which follow (it should be noted that not all VPD functions are described in these subsections). (1) Patrol and Traffic Operations, Programs and Services. We will profile and analyze field patrol services in terms of the following: Matrix Consulting Group Page 14 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department • Employing data extracted from dispatch information and available reports, field patrol workloads and service levels will be profiled and analyzed in terms of the following: — Community -generated call for service demand by time of day and day of week for the last twelve months. This will include: •• Call frequency. •• Time required to handle calls for service. •• Availability of back-up. •• Time required for back-up. — Response times by priority of call for service handled. This will include: •• Average response times for all priorities of calls for service. •• Distribution of response times by priority of calls. •• Any variations in response time performance by time of day, day of week, or neighborhood. Number and type of calls handled by other means including use of non - sworn personnel, and other forms of differential response. • Levels of self -initiated activity. Self -initiated activity will. be documented and analyzed in terms of the following: — Various quantitative indicators of self -initiated activity will be examined. This includes such activities as: •• Field stops/field interrogations. •• Traffic stops. •• Other self -initiated activity. •• Activities resulting from directed patrols. — For a sample period, the scope and content of any patrol plans prepared for field patrol staff will be examined. This will focus on understanding: •• Time required to execute patrol plans. •• Performance expectations. •• Community oriented goals and action plans. •• Other factors, as appropriate. • Document actual field patrol deployment practices with existing staffing levels in field patrol. Through analysis of rosters and other appropriate documents, the project team will document actual field patrol deployment in terms of: Scheduled deployment by time of day and day of week. Matrix Consulting Group Page 15 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department — Shift relief factors impacting units actually deployed compared to the number scheduled considering the following: •• On -shift court appearance requirements. •• Sick leave, vacation and other time -off requirements. •• Special assignments. •• Training. •• Other factors impacting deployment and availability. Response policies affecting patrol staffing needs (e.g., alarm response). • Document the uses, availability and deployment of command and supervisory personnel by time of day and day of week. Through interviews, develop a detailed understanding of the mixture of command and supervisory responsibilities as well as associated issues. Traffic enforcement and special field operations and service levels will also be documented in terms of the following: • Scheduled and actual deployment of traffic enforcement personnel by time of day and day of week. • Current workload including the following: - Accident investigations. Extent to which traffic enforcement personnel are being assigned calls for service as primary units and/or back-up of other field patrol activities. • How traffic enforcement and accident investigation workloads are planned, prioritized and handled. • Level of patrol officer -initiated activity related to traffic enforcement including citation production on a per officer basis. Based on the above, the project team will develop a set of measures to clearly define existing traffic enforcement service levels. (2) Investigations Investigative workloads and service levels will be analyzed in terms of the following: • Current investigative policies including case screening approaches; types of cases "worked" by case type; and other policies which impact time utilization and workload of investigative personnel. Matrix Consulting Group Page 16 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department • Based on interviews, document current caseloads and case status by case type. • Based on the above, evaluate existing investigative service levels from the perspectives of: Current caseloads compared to patterns observed in other law enforcement agencies with effective case management approaches. The extent to which cases with 'leads" can be worked with a relatively high likelihood of solvability given existing staffing levels and case management approaches. Elapsed time between initial report, assignment of a case to a detective, and actual working of that case by a detective. Coordination of cases with patrol. • Mission, workload, and results achieved by pro -active investigative units, including narcotics and special operations. Based on the above, the project team will develop a set of measures to clearly define existing investigative services. (3) Dispatch The project team would analyze workloads and service levels associated with Dispatch by applying such approaches as the following: • Document deployment of staff by shift and day of week. Concurrently, document the allocation of staff across law enforcement and fire / emergency medical functions as well as across municipal and county functions. • Document personnel availability factors such as leaves and attrition. • Document the allocation of call for service and other workload indicators by time of day and day of week. • Develop an understanding of communications support functions, including training, technical support and administration. • Document the allocation and roles of supervisory and management staff. Based on these activities, the project team would summarize the current use and allocation of communications personnel for VPD purposes. (4) Administrative and Support Services. Matrix Consulting Group Page 17 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department The project team would analyze workloads and service levels associated with the support units in the VPD by applying such approaches as the following: • Document records processing flows by document type and volume. Identify and quantify processing turnaround times and processing backlogs which might impact VPD patrol and investigative personnel. Review systems currently available to support records processing activities so that each agency has this information on line. • Evidence inventory and control functions including hours of coverage, roles relating to evidence collection and processing, evidence audits and internal controls. • Fiscal operations, to include responsibilities and coordination with the City, timeliness and accuracy of financial processes, budget support and effectiveness in locating and securing grants. • How professional standards are used not just as an investigative function but in the processes utilized in recruitment and selection, media relations and risk management. To what extent is this unit utilized to continuously improve the organization? • Review internal information processing procedures and controls. • Information technology, including current capabilities related to the following: Crime analysis. — Investigative case management. Mobile data terminal/laptop capabilities of patrol and other field officers. • Document the Department's use of civilians. Based on the above, the project team will develop a set of measures to clearly define each support service. Task Result. The results of this task would be documented in the form of a narrative and statistical profile of VPD workload and service levels, which will provide the basis for subsequent analysis. This