RPVCCA_CC_SR_2012_07_17_07_Consideration_Of_Performance_Audit_ProposalsCrTYOF
MEMORANDUM
RANCHO PALOS VERDES
TO:
FROM:
DATE:.
SUBJECT:
HONORABLE MAYOR &CITY COUNCIL MEMBERS
COUNCILWOMAN SUSAN BROOKS AND /'.I (')LJYL;
COUNCILMAN JERRY DUHOVIC ~-~
JULY 17,2012 16~
CONSIDERATION OF PERFORMANCE AUDIT
PROPOSALS (Supports City Council Goal "Improve
Organizational Efficiency")
RECOMMENDATION
Authorize the Mayor to sign a professional services agreement with Matrix Consulting
Group at a total cost of $44,000.Additionally,the Council is asked to maintain the full
$50,000 budget allocation for this audit,to allow for any expanded work that the Council
may wish to authorize.
This task supports and is in accordance with approved 2012 City Council Goals and
Priorities.
BACKGROUND
On March 20 th ,the City Council adopted goals and priorities for 2012.Under the
general heading of "Government Efficiency,Fiscal Control and Transparency"is a more
focused goal to "Improve Organizational Efficiency,which in turn specifies "[conducting]
a performance audit of City staffing and programs."This item is introduced for the City
Council's discussion and consideration in furtherance of this goal.
At Council's direction,Councilwoman Brooks solicited three proposals from qualified
firms that specialize in conducting an assessment of municipal agencies.The firms
responding included Koff &Associates and Matrix Consulting Group.
7-1
MEMORANDUM:Consid~ration of Perf~rmance Audit Proposals
JUly 17,2012
Page 2
DISCUSSION
Initially,Councilwoman Brooks brought forward a recommendation to undertake a
"Performance Audit"to assess the City's staff workload,productivity and resources as a
follow up tathe Council Teambuilding and Goal Setting exercises.By authorizing an
external evaluation in conjunction with the assessment completed by Management
Partners in February 2008,the Council should have sufficient data to assess the
adequacy and appropriateness of the City's staffing,policies,procedures,resources
and productivity.
On July 3,2012,the Mayor and Council appointed .an Ad Hoc Subcommittee consisting
of Council Members Brooks and Duhovic to bring forward proposals for an
organizational performance audit of City staffing and programs.Of the three proposals
received,two were selected by the Subcommittee for Council's consideration:Koff &
Associates and Matrix Consulting Group.Both proposals address the goal of providing
a thorough assessment of operations,resources and finance,including a critique of City
Management and community relations.The two proposals are attached to this report.
On May 15,the City Council agreed to reserve $50,000 in the FY 12-13 operating
bUdget for this audit as a potentially valuable exercise that would contribute to Council
Goal #5 Government Efficiency,Fiscal Control and "Fransparency.The cost bids
received for this assignment by tHe two final candidates are as follows:
Koff &Associates of Emeryville,CA
Matrix Consulting Group of Palo Alto,CA
$29,960
$49,500 and revised to $44,000
Upon review of the proposals by the Subcommittee,Councilwoman Brooks and
Councilman Duhovic agree that the proposal from Matrix Consulting Group would best
meet the desired goals of the Council.Matrix is a well-known and well-respected firm
both locally throughout the Los Angeles region,as well as earning an excellent national
reputation.Having conducted over .50 organizational studies of cities and counties,
Matrix is well-positioned to assess our organization's strengths and areas needing
improvement.
The methodology to be utilized and the deliverables specified by Matrix is a
demonstration of the firm's superior expertise.It calls for an in-depth examination of
services,staffing and workflow with an emphasis on opportunities for greater
efficiencies and cost savings along with enhanced goal achievement.
The Council Subcommittee has successfully negotiated a reduction in the initial
proposed contract price submitted by Matrix from the original $49,500 to the agreed
upon $44,000 without any reduction in services specified.
7-2
MEMORANDUM:Consideration of Performance Audit Proposals
July 17,2012
Page 3
CONCLUSION
The City Council is asked to authorize the engagement of Matrix Consulting Group to
conduct a citywide Management and Staffing performance audit in accordance with the
proposal attached at a cost of $44,000,while maintaining the budgetary allocation of
$50,000 to cover any additional work that the Council may wish to authorize.
