HomeMy WebLinkAboutContract 58664City Secretary Contract No. 58664
FORT WORTH,
VENDOR SERVICES AGREEMENT
This VENDOR SERVICES AGREEMENT ("Agreement") is made and entered into by and
between the CITY OF FORT WORTH ("City"), a Texas home rule municipal corporation and
MATRIX CONSULTING GROUP, LTD ("Vendor"), a limited liability company, 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 Vendor Services Agreement;
2. Exhibit A — Scope of Services;
3. Exhibit B — Price 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
for all purposes. In the event of any conflict between the terms and conditions of Exhibits A, B or C and
the terms and conditions set forth in the body of this Agreement, the terms and conditions of this Agreement
shall control.
Scope of Services. Conduct an update to the workload and staffing study. Exhibit "A," -
Scope of Services more specifically describes the services to be provided hereunder.
2. Term. This Agreement shall begin on the date signed by the Assistant City Manager below
("Effective Date") and shall expire on December 31, 2023 ("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," — Price Schedule. Total payment made under this Agreement by City shall be in an
amount up to One Hundred and Sixty -Six Thousand Nine Hundred and Forty Dollars ($166,940.00).
Payments for the following years shall be as described in Exhibit B. 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.
Vendor Services Agreement
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Page] of 22
City Secretary Contract No.
4. Termination.
4.1. Written Notice. City or Vendor may terminate this Agreement at any time and for
any reason by providing the other party with 30 days' written notice of termination.
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 Public Information Act. City is a government entity under the laws of the State of
Texas and all documents held or maintained by City are subject to disclosure under the Texas Public
Information Act. In the event there is a request for information marked Confidential or Proprietary,
City shall promptly notify Seller. It will be the responsibility of Seller to submit reasons objecting
to disclosure. A determination on whether such reasons are sufficient will not be decided by City,
but by the Office of the Attorney General of the State of Texas or by a court of competent
jurisdiction.
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.
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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 Contractor. It is expressly understood and agreed that Vendor shall operate
as an independent contractor 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, 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, Vendors 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.
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 HEREBY COVENANTS AND
AGREES TO INDEMNIFY, HOLD HARMLESS AND DEFEND CITY, ITS OFFICERS,
AGENTS, SERVANTS AND EMPLOYEES, FROMAND AGAINST ANYAND ALL CLAIMS
OR LAWSUITS OFANYKIND OR CHARACTER, WHETHER REAL OR ASSERTED, FOR
EITHER PROPERTYDAMAGE OR LOSS (INCL UDINGALLEGED DAMAGE OR LOSS TO
VENDOR'S BUSINESS AND ANY RESULTING LOST PROFITS) AND/OR PERSONAL
INJURY, INCLUDING DEATH, TO ANY AND 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
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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
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 Assi ng ment. 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:
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$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
$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
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:
City of Fort Worth
Attn: Assistant City Manager200
Texas Street
Fort Worth, TX 76102-6314
Facsimile: (817) 392-8654
With copy to Fort Worth City Attorney's Office at
same address
To VENDOR:
Matrix Consulting Group, LTD
Richard P. Brady, President
1650 S Amphlett, Suite 213
San Mateo, CA 94402
Phone: (605)823-3174
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 contractor, 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.
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.
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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 Maieure. 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 maj eure 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 parry 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.
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 high 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. Vendor shall verify the identity and employment eligibility
of its employees who perform work under this Agreement, including completing the Employment
Eligibility Verification Form (1-9). Upon request by City, Vendor shall provide City with copies of all 1-9
forms and supporting eligibility documentation for each employee who performs work under this
Agreement. Vendor shall adhere to all Federal and State laws as well as establish appropriate procedures
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and controls so that no services will be performed by any Vendor employee who is not legally eligible to
perform such services. VENDOR SHALL INDEMNIFY CITY AND HOLD CITY HARMLESS
FROM ANY PENALTIES, LIABILITIES, OR LOSSES DUE TO VIOLATIONS OF THIS
PARAGRAPH BY VENDOR, VENDOR'S EMPLOYEES, SUBCONTRACTORS, AGENTS, OR
LICENSEES. City, upon written notice to Vendor, 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.
