Loading...
HomeMy WebLinkAboutContract 45148 (2)CITYSECRy CONTRACT N0. 95) tjg CONSULTING AGREEMENT BETWEEN THE CITY OF FORT WORTH, TX AND THE POLICE EXECUTIVE RESEARCH FORUM This CONSULTING AGREEMENT ("Agreement") is made and entered into by and between the CITY OF FORT WORTH (the "City"), a home rule municipal corporation, acting by and through Charles Daniels, its duly authorized Assistant City Manager, and the Police Executive Research Forum ("PERF"), a Washington D.C. Non -Profit Corporation, acting by and through Chuck Wexler, its duly authorized Executive Director. RECITALS WHEREAS, PERF is engaged in providing police and public safety management consulting, research, studies, audits, technical assistance, training, executive search and other professional support and consulting services to police and sheriffs departments, other law enforcement agencies at all levels of government, and police related organizations worldwide; WHEREAS, the City, through the Fort Worth Police Department, provides law enforcement services to the citizens of Fort Worth, Texas; and WHEREAS, the City, in the interest of providing high quality services, desires to utilize PERF to conduct a staffing study for the Fort Worth Police Department. NOW THEREFORE, in consideration of the mutual promises set forth herein, it is agreed by and between the City and PERF as follows: SECTION ONE SERVICES TO BE PERFORMED PERF will conduct a staffing study of the Fort Worth Police Department. PERF shall complete the detailed scope of services outlined in Exhibit A, which is attached and incorporated within as if copied in full. • SECTION TWO INDEPENDENT CONTRACTOR The parties to this Agreement agree that the relationship create d by this Agreement is that of an independent contractor. PERF shall have exclusive control of and the exclusive right to control, the details of the work performed hereunder and all persons performing same and shall be solely responsible for the acts and omissions of PERF's agents, employees and subconsultants. Nothing herein shall be construed as creating a partnership or joint venture between PERF and the City, its agents, employees and subconsultants; and the doctrine of respondeat superior shall have no application as between PERF and the City. No federal, state, or local income tax, .nor any payroll tax of any kind, shall be withheld or paid by the City on behalf of PERF. PERF shall not be treated as an employee with respect to the services performed hereunder for federal or state tax purposes. PERF is not eligible for, and shall not participate in any employer pension, health, or other fringe benefit plan of the City. The City will not obtain workers' compensation. insurance for PERF, and PERF agrees to comply with applicable workers' compensation laws. PERF shall adhere to all laws and ethical standards ap_licable aml=shall perform in a manner consistent with generally accepted standards. OF Mf' L RECO R !_, Consulting Agreement (Staffing Study) City of Fort Worth & Police Executive Research Forum c., Ufl 5E6' f �� �Cr� Page 1 of 15 ;7 ^‘'RIt RR` r f 11I NOV 2 2013 • - SECTION THREE —TERM OF AGREEMENT The effective date of the Agreement shall be upon execution of this agreement and shall not extend beyond the estimated completion date of May 31, 2014, unless further extended by amendment to this Agreement. SECTION FOUR TERMS OF PAYMENT As compensation for performance hereunder, and upon timely and satisfactory completion of all work, the City shall pay PERF a fixed fee not to exceed $105,000.00 payable as follows: • Completion of first site visit: $25,000.00 • Completion of second site visit: $25,000.00 • Submittal of draft report to City: $25,000.00 • Acceptance of final report by City: $30,000.00 This flat rate includes fees for work performed, all travel and other expenses, and all other costs incurred by PERF associated with completion of this Agreement. PERF shall invoice the City upon completion of services under this Agreement, and the City will remit payment within thirty (30) days. SECTION FIVE DELEGATION OF SERVICES PERF agrees not to delegate any duties under this Agreement without the City's express, written consent SECTION SIX —DISCLOSURE OF CONFLICTS PERF hereby warrants to the City that PREF has made full disclosure in writing of any existing or potential conflicts of interest related to PERF s services provided under this Agreement. In the event that any conflicts of interest arise after the execution of this Agreement, PERF hereby agrees to make full disclosure to the City in writing immediately upon learning of such conflict. SECTION SEVEN —CONFIDENTIAL INFORMATION PERF agrees at all times, both during the term of this Agreement and after the termination therefore, not to divulge to others in any manner for any reason the work product generated by PERF or any information collected as a result of the performance of this Agreement SECTION EIGHT —COPYRIGHTS AND DATA The parties agree that this constitutes a work -for -hire agreement and that the City holds the copyright to any work produced under this Agreement. As such the City may use, disclose, reproduce deliver, dispose of, and authorize others to do so in any lawful manner, all such data delivered to the City, by PERF. PERF warrants that any writing produced by it for delivery to the City shall be the original work of PERF and shall not knowingly infringe the copyright of