HomeMy WebLinkAboutContract 50320 CITY SECRETARY
CONTRACT NO.
c
PROFESSIONAL SERVICES AGREEMENT
Matrix Consulting Group,LTD
FESSIONAL SERVICES AGREEMENT("Agreement")is made and entered into by
and between the CITY OFFORT WORTH("City"),a Texas home rule municipal corporation,acting by
and through Susan Alanis, its duly authorized Assistant City Manager,and Matrix Consulting Group,LTD.
("Vendor"), a California Company, and acting by and through Richard P. Brady, its duly authorized
President,each individually referred to as a"party"and collectively referred to as the"parties."
AGREEMENT DOCUMENTS:
The Agreement documents shall include the following:
1. This Professional Services Agreement;
2. Exhibit A—Scope of Services,Vendor's Proposal in response to RFQ 18-0017;
3. Exhibit B—Fees and Schedule; and
4. Exhibit C—Verification of Signature Authority Form.
Exhibits A,B and C,which are attached hereto and incorporated herein,are made a part of this Agreement
d'Or all purposes. In the event of any conflict between the terms and conditions of Exhibits A, B or C and
%t a terms and conditions set forth in the body of this Agreement,the terms and conditions of this Agreement
shall control.
1. SCOPE OF SERVICES.
Vendor hereby agrees,with good faith and due diligence,to provide the City with a staffing analysis
and deployment study of the Police Department and Code Compliance Department. Exhibit "A," -
Statement of Work more specifically describes the services to be provided hereunder.
2. TERM.
This Agreement shall begin on February 21,2018("Effective Date")and shall expire on February,
20,2019("Expiration Date"),unless terminated earlier in accordance with this Agreement("Initial Term").
3. COMPENSATION.
City shall pay Vendor in accordance with the fee schedule of Vendor personnel who perform
services under this Agreement in accordance with the provisions of this Agreement and Exhibit`B,"—Fees
and Schedule.Total payment made under this Agreement for the first year by City shall be in the amount
of One Hundred and Eighty-Five Thousand Dollars ($185,000.00). Vendor shall not perform any
additional services or bill for expenses incurred for City not specified by this Agreement unless City
requests and approves in writing the additional costs for such services. City shall not be liable for any
additional expenses of Vendor not specified by this Agreement unless City first approves such expenses in
writing.
4. TERMINATION.
4.1. Written Notice. City or Vendor may terminate this Agreement at any time and for any
rep
on by providing the other party with 30 days' written notice of termination.
OFFICIAL RECORD
CITY SECRETARY
G� fessional Services Agreement Page 1 of 14
FT.IRQRTM,TX
4.2 Non-appropriation of Funds. In the event no funds or insufficient funds are appropriated
by City in any fiscal period for any payments due hereunder, City will notify Vendor of such occurrence
and this Agreement shall terminate on the last day of the fiscal period for which appropriations were
received without penalty or expense to City of any kind whatsoever, except as to the portions of the
payments herein agreed upon for which funds have been appropriated.
4.3 Duties and Obligations of the Parties. In the event that this Agreement is terminated prior
to the Expiration Date, City shall pay Vendor for services actually rendered up to the effective date of
termination and Vendor shall continue to provide City with services requested by City and in accordance
with this Agreement up to the effective date of termination. Upon termination of this Agreement for any
reason,Vendor shall provide City with copies of all completed or partially completed documents prepared
under this Agreement.In the event Vendor has received access to City Information or data as a requirement
to perform services hereunder, Vendor shall return all City provided data to City in a machine readable
format or other format deemed acceptable to City.
5. DISCLOSURE OF CONFLICTS AND CONFIDENTIAL INFORMATION.
5.1 Disclosure of Conflicts. Vendor hereby warrants to City that Vendor has made full
disclosure in writing of any existing or potential conflicts of interest related to Vendor's services under this
Agreement. In the event that any conflicts of interest arise after the Effective Date of this Agreement,
Vendor hereby agrees immediately to make full disclosure to City in writing.
5.2 Confidential Information.Vendor,for itself and its officers,agents and employees,agrees
that it shall treat all information provided to it by City ("City Information") as confidential and shall not
disclose any such information to a third party without the prior written approval of City.
5.3 Unauthorized Access.Vendor shall store and maintain City Information in a secure manner
and shall not allow unauthorized users to access, modify, delete or otherwise corrupt City Information in
any way.Vendor shall notify City immediately if the security or integrity of any City Information has been
compromised or is believed to have been compromised, in which event,Vendor shall, in good faith,use all
commercially reasonable efforts to cooperate with City in identifying what information has been accessed
by unauthorized means and shall fully cooperate with City to protect such City Information from further
unauthorized disclosure.
6. RIGHT TO AUDIT.
Vendor agrees that City shall,until the expiration of three(3)years after final payment under this
contract,or the final conclusion of any audit commenced during the said three years,have access to and the
right to examine at reasonable times any directly pertinent books,documents,papers and records,including,
but not limited to,all electronic records,of Vendor involving transactions relating to this Agreement at no
additional cost to City. Vendor agrees that City shall have access during normal working hours to all
necessary Vendor facilities and shall be provided adequate and appropriate work space in order to conduct
audits in compliance with the provisions of this section. City shall give Vendor reasonable advance notice
of intended audits.
7. INDEPENDENT VENDOR.
It is expressly understood and agreed that Vendor shall operate as an independent Vendor as to all
rights and privileges and work performed under this Agreement, and not as agent, representative or
employee of City. Subject to and in accordance with the conditions and provisions of this Agreement,
Professional Services Agreement Page 2 of 14
Vendor shall have the exclusive right to control the details of its operations and activities and be solely
responsible for the acts and omissions of its officers, agents, servants, employees, consultants and
subVendors. Vendor acknowledges that the doctrine of respondeat superior shall not apply as between
City, its officers, agents, servants and employees, and Vendor, its officers, agents, employees, servants,
Vendors and subVendors. Vendor further agrees that nothing herein shall be construed as the creation of a
partnership or joint enterprise between City and Vendor. It is further understood that City shall in no way
be considered a Co-employer or a Joint employer of Vendor or any officers,agents,servants,employees or
subVendor of Vendor. Neither Vendor, nor any officers, agents, servants, employees or subVendor of
Vendor shall be entitled to any employment benefits from City. Vendor shall be responsible and liable for
any and all payment and reporting of taxes on behalf of itself, and any of its officers, agents, servants,
employees or subVendor.
8. LIABILITY AND INDEMNIFICATION.
8.1 LIABILITY- VENDOR SHALL BE LIABLE AND RESPONSIBLE FOR ANY AND
ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY, INCLUDING
DEATH, TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR
ASSERTED, TO THE EXTENT CAUSED BY THE NEGLIGENT ACT(S) OR OMISSION(S),
MALFEASANCE OR INTENTIONAL MISCONDUCT OF VENDOR, ITS OFFICERS, AGENTS,
SERVANTS OR EMPLOYEES.
8.2 GENERAL INDEMNIFICATION- VENDOR HEREBYCOVENANTSANDAGREES
TO INDEMNIFY,HOLD HARMLESS AND DEFEND CITY,ITS OFFICERS,AGENTS,SER VANTS
AND EMPLOYEES,FR OM AND A GA INS T A NYAND ALL CLAIMS OR LAWSUITS OFANY"ND
OR CHARACTER, WHETHER REAL OR ASSERTED, FOR EITHER PROPERTY DAMAGE OR
LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO VENDOR'S BUSINESS AND ANY
RESULTING LOST PROFITS)AND/OR PERSONAL INJURY,INCLUDING DEATH, TO ANYAND
ALL PERSONS, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT, TO THE
EXTENT CAUSED BY THE NEGLIGENT ACTS OR OMISSIONS OR MALFEASANCE OF
VENDOR,ITS OFFICERS,AGENTS,SERVANTS OR EMPLOYEES.
