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HomeMy WebLinkAboutContract 45148 CITY SECRETARY CONTRACT NO, L=(OIL- I�. 9 CONSULTING AGREEMENT BETWEEN THE CITY OF FORT WORTH, TX AND THE POLICE EXECUTIVE RESEARCH FORUM. This CONSULTING AG RE EMENT ("Agreement") is made and entered into by and between the CITY OF FORT "m (the "City"), a home rule municipal corporation, acting by and through Charles Daniels, its duly authorized Assistant City Manager, and the Pofice Executive Research Fora m "PERF" , a Washington D.C. Non-Profit Corporation, acting y and through, Chuck, Wexler I its duly authorized Executive Director. RECITALS WHERE,AS, PERF is engaged in providing police and Public safety management consulting, research, studies, audits, tech.nical 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 Forth, Texas, and WHEREAS, the City, in the interest of providing high uality, 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 PERT as follows: SECTION ONE—SERVICES TO, BE PERFORMED PERF will conduct a staffing study of the Fort Werth 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 created by this Agreement is that of are independent contractor, PERF shall have exclusive control, of and the exclusive right to control, the details of the work performed hereunder and all persons perfon-ning same and shall, be solely responsible for the acts and omissions of PERF's agents, employees and subconsnitants. 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 PERT and the City. Na federal, state, or local income tax, nor any payroll tax of any kind, shall be withheld or paid by the City can behalf of P RF. PA R" shall not be treated as an ernpiloyee 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 PE 4, and PERF agrees to comply with applicable workers' compensation laws. PERF shall adhere to all laws and ethical standards 2pyli q e perform in a er consistent with generally accepted standard, OFFICIAL RECORD' Consulting Agreement(Staffing Study E RD City t"Fort Worth Police ut Research ra �" g t of 15 F T Hjl JrX N3 LFTF To OV 2 1 SECTION THREE-1'I ERM OF AGREEMENT "Fhe 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 I the City shall pay PE Ua fixed fee not to exceed $105,0010.010 payable as follows.. Completion of first site visit.* $251,000.00 Completion of second site visit: $25,5,000.00 Submittal of draft report,to City'. $255000.00 Acceptance of final report by City*- $301000.010 'Fhl,s flat rate includes fees for work perfornied, all travel and other expenses, and all other costs 0. incurred by PER-F4 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—DE,L,EGA.T'ION OF SERVICES PERF4 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, l RFhereby agrees to make full disclosure to the City in writing immediately upon learning of such conflict. SECTION SEVEN—CONFIDENTIAL INFORMATION PEA agrees at all times, both during the to of this Agreement and after the termination -therefore, not to divulge to other's in any manner for any reason the work product generated by PERR or any 'Information collected as a result of the perforillance 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 PE R11. PE RF 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& Pol,ice Executive Research Forum Page 2 of 15 party. SECTION T'EN—ASSIGNMENT Neither PERF nor the City shall assign any interest in this Agreement without the prior written consent of the other party. e SECTION ELEVEN INON-WAIVER FOR MATERIAL B E ACH 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 PELF 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 ef.the services outlined in this Agreement, then, in that event,, this Agreement ent may be terminated mated by the City with a thirty (3 0) day written notice. SECTION THIRTEEN—FORCE MAJE I Neither party shall. be liable for fa lure t�e �erf rm its obligations tinder this Agreement if the performance is delayed by reason of gar civil commotion; acts of God inclement weather; governmental restrictions,, regulations, or interferences; gyres strifes, 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 shah be held unenforceable, the rest of this Agreement will nevertheless remain. in full force and effect. SECT ION FIFTEEN—WRITTEN NOTICE Written notices pursuant to this Agreement may be sent to PERT at 1120 Connecticut avenue, N.W., Suite 93 , Washington, D,C 200,36 or the City of Fort Forth at 1000 Thre'ckmortor, Fort Worth,, `texas 76102 at the attention of Charles W. Daniels. SECTION SIXTEEN GOVERNING LEA"'' '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 terms herein, exclusive venue for said action shall be in Tarrant County, Texas. SECTION SEVENTEEN—US NAMES Neither party will use the name of the other in any form of