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. No Boycott of Israel. If Vendor has fewer than 10 employees or this Agreement is for
less than $100,000, this section does not apply. 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
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ACCEPTED AND AGREED:
CITY OF FORT WORTH:
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 this contract, including
By:
ensuring all performance and reporting
requirements.
Name: Fernando Costa
Title: Assistant City Manager
Date: Dec 30, 2022
Jaco ohse (Dec 28, 202213:42 CST)
By:
Name: Jacob Lohse
APPROVAL RECOMMENDED:
Title: Administrative Services Manager
APPROVED AS TO FORM AND
By: Roberth11dr0ge(Dec 30,202209:19CST)
LEGALITY:
Name: Robert A. Alldredge Jr.
Title: Executive Assistant Chief
a pORTIlIIII
�
ATTEST:
e: Nico Arias
Et
ova o:,
°Q nIl
7e: Assistant City Attorney
nEXo 66q"
By: Jannette S. Goodall (Dec 30, 202218:34 CST)
CONTRACT AUTHORIZATION:
M&C: 22-1075
Name: Jannette Goodall
Title: City Secretary
Date Approved: 12/13/22
Form 1295 Certification No.: 2022-958977
TRIX CONSULTING GROUP, LTD
By: . / 8�
Name: Richard P. Brady
Title: President
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Vendor Services Agreement Page 9 of 22
VY141RIT A
SCOPE OF SERVICES
Proposal to Conduct the Update to the Workload and Staffing Study Fort Worth, TX
1. Proposed Approach to Conduct the Study
The following task areas outline our plan to complete the update to the 2017 study.
ask 1 1 Initiation and Initial Interviews
The project team will begin the study by developing an initial understanding of the
department through an extensive input phase. The team will meet with internal and
external stakeholders using a combination of on -site and virtual interviews that are
designed to help us learn about the department, its goals, the unique factors of the service
environment, and to obtain views on issues relevant to the project. This process includes
the following interviews:
• Conduct a kickoff meeting with the City Manager's Office and the project review
committee, including project objectives, approach, deliverables, and schedule.
• Interviews with city officials and management team.
• Meet with the chief and command staff of department, both individually and as a
group.
• Conduct one-on-one interviews with department personnel at all levels of the
organization — managers, supervisors, and line staff.
• Meet with representatives from labor groups to better understand issues relevant
to specific groups.
• Interview contacts within the department to start the data collection process, as
well as other key contacts within the organization.
• Other interviews with key stakeholders as identified throughout this process.
In preparation for the kickoff meeting, the project team will develop a comprehensive list
of data needed to conduct the study, as well as a week -by -week schedule for project
completion. The initial interviews will also be used to identify key points of contact to
collect data and schedule interviews within the department.
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.
Matrix ConsultiS�; ,'aru!p
Page 1
Vendor Services Agreement — Exhibit A Page 11 of 13
EXHIBIT A
Proposal to Conduct the Update to the Workload and Staffing Study Fort Worth, TX
Task 2 1 Employee Survey
Input obtained through interviews will be supplemented through an online anonymous
survey of all department employees in order to give everyone in the organization the
opportunity to participate in the study. The survey will cover a wide range of issues
relevant to the study, including perceptions of service levels, community support, training
availability, staffing, and organizational issues.
The results will be tabulated into an analysis that examines key findings and differences
in perception among different groups. For instance, there may be some areas where
civilian and sworn opinions exist on internal department issues. Respondents will also be
given a chance to provided more open-ended input.
TASK RESULT
An anonymous online employee survey will be distributed to all department
employees, offering everyone the opportunity to provide input to the study. The
responses will be tabulated, and the key findings and conclusions will be summarized
in an analytical report that will be reviewed with the project steering committee.