8.3 INTELLECTUAL PROPERTY INDEMNIFICATION — Vendor agrees to defend,
settle, or pay, at its own cost and expense, any claim or action against City for infringement of any
patent, copyright,trade mark,trade secret,or similar property right arising from City's use of the
software and/or documentation in accordance with this Agreement, it being understood that this
agreement to defend, settle or pay shall not apply if City modifies or misuses the software and/or
documentation. So long as Vendor bears the cost and expense of payment for claims or actions against
City pursuant to this section,Vendor shall have the right to conduct the defense of any such claim or
action and all negotiations for its settlement or compromise and to settle or compromise any such
claim; however, City shall have the right to fully participate in any and all such settlement,
negotiations, or lawsuit as necessary to protect City's interest, and City agrees to cooperate with
Vendor in doing so. In the event City, for whatever reason, assumes the responsibility for payment
of costs and expenses for any claim or action brought against City for infringement arising under this
Agreement,City shall have the sole right to conduct the defense of any such claim or action and all
negotiations for its settlement or compromise and to settle or compromise any such claim; however,
Vendor shall fully participate and cooperate with City in defense of such claim or action.City agrees
to give Vendor timely written notice of any such claim or action,with copies of all papers City may
receive relating thereto. Notwithstanding the foregoing, City's assumption of payment of costs or
expenses shall not eliminate Vendor's duty to indemnify City under this Agreement. If the software
and/or documentation or any part thereof is held to infringe and the use thereof is enjoined or
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restrained or,if as a result of a settlement or compromise,such use is materially adversely restricted,
Vendor shall, at its own expense and as City's sole remedy, either: (a) procure for City the right to
continue to use the software and/or documentation;or(b)modify the software and/or documentation
to make it non-infringing, provided that such modification does not materially adversely affect
City's authorized use of the software and/or documentation; or (c) replace the software and/or
documentation with equally suitable, compatible, and functionally equivalent non-infringing
software and/or documentation at no additional charge to City; or (d) if none of the foregoing
alternatives is reasonably available to Vendor terminate this Agreement,and refund all amounts paid
to Vendor by City,subsequent to which termination City may seek any and all remedies available to
City under law.
9. ASSIGNMENT AND SUBCONTRACTING.
9.1 Assignment. Vendor shall not assign or subcontract any of its duties, obligations or rights
under this Agreement without the prior written consent of City.If City grants consent to an assignment,the
assignee shall execute a written agreement with City and Vendor under which the assignee agrees to be
bound by the duties and obligations of Vendor under this Agreement.Vendor and Assignee shall be jointly
liable for all obligations of Vendor under this Agreement prior to the effective date of the assignment.
9.2 Subcontract. If City grants consent to a subcontract, sub Vendor shall execute a written
agreement with Vendor referencing this Agreement under which sub Vendor shall agree to be bound by the
duties and obligations of Vendor under this Agreement as such duties and obligations may apply. Vendor
shall provide City with a fully executed copy of any such subcontract.
10. INSURANCE.
Vendor shall provide City with certificate(s) of insurance documenting policies of the following
types and minimum coverage limits that are to be in effect prior to commencement of any work pursuant
to this Agreement:
10.1 Coverage and Limits
(a) Commercial General Liability:
$1,000,000- Each Occurrence
$2,000,000- Aggregate
(b) Automobile Liability:
$1,000,000- Each occurrence on a combined single limit basis
Coverage shall be on any vehicle used by Vendor, its employees, agents,
representatives in the course of providing services under this Agreement. "Any
vehicle"shall be any vehicle owned,hired and non-owned.
(c) Worker's Compensation:
Statutory limits according to the Texas Workers' Compensation Act or any other
state workers' compensation laws where the work is being performed
Employers' liability
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$100,000- Bodily Injury by accident;each accident/occurrence
$100,000- Bodily Injury by disease; each employee
$500,000- Bodily Injury by disease; policy limit
(d) Professional Liability(Errors&Omissions):
$1,000,000- Each Claim Limit
$1,000,000- Aggregate Limit
Professional Liability coverage may be provided through an endorsement to the
Commercial General Liability (CGL) policy, or a separate policy specific to
Professional E&O. Either is acceptable if coverage meets all other requirements.
Coverage shall be claims-made,and maintained for the duration of the contractual
agreement and for two (2) years following completion of services provided. An
annual certificate of insurance shall be submitted to City to evidence coverage.
10.2 General Requirements
(a) The commercial general liability and automobile liability policies shall name City
as an additional insured thereon, as its interests may appear. The term City shall
include its employees, officers, officials, agents, and volunteers in respect to the
contracted services.
(b) The workers' compensation policy shall include a Waiver of Subrogation (Right
of Recovery)in favor of City.
(c) A minimum of Thirty (30) days' notice of cancellation or reduction in limits of
coverage shall be provided to City. Ten(10)days'notice shall be acceptable in the
event of non-payment of premium.Notice shall be sent to the Risk Manager,City
of Fort Worth,200 Texas Street,Fort Worth,Texas 76102,with copies to the Fort
Worth City Attorney at the same address.
(d) The insurers for all policies must be licensed and/or approved to do business in the
State of Texas.All insurers must have a minimum rating of A-VII in the current
A.M.Best Key Rating Guide,or have reasonably equivalent financial strength and
solvency to the satisfaction of Risk Management. If the rating is below that
required,written approval of Risk Management is required.
(e) Any failure on the part of City to request required insurance documentation shall
not constitute a waiver of the insurance requirement.
(f) Certificates of Insurance evidencing that Vendor has obtained all required
insurance shall be delivered to the City prior to Vendor proceeding with any work
pursuant to this Agreement.
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11. COMPLIANCE WITH LAWS,ORDINANCES,RULES AND REGULATIONS.
Vendor agrees that in the performance of its obligations hereunder, it shall comply with all
applicable federal, state and local laws, ordinances,rules and regulations and that any work it produces in
connection with this Agreement will also comply with all applicable federal, state and local laws,
ordinances, rules and regulations. If City notifies Vendor of any violation of such laws, ordinances, rules
or regulations,Vendor shall immediately desist from and correct the violation.
12. NON-DISCRIMINATION COVENANT.
Vendor, for itself, its personal representatives, assigns, subVendors and successors in interest, as
part of the consideration herein, agrees that in the performance of Vendor's duties and obligations
hereunder,it shall not discriminate in the treatment or employment of any individual or group of individuals
on any basis prohibited by law. IF ANY CLAIM ARISES FROM AN ALLEGED VIOLATION OF
THIS NON-DISCRIMINATION COVENANT BY VENDOR, ITS PERSONAL
REPRESENTATIVES,ASSIGNS,SUBVENDORSS OR SUCCESSORS IN INTEREST,VENDOR
AGREES TO ASSUME SUCH LIABILITY AND TO INDEMNIFY AND DEFEND CITY AND
HOLD CITY HARMLESS FROM SUCH CLAIM.
13. NOTICES.
Notices required pursuant to the provisions of this Agreement shall be conclusively determined to
have been delivered when (1) hand-delivered to the other party, its agents, employees, servants or
representatives,(2)delivered by facsimile with electronic confirmation of the transmission,or(3)received
by the other party by United States Mail,registered,return receipt requested, addressed as follows:
To CITY: To VENDOR:
City of Fort Worth Matrix Consulting Group,LTD.
Attn: Susan Alanis,Assistant City Manager Richard P.Brady,President
200 Texas Street 201 San Antonio Circle, Suite 148
Fort Worth,TX 76102-6314 Mountain View,CA 94040
Facsimile: (817)392-8654 Facsimile: (65 0)917-2310
With copy to Fort Worth City Attorney's Office at
same address
14. SOLICITATION OF EMPLOYEES.
Neither City nor Vendor shall, during the term of this Agreement and additionally for a period of
one year after its termination, solicit for employment or employ, whether as employee or independent
Vendor,any person who is or has been employed by the other during the term of this Agreement,without
the prior written consent of the person's employer.Notwithstanding the foregoing,this provision shall not
apply to an employee of either party who responds to a general solicitation of advertisement of employment
by either party.