advertising or publicity without the express written pennission of the other party. SECTION EIGHTEEN—DISCRIMINATION PROHIBITED In hiring, employment, subcontractin 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(Stating Study) City of Fort Worth&Police Executive Research Forum Page 3 of 15 activities I including but not limited to, recruitment and selection; demotion., transf-er, lay-off or ten-nination,, rates of pay or other forms, of compensation"and selection for training. PE,RF 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 permit maximurn participation by small and minority firms and women's, business enterp�ri,ses when developing independent contracts for work covered by this Agreement. SECTION NINETEEN—INDEMNIFICATION PERT" 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, INCLUDfNG BUT NOT LIMITED TO OFFICERS, AGENTS, OR PERF EMPLOYEES OR SUBCONTRACTORS,, W141CH MAY ARISE OUT OF A-NY' NEGLIGENT ACT", ERROR OR OMISSION IN THE PERFORMANCE OF' THIS AGREEMENT. PERF SHALL DEFEND AT ITS, OWN EXPENSE ANY SUITS OR OTHER PROCEEDINGS BROUGHT AGATNS,r r THE CITY, ITS OFFICERS, AGENTS AND EMPLOYEES, OR ANY OFTHEM, RESULTING FROM SUCH NEG1,IGENT ACT, ERROR OR OMISSION; AND SHALL PAY ALL EXPENSES AND SATISFY ALL KIDGMENTS WHICH MAY BE INCURRED BY OR RE1NDERED AGAINST THEM OR ANY OF THEM IN CONNECTION THEREWITH RESULTfNG FROM SUCH NEGLIGENT, ERROR OR OMISSION. SECTION "rWENTY—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 Agreemeiit. PERF agrees that the City shall haveaccess during normal working,hours to all necessary PER.14facilities and shall be provided adequate and appropriate works,pace in order to conduct audits m compliance with the provisions of this section. The City shall give PERF reasonable advance notice of intended audits. PERF4 further agrees to 'Include in all its subconsultant agreements hereunder a provision to the effect that the s,ubconsultant agrees that the City shall, until the expiration of three (3) years after final payment under the subco�n,s,ultant 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 normal working hours to all sub,consultant facilities, and shall be provided adequate and appropriate work space, in order to conauct audits in compliance with the provisions of this article. The City shall give subconsultant reasonable advance notice of intended audits. SECTION TWENTY-ONE—INSURANCE REQUIR14.1,MENTS 'I 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 1,0010,000 Each Occurrence $1 000�,,00�O Aggregate General 1,1ability $L000,000 Each Occurrence $1.,0001000 Aggregate Worker's Compensation - Statutory limits ofic'es shall name the C* All applicame p i i pity as an additional insured thereon, as its interests may appear. The term "City" shall include its employees, officers, officialsl 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. PERT shall provide the City with a minimum of thirty (30) days notice of cancellation or reduction in limits of coverage. Ten (10) (lays notice shall be acceptable in the event of non-payment of premium. Notice shall be sent to the Risk Manager, City of Fort Worth, I Throck-morton, 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- V11 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—SIGNATUR-E 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: Police Execut* e h F 66r1es W. Daniels C, ck V6ier Assistant City Manager Executive, Director Date Date APPROVAL RECOMMENDED. Consulting Agreement(Staffing Study) City of Fort Worth&Police Executive Research Forum Page 5 of 15 . " Jeffrey a. sea . Chief of Police Date.- II z' APPROVED AS TO FORM m AND LEGAL T « "' . Jessica Sans an Assistant G At omey Contract AUM r zation C. Date Apr+ v . Aw Mao , .TT 0 T-f 1, r Ma J.'kayser ko ,1 � „ OFFICIAL CORD SECRETARY CITY Consulting Agreement(Staffing Study) FTO WORTH,TX City of,Fort Worth&Police Executive Research Forum iii!' IICII! ell EXHIBIT A: SCOPE OF SERVICES Comprehensive Study and Analysis of Staffing Allocation and Overall Staffing Efflciency 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 th-roughout 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 1. Patrol S Patrol Allocation Analysis This study will first conduct an examination of certain policy preferences that will guide the a study and the provision of patrol services ire the city and then assess, the current state of patrol workload, allocation, and deployment. These two elements, will allow PERFto determine whether changes are needed in the number of officers assigned to patrol and how those officers are assigned and scheduled, 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 municipa h,ity-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 PE RF 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 