Task 3 I Descriptive Profile
The project team will document its initial understanding of the department, its service
levels, staffing, and service environment in a comprehensive descriptive profile of the
organization. The draft document will provide a foundation for subsequent analysis by
ensuring the accuracy of our assumptions and understanding of key details. The profile
will also review the functionality of each area of the department, the key workload and
service level drivers of each work unit.
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
The project team will develop a descriptive profile of the department will be created,
detailing the staffing, workload levels, service goals, and deployment schedules of the
department, as well as outline the organizational and public safety objectives
achieved by each unit.
Matrix Consulting Group
Vendor Services Agreement — Exhibit A Page 11 of 13
VY14TRIT A
Proposal to Conduct the Update to the Workload and Staffing Study Fort Worth, TX
Task 4 I Analysis of Workload, Staffing, and Deployment
The project team will develop a comprehensive analysis of staffing needs for every
function and assignment within the department, including both sworn and civilian
employees. Additionally, the analysis will determine strategies achieving the best use of
existing resources. For every function, the analysis will focus on the ability of staffing
levels to achieve targeted service levels and support effective operations management.
This includes review of key workload drivers and processes for administrative and
support functions.
(1) Patrol Workload, Proactivity, and Staffing
Analysis of community -generated calls for service using computer aided dispatch data is
central to this effort. project team will determine current service levels through the
following:
Analysis of patrol workload, including at the following levels:
— Calls for service by hour and weekday, month, area, priority level.
— Response and travel times by priority level and call classification.
— Total spent handling calls by primary and backup units by time and area.
— Factors and assumptions for other workload factors, such as report
writing.
Patrol self -initiated activities and community engagement strategies, including
self -initiated activities by hour and weekday, as well as trends in types and
frequency for self -initiated activities.
Determine patrol staffing needs, both overall and at the level of each patrol division
and shift, based on workloads and targets for proactivity.
Analyze patrol supervisory staffing needs based on span of control and the impact
of the administrative workloads handled by sergeants and ability to be in the field.
The following tables provide examples of the firm's approaches to analyzing crime, calls for
service, and patrol proactivity (uncommitted) time. -
Matrix Consulting Group
Vendor Services Agreement — Exhibit A Page 11 of 13
Proposal to Conduct the
Update to the Workload
and Staffing Study Fort Worth, TX
Uncommitted Time by Hour and
Weekday
Probability of Code 3 Calls Meeting Response Time Goal
Sun Mon Tue Wed Thu
Fri Sat
Overall
tam-fiam
54%75%
6am-10am
34% 34%33% 34°,6
34% (:
40%1Oam-2pm
22% 1A 20% 20% 28%
19% 21%
21%
50%
rresponded
2pm-fipm
32% 27% 29% 29% 28%
27% 31%
29%tes
6pm-10pm
24% 23% 22% 22% 24%
22% 22",
25%25%
10pm-2am
21% 39% 36% - 346
30% 20%
30%
Overall
31% 32% 34% 34% 33%
32% 30%
32%
0 min. 20 min. 40 min.
Deployed Officers Needed to Meet Uncommitted Time Goal Response Time Performance by Hour
29 30 3o 29 30 30 29 30 3o 31 31 30 31
27 26
25
22 23
19 20
15 14
12
10
12a 4a Ba 12p 4p Bp
Matrix Consulting Group
150 min
120 in
60 min.
Code 6 (Non -Emergency}
90 min.
60 min.
Code 2 (Urgent)
30 min.
Code 3 (Emergency)
0 min. -
12a 4a Ba 12p 4p Bp
4
Vendor Services Agreement — Exhibit A Page 11 of 13
EXHIBIT A
Proposal to Conduct the Update to the Workload and Staffing Study Fort Worth, TX
Hotspot analysis
I
Patrol deployment zones
Matrix Consulting Group
Visibility and saturation
Response time analytics
Vendor Services Agreement — Exhibit A Page 11 of 13
EXHIBIT A
'roposal to Conduct the Update to the lAlorkload and Stajiimiy LJ ,'y ,
(2) Investigations
The analysis of investigations workload and staffing needs incorporates input received
from the interviews conducted with investigative managers, comprehensive collection of
data to examine caseloads and associated workloads, as well as a review of participation
in specialized regional task forces. Through this process, the project team will develop
an analysis of staffing needs for investigative functions, including review of 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.