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f
15. GOVERNMENTAL POWERS.
It is understood and agreed that by execution of this Agreement, City does not waive or surrender
any of its governmental powers or immunities.
16. NO WAIVER.
The failure of City or Vendor to insist upon the performance of any term or provision of this
Agreement or to exercise any right granted herein shall not constitute a waiver of City's or Vendor's
respective right to insist upon appropriate performance or to assert any such right on any future occasion.
17. GOVERNING LAW/VENUE.
This Agreement shall be construed in accordance with the laws of the State of Texas.If any action,
whether real or asserted, at law or in equity, is brought pursuant to this Agreement, venue for such action
shall lie in state courts located in Tarrant County,Texas or the United States District Court for the Northern
District of Texas,Fort Worth Division.
18. SEVERABILITY.
If any provision of this Agreement is held to be invalid, illegal or unenforceable, the validity,
legality and enforceability of the remaining provisions shall not in any way be affected or impaired.
19. FORCE MAJEURE.
City and Vendor shall exercise their best efforts to meet their respective duties and obligations as
set forth in this Agreement, but shall not be held liable for any delay or omission in performance due to
force majeure or other causes beyond their reasonable control, including, but not limited to, compliance
with any government law, ordinance or regulation, acts of God, acts of the public enemy, fires, strikes,
lockouts, natural disasters, wars, riots, material or labor restrictions by any governmental authority,
transportation problems and/or any other similar causes.
20. HEADINGS NOT CONTROLLING.
Headings and titles used in this Agreement are for reference purposes only, shall not be deemed a
part of this Agreement,and are not intended to define or limit the scope of any provision of this Agreement.
21. REVIEW OF COUNSEL.
The parties acknowledge that each party and its counsel have reviewed and revised this Agreement
and that the normal rules of construction to the effect that any ambiguities are to be resolved against the
drafting party shall not be employed in the interpretation of this Agreement or Exhibits A,B, and C.
22. AMENDMENTS/MODIFICATIONS/EXTENSIONS.
No amendment,modification,or extension of this Agreement shall be binding upon a party hereto
unless set forth in a written instrument,which is executed by an authorized representative of each party.
Professional Services Agreement Page 7 of 14
23. ENTIRETY OF AGREEMENT.
This Agreement, including Exhibits A,B and C,contains the entire understanding and agreement
between City and Vendor,their assigns and successors in interest, as to the matters contained herein. Any
prior or contemporaneous oral or written agreement is hereby declared null and void to the extent in conflict
with any provision of this Agreement.
24. COUNTERPARTS.
This Agreement may be executed in one or more counterparts and each counterpart shall, for all
purposes, be deemed an original, but all such counterparts shall together constitute one and the same
instrument.
25. WARRANTY OF SERVICES.
Vendor warrants that its services will be of a professional quality and conform to generally
prevailing industry standards.City must give written notice of any breach of this warranty within thirty(30)
days from the date that the services are completed. In such event, at Vendor's option, Vendor shall either
(a) use commercially reasonable efforts to re-perform the services in a manner that conforms with the
warranty, or(b)refund the fees paid by City to Vendor for the nonconforming services.
26. IMMIGRATION NATIONALITY ACT.
City actively supports the Immigration & Nationality Act (INA) which includes provisions
addressing employment eligibility, employment verification, and nondiscrimination. Vendor shall verify
the identity and employment eligibility of all employees who perform work under this Agreement. Vendor
shall complete the Employment Eligibility Verification Form(1-9),maintain photocopies of all supporting
employment eligibility and identity documentation for all employees, and upon request,provide City with
copies of all 1-9 forms and supporting eligibility documentation for each employee who performs work
under this Agreement. Vendor shall establish appropriate procedures and controls so that no services will
be performed by any employee who is not legally eligible to perform such services. Vendor shall provide
City with a certification letter that it has complied with the verification requirements required by this
Agreement.Vendor shall indemnify City from any penalties or liabilities due to violations of this provision.
City shall have the right to immediately terminate this Agreement for violations of this provision by Vendor
27. OWNERSHIP OF WORK PRODUCT.
City shall be the sole and exclusive owner of all reports, work papers, procedures, guides, and
documentation, created, published, displayed, and/or produced in conjunction with the services provided
under this Agreement(collectively,"Work Product"). Further,City shall be the sole and exclusive owner
of all copyright, patent, trademark, trade secret and other proprietary rights in and to the Work Product.
Ownership of the Work Product shall inure to the benefit of City from the date of conception, creation or
fixation of the Work Product in a tangible medium of expression (whichever occurs first). Each
copyrightable aspect of the Work Product shall be considered a"work-made-for-hire" within the meaning
of the Copyright Act of 1976, as amended. If and to the extent such Work Product, or any part thereof, is
not considered a "work-made-for-hire" within the meaning of the Copyright Act of 1976, as amended,
Vendor hereby expressly assigns to City all exclusive right, title and interest in and to the Work Product,
and all copies thereof,and in and to the copyright, patent,trademark,trade secret,and all other proprietary
rights therein, that City may have or obtain, without further consideration, free from any claim, lien for
balance due,or rights of retention thereto on the part of City.
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28. SIGNATURE AUTHORITY.
The person signing this Agreement hereby warrants that he/she has the legal authority to execute
this Agreement on behalf of the respective party,and that such binding authority has been granted by proper
order,resolution,ordinance or other authorization of the entity.This Agreement and any amendment hereto,
may be executed by any authorized representative of Vendor whose name,title and signature is affixed on
the Verification of Signature Authority Form,which is attached hereto as Exhibit"C". Each party is fully
entitled to rely on these warranties and representations in entering into this Agreement or any amendment
hereto.
29. CHANGE IN COMPANY NAME OR OWNERSHIP
Vendor shall notify City's Purchasing Manager, in writing, of a company name, ownership, or
address change for the purpose of maintaining updated City records.The president of Vendor or authorized
official must sign the letter. A letter indicating changes in a company name or ownership must be
accompanied with supporting legal documentation such as an updated W-9,documents filed with the state
indicating such change, copy of the board of director's resolution approving the action, or an executed
merger or acquisition agreement. Failure to provide the specified documentation so may adversely impact
future invoice payments.
30. PROHIBITION ON CONTRACTING WITH COMPANIES THAT BOYCOTT ISRAEL
Vendor acknowledges that in accordance with Chapter 2270 of the Texas Government Code, the
City is prohibited from entering into a contract with a company for goods or services unless the contract
contains a written verification from the company that it:(1)does not boycott Israel;and(2)will not boycott
Israel during the term of the contract. The terms"boycott Israel"and"company"shall have the meanings
ascribed to those terms in Section 808.001 of the Texas Government Code. By signing this contract,
Vendor certifies that Vendor's signature provides written verification to the City that Vendor: (1)
does not boycott Israel; and (2)will not boycott Israel during the term of the contract.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement in multiples this
day of 920--.
(signature page follows)
Professional Services Agreement Page 9 of 14
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
responsible for the monitoring and administration of
By: this contract,including ensuring all performance and
Nam : SusanAlanis, reporting requirements.
Assistant City Manager ,,�f
Date: '!�
---- By.
Name
'`
Nam . Lynda Johns ,
APPROVAL RECOMMENDED: Title: Chief Performance Officer
APPROVED AS TO FORM AND LEGALITY:
By: ✓ ti ......._�
N Lynda Jo son
Title: Chief Performance Officer By:
Name: Matthew Muuim' y,
ATTER T: Title: Assistant City Attorney I
�0............... CONTRACT AUTHORIZATION:
MdeC. P-12160
By:
Name: M s Frit 295 Certification No.:2018-308019
Title: City S cretary
CAS
VENDOR:
Matrix Consulting Group,LTD. ATTEST:
By: _ By:
jNa*�mne: 'c Br y Name: ci
Title: President Title: �-
Date:
Professional Services Agreement Page 10 of 14
OFFICIAL REC.,..—
CITY SECRETAk, i
FT.. WORTH,TX
Exhibit A
Exhibit A
Statement of Services
Matrix Consulting Group Page 1
Exhibit A
1 Statement of Work — Police Department Study
The Scope of Work for the Police Department Staffing Workload study includes:
• Organizational structure and allocation of functions.