operatic onal ized so that the desired use of patrol time can be assessed. Consulting Agreement(Staffing Study) City of For Worth&Police Executive Research Forum Page 7 of 1 51 • Other policy preferences that Will have an 'impact on the recommendat'Ions 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 crime and incident data to, effectively patrol their ir 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 thus, traffic control', and enforcement). P'ERF'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. i nis 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 supervisiors 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. PERFtraditionally 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, stalling recommendations must he 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, t'rom the depart ment"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, PE,RF staff will Consulting Agreement(Staffing Study) City of Fort Worth&Police Executive Research F'orum Page 8,of 15 determine 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 policingand 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 format is an ASCII delimited file although other formats 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/uni.ts, on many events. • Each record should, contain, the following, information-, * Event/Incident number * Report number * Date of the Event/Incident 01 Day of the Week o Nature/Type of Incident(assault, burglary, suspicious, persons, traffic stop, etc.) o Police Beat Zone Sector, etc. of the even incident (this may be several fields) o Address of the incident o Unit Number o Wliether 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 average amount of time consumed by calls, for service, oiff"icer 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. PERT 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 resp�onse. This takes i.nto, account the "show-up" rate or the availability of adequate replacementsjbr personnel based the use of * Family leave, * Vacation leave, Consulting Agreement(Staffing Study) City of Fort Worth&Police Executive Research Forum Page 9 of 15 0 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., Ibis 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 mid by season. The data requested is absentee data for the same year as dispatch data. 0 Of'those scheduled to work, on each day and shift, the percent of those scheduled that show up. 0 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 "I tN week, for each of the primary elements—calls, for service, se 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 analysi's above, PE R-F 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 t "dw imes, p atrol area and staff members per vehicie 1P Our staffing and scheduling recommendations will account fore 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 information 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 PERK 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 tuffs information to ensure that community dernographics are being addressed by the department. For example, changes in the city's I lispanic 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 terms of special event staffing. The Deployment Plan review will include the City's population size and den All staffing .2 recornmendations will reflect anticipated changes. We will fully describe in our met I nodology the assumptions we make and the population trends we use in forecasting so that the department w*11 be able to an fing needs. I tic1pate future staf Overtime analysis As part of the deployment analysis PE R1," 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 information systems. Overtime policies, procedures and relevant articles within employee agreements between the Fort Worth Police Department and affected police associations wili oe collected. Select staff members of the police department will be interviewed by PE R-F staff members to determine current practice. Through these activities, the following Ojectives 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. .1 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. "I"he 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 alarms caliouts 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 I I of 15 Imp►le ennta,tion o recommendations l ERF will provide the department with a draft phased implementation plan to for any recommended changes � for �� Fort ��� Police Department. .i. .w,F:' MW ,w > ;:r, r ✓,` r � � ...,.:..