anyone else or knowingly plagiarize another source. SECTION NINE —NO AUTHORITY TO BIND Neither party shall have the authority to enter into contracts or agreements on behalf of the other Consulting Agreement (Staffing Study) City of Fort Worth & Police Executive Research Forum Page 2 of 15 ply• SECTION TEN -ASSIGNMENT Neither PERF nor the City shall assign any interest in this Agreement without the prior written consent of the other party. SECTION ELEVEN -NON -WAIVER FOR MATERIAL BREACH The failure of either party to exercise any of its rights under this Agreement for a material breach thereof shall not be deemed to be a waiver of such rights or a waiver of any such subsequent breach. SECTION TWELVE -TERMINATION Should PERF fail to comply with any of the terms or conditions set forth in this Agreement or should the City determine in good faith that PERF is in any way unfit, unqualified, or unable to perform all of the services outlined in this Agreement, then, in that event, this Agreement may be terminated by the City with a thirty (30) day written notice. SECTION THIRTEEN -FORCE MAJEURE Neither party shall be liable for failure to perform its obligations under this Agreement if the performance is delayed by reason of war; civil commotion; acts of God; inclement weather; governmental restrictions, regulations, or interferences; fires; strikes; lockouts, national disasters; riots; material or labor restrictions; transportation problems; or any other circumstances which are reasonably beyond the control of the party. SECTION FOURTEEN-SEVERABILITY If any part of this Agreement shall be held unenforceable, the rest of this Agreement will nevertheless remain in full force and effect. SECTION FIFTEEN WRITTEN NOTICE Written notices pursuant to this Agreement may be sent to PERF at 1120 Connecticut Avenue, N.W., Suite #930, Washington, DC 20036 or the City of Fort Worth at 1000 Throckmorton, Fort Worth, Texas 76102 at the attention of Charles W. Daniels. SECTION SIXTEEN -GOVERNING LAW This Agreement shall be construed in accordance with the laws of the State of Texas. Should any action, at law or in equity, arise out of the teinis herein, exclusive venue for said action shall be in Tarrant County, Texas SECTION SEVENTEEN -USE OF NAMES Neither party will use the name of the other in any form of advertising or publicity without the express written peluiission of the other party. SECTION EIGHTEEN -DISCRIMINATION PROHIBITED In hiring, employment, subcontracting or consulting arrangements made possible by or resulting from this Agreement, there will be no unlawful discrimination against any employee, applicant for employment or contractor on account of sex, race, religion, color national origin or ancestry, age, disability, marital status, or sexual orientation. This shall apply to all business related Consulting Agreement (Staffing Study) City of Fort Worth & Police Executive Research Forum Page 3 of 15 activities, including but not limited to, recruitment and selection; demotion, transfer, lay-off or termination rates of pay or other forms of compensation and selection for training. PERF agrees to include this provision on discriminatory practices in all appropriate subconsultant agreements for work covered by this Agreement. Furthermore, PERF agrees to consider the feasibility of dividing total requirements into smaller tasks or quantities so as to petntit maximum participation by small and minority fiinis and women's business enterprises when developing independent contracts for work covered by this Agreement. SECTION NINETEEN -INDEMNIFICATION PERF AGREES TO RELEASE FROM LIABILITY, INDEMNIFY AND HOLD THE CITY AND ITS OFFICERS, AGENTS AND EMPLOYEES HARMLESS FROM ANY LOSS, DAMAGE LIABILITY OR EXPENSE FOR DAMAGE TO PROPERTY AND INJURIES, INCLUDING DEATH, TO ANY PERSON, INCLUDING BUT NOT LIMITED TO OFFICERS, AGENTS OR PERF EMPLOYEES OR SUBCONTRACTORS, WHICH MAY ARISE OUT OF ANY NEGLIGENT ACT, ERROR OR OMISSION IN THE PERFORMANCE OF THIS AGREEMENT. PERF SHALL DEFEND AT ITS OWN EXPENSE ANY SUITS OR OTHER PROCEEDINGS BROUGHT AGAINST THE CITY, ITS OFFICERS, AGENTS AND EMPLOYEES, OR ANY OF THEM, RESULTING FROM SUCH NEGLIGENT ACT, ERROR OR OMISSION; AND SHALL PAY ALL EXPENSES AND SATISFY ALL JUDGMENTS WHICH MAY BE INCURRED BY OR RENDERED AGAINST THEM OR•ANY OF THEM IN CONNECTION THEREWITH RESULTING FROM SUCH NEGLIGENT, ERROR OR OMISSION. SECTION TWENTY -RIGHT TO AUDIT PERF agrees that the City shall, until the expiration of three (3) years after final payment under this Agreement, have access to and the right to examine any directly pertinent books, documents, papers and records of PERF involving transactions relating to this Agreement. PERF agrees that the City shall have access during normal working hours to all necessary PERF facilities and shall be provided adequate and appropriate workspace in order to conduct audits in compliance with the provisions of this section The City shall give PERF reasonable advance notice of intended audits. PERF further agrees to include in all its subconsultant agreements hereunder a provision to the effect that the subconsultant agrees that the City shall, until the expiration of three (3) years after final payment under the subconsultant agreement, have access to and the right to examine any directly pertinent books, documents, papers and records of such subconsultant, involving transactions to the subconsultant, and