• Operations, service levels and staffing.
• Work practices including planning and scheduling work as well as responsiveness
and ability to be proactive.
• Opportunities to streamline services.
The following task plan explains the approaches and methodologies to be utilized.
Task 1 1 Project Kickoff and Initial Interviews
In order to conduct the study of the Fort Worth Police Department, the project team will
first develop an initial understanding of the department and its service environment, as
well as seek input on existing service levels and potential issues from department
managers and key stakeholders. This task, which involves significant on-site time by the
project team, allows for an opportunity to learn about the unique characteristics, policing
programs, and services provided by the department. This process includes the following
elements:
• Interviews with the chief, command staff, and elected officials (if desired) in order
to obtain their views on police service issues and improvement opportunities, as
well to confirm the goals and objectives of the study.
• Conduct a kick-off meeting with the project review committee, including a review
of project objectives, approach, interim deliverables, and schedule.
• Conduct one-on-one interviews with Fort Worth Police Department personnel in
order to develop our understanding of the agency's organization, unique
characteristics, service levels, and issues.
• Interview representatives of the Fort Worth Police Officers Association to explain
the study and obtain their views on key staffing and management issues.
• Interview contacts within the department to start the data collection process in that
area and identify other key contacts within the organization, city resources, and/or
contacts relevant to developing workload projections, such as planning/community
development.
Matrix Consulting Group Page 2
These initial interviews will focus on determining individual attitudes toward current law
enforcement services and organizational considerations, including the following topics:
• Adequacy of existing service levels.
• Management systems and internal controls.
• Responsiveness to community priorities and other service needs, as well as
relations with community groups and organizations.
• Perceived gaps in existing service levels, resources, and programs.
• An overview of recent and projected changes to the service area, including long-
term changes and developments, which will be followed up with data collection
and additional interviews.
• Issues associated with the current shift schedule and beat structure, including any
issues with equalization of workloads, transportation routes, and whether
neighborhoods and business areas are kept together within individual beats.
The project team will also begin to collect various documents, including departmental
goals, vision, and objectives statements, as well as other organizational materials and
budgetary documents.
TASK RESULT
Based on the results of these interviews and initial data collection, the project
team will prepare an issues list that will provide the basis for subsequent
analytical steps. The project team will also finalize the project work plan project
deliverable schedule.
Task 2 1 Descriptive Profile of the Police Department
The project team will document its initial understanding of the department, its service
levels, staffing, and service environment in a descriptive profile of the Fort Worth Police
Department. The profile will also present workload data, preliminary analysis,
organizational charts, deployment schedules, and a summary of key characteristics and
dynamics of the community.
A primary aim of developing the descriptive is to provide a foundation for subsequent
analysis by ensuring the accuracy of our assumptions and understanding of key details.
For each divisions and unit within the department, the descriptive profile will detail:
• Current (filled) and authorized staffing levels by classification.
Matrix Consulting Group Page
Exhibit A
• Deployment structures of field services, including for patrol:
— Detailed visualization and tables showing the current shift schedule,
including personnel assigned to each, start times, and workday rotations.
Areas of geographic responsibility (e.g., beats).
• Key responsibilities and duties for each unit, command staff, and unique role within
the department.
• Organizational structures and reporting relationships.
• For investigative units, total caseloads, a description of case management
practices, and case assignment processes.
The draft document will be reviewed on site with the project team, with corrections and
revisions being made thereafter. This meeting will also provide an opportunity to discuss
initial observations and findings, coordinate any remaining data collection needs, and
discuss the next steps of the project.
TASK RESULT
A descriptive profile will be created, detailing the staffing, workload levels, and
deployment schedules of the department, as well as any key characteristics of
the service environment.
The interim deliverable will provide the foundation for our subsequent analysis,
and will be reviewed by both the project steering committee and key staff in
order to ensure the accuracy of our assumptions and understanding of the
department.
Task 3 Analysis of Staffing Resources, Operations, and Deployment
The project team will develop a comprehensive analysis of staffing needs for every
function of the department, as well as strategies achieving the best use of existing
resources. While different analytical factors and processes are used to determine staffing
needs for each function, the project team will examine strategies for deploying, allocating,
and managing the operations of personnel around a number of key considerations:
• The adequacy of staffing levels to handle workloads and meet service level
objectives:
— For patrol operations, this includes the ability to meet specified targets for
proactivity and community policing effectiveness, both at an overall level
and at peak hours throughout the day.
Matrix Consulting Group 4'age 4
Exhibit A
— In investigative functions, this includes whether effective targets are met for
caseloads, as well as ensuring that objectives for providing support and
services to victims are met.
• The ability of staffing levels to support effective operations management, to be
expanded upon in the organizational analysis task:
— Are spans of control within targeted ranges for individual functions?
— Are staffing levels sufficient to meet minimum staffing levels without the
frequent use of overtime, and what standards are used to determine those
requirements?
— How are priorities and operational decisions supported by data-driven
techniques?
• Fulfillment of the department's mission and objectives for community policing,
including:
— Do recruitment, training, and operations management practices support
these philosophies?
— Are specialized resources in place to proactively engage and coordinate
solutions to issues within individual community areas?
Although this analysis will cover all functions of the department, the following subsections
provide a detailed overview of the project team's methodology for analyzing the workload
and resource needs for patrol, investigative, specialized field functions, and emergency
communications functions.
(1) Investigations
The project team will analyze investigative workloads and staffing levels through a
process that includes:
• Interviews with investigative supervisors and line-level personnel in order to
determine case management, and begin the process of data collection.
• Extensive data collection in order to document current caseloads and investigative
processes, examining operations by the following:
— Case assignment and screening.
— Management of versus inactive cases.
— Average workloads by detective in each investigative unit.
— Coordination with patrol and records.
— Average time from initial report, assignment of the case, and start of work.
— Solvability factors and work priority management.
— Division of case types by unit — are investigations too generalized or
specialized given workloads, service levels, and investigative outcomes?
Matrix Consulting Group Page 5
Exhibit A
• For proactive investigative units (e.g., Narcotics Section, Gang Section, etc.),
analysis focuses on the mission, workload, priority management, and outcomes
achieved by each unit.
• Analysis of whether gaps exist in specialized, dedicated functions.
• Adequacy of existing support for core investigative functions, such as:
Specialized electronic crimes specialists, including the use of technologies
such as Cellebrite.
— Role of crime and intelligence analysts in providing support, as well as how
priorities are managed between core and proactive investigations.
Information management systems and platforms for trend identification and
analysis.
Based on the caseload analysis by each unit, the project team will develop an analysis of
staffing needs for all investigative functions. This analysis also ties into the later phase of
the study that focuses on analysis of organizational and management, as opportunities
to improve case management processes and organization of investigative functions are
identified.
(2) 911 Communications
Emergency communications staffing will be analyzed by a process that includes the
following elements:
• Documentation of minimum staffing plans, dispatcher and call taker shift
schedules, and net availability factors such as turnover and training.
• Analysis of staffing needs based on call and incident dispatch workloads, using the
APCO and Erlang-C methodologies.
• Assessment of quality assurance programs and training needs.
• Supervision and management staffing and coverage.
From this analysis, the project team will develop recommendations for the number of call
takers, dispatchers, leads, and supportladministrative personnel, as well as develop a
staffing plan and deployment schedule for emergency communications personnel.
Matrix Consulting Group Page 6
Exhibit
(3) Specialized Field Resources
Units outside of core patrol that operate in the field, such as Community Operations units
and the Traffic Division, among others, be examined through a process that includes the
following:
• The organization of field resources, including how each unit coordinates with patrol
and other areas of the department.