�r leased on lie comments suggestions pERFt receives on the draft report, P ERF will prepare a final report. Part II. Specialized Units S�col � In addition to assessing-the department's patrol staffing in terms of call response and crime sol ten, 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 resp�oinse, crash investigations', enforcement and special events. Time spent on back:-yaps to patrol officers will, be assessed as ,. ` primary ponders.. well� as the extent.�t � Which Traffic officers are assigned as r�rnar -call for service res 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 Information Management and the Intelligence 'Section (Homeland Security, Criminal Tracking .]nit, Criminal Intelligence Unit, Police Emergency Management, Special Events)and review each unit's(arid their subunits) mandate to ensure that they are adequately addressing their mandated duties with the right number of person nel.. Tactical Investigations Division,: Our examination of the Narcotics Section DEA/DFW 'TF,NT ID'I"A, TCNU,, K-9,, Vice Unit, Narc ticsNice 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 deters-.ine 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 now time is allocated. Consulting,Agreement(Staffing Study) City fFort Worth&Police Executive Research Forum Page 12 of l 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 deter-nine if work is being completed within a reasonabile time frame and comports to Federal, state and local guidelines. 0 � d4fto M "C", Y$I, Mp me Wt Part 111. Investigative Units Sco PERT will conduct an analysis of caseload and crime rates (both within the Criminal, Investigations Division as well as the criminal investigations components in Patrol). used on the policy preferences expressed by the department, we will examine the division of labor between the patrol mid investigative "functi on s tol determine the extent to w'hich 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 ease-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 V investigator and actual working of that case by the investigator; Documenting current caseload and case status b case type, y 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 affestees, and The number of centralized and decentralized investigators needed to, conduct thorough criminal investigations in Fort Worth. his analysis will he based on p unique studies of investigations. PERF's approach for determining the number of investigators needed is based on the time required to perform thorough investigations by crime type, based on categories of solvability factors. PER "s reviews of investigations in a variety of law enforcement agencies have determined that the Consulting Agreement(Staffing Study) City of For Worth&Police Executive Research ForLItn Page 13 of 15 A P solvability of crime case reports, io:r offenses that are assigned foir follow-up investigation fall, into four general categories. • Those that result in n.o follow-Lip or in victim re contact only (usually via telephone)— 44contact cases"; • Those with substantial solvability which require relatively little further investigation to close—"less complex cases"; • Those with limited solvability that require substantial eftort 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 val mi I 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 tip becoming"contact only" after the initial report review by the assigned detective. 1 has The crimes that fall into the four categories vary by crime typie. PE ,'s previous worK as 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. PE 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 on time will be deducted from 2, 80 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 C4 t 91 S, 0 o'",_, "I re, 00 e an sty n"O P Consulting Agreement(Staffing Study) City of Fort Worth&Police Executive Research Forum Page 14 of 11 5 Part IV. Operational a-nd Admi'm'strative Sup _-port Scope P 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 informafion that 'is being used to allocate personnel to each function. Such functional units I*nclude the Program Support Division, Property/Records Management, Fleet Auto Pound Division, Budget and Finance Secti on, ,end Employment Services Section. Operaflonal 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 hi*n*ng goals, and provides Explorer posts with,relevant personnel and supervision. Program Support Divisi*onol, The project teani 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. Proper /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 Bete rridine whether there are backlogs and the amount of overtime being consumed. We will review stang in Fleet Services to ensure that there are Fleet/Auto Pound Divi*sl'on, ink enough skilled mechanl'cs/technicians to adequately service the diepartment'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 r0i insufficient personnel. tio" t e or",,a a an d Consulting Agreement(Staffing Study) City of Fort Worth&Police Executive Research Forum Page 15 of 15 M&C Review Pagel o f 2 (Nficia1 sat( of awls City of Fort Wotth, exa FORT CITY WORT11, C'OUINCIL COUNCIL ACnON:, Approved on 9/24/2013 r1Jfr�w�r✓�ulr�i.,u�r r�,frr ��/i/��r � r ,, � �i ei wrlise�rrr,/i�iir r �tir�u�lll�r»rair�ir✓/irnrrryv,rrll�i�.v�l� ,r„i/r i r v/r r J ,, lr�/eln f nu/eriir<r<rrrrrr!