further, that the City shall have access during notntal working hours to all subconsultant facilities, and shall be provided adequate and appropriate work space, in order to conduct audits in compliance with the provisions of this article. The City shall give subconsultant reasonable advance notice of intended audits. SECTION TWENTY-ONE INSURANCE REQUIREMENTS PERF shall provide the City with certificate(s) of insurance documenting policies of the following minimum coverage limits that are to be in effect prior to commencement of any work pursuant to this Agreement* Consulting Agreement (Staffing Study) City of Fort Worth & Police Executive Research Forum Page 4 of 15 Professional Liability (Errors and Omissions) $1,000,000 Each Occurrence $1,000,000 Aggregate General Liability $1,000,000 Each Occurrence $1,000,000 Aggregate Worker's Compensation -_ Statutory limits All applicable policies shall name the 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. The workers' compensation policy shall include a Waiver of Subrogation (Right of Recovery) in favor of the City of Fort Worth. PERF shall provide the City with a minimum of thirty (30) days notice of cancellation or reduction in limits of coverage. 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, 1000 Throckmorton, Fort Worth, Texas 76102, with copies to the City Attorney at the same address. 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 the City's Risk Management. If the rating is below that required, written approval of the City's Risk Management is required. Any failure on the part of the City to request required insurance documentation shall not constitute a waiver of the insurance requirement. SECTION TWENTY -TWO -SIGNATURE AUTHORITY The person signing this Agreement hereby warrants that he or she has the legal authority to execute this Agreement on behalf of his or her respective party, and that such binding authority has been granted by proper authorization of the entity. The other party is fully entitled to rely on this warranty and representation in entering into this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement in multiples this day of , 2013. ACCEPTED AND AGREED: City of Fort Worth: 01 C rles W. Daniels Assistant City Manager it; Zs:/.a Date APPROVAL RECOMMENDED: Consulting Agreement (Staffing Study) • City of Fort Worth & Police Executive Research Forum • • Police ExecjJc5eea4h Forum i ck Wexter Executive Director Hi V13 Date JIM %�Cu, l 14.4-yviSri �i •�If d�tJ� � 1`� h4 � �. Page 5 of 15 Date Approved: AT'I' S'p( By: 27)11--1A, p Ma ' J. Kayser City Secretary By: W. Sat, Jeffrey W. alstead Chief of Police Date: /Nen APPROVED AS TO FORM AND LEGALITY: By: Jessica Sang�anV Assistant Cit Attorney Contract Authorization: M&C: (be? (Rh ti • • • Consulting Agreement (Staffing Study) City of Fort Worth & Police Executive Research Foru m • OFFICIAL RECORD { CITY SECRETARY FT. WORTHS TX Pale 6_of 15 EXHIBIT A: SCOPE OF SERVICES Comprehensive Study and Analysis of Staffing Allocation and Overall Staffing Efficiency Assessment of Patrol, Specialized, Investigative, and Operational and Administrative Support Services of the Fort Worth Police Department By The Police Executive Research Forum The Police Executive Research Forum (PERF) will conduct a comprehensive study to evaluate the Fort Worth Police Department's staffing allocation and to identify any staffing inefficiency. The study will result in a written report with recommendations for all staffing allocations throughout the department. This study will make recommendations for organizational structure, changes to improve efficiency and effectiveness, identify areas of the department that could be outsourced, make recommendations of the supervisory ratio, the civilian support ratio, and recommend a staffing allocation model. There are four parts to this study including Patrol, Specialized Units, Investigative Units, and Operational and Administrative Support Services. Part I. Patrol Scope Patrol Allocation Analysis This study will first conduct an examination of certain policy preferences that will guide the study and the provision of patrol services in the city and then assess the current state of patrol workload, allocation, and deployment These two elements will allow PERF to determine whether changes are needed in the number of officers assigned to patrol and how those officers are assigned and scheduled; T6 ensure FWPD's efficiency; PERT will also identify which,la4 priority cells that should not necessitate apohce_officer service response, Policy Preferences The nature of the patrol function in a city depends on a number of factors that may or may not have been explicitly stated. Such policy preferences include: • The philosophy that has been used by the police department to address the municipality's crime, violence and disorder problems and the role patrol is expected to play as part of that strategy. For example, patrol officers time may be used differently in a traditional call -for -service response model, a community policing/ problem -solving model, or an intelligence -led policing model. It will be important for the PERF team to understand which strategies are in place or perhaps are evolving, to fully assess how the department should best utilize patrol officers' time. • It will be important for the study team to understand how aspects of the department's approach to the community are