The interim deliverable of staffing needs will provide preliminary findings on issues
associated with staffing throughout the department, as well as the number of staff
needed by function to meet targeted service levels. The draft document will be reviewed
with the project steering committee, with revisions made thereafter.
TASK RESULT
The project team will develop an interim report that provides a comprehensive
analysis of the workload and staffing needs in every function in the department.
Organization and Performance Management
Using issues identified throughout the input and analytical phases to this point, the
project team will provide analysis on the department's organizational structure, and
identify potential efficiencies to be gained from making, changes as needed, and
opportunities to restructure how services are provided.
Performance management is a critical component of this, and should be facilitated by
the reporting relationships of the organizational structure. The project team will work
department stakeholders to key metrics to use in achieving performance objectives,
Matrix Con3ulting Groi..
Vendor Services Agreement — Exhibit A Page 11 of 13
EXHIBIT A
'roposai to Conduct the Update to the lAlorkload and Staffing Study Fort Worth, TX
processes for monitoring and reporting data, and ensuring that accountability is
maintained.
The project team will develop a report that analyzes issues and opportunities to realign
the organizational structure of the department, in addition to a framework for
implementing performance measures and data reporting throughout the department.
Importantly, these steps serve as a foundation forthe department to replicate the staffing
analysis in the future as needs evolve.
TASK RESULT
The project team will develop an analysis of recommended changes to the
department's organizational and frameworks for performance management and
reporting. The metrics identified as part of this analysis will be utilized as part of the
projections analysis, and provide a basis for the department to replicate the study's
analysis in the future as needs evolve.
Update Projections for 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 projections completed in the last study will be updated with a re -analysis of growth
and development within the city and associated service level impacts, as well as how
those impacts translate into staffing needs.
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:
Matrix Consulting Group 7
Vendor Services Agreement — Exhibit A Page 11 of 13
EXHIBIT A
Proposal to Conduct the Update to the Workload and Staffing Study
Illustrative Factors Considered to Project Staffing Needs
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Matrix Consulting Group
Fort Worth, TX
Geographic Analysis of Service Needs
In order to model the effects of the anticipated growth
in the community, it is critical to understand the rates
at which existing and similar developments generate
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 public
ID RESERvr
safety service needs.
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—,_ ri
We will meet with city and county planning and
development to understand how land is used currently,
as well as the configurations of anticipated
developments, in order to accurately model how these
needs will evolve.
The data collected from city and/or county planning
and development departments, as well as other
resources, will form the basis of our GIS model of how
police service needs will evolve over the next 10 years.
Local and Regional Interactions
Understanding the context of the community within its
surrounding region is essential to forecasting its
planning needs. This includes developing an
understanding of factors such as:
• Daytime working population and effects on field
resource demands.
• Entertainment area growth and impacts on needs
for specialized resources.
8
Vendor Services Agreement — Exhibit A Page 11 of 13
EXHIBIT A
Proposal to Conduct the Update to the `j"Vorkload and Staffing Study
11IF"1111111111111111111
Workload -Based Projections
Fort «Vorth, TX
Rather than base projections for future staffing needs
on a simple ratio such as officers per capita, our
analysis builds staffing needs from how workload is
changes — whether driven by calls for service for patrol
personnel, cases for investigators, or reports and
administrative workloads for records staff.
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 development activity, including the current stage of each
project (e.g., development review permit issued, etc.) and estimated timeframe for
completion.
The project team will collect other publicly 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, 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.
Matrix Consulting Group
Vendor Services Agreement — Exhibit A Page 11 of 13
VY14TRIT A
Proposal to Conduct the Update to the Workload and Staffing Study Fort Worth, TX
TASK RESULT
The analysis will result in an interim deliverable that updates the previously completed
analysis, comprehensively projecting law enforcement workloads and staffing needs
over the next decade for every department position and functional area. The project
team will review the draft deliverable with the steering committee on site or remotely,
and make revisions thereafter as needed.