/>t»aixi�,aiu f✓re/rr,/,,J/i /� � ,r , r!, i,//r/%/CLl%%//e,%Il/if,%!!!!!b!R%�/rfyyl/I!'!/171//1111 ICY////ii!/r//dJ//,!i%//%%//////.,✓/,r/J////r%rr rri Ii eJrO r�d.trrr rr/r/l�'��i r�r��' ,i ,v r ,�..,!/JU,//lla�J/iGlO lleefl/i/�r/�%/lydG/JIOf4l�1 111///rtl�p�lG/Ol!/�NGA1,7J/%��,�UII111�I r61 dII��U17�d1�'71D/1 011JoD11111dd�'rl /f�errn7lr2d101G,%�(f�i'Ifi rrc oj�r,�,irr�rr�a�rra�,lriicc�r�irr,rJ/i �, (nuhf �, , urr/iuurh�,rrrrr /✓!�o�il�r11J,/�,raaiyr�.....1rr r r u n r,r,/ // / r���rrr�r r�e�lii�r!rrretiriiaiiii�rr,�ri/rr! r!r,01// /r arrG riiil�i��rr ✓a f J r,r r.� /,lr�u✓r✓t/rug✓ i // , r � r /1✓!��o✓>»,r/viii/i,ri/r / ///,, r , / iii,iiiiiaaaiir�r�niii�iiiiirr�i�rrre✓>r%x✓»�uu�aira�Nirr�trr�ratrid ra r,, ,/ �, „ v r /� ,,,,r , >I a�e�uutii�u�ter%��rr�/�ar�wur��/��a,�u�t�rl rr Gr;Kri��,r�r�/��/r�iei/�rr�i�ii�/�wr o�!r✓�ui�iu���irr�l�a,��i�Iri��d�I rrrtii ��rl��rr�y0i✓da�� DATE: 9/24/2013 REFERENCE **C-264617 35PERF AGREE'ENT- STAFFING ALLOCATION CODE: C TYPE.- CONSENT PUBLIC NO HEARING: SUBJECT: Authorize Execution of a Professional Services Agreement with the Police Executive Research Forum in the Amount of$ 05,1000.00 to Conduct a Staffing Allocation Study f the Fort Worth Police Department (ALL COUNCIL DISTRICTS r�r r N1irv'...NNi7 RECOMMENDATION: 'r�A�Jl I/rIU'�h1Nl tlUlrv..Y?uur.�'pQCrrcfufit�rd�rnu.,rrrr,�r�u,�U,loy,! ,rrr,r/r ii r.ir rr�!, Ji i , ��: r „ - � ,.., ,. ,i1/rfrl�ivarrrkill�rra»,t�lr»,rriiurrrrdiali�ur�ri;rarauiiiir�rr�rreiir oir,�ii/i/ol /a rr //////r,/ J r � / r �, r r N, r,,is r✓iiru�lour errrrr�,��rcrrriiiiii/�raiii✓irdi�ioa/i rr��io»ri i,,-/ayir/ii��/! /i,r r/ �//���/,( r' / r ii�/iii„iirr�trrrH✓ic,.,,/aaaiir�,,�iii�iaiiri,mllrrJiir/viii, u// c J,�,r� �, r �ri+i✓ru�i/oi r / �, !,n,///11%J//r,C)ln//✓/hP!,�f,�U•,1,�0�% l %y�7//l r r rr / err r p �r i t J iri i r r r �////J2JJl/�/GGJ6/GO/00/J/s!!%0�.7ll dJ lUIDILN�Ip(IUll al OJJL/��U9//O�ODI Of!//1+IiUllff(IP�I%DI�.D�7dl�0�U1WI/�Jdlll/r�/%G1e,01/d/IDJdI(1lPY/%rd�r�✓a'Tl l,/l/1iAUl,lft��1 V62f�IralN➢lAflfldZdialVODAYll l�lld�ll�Gd�7Gh�(,Ylflf(Ifildr2�idd0AU97� It is recommended that the City Council ,authorize the execution of a Professional Sorvi�ces greemr ont with the Police Executive Research Forum in the Amount of$105,0�00.00 to conduct a staffing allocation study for the Fort Worthy Police Department. DISCUSSION: The Police Executive Research Forum P F is o non-profit police research organization and a provider of management services, technical assistance and executive-level education to support law enforcement agencies, P E F helps to improve the delivery of police s �r ioos through the exorcise r strong national leadership, public debate of po�lioo, and criminal justi ce issues and research and polli�io development. PIERF will conduct o comprehensive StUdy to oval.into the Foil Worth Police Department's staffing al'looatioln and to identify any t ffi iriefficiencles. PERF w,ill provide, a written report with re,oo m r d atlr four staff in g, allocations throa out the r.e rtn"ie t. "i.ho study will also t-na Igo recom mend tio ns for organizational strL,Jcture changes to improve f icie nc d eff ctiveness, identify areas of the department that could be outsourced, rnake recommendations on the supervisory and civilian sup oirt reties, arid r oo r-nor d a staffing allocation model "Th e study will focus on patrol, specialized units, investigative unit s,1 p eration l and administrativeStApport services M OFFICE, waiver of the oul for B E S LA:bcontracting requ,irements was requested' the Police Department,and approved by the M/WBE Office, in accordance with the BDE Ordinance, because the purchase o of goads or services, from oUr o(s)where subcontracting or supplier opportunitio 3 are negligible.. FISCAL F T E I I : The Financial Management, Services Director certifilk-iis that funds are available, in the ou�rr nt opratu�n budget, as appropriated, of the General Fund. TO Funid/Account/Cent,ers FROM Fund/Account/Centers GG01 5312,00 0351000, $105,000-00 Submitted for fit Mann er' is , Charles Daniels 199 tt ,// pis.of n.et.or/coun,oil a,c t ,r o r l, ie.w.a,sp' t 186 o u i1date=x/24/20 . I 1/14/'t”0 13 M&C Review Page 2 of'2 Or*lginatingD,e..p art ment Head,; Jeffrey W. Halstead (4231) Additional Information Contact: Aya Eal:y (4239) ................... ATTACHMENTS http://apps.cfwnet.org/couj, c _packe /nc—r evew.asp?I D= 8644& ncA24/20 20 L)