• Community policing objectives, coordination, and proactive engagement activities.
• Assessment of accident investigations staffing and coordination with enforcement
side of the division.
• Analysis of traffic enforcement, focusing on issues such as the following:
— Capabilities for dedicated traffic enforcement, and the extent to which patrol
participates in these activities.
— Workloads and enforcement driven from community complaints, and how
these are managed in conjunction with proactive and data-driven
approaches to enforcement.
— Analytical support and roles in identifying and setting priorities.
• Whether current needs and met by existing specialized resources.
• Supervisory and management controls over specialized field functions.
It is critical to consider each of these functions both independently, but also as within the
broader picture of field services, including patrol, in terms of processes for identifying
issues and coordinating proactive responses to them.
(4) Administrative and Support Services
The project team will analyze workloads and staffing needs in all other administrative
services functions, including:
• Finance and budget processes, including responsibilities for coordination with the
city, grant writing, budgetary analysis, and financial controls.
• Professional standards scope of responsibilities and staffing.
• Training Division functions — Career Development, Background and Recruiting,
and Enhanced Skills — including the nexus between these functions and trends in
vacancy rates.
• Analysis of Property and Records Management Division, workloads and staffing
needs.
Matrix Consulting Group Page 7
Exhibit A
(5) Patrol
In patrol, analysis of community-generated workload using computer aided dispatch data
is central to this analysis. The project team will develop current service levels and
alternative deployment strategies through the following:
• Analysis of time used by patrol units to respond to calls for service, including:
Response and travel times by priority level and call classification
— Total spent handling calls by primary and backup units.
— Factors and assumptions for other workload factors, such as report writing
time.
• Determination of patrol unit daily and hourly staffing by analyzing net availability
factors, such as a leave, training, court attendance, administrative tasks (e.g.,
briefings, meal breaks, etc.), and turnover.
• Analysis of patrol proactivity using the results of the total workload and net
availability calculations, in order to determine whether proactive capabilities exist
both at an overall level and during key times throughout the day and week.
• Evaluation of the current geographic deployment structure, including analysis of
inequalities in call workloads by individual area of responsibility.
• Analysis of shift schedule effectiveness, as well as opportunities to optimize the
current configuration or implement alternatives, focusing on the allocation of
personnel by squad, number of watches, start times, and other factors.
The following pages provide examples of the firm's approaches to analyzing crime, calls
for service, and patrol proactivity.-
Matrix
roactivity.Matrix Consulting Group Page 8
ExN it
(5.1) Patrol Proactive Time by Hour and Weekday
Analysis of patrol proactivity (or% of uncommitted time) at a detailed level is able to show
whether the strategies for deploying resources are able to most efficiently provide
resources against workload levels as they vary throughout the day and week:
Time #Units S M T W Th F Sa Overall
2am-6am 31.4 151% " ' 26% 453%
6am-10am 37 .0 " 48%
10am-2pm 38.9 19% -1% 3% 5% 5% 1% 8% 6%
2pm-6pm 73.6 36% 345% 335% 37$ 43%
6pm-10pm 52 .3 15% 8% 14% 10% 14% 7% 171% 165%
10pm-2am 53.6 8% 35% 29% 37% 34% 28% 9% 35%
Overall 47.8 323% 3396 33% 34% 343% 30% 30% 32%
(5.2) Incident/Crime Occurrence Trends
Analysis of when specific incident types and crimes occur provides insight on whether the
right types of resources are deployed at certain times of the day:
Incident Type #CFS HT 12a 4a 8a 12p 4p 8p
t
Agg. Assault 4,924 43.4
Assault 1,588 65.6
Dom.Violence Rpt. 1,585 37.8
Robbery 898 17.3 ,x;;
Comm. Burglary 897 35.4
Res. Burglary 607 54.2
Auto Theft 560 71.2 "
Theft 522 41.3
Narcotic Dist. 416 45.8
�w
Narcotic Poss. 348 49.0
All Other Types 5,271 66.0
Total 17,616 51.3
Matrix Consulting Group Page 9
Exhibit B GIS-Based Techniques Used to Evaluate Patrol Workloads and Geographic Policing Structures
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Identification of call hotspots to determine emerging service needs Analysis of population density throughout the jurisdiction
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Analysis of response time capabilities for high-priority incidents Comparison of aggregated workload by area
Matrix Consulting Group Page 10
Redesigning a Patrol Beat Structure to Equalize Call for Service Workloads
Raleigh,NC Raleigh,NC �
CFS Inequity Between Beats(Current Structure) CFS Inequity Between Beats(New Structure) \f
6 w Qf 7 0
A
{
■20%or more below avarage f r �"� e 40%ormorebe--ageetD
t0.2(P6belowweage20-40%below
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..�—. �+/-Z(1%of average _
10.20%above average leo 20-40% average
20%or more above average ® 40%or more above average
In the redesigned beat structure, none of the 63 beats it contains feature call for service totals that are greater
or less than 20%of the average.
Boundaries were also designed to keep neighborhoods and business districts together within individual beats
while providing for effective officer transportation routes.
Matrix Consulting Group Page 11
Exhibit A
Using the publicly available data provided on the City of Fort Worth's Open Data Portal,
the proposed project team was able to develop a preliminary map of crime hotspots within
the year 2016 throughout the city, as shown below:
i
Crime Hotspots -
Fort Worth, TX 2016 -i -
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Preliminary findings of the analysis of staffing needs and deployment strategies will be
reviewed on-site with the project steering committee, with revisions and further analysis
being completed thereafter. The results of the completed analysis will later be developed
into the draft final report, which will make recommendations for staffing and deployment
operations based on its results and findings.
TASK RESULT
The project team will develop an analysis of resources, staffing needs, and
deployment strategies as an interim deliverable. The document will be reviewed
with the project steering committee on site.
Matrix Consulting Group
Develop 10-Year Projections of Service Demands and Staffing
Needs
The unique factors of a community shape the service environment that law enforcement
personnel operate in, and as a result,there is not a one-size-fits-all approach to identifying
strategic planning.
The modeling system we have developed to determine the impacts of development and
growth on police service demands is the combined product of using advanced technical
capabilities and our experience in working with law enforcement clients.
Key aspects of the model employed to create an accurate and defensive model for
planning service and personnel needs include the following:
Illustrative Factors Considered to Project Staffing Needs
� Geographic Analysis of Service Needs
In order to model the effects of the anticipated growth
in Fort Worth, it is critical to understand the rates at
which existing and similar developments generate
k aG
police workloads.
Our analysis will utilize a GIS-centered approach to
examine geospatial trends in police service demand.
......................................................_._............................................................
Current and Anticipated Land Use
Different types of residential, commercial, and
industrial zoning spaces have unique impacts on
77K public safety service needs.
d ,l�:F 1l0.eb it
" E,WEa We will meet with the Planning and Development
-
�`' Department to understand how land is used currently,
-^_ `+ N(IF fIiY9'pl)F y�LLF k'• as well as the configurations of anticipated
x w�M 1 �4`#T S rla
� � developments, in order to accurately model how these
needs will evolve.
0
The data collected from Planning and Development
4 4 and other resources will form the basis of our GIS
model of how police service needs will evolve over the
next 10 years.
Matrix Consulting Group Page 13
Exhibit A
Regional Interactions
Understanding the context of the community within its
surrounding region is essential to forecasting its
.`y F planning needs. This includes developing an
understanding of factors such as:
w Daytime working population and effects on field
resource demands
., Tourism growth and impacts on needs for
�, Ir
specialized resources
Our project team will meet with the Planning and
Development Department to determine current and
projected impacts of development and economic
activity on public safety needs.
Workload-Based Projections
all
Rather than base projections for future staffing needs
ay on a simple ratio such as officers per capita, our
Ju analysis builds staffing needs from how workload
changes—whether driven by calls for service for
patrol personnel, cases for investigators, or reports
' and administrative workloads for records staff.