profile would be circulated among key VPD staff to ensure accuracy and reviewed with the project committees, when completed. Task 3 Conduct a Comparison of the Vernon Police Department to Best Practices and to Peer Agencies. Matrix Consulting Group Page 18 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department The use of comparative agency "benchmarking" and/or "best management practices" analysis is topical in the analysis of public and private sector agencies today. In this study, we propose to utilize both approaches to shed light on operating and programmatic issues in the functions being studied in the Vernon Police Department. As a result, we propose to accomplish the following: The project team would develop a detailed list of "best management practices" for use in a "diagnostic assessment" of each service function in the Police Department. This diagnostic assessment would be developed to identify those areas in which the organization was meeting targeted service delivery objectives or standards of service efficiency or effectiveness. These 'standards' represent the project team's experience working with police agencies over the past 20+ years. — The project team would use the data collection activities conducted in previous tasks to assess the degree to which services or service levels conformed to the benchmark. Each service area diagnostic element would consist of the following: •• A definition of the service level, efficiency or deployment target. •• A description of the current performance. •• Identification of areas which meet or exceeded the target(s). •• Identification of areas which represent improvement opportunities. •• A description of the next steps which the project team should take. The project team would develop a list of at least 10 benchmark communities against which to compare the VPD's organization, staffing and operations. While no comparison would perfectly fit Vernon's service environment, we propose to utilize factors such as those shown below to develop the survey participants. Population and Demographics Economic Characteristics Environmental Characteristics Police Department Characteristics • City size (area) • Per capita income • Urbanized • Size of the force • City size (pop.) • Industrial $ Base • Densities • Composition of force • Ethnicity • Growth prospects • City amenities • Crime characteristics • In a metro region? • Regional commerce • Coastal • Services provided The results of this analytical exercise would be documented in a comparative assessment of issues, which would be followed up on in subsequent tasks. Task Result. An interim report would be reviewed with the Police Department and the project steering committee in major progress meetings. These steps will also provide the City with some decisions to make regarding the establishment of performance standards for Police service delivery. Matrix Consulting Group Page 19 CITYOFVERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department Task 4 Document Findings and Suggested Next Steps for the Police Department and City. To identify areas in which the Vernon Police Department is already functioning efficiently and effectively as well as areas in which there may be opportunities for improvement, the project team would develop a report which summarizes the results of the comparative analysis and suggests next steps to resolve identified issues. The results of this diagnostic comparative assessment would be a draft final report. It would be reviewed with the Police Department and the project steering committee. We would also review it with representatives of the local bargaining unit. We are also available to attend a public meeting to discuss the results with the City Council. Task Result. The product associated with this task would be a diagnostic comparative assessment of the Vernon Police Department, which identifies areas where the Department meets standards of efficiency and effectiveness, how it compares to peer agencies, and identifies any improvement opportunities as well as suggests next steps toward the resolution of these. 3. PROJECT SCHEDULE The chart, below, shows our proposed schedule for this project on a task -by -task basis. As shown in chart we propose to conduct the project in a period of ten (10) weeks. ' 0©©n©nnMnM MMMMMMMMM MMMMMM 4. DESCRIPTION OF OUR NEEDS FROM THE CITY AND POLICE DEPARTMENT. It is critical for the City of Vernon and its Police Department to understand their commitment in making this a successful undertaking, and the impacts on staff, policy makers and other 'stakeholders'.. All of the tasks described in our task plan are the responsibility of the consulting team, not the staff of the City. Staff impacts would be restricted to the following: Selected staff members will need to make themselves available for interview. We anticipate interviewing selected staff throughout the organization from each department as part of this study in individual meetings. These meetings are critical to ensuring our understanding of the work approaches, service levels, and operating environment in the City of Vernon. Matrix Consulting Group Page 20 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department • Staff would need to provide access to key data regarding services provided, performance levels, and workload for the project team. It remains our responsibility to determine data needed, gather the data, and evaluate it. However, we will need access to necessary files, computer systems, etc. • Selected staff could participate in project review meetings at the departmental level. Selected managers might be expected to be members of a broad, study - wide steering committee and/or to participate in review of interim documents. Typically each of these meetings would last up to two hours plus preparation time to review interim reports. However, data collection and analysis are all the responsibility of the consulting team. While data collection plans are developed for each department and are reviewed with staff, the purpose of these instruments is to understand the availability and usefulness of key data. 5. ACKNOWLEDGEMENT OF CONTRACT REQUIREMENTS. The Matrix Consulting Group has reviewed the proposed contract and its terms and conditions, accepts these, and offers no exceptions or qualifications in response. 6. PRIOR RELATIONSHIPS WITH THE CITY OF VERNON. Neither the Matrix Consulting Group, nor the project team members in any predecessor firms, have ever worked with the City of Vernon and its Police Department in a study or in any other capacity, personal and professional. Matrix Consulting Group Page 21 CITY OF VERNON, CALIFORNIA Proposal to Conduct a Study of Staffing and Costs of the Police Department 4. FEES AND EXPENSES The table,below, provides our estimate of the cost to conduct the study of the Vernon Police Department. The table describes the estimated number of hours per task and the cost per task. Finally, we have provided estimates of the cost of travel to / from Vernon to conduct the on -site work. Project Task Brady Pi kin Hours 1. Initial Interviews 8 0 8 2. Profile 16 24 40 3. Comparisons 8 32 40 4. Final Report 16 24 40 Total Hours 48 80 128 Hourly Rate $200 $150 Professional Fees $9 600 1 $12,000 $21 600 Expenses $1,900 Total Project Cost $23.500 The Matrix Consulting Group would be pleased to conduct the study of the Vernon Police Department and enter into a fixed price or not to exceed contract for $23,500. This price is guaranteed for 12 months. The rates shown in the table above would be used for any follow-up work for a period of 12 months. Matrix Consulting Group Page 22