operationalized so that the desired use of patrol time can be assessed. Consulting Agreement (Staffing Study) City of Fort Worth & Police Executive Research Forum Page 7 of 15 • Other policy preferences that will have an impact on the recommendations include the extent to which employees are expected to engage in problem -oriented policing, create or maintain partnerships with other governmental and non -governmental agencies, enlist citizen volunteers, and use cnme and incident data to effectively patrol their areas. • A closely related policy preference is how patrol time should be expended (what is the desired mixture of calls for service response, self initiated activity, community engagement and problem solving, administrative tasks, free patrol time, traffic control and enforcement). PERF's staff work in other cities has shown variation in targets for patrol time use. • The level of investigative effort on the part of patrol officers desired is another key deployment policy that PERF will explore. Some cities instruct their patrol officers to spend a portion of their time conducting follow-up investigations of reported crimes. Thus, not all crime reports are sent to detectives for follow-up investigation. This approach requires patrol officers to carry an investigative caseload, limiting their available time for other activities. • Another area that will help guide the study is desired role for specialized units versus the use of generalists. Of special interest will be the impact of recent revenue challenges and their impact on departmental staffing Has the department redefined the generalist — specialist allocation? These policy preferences will be examined through reviews of documents as well as through interviews with • The Mayor and City Council members; • The Chief of Police; • Fort Worth police command staff members; • Interviews with supervisors and line officers and representatives of any employee associations. Part of this review will include a review of the department's mission, values and goals. The project team will review the mission, values, and goals of the Fort Worth Police Department. PERF traditionally reviews these materials as part of all our staffing studies, as the department's spirit, philosophy, and goals must be reflected in any staffing recommendations made For example, if a department is dedicated to community policing and problem solving, staffing recommendations must be crafted with an eye towards proactive policing and community interaction as well as radio runs and unobligated patrol time Our review of these materials will allow us to craft staffing recommendations that will best enable the Fort Worth Police Department to fulfill its mission, values, and goals. Assessment of Current Patrol Operations PERF will examine the last two year's of patrol workload data, by year, from the department's automated system to determine the level of citizen demand for service and the level of other activity that consume patrol officers' time. Based upon the availability of data, PERF staff will Consulting Agreement (Staffing Study) City of Fort Worth & Police Executive Research Forum Page 8 of 15 deteiniine the amount of time required to handle current workload with a focus on identifying time used to handle calls for service, self -initiated activity, community policing and administrative activity fixed post assignments and un-obligated time (that amount of time available for personnel to engage in discretionary and proactive patrol activities). The best foiniat is an ASCII delimited file although other foiniats are possible. • There should be one record for each unit on each dispatch event (the number of records will total more than the number of events because of multiple (primary and back-ups) officers/units on many events. • Each record should contain the following information: o Event/Incident number o Report number o Date of the Event/Incident o Day of the Week o Nature/Type of Incident (assault, burglary, suspicious persons, traffic stop, etc.) o Police Beat, Zone, Sector, etc. of the event/incident (this may be several fields) o Address of the incident o Unit Number o Whether the unit is staffed by 1 or 2 officers (but counting the unit as a.one officer unit if the second officer is in field training status) o Received Time (the best format is two separate fields: received HH (hour) and received MM minutes. Seconds are not needed) o Dispatched Time o Arrived Time o Cleared Time o Event/Incident Disposition (especially whether a report was written) o Priority o Source (citizen call for service, officer initiated, administrative task, etc.) Factors that affect the demand for police services such as community demographics call handling priorities, response time targets and crime and disorder calls for service will be evaluated and included in the analysis. A matrix will be developed which shows by time of day and day of the week the as erage amount of time consumed by calls for service, officer initiated activity and other categories of patrol officer time. Matrices will be developed for each of the five patrol divisions, for North and South Commands and for the department as a whole. PERF uses an in-house developed program that converts the raw data requested above into matrices that show the average time consumed by hour of the day and day of the week. This data can be analyzed by call type, by geographic area, by