Final Report and Phased Implementation Plan
The draft final report combines each of the analytical steps and interim deliverables into
one document, including recommendations for each area covered in the study. It is
critical that the recommendations made as part of the study be specific, measurable,
prioritized, and associated with a detailed and comprehensive timeline for
implementation. It will include the following elements:
• An .xecutlive summari, summarizing the major findings of the study.
• Comprehensive analysis of workload, staffing, and deployment for each function
within the department.
• Analysis ofby
shifting beat, sector, and division boundaries to equalize workload and facilitate
community policing.
• Detailed projection of future growth and developer- over the next decade,
included associated impacts on service demands, and how those impacts
translate into staffing needs in every police department functional area.
• Ability of the ,rganizaiioikau &taut �w' to facilitate effective operations and
performance management.
• A comprehensive list of recommendations, including staffing needs for each
function within the department, both now and throughout the projection
timeframe. This includes a plan for implementation that factors in:
— Identification of financial impacts associated with each recommendation.
— Phasing the implementation of staffing recommendations based on a
framework for prioritization in a phased manner.
— As part of the organizational and performance management analysis,
benchmarks for adding staff so that the analysis. can be replicated as
needs change.
Matrix Consulting Group
Vendor Services Agreement — Exhibit A Page 11 of 13
EXHIBIT A
Proposal to Conduct the Update to the Workload and Staffing Study Fort Worth, TX
The draft final report will be reviewed with the project steering committee on site, and any
key stakeholders identified through the process of the study. The project team will
thereafter be available make presentations to key stakeholders, including the elected
officials, as requested.
TASK RESULT
The project team will develop a draft final report that builds upon all interim
deliverables to provide a comprehensive analysis of the department, including
recommendations, projected impacts over the next ten years, and a prioritized plan
for implementation that prioritizes recommendations and associated costs.
2. Schedule
We proposed a 20-week timeline to conduct all items outlined in the task plan, as
illustrated by the following week -by -week Gantt chart outlining how these tasked would
be sequenced across the study timeline:
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20
Initiation and Interviews
Descriptive Profile
Workload and Staffing
Organization & Mgmt.
Projections
Report and Impl. Plan
Matrix Consulting Group
IN
Vendor Services Agreement — Exhibit A Page 11 of 13
EXHIBIT B
PRICE SCHEDULE
Proposal to Conduct the Update to the Workload and Staffing Study Fort Worth, TX
3. Cost
The following table provides our proposed not -to -exceed cost for the project, as well as
house dedicated per task, by staff category:
Project
Sr.
Manager
VP
Manager
Consultant
Consultant
Cost
Initiation and Interviews
40
40
64
64
8
$30,721
Employee Survey
8
8
0
24
4
$7,955
Descriptive Profile
8
12
24
24
12
$9,735
Workload and Staffing
16
24
48
48
36
$20,791
Organization & Mgmt.
16
4
40
40
0
$1 1,226
Projections
12
32
36
10
32
$15,701
Report & Implementation
32
24
56
64
24
$26,481
Total Hours
132
144
268
274
116
Hourly Rate
$300
$225
$150
$138
$110
Total Professional Fees
$39,600
$32,400
$40,200
$37,850
$12,760
$162,810
Project Expenses
$4,130
Total Project Cost $166,940
Terms.
The Matrix Consulting Group will invoice work monthly based upon the level of fulfillment of each task
(outlined below) until project completion. Payment Terms are net 30 days.
Tasks
1.
Initiation and Interviews
2.
Employee Survey
3.
Descriptive Profile
4.
Workload and Staffing
5.
Organization & Mgmt.
6.
Projections
7.