12a 3a 9a 12p 3p
As police service workloads drives the actual needs to
grow the organization, our analysis defensibly anchors
the planning process to the changing dynamics of the
community.
Data collected for the analysis of projected service and personnel needs includes the
following:
• CAD data (up to the past three years if current CAD system has been in place for
that timeframe).
• Supporting information for CAD analysis (e.g., unit code and incident type lists,
patrol schedules, incident report totals, arrest and booking totals).
• UCR/NIBRS (up to the past three years; including location coordinates if data
systems allow).
• Planning and land use GIS shapefiles (preferably including information such as
commercial space, housing unit counts, and other key data)..
• Information on planned developments, including expected timeframes for
completion.
Matrix Consulting Group Page 14
Exhibit
The project team will collect other publically available data used for the analysis, such as
road networks, census data, and geographical features.
The results of the service needs and staffing projections will be developed into an interim
deliverable that provides comprehensive projections for service and staffing needs for
every police department function. The projections will be provided at multiple timeframes
in order to provide for a more accurate planning process.
The interim document will be reviewed with the project steering committee on site, with
revisions being made thereafter as needed. It is also important to note that our planning
models will also be provided to the department prior to the completion of the project,
enabling for adjustments to be made in the future as growth trajectories shift.
TASK RESULT
The analysis will result in an interim deliverable that comprehensively projects
law enforcement workloads and staffing needs over the next 10 years for each
function of the department. The project team will review the draft deliverable
with the steering committee on site and make revisions as needed.
Task 5 1 Analysis of Organization Structure and Management
The results of the previous tasks will be analyzed to identify alternatives to the current
organizational structure and levels of management staffing. In conducting this important
organizational analysis, a variety of criteria will be utilized, including the following:
• Is the Police Department too 'tiered' or too 'flat' from a command and supervisory
staffing perspective?
• Are supervisory spans of control consistent with organizational complexity and
manager responsibilities?
— Are spans of control in patrol adequate in order to maximize the
effectiveness of supervision in the field, and do the ratios take into account
the administrative duties handled by patrol sergeants?
— For certain functions, such as proactive investigations, are spans of control
tighter than in other units?
• How are priorities managed in identifying community priorities and developing
proactive solutions to issues? How effective is the process for coordination
between core patrol and Community Operations units?
• How are responsibility for ancillary duties assigned? Is the current delineation
between functions assigned as ancillary duties and those as dedicated roles
effective?
Matrix Consulting Group Page 15
Exhibit A
• To what degree are operational priorities centralized within the organization?
• Does the organizational structure facilitate effective operations management
between multiple types of field resources?
• Are lines of authority and responsibilities clear to all command personnel and
organizational units?
• How does the organizational structure impact the ability of the Police Department
to meet internal and community-based expectations for service levels?
TASK RESULT
The results of the analysis of organization and management will be presented
in an interim deliverable that identifies strengths and opportunities for
improvement in these areas based on best practices and models for police
department organizational structure.
Task 6 1 Development of the Final Report and Presentation of Study Results
Once the work tasks described in the preceding sections have been completed, our
findings, conclusions, and recommendations will be developed into a final report on the
study for the Fort Worth Police Department. The report will incorporate previous interim
deliverables into a single unified document, combining the three core areas of focus in
the study. The document will be structured as follows:
• An executive summary, which includes an overview of the process used to
conduct the study, key results, and a comprehensive list of all recommendations
made in the report.
• Analysis of staffing resources, operations, and deployment for all police
department functions, which includes:
— Detailed analysis of current patrol workloads, availability factors(e.g., leave,
turnover, training etc.), and patrol proactivity"
— Investigative workloads, specialization, and case management practices.
— Analysis of staffing needs and deployment operations of specialized field
resources such as Community Operations, Traffic Division, Air Support,
Mental Health Intervention/Crisis, and others.
— Allocation of resources to administrative and support functions.
— Geographic policing model effectiveness.
— Shift configuration and assignment optimization and alternatives.
— Administrative and support workloads and staffing needs.
Matrix Consulting Group Page 1
Exhibit A
• Analysis of projected service demands and staffing needs, including
recommended staffing levels for every position in the department, as well as
detailed forecasts for changes to crime and calls for service levels over the next
ten years.
• Analysis of organization structure and management, which examines the
current structure and organization of the Fort Worth Police Department and
identifies its strengths and opportunities for improvement based on best practices
and organizational models.
• The report will also include the finalized descriptive profile, which documents the
current staffing levels, organization, operations, deployment configurations, and
other key aspects of the department.
Following completion of the draft final report, the document will be reviewed on site with
the project steering committee, and revisions will be made thereafter. Upon finalization of
the report, the project team will be available to present the results of the study to the Fort
Worth City Council.
TASK RESULT
The project team will complete a draft report, which will be reviewed with the
project steering committee. After revisions and any modifications have been
made, the project team will be available as to present the final report to the Fort
Worth City Council.
Matrix Consulting Group Page 17
Exhibit A
1 2 Statement of Work: Code Compliance Department
The Scope of Work for the Police Department Staffing Workload study includes:
• Organizational structure and allocation of functions.
• Operations, service levels and staffing.
• Work practices including planning and scheduling work as well as responsiveness
and ability to be proactive.
• Opportunities to streamline services.
The following task plan explains the approaches and methodologies to be utilized,
Task 1 Develop an Initial Understanding of the Key Issues Which Frame
Each of the Functions within Code Compliance
To assist in developing an approach to addressing the staffing requirements for Fort
Worth's Code Compliance Department, we need to develop an understanding of the key
issues impacting and shaping service requirements. To develop this perspective, we will
conduct interviews with top City management and the department's management team.
These interviews will focus on exploring issues and attitudes in areas including:
Goals and objectives with regard to the delivery of services in each of these functional areas.
Resource constraints impacting operations, both now and as expected in coming years.
Current approaches for providing services including technology utilization, scheduling practices,
performance objectives utilized, proactive time, etc.
TASK RESULT
A summary of the key issues which frame this study for each of the functional
areas within the Code Compliance Department.
Tas, Develop an Understanding of the Operations, Organization and
Management of Code Compliance.
Following these initial interviews, the Matrix Consulting Group would develop an in-depth
understanding of how Code Compliance services are currently provided within the City.
We would acquire this understanding based upon on the following activities through
interviews with management and supervisory staff as well as collection of base
documents:
Document the organizational structure and number of staff in each functional area in the Department.
Matrix Consulting Group Page 18
Exhibit A
Document basic goals, objectives, and performance measures for each of the services within the
Department.
Review relevant documentation of current service provision, including:
• Basic service commitments—for example, shelter hold policies, proactive investigations.
• Levels of service—for example, response times to complaints, animal investigations.
• Workloads—for example, inspections by type, calls, adoptions, tons of refuse/recycling.
• Deployments and scheduling of staff, including allocation of workloads geographically.
Document the roles and responsibilities of all staff, including an analysis regarding the organizational
structure of the departments, assigned span of control and individual employee responsibilities.
Identify the level of outsourcing and associated costs for services provided as well as approaches for
contract management.
Identify customer service issues which may exist in each one of the functional areas.
Identify relationships with external stakeholders, such a rescue groups and neighborhood groups.
Once these initial data collection activities have been completed, the Matrix Consulting
Group will prepare a summary descriptive profile that presents our understanding of the
current organization, staffing, service provision approaches, operations and costs in the
City. This profile will be reviewed by staff for comment, to ensure the accuracy of our
understanding. Once completed and reviewed, the profile will provide the basis for
analysis conducted and completed in subsequent study tasks.
TASK RESULT
A summary profile of the City's Code Compliance Department organization,
staffing and operations.
Task 3 Conduct a Best Practices Assessment and Develop Performance
i;
Targets of Staffing, Operations and Service Levels.