time period and by any of the other fields in the data base. Our approach uses the actual time consumed by arraying the time spent on each event into the time block it actually occurred. A second matrix will be developed that illustrates, for the same time periods, the average number of officers available for patrol response. This takes into account the "show -up ' rate or the availability of adequate replacements for personnel based on the use of: o Family leave, o Vacation leave, Consulting Agreement (Staffing Study) City of Fort Worth & Police Executive Research Forum Page 9 of 15 o Sick leave, o Training schedules, o Court appearances, o Military leave, o Compensatory time off, o On and off -duty injuries, and o Periodic special assignments This will provide an analysis of the number of people that are scheduled versus those that actually show -up in a call response capacity. Depending on the quality of the data we will provide show -up rates by shift, day of the week and by season. The data requested is absentee data for the same year as dispatch data. • Of those scheduled to work on each day and shift, the percent of those scheduled that show up. • Summaries of reasons for absences. We will then overlay these two sets of data to show the average time consumed by each activity, especially by public demands for calls for service response This analysis will allow the study team to create: • A set of tables and accompanying narrative that depict the amount of available patrol time that is currently consumed, on the average, weekly, by time of day and day of the week, for each of the primary elements — calls for service, self initiated, administrative activity, fixed post coverage — that that make up patrol workload. • Our analysis of call for service information will provide insight not only when incidents occur but where they occur. Tables will include the amount of patrol work for each current division. Based on the analysis above, PERF will assess the current patrol deployment plan. PERF will make recommendations on how the department should most efficiently and cost effectively deploy resources (sworn personnel, non sworn personnel, and technology) by shift length, shift start times, patrol area, and staff members per vehicle. PERF will: also `c entify low -priority calls for service that should notnecessitate a police of leer _service response Our staffing and scheduling recommendations will account for research on the effects of shift lengths on police officer health and well being Additional considerations will include: • The match of available time to workload. • The potential impact on crime reduction especially in terms of geographic accountability, availability of infoimation to patrol officers and time to focus on crime and disorder problems. • The potential to provide on -duty time for training thus reducing overtime costs for off - duty training. • The ability of the schedule to provide for deployment flexibility to allow periodic focused attention on 'hot spots ' • The potential of the patrol schedule to match scheduling needs of other field units such as traffic. The PERF deployment plan review will take into account community demographics. We will Consulting Agreement (Staffing Study) City of Fort Worth & Police Executive Research Forum Page 10 of 15 review this information to ensure that community demographics are being addressed by the department For example, changes in the city's Hispanic population will need to be addressed by increasing the amount of officers across shifts that speak Spanish. Similarly, cultural festivals and the crowds they draw will need to be taken into account in teinis of special event staffing. The Deployment Plan review will include the City's population size and density. All staffing recommendations will reflect anticipated changes. We will fully describe in our methodology the assumptions we make and the population trends we use in forecasting so that the department will be able to anticipate future staffing needs. Overtime analysis As part of the deployment analysis PERF will study the department's use of patrol overtime to identify primary drivers. In examining overtime issues, PERF will review on the amount of overtime in hours and dollars, from the appropriate city infoiination systems. Overtime policies, procedures and relevant articles within employee agreements between the Fort Worth Police Department and affected police associations will be collected. Select staff members of the police department will be interviewed by PERF staff members to determine current practice. Through these activities, the following objectives will be achieved: • Identification of the causes and drivers for overtime; • Identification of the FWPD procedures used to authorize overtime; • Evaluation of FWPD monitoring and control of overtime; • Determination as to whether the overtime complies with labor agreements and whether the agreements influence the amount of overtime consumed; • Development of descriptive data on patrol overtime detailed by position (officer, rank), location (Area), shifts, and trends Evaluation of the potential for overtime reduction. We will measure our findings against current benchmarks for minimum staffing to determine if overtime usage practices need to be reevaluated as a result. Explore the use of civilians PERF will make patrol staffing recommendations that will take into