Report & Implementation
Vendor Services Agreement — Exhibit B Pagc 12 of 13
ACITY COUNCIL AGEND
Create New From This M&C
DATE: 12/13/2022 REFERENCE **M&C 22- LOG NAME:
NO.: 1075
CODE: P TYPE: CONSENT PUBLIC
HEARING:
Official site of the City of Fort Worth, Texas
F{l RT WO RT H
35POLICE STAFFING STUDY
UPDATE
ZUG
SUBJECT: (ALL) Authorize Agreement with Matrix Consulting Group, LTD., to Update the 2018
Staffing Analysis and Deployment Study of the Police Department for Planning and Data
Analytics and Police Departments in a Total Amount Up to $166,940.00
RECOMMENDATION:
It is recommended that the City Council authorize an agreement with Matrix Consulting Group, LTD., to
update the staffing analysis and deployment study of the Police Department that was previously authorized
by Mayor and Council Communication P-12160 and conducted in 2018.
DISCUSSION:
This Mayor and Council Communication (M&C) requests approval to execute a contract with Matrix
Consulting Group, LTD to conduct an update of the 2018 study of the Fort Worth Police Department. While
conducted in recent years, the study results were reflective of staffing challenges that existed prior to both
the COVID-19 pandemic and unprecedented changes in policing across the United States over this time.
These new challenges have resulted in necessary adjustments to programming and
staffing recommendations in the original study. As such, the Planning and Data Analytics and Police
Departments believe that refreshing the study will ensure that the City of Fort Worth Police Department
(FWPD) efficiently identifies and deploys resources to address the current environment.
Matrix Consulting will be updating the previous study after responding to a formal Request for Qualification
(RFQ) process conducted by the Purchasing Department. The contract authorized by M&C P-12160
followed the RFQ process. This has been reviewed and approved for an exemption from competive bid.
The contractor in the original contract (Matrix Counsulting) provided an objective, systematic and
comprehensive study to evaluate the Police Department's staffing and deployment. The 2018 study resulted
in 116 recommendations for response and deployment by the Department. Of those recommendations that
are still relevant to current operations; 8 have been implemented, 42 are pending additional resources, and
38 can be implemented without increased resources. Of the remaining, 20 were not accepted and 8 are
pending additional information.
The study's update will include all divisions in the Police Department 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 updated 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 contract price to update the study and analysis is $166,940.00 which is $46,940.00 more than the
previous study. The Scope of Work provides 20-weeks to complete stakeholder interviews, descriptive
profile, reviews of workload, staffing, organization and management. The final report will include
recommendations, projections, and an implementation plan.
Upon City Council approval, the Agreement shall commence on the date of contract execution and shall
expire on September 30, 2023.
Police Department was approved for a sole source exemption by City Attorney's Office, therefore, the
business equity goal requirement is not applicable.
Funding is budgeted in the Police Administration Department's rollup within the General Fund.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budget, as previously
appropriated, in the General Fund to support the approval of the above recommendation and execution of
the agreement. Prior to any expenditure being incurred, the Police Department has the responsibility to
validate the availability of funds.
Fund Department ' Account Project ' Program ' Activity Budget
ID I ID I Year
Fund Department Account Project Program Activity Budget
ID ID Year
Submitted for City Manager's Office by_ Fernando Costa (6122)
Originating Department Head: Neil Noakes (4212)
Additional Information Contact: Leo Luna (4243)
ATTACHMENTS
221129 Dept Waiver Approved PD STAFFING STUDY.pdf (CFW Internal)
Chapter 252 Exemption Form PD Staffing Study 4.5.22.pdf (Public)
Fort Worth Police Study Update.pdf (Public)
Fort Worth, TX - Form 1295.pdf (CFW Internal)
Matrix Consulting Funds Availability.docx (CFW Internal)
STAFFING STUDY FID TABLE.XLSX (CFW Internal)
Reference # Amount
(Chartfield 2)
Reference # Amount
Chartfield 21
EXHIBIT C
VERIFICATION OF SIGNATURE AUTHORITY
Matrix Consulting Group, LTD
650 S Amphlett, Suite 213
San Mateo, CA 94402
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.
1. Name:
Position:
Signature
2. Name:
Position:
Signature
3. Name:
Position:
Signature
Name:
Signature of President / CEO
Other Title:
Date:
Vendor Services Agreement — Exhibit C Page 13 of 13