In this task, our project team will utilize "best management practices" and a comparative
survey to evaluate staffing, productivity, processes, use of technology, management
planning, as well as many other dimensions of organizational performance for the
functions under review to develop staffing comparisons. To accomplish this, we would
undertake the following activities:
Best Practices Comparative Assessment—The project team would develop a detailed list of"best
management practices"for use in a diagnostic appraisal of staffing, operational and management
practices for each service function. This diagnostic appraisal would utilize recognized staffing
benchmarks to assess current staffing allocations based upon recognized operational practices and
staffing levels.
Matrix Consulting Group Page 19
Exhibit A
Comparative Survey—Additionally, we would compare organizational structure, staffing levels, and
management performance indicators with up to six comparable transit authorities. The comparative
survey would benchmark Fort Worth's Code Compliance operations against the comparable entities on
factors including staffing, service levels, organizational structure, compensation practices, and
management approaches.
Both the best practices assessment and the comparative survey would explore various
components of current service delivery including: staff deployment approaches,
committed versus uncommitted time, technology utilized, employee schedules and use
of overtime, and performance metrics. The results of these efforts will be reviewed with
the City prior to undertaking the analytical activities outlined in the following task.
TASK RESULT
The product associated with this task would be an assessment report outlining
how current staffing, service delivery, organization, compensation and
management compare against best practices and comparable transit
authorities.
Task 4 Evaluate How Key Services Should be Organized, Staffed and
Modifications Needed to Management Practices Now and in the
Planning Period.
it
In this important work task, opportunities for improving the organizational structure,
management, operations and staffing will be analyzed. This task will include such
approaches and methodologies as the following:
Evaluation of the organizational structure. We will evaluate organizational structure in terms of gaps
or overlaps in function, spans of control and appropriate organizational location.
• Is the organization structure too"tiered"or too"flat"from the management staffing perspective?
• Are there any overlapping or duplicated functions?
Evaluation of staff deployment compared to service levels. This analysis involves the use of
guidelines for staffing that have been developed by the Matrix Consulting Group. Additionally, it will
evaluate employee scheduling practices, proactive versus reactive time commitments, and
appropriateness of existing district/area boundaries. Finally, as with law enforcement the firm has
developed advanced data analytical and GIS techniques to evaluate functional areas such as code
enforcement deployments and utilization. An example of this can be found in the following page.
Evaluation of the adequacy of major work practices. The analysis will focus on identification of
opportunities to streamline work practices to increase utilization levels or alternative staffing
requirements. Through the analysis of major work practices, the consulting team will determine if:
• Ways exist to reduce unproductive staff time or allocations.
• Equipment is available to reduce labor-intensive work tasks, such as tablets for inspections.
• The frequency of various work tasks now performed.
• Level of community engagement and outreach.
• Methodologies and approaches utilized to prioritize and dispatch staff to calls for service.
• Technology is appropriately utilized to support the provision of services.
Evaluation of work planning and scheduling. Analysis will focus on systems and processes used to
plan and control work focusing on:
Matrix Consulting Group Page 20
Exhibit
• Level of committed versus uncommitted time in code enforcement.
• How proactive tasks are planned; how reactive tasks are prioritized.
• Evaluation of the overall approaches employed to support field operations in codes and animals.
• Appropriateness of work schedules in place and options for alternative scheduling.
• Adequacy of supervisory planning and scheduling work.
Analyze the effectiveness of managing performance. Operations require effective management to
ensure that staff are appropriately scheduled, deployed, utilized and held accountable for
performance. The project team will evaluate this in terms of the following:
• How do managers plan, schedule and control the work to be done in each organizational unit?
• Do managers have accurate and timely measures of the performance of each unit?
• How are goals, objectives and service level targets developed?
• How is 'customer service'defined, promoted and supported?
Analyze contract management—for solid waste functions, how does the Department:
• Manage performance against contract requirements.
• Review performance with contractors.
• Are aware of and get reports on customer complaints.
• Ensure that adequate internal controls are in place.
• Perform field investigations.
Matrix Consulting Group Page 21
Exhibit A
Average Difference in Permits by Ward
Permits 2014-2017 .
2 --
L
1 U% Ri
15 •�
14
16
0
gal A7
t � o o
yz n �• I.
w-
8
rt t �as'
X
40% or more below avg
20-40% below avg.
+/-20%from avg.
20-40% above avg.
40% or more above avg.
Matrix Consulting Group Page 22
Exhibit A
This task will also result in a detailed evaluation of the organization and staffing of each
service function within Code Compliance at varying service levels, including the following:
• Recommendations for alternative processes for delivering services.
• Recommendations for changes in processes or workflows that should be
implemented to improve service delivery.
• Identification of staffing requirements for short and long-term operations.
Projections of staffing need for the next five years will be provided along with a
methodology the City can utilize in the future based upon changing demographics and
service demands to model staffing requirements under different scenarios.
TASK RESULT
The result of this task would be an analysis of the staffing needs (short and
longer term) in each department as well as operational choices.
Task 5 Prepare a Final Report and Provide Plans for Implementing Improvement
Opportunities.
Upon the conclusion of this analysis, the Matrix Consulting Group will prepare a report,
which summarizes the results of each of the work tasks described above. This report will
include the following:
• Specific recommendations on the number and types of positions required now and
in the planning period for this study.
• Recommendations to implement best practices and improve staff utilization.
• An appropriate explanation of the alternatives considered regarding service
provision and the related staffing and organizational structure changes.
• A schedule for implementation of recommendations.
• Detailed costs and timing for implementing report recommendations.
The analysis would be reviewed in draft form with the City. Once this review is completed,
the project team will review all comments received, edit and finalize the report and present
the final report at a City Council meeting, if desired.
TASK RESULT
The result of this task would be the final report and implementation plan which
will be presented to the City Council.
Matrix Consulting Group Page 23
EXHIBIT B
Exhibit B PRICE SCHEDULE
Fees and Schedule
The two departmental studies are priced separately.
1. Police Study
The Matrix Consulting Group is proposing to conduct the Workload Staffing Study for the
Fort Worth Police Department at a not-to-exceed cost of $122,000, as described below:
Project Manager/ Senior
Manager Sr Mgr Consultant Consultant Cost
Initiation and Interviews 16 16 0 0 $5,600
Descriptive Profile 32 96 56 24 $30,200
Staffing and Deployment 32 96 64 32 $32,000
Staff Projections 16 32 24 16 $12,600
Org. and Management 16 32 8 0 $9,000
" ".......
Report and Presentation 32 ......64 32 8 $20,800
Total Hours 144 336 184 80
Hourly Rate $200 $150 $125 $100
Total Professional Fees $28,800 $50,400 $23,000 $8,000 $110,200
Project Expenses $11,800
Total ProIect Cost...........................................................................$122,000
Page X
2. Code Compliance
The Matrix Consulting Group is proposing to conduct the Workload Staffing Study for the
Fort Worth Code Compliance Department at a not-to-exceed cost of $63,000, as
described below:
Project Manager/ Senior
Manager Sr Mgr Consultant Consultant Cost
Initiation and Interviews 16 8 0 0 $4,400
Descriptive Profile 16 48 32 8 $15,200
Issues Assessment 8 16 12 8 $6,300
Current/Proj. Staffing 16 56 32 8 $16,400
Report and Presentation 24 40 16 8 $13,600
Total Hours 80 168 92 32
Hourly Rate $200 $150 $125 $100
Total Professional Fees $16,000 $25,200 $11,500 $3,200 $55,900
Project Expenses $7,100
•.....-_ ...•.......• .................. .. ..... ................■.............................■...W....1
Total Project Cost $63,000
Terms
The Matrix Consulting Group will invoice work monthly based upon the level of fulfillment
until project completion. Payment Terms are net 30 days.
Page xx
Exhibit B
Schedule
Based on the outlined scope, the project will be completed within 16 weeks from
start date. The project work plan and deliverable schedule will be updated and
finalized during the Task 1 Initiation phase of the project.