account sworn status. Specifically, we will identify those activities currently being performed by sworn officers where the powers and training of a sworn officer are not needed and where lower cost and/or specialized expertise is desirable. The project team will then explore opportunities for additional alternative service delivery methods for tasks that do not require the presence of police personnel, but could rather be handled by contracting or outsourcing certain roles and responsibilities to private contractors (e.g., requiring that alarm companies make initial contact with homeowners to reduce false alainis callouts that may have previously required a sworn officer to investigate, red light camera monitoring, etc.). The project team will make the necessary recommendations to outsource such functions, where applicable, to enhance cost savings while maintaining a high level of service to the community. Consulting Agreement (Staffing Study) City of Fort Worth & Police Executive Research Forum Page 11 of 15 Implementation of recommendations PERF will provide the department with a draft phased implementation plan to for any recommended changes to patrol staffing for the Fort Worth Police Department The implementation plan will also include recommendations on howo improve the Overall organizational-_structure,=efficiency, and. effectivencss_ofpatrol.Based on the comments and suggestions PERF receives on the draft report, PERF will prepare a final report. Part II. Specialized Units Scone In addition to assessing the department's patrol staffing in terms of call response and crime solution, we will assess specialized unit staffing. For each specialized unit we will request its mission statement and workload data, as well as information that is being used to allocate personnel to each function. Specifically, we will examine the following units. Traffic Division: Even though the Traffic Division is an element of the Patrol function of the. Fort Worth Police Department, we will examine its workload in this task. We expect our workload methodology for the Traffic Division to be similar to our Patrol analysis, with an analysis of two years worth of data to determine how Traffic officers are spending their time. We will determine the amount of time required to handle current workload in the Traffic Division with a focus on identifying time used for crash response, crash investigations, enforcement and special events. Time spent on back-ups to patrol officers will be assessed as well as the extent to which Traffic officers are assigned as primary •call for service responders. Tactical Operations Division: We will examine current staffing in SWAT and Zero Tolerance. For SWAT, we will examine the number and type (e.g., barricaded subject, active shooter) of callouts in the previous year. For Zero Tolerance, we will examine the types of crimes addressed by the unit and the "drivers" of their work (the level to which their work is self -initiated vs. department -directed). Tactical Intelligence Division: We will examine the number and cases "worked" by Infounation Management and the Intelligence Section (Homeland Security, Criminal Tracking Unit, Criminal Intelligence Unit, Police Emergency Management Special Events) and review each unit s (and their subunits) mandate to ensure that they are adequately addressing their mandated duties with the right number of personnel.. Tactical Investigations Division: Our examination of the Narcotics Section (DEA/DFW TF, NT HIDTA, TCNU, K-9, Vice Unit, Narcotics/Vice Detectives) and the Gang Section will be similar to our examination of the workload assessment of the Criminal Investigations Division in that we will we will examine the division of labor between the patrol and investigative functions performed elements of the Tactical Investigations Division to determine the extent to which these investigative resources are being used to maximize their effectiveness. We will also assess investigative policies including case -screening approaches; types of cases "worked" by case type; and other policies that have an impact on the workload of investigative personnel in Tactical Investigations and how time is allocated. Consulting Agreement (Staffing Study) City of Fort Worth & Police Executive Research Forum Page 12 of 15 Training Division: We will examine the workloads (number of recruits/officers trained, frequency and duration of training) of Recruit Training, the Advanced Training Unit, and the Weapons Range to determine if the available staffing for each is sufficient to adequately train members of the Fort Worth Police Department. Community Programs: We will review the mission and mandate of the Youth Section (School Security Initiative, Youth Services) and Crime Intervention Services (Community Volunteer Programs, Crime Prevention, Jail Operations) to determine the extent to which each is adequately staffed in order to fulfill their roles. Forensic Science Division: We will examine the workload of the members of the Forensic Science Division to determine if work is being completed within a reasonable time frame and comports to Federal, state and local guidelines. The analysis will also resu_lt-in recoinrrtendations to improve the otganiZationa1 structure; efficiency, and effectiveness -of these units: Part III. Investigative Units Scope PERF will conduct an analysis of caseload and crime rates (both within the Criminal Investigations Division as well as the criminal investigations components in Patrol) Based on the policy preferences expressed by the department, we will examine the division of labor between the patrol and investigative functions to determine the extent to which the department's investigative resources are being used to maximize their effectiveness. Additionally, case management issues, especially those related to major incidents will be identified and examined in view of expectations about investigative effort. This will include assessments of investigative policies including case -screening approaches; types of cases `worked" by case type; and other policies that have an impact on the workload of investigative personnel and how time is allocated. This review will include: • Determining the elapsed time between initial crime reports, assignment of a case to an investigator and actual working of that case by the investigator; • Documenting current caseload and case status by case type; • Assessing the extent to which cases with `leads" can be worked with a relatively high likelihood of solvability given existing investigative staffing commitments and case management approaches; • Assessing the amount of time required to meet the needs of victims and witnesses; and • Assessing the time needed to meet policy preferences regarding the treatment of families and juveniles as victims, witnesses, suspects, and arrestees; and • The number of centralized and decentralized investigators needed to conduct thorough criminal investigations in Fort Worth. This analysis will be based on PERF's unique studies of investigations. PERF's approach for deteunining the number of investigators needed is based on the time required to perform thorough investigations by crime type, based on categories of solvability factors. PERF's reviews of investigations in a variety of law enforcement agencies have determined that the Consulting Agreement (Staffing Study) City of Fort Worth & Police Executive Research Forum Page 13 of 15 solvability of crime case reports for offenses that are assigned for follow-up investigation fall into four general categories: • Those that result in no follow-up or in victim re -contact only (usually via telephone) — ` contact cases"- • Those with substantial solvability which require relatively little further investigation to close — "less complex cases' ; • Those with limited solvability that require substantial effort and are difficult to close; — ` more complex cases' ; and • Those most typical with a moderate level of solvability — "typical cases". Some jurisdictions regard all unassigned cases as "contact only." The best practice is for departments to contact the victim in each unassigned case to see if any additional information is available that might improve the case's solvability, which could make the case eligible to be assigned for investigation. These contact calls also serve to assure the victim that, although the case is unlikely to be solved, the police are still concerned. In other instances, where routine phone contact is not performed on unassigned cases, a proportion of the cases that are assigned end up becoming "contact only" after the initial report review by the assigned detective. The crimes that fall into the four categories vary by crime type. PERF's previous work has developed assessments for each major crime type but this past research will be updated by working with the Fort Worth Police Department to assess local ratios. It is important to establish these proportions because the time required to conduct a thorough investigation — one that results in a case delivered to the prosecutor or one in which all leads are exhausted — varies both by crime type and solvability category. PERF will calculate, by working with Fort Worth investigative supervisors, the amount of time spent on investigative tasks for each crime type for each solvability category (contact, less complex, typical, more complex). These figures will be used along with annual averages of the number of cases forwarded for follow-up investigation. This will allow a measure of the total number of hours needed to conduct thorough investigations, by crime type, to be calculated. The final step in the process of assessing investigative staffing will be to calculate the number of hours per year each investigator has to devote to actual investigation. Absences due to leave, training and other activities that decrease actual investigation time will be deducted from 2,080 hours per year to get the average time per investigator. This figure is then divided into the total hours needed for thorough investigation to get the number of personnel that need to be assigned for thorough investigation of all cases. These numbers are then compared to assess whether the current number of investigators matches the number needed. This analysis will result in recommendations for the number of investigators that should be assigned to each centralized investigative unit as well as to divisional investigations. The analysts will also result in recommendations to -improve the organizational- structure; efficiency; and 'effectiveness of these -units: Consulting Agreement (Staffing Study) City of Fort Worth & Police Executive Research Forum Page 14 of 15 Part IV. Operational and Administrative Support Scope PERF will request, and analyze, for each departmental entity in