Schedule for the Staffing Workload Study of the Police Department
FORT WORTH, TEXAS
Project Schedule
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16
Initiation
Profile
Staffing and Deployment
Staffing Projections
Organizational Analysis
Final Report
Schedule for the Staffing Workload Study of the Code Compliance Department
FORT WORTH, TEXAS
Project Schedule
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16
Initiation
Profile
Issues Assessment
-
Current/ Projected Staffing
Final Report
Page xx
EXHIBIT C
VERIFICATION OF SIGNATURE AUTHORITY
Full Legal Name of Company:Matrix Consulting Group,LTD.
Full Business Address:201 San Antonio Circle, Suite 148
Services to be Provided:To provide the City with a staffing analysis and deployment study of the Police
Department and Code Compliance Department.
Vendor hereby agrees to provide City with independent audit basic financial statements, but also the fair
presentation of the financial statements of individual funds.
Execution of this Signature Verification Form ("Form")hereby certifies that the following individuals
and/or positions have the authority to legally bind Vendor and to execute any agreement, amendment or
change order on behalf of Vendor. Such binding authority has been granted by proper order,resolution,
ordinance or other authorization of Vendor.City is fully entitled to rely on the warranty and representation
set forth in this Form in entering into any agreement or amendment with Vendor. Vendor will submit an
updated Form within ten (10) business days if there are any changes to the signatory authority. City is
entitled to rely on any current executed Form until it receives a revised Form that has been properly executed
by Vendor.
I. Name:
Position: P resi",4—
Signature
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Professional Services Agreement Page 14 of 14
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 2/20/2018
DATE: Tuesday, February 20, 2018 REFERENCE NO.: **P-12160
LOG NAME: 13P18-0017 STAFFING WORKLOAD STUDY
SUBJECT:
Authorize Agreement with Matrix Consulting Group, LTD to Conduct a Staffing Analysis and Deployment
Study of the Police and Code Compliance Departments for the Performance and Budget Department in a
Total Amount Up to $185,000.00 (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize entering into an Agreement with Matrix Consulting
Group, LTD to conduct a staffing analysis and deployment study of the Police and Code Compliance
Departments for the Performance and Budget Department.
DISCUSSION:
The Performance and Budget Department requested that Purchasing Department issue a Request for
Qualifications (RFQ) for a contract to conduct a staffing analysis and deployment study of the Police and
Code Compliance Departments.
The consultant will conduct an objective, systematic and comprehensive study to evaluate the Police and
Code Enforcement Department's staffing and deployment. The study will include all divisions in both
departments and will entail staff interviews, analysis of resources, operations and deployment, projection
of service demands and staffing needs, an analysis of organizational structure and management and best
practice assessment. The final report will include specific recommendations for policy, management
action, improved efficiency and deployment, appropriate staffing levels, and identification of functions that
could be performed more appropriately by other means.
The Purchasing Department issued an (RFQ) for an Agreement for a Staffing Workload Study. The RFQ
was advertised in the Fort Worth Star-Telegram on October 25, 2017, November 1, 2017 and November
8, 2017. Three-Hundred and seventy-seven Vendors were solicited from the Purchasing database system;
four responses were received. See attached Bid Tabulation.
Staff from Performance and Budget, Police, Code Compliance Departments and the City Manager's Office
evaluated the submitted proposals and concluded that Matrix Consulting Group, LTD presented the best
value to the City. The RFQ consisted of the following evaluation factors: demonstrated experience of the
firm in completing similar projects, qualifications and experience of the professional personnel assigned to
the project, understanding of the project scope and fit of consultants' methodology, consultants' capability
to meet project time and budget requirements, and references.
The contract price for the study and analysis would be $185,000.00; however, the proposed contract
would allow the unit price to be increased with the City's approval. An administrative change order or
increase may be made by the City Manager in the amount up to $46,250.00 and does not require specific
City Council approval as long as sufficient funds have been appropriated.
Logname: 13P18-0017 STAFFING WORKLOAD STUDY Page 1 of 2
PRICE ANALYSIS - The unit prices are 76.19 percent higher than the pricing on the previous annual
Agreement awarded in September 24, 2013 (M&C C-26467), due to the additional study of the Code
Compliance Department. Staff reviewed the proposed pricing and certified that the prices offered by the
recommended vendors are fair and reasonable.
M/WBE OFFICE - A waiver of the goal for MBE/SBE subcontracting requirements was requested by the
Police Department and approved by the M/WBE Office, in accordance with the BDE Ordinance, because
the purchase of goods or services from source(s) where subcontracting or supplier opportunities are
negligible.
AGREEMENT TERM - Upon City Council approval, the Agreements shall commence on February 21,
2018 and shall expire on February 20, 2019.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budget, as appropriated
and that prior to an expenditure being made, the participating Department has the responsibility to validate
the availability of funds.
BQN\18-0017\DG
FUND IDENTIFIERS (FIDs):
TO
Fund Department Account Project ProgramActivity Budget Reference # Amoun
I ID I ID I I I Year (Chartfield 2
FROM
JFundl Department ccoun Project Program ActivitylBudget Reference # mount
ID ID Year (Char field 2)
CERTIFICATIONS:
Submitted for City Manager's Office by: Susan Alanis (8180)
Originating Department Head: Aaron Bovos (8517)
Darian Gavin (2057)
Additional Information Contact: Cynthia B. Garcia (8525)
Logname: 13P18-0017 STAFFING WORKLOAD STUDY Page 2 of 2
P- [al o
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
1 of 1
Complete Nos.1-d and 6 if there are interested parties. OFFICE USE ONLY
Complete Nos.1,2,3,5,and 6 if there are no interested parties. CERTIFICATION OF FILING
1 Name of business entity filing form,and the city,state and country of the business entity's place Certificate Number:
of business. 2018-308019
Matrix Consulting Group
Mountain View,CA United States Date Filed:
2 Name of governmental entity or state agency that is a parry tot the co-n-t-ra—ctTo-r—wI5-icFthe form is 01130/2016
being filed.
Fort Worth Date Acknowledged:
3 Provide the identification number used by the governmental entity or state agency to track or identify the contract,and provide a
description of the services,goods,or other property to be provided under the contract.
18-0017
Staffing Workload Study of the Fort Worth Police Department
4 Nature of interest
Name of Interested Party City,State,Country(place of business) (check applicable)
Controlling Intermediary
5 Check only if there is NO Interested Party. ❑
X
6 UNSWORN DECLARATION
My name is Richard Bradv,President,Matrix Consulting Group,Ltd. and my date of birth is- 03-30-50
My address is 201 San Antonio Circle#148 Mountain View , CA 94040 USA
(street) (city) (state) (zip code) (country)
I declare under penalty of perjury that the foregoing is true and correct.
Executed in Santa Clara County, State of_California_on the 11 day of January 20-la—.
(month) (year)
W SEE ATTACHED �E:
NOTARY CERTIFICATE
*! Signature of authorized ed agen of co trotting business entity
(Declarant)
Forms provided by Texas Ethics Commission www.ethics.state.tx.us I Version V1.0.5523
ACKNOWLEDGMENT
A notary public or other officer completing this
certificate verifies only the identity of the individual
who signed the document to which this certificate is
attached, and not the truthfulness, accuracy, or
validity of that document.
State of California
County of C+x )
On YIULI`�L� 31 2Q1$ before me, ` 1 y)( (-\ yl 1D\N
(insert name and title of the officery
personally appeared ��CYd aq�}� Ry CAL
who proved to me on the basis of satisfactory evidence to be th6 person hose nametsf islaf
subscri ed o the within instrument a9d acknowledged to a that hejs �b�executed the same in
his/ r/ eir authorized capacity( nd that by his r/tpeiF signatureon the instrument the
person;or the entity upon behalf of which the persong) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing
paragraph is true and correct.
BLANCA E.OLIVA
WITNESS my hand and official sea[. Notary Public.C,Ntornia
Santa Clara County z
=am
Commieeian•2147077
1. YCamm.Expires Mar 20,2020
Signature (Seal)