the Operational Command and Administrative Support Command, the mission of each unit and its workload. Requests will be made for the information that is being used to allocate personnel to each function. Such functional units include the Program Support Division, Property/Records Management, Fleet/Auto Pound Division, Budget and Finance Section, and Employment Services Section. Operational Command: We will examine staffing in the Backgrounds Unit, Recruiting Unit, and Explorer Program to determine if staffing is adequate to properly conduct background investigations in a timely manner, support departmental recruiting and hiring goals, and provides Explorer posts with relevant personnel and supervision. Program Support Division: The project team will review the stated roles and responsibilities of Research and Planning, Grants and Contract Management, and Data Management as well as the typical work activities performed by personnel in each unit to determine if each is adequately staffed and is able to successfully carry out their mandated functions Property/Records Management: For Property/Evidence, we will examine the extent to which backlogs exist to determine if the current personnel allocation is sufficient to keep up with the workload. Property intake, cataloging, storage and release will be examined. For the Records Section, we will review the workload of the Identification Unit, Data Reporting Unit and RMS Unit to ensure that each unit is adequately staffed to keep up with workload demands An assessment will be made to determine whether there are backlogs and the amount of overtime being consumed. Fleet/Auto Pound Division: We will review staffing in Fleet Services to ensure that there are enough skilled mechanics/technicians to adequately service the department's vehicles so that those needing repair are kept out of service for as short a time as possible. We will also review staffing for Vehicle Impound to ensure there are sufficient personnel to accept/retrieve vehicles and keep the impound facility secure. Administrative Support Command: For the Budget and Finance Section (Finance Unit, Budget Unit, Asset Forfeiture Unit) and the Employment Services Section (Employment Unit, Medical Records Unit, Position Management Unit, Employment Polygraphist, Mail Room), the project team will review the workload of each unit to ensure that there are no backlogs due to insufficient personnel The analysis will also=result in recommendations toim prove -the o rganizaiional-structure efficiency, and effectiveness, of these commands. Consulting Agreement (Staffing Study) City of Fort Worth & Police Executive Research Forum Page 15 of 15 M&C Review Page 1 of 2 Official site of the City of Fort Worth, Texas CITY COUNCIL AGENDA FThr aRxT�� DATE: CODE: SUBJECT: COUNCIL ACTION: Approved on 9/24/2013 9/24/2013 NO.: REFERENCE C TYPE: **C-26467 LOG NAME: CONSENT PUBLIC NO HEARING: 35PERF AGREEMENT - STAFFING ALLOCATION Authorize Execution of a Professional Services Agreement with the Police Executive Research Forum in the Amount of $105,000.00 to Conduct a Staffing Allocation Study fc the Fort Worth Police Department (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize the execution of a Professional Services Agreement with the Police Executive Research Forum in the Amount of $105,000.00 to conduct a staffing allocation study for the Fort Worth Police Department. DISCUSSION: The Police Executive Research Forum (PERF) is a non-profit police research organization and a provider of management services, technical assistance and executive -level education to support law enforcement agencies. PERF helps to improve the delivery of police services through the exercise c strong national leadership, public debate of police and criminal justice issues and research and polic development. PERF will conduct a comprehensive study to evaluate the Fort Worth Police Department's staffing allocation and to identify any staffing inefficiencies. PERF will provide a written report with recommendations for staffing allocations throughout the department. The study will also make recommendations for organizational structure changes to improve efficiency and effectiveness, identify areas of the department that could be outsourced, make recommendations on the supervisory and civilian support ratios, and recommend a staffing allocation model. The study will focus on patrol, specialized units, investigative units, operational and administrative support services M/WBE OFFICE - A waiver of the goal for MBE/SBE subcontracting requirements was requested bs the Police Department and approved by the M/WBE Office, in accordance with the BIDE Ordinance, because the purchase of goods or services from source(s) where subcontracting or supplier opportunities are negligible. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that funds are available in the current operatin budget, as appropriated, of the General Fund. TO Fund/Account/Centers FROM Fund/Account/Centers 0001 531200 0351000 $105,000.00 Submitted for City Manager's Office bv: Charles Daniels (6199) http://apps.cfwnet.org/council_packet/rnc_review.asp?ID=18644&councildate=9/24/2013 11/14/2013 r M&C Review Page 2 of 2 Originating Department Head: Jeffrey W. Halstead (4231) Additional Information Contact: Aya Ealy (4239) ATTACHMENTS http://apps.cfwnet.org/council_packet/mc review. asp?ifin--18644&counci lclate=9/24/2013 11/14/2013