ATTACHMENTS:
City of Rancho Palos Verdes ProfessionallTechnical Services Agreement
Proposal to Conduct a Citywide Management and Staffing Study,Matrix Consulting
Group
Proposal for an Organizational Performance Review,Koff &Associates
7-3
CITY OF RANCHO PALOS VERDES
PROFESSIONALITECHNICAL SERVICES AGREEMENT
THIS AGREEMENT ("Agreement")is made and entered into this 17th day of July,2012
by and between the City of Rancho Palos Verdes (hereinafter referred to as the "CITY")
and Matrix Consulting Group (hereafter referred to as "CONSULTANT").
IN CONSIDERATION ofthe covenants hereinaftersetforth,the parties hereto agree
as follows:
ARTICLE 1
SCOPE OF SERVICES
1.1 Project Description
The Project is described as follows:
Perform an organizational efficiency study for the CITY to assess Staff workload,
productivity and resources.
1.2 Description of Services
CONSULTANT shall:
Perform an organizational efficiency assessment of the City,as described in
CONSULTANT's Proposal,which is attached hereto as Exhibit "A"and incorporated
herein by this reference.
1.3 Schedule of Work
Upon receipt of written Notice to Proceed from the CITY,CONSULTANT
shall perform with due diligence the services requested by the CITY.Time is of the
essence in this Agreement.CONSULTANT shall not be responsible for delay,nor shall
CONSULTANT be responsible for damages or be in default or deemed to be in default by
reason of strikes,lockouts,accidents,or acts of God,or the failure of CITY to furnish timely
information or to approve or disapprove CONSULTANT's work promptly,or delay or faulty
performance by CITY,other consultants/contractors,or governmental agencies,or any
other delays beyond CONSULTANT's control or without CONSULTANT's fault.
ARTICLE 2
COMPENSATION
Page 1 of 11
R6876-0001\1473941v1.doc Agreement for Professional Services
7-4
2.1 Fee
CITY agrees to compensate CONSULTANT an amount not to exceed forty-
four thousand dollars ($44,000)for services as described in Article 1.
2.2 Payment Address
All payments due CONSULTANT shall be paid to:
Matrix Consulting Group
721 Colorado Ave
Suite 101
Palo Alto,CA 94303
2.3 Terms of Compensation
CONSULTANT shall submit monthly invoices for the percentage of work
completed in the previous month.CITY agrees to authorize payment for all undisputed
invoice amounts within thirty (30)days of receipt of each invoice.CITY agrees to use its
best efforts to notify CONSULTANT of any disputed invoice amounts or claimed
completion percentages within ten (10)days of the receipt of each invoice.However,
CITY's failure to timely notify CONSULTANT of a disputed amount or claimed completion
percentage shall not be deemed a waiver of CITY's right to challenge such amount or
percentage.
Additionally,in the event CITY fails to pay any undisputed amounts due
CONSULTANT within forty-five (45)days after invoices are received by CITY then CITY
agrees that CONSULTANT shall have the right to consider said default a total breach of
this Agreement and be terminated by CONSULTANT without liability to CONSULTANT
upon ten (10)working days advance written notice.
2.4 Additional Services
CITY may request additional specified work under this Agreement.All such
work must be authorized in writing by the CITY's City Manager prior to commencement.
CONSULTANT shall perform such services,and CITY shall pay for such additional
services in accordance with CONSULTANT's Schedule of Hourly Rates,which is within
Exhibit "A."The schedule of hourly rates shall be in effect through the end of this
Agreement.
2.5 Term of Agreement
This Agreement shall commence on July 17,2012,and shall terminate on
June 30,2013,unless sooner terminated pursuant to Article 4 of this Agreement.
Page 2 of 11
R6876-0001\14 73941 v1.doc Agreement for Professional Services
7-5
ARTICLE 3
INDEMNIFICATION AND INSURANCE
3.1 Indemnification
CONSULTANT shall defend,indemnify,and hold the CITY,its officials,
officers,employees,agents and independent contractors serving in the role of CITY
officials,and volunteers (collectively "Indemnitees")free and harmless from any and all
claims,demands,causes of action,costs,expenses,liabilities,losses,damages or
injuries,in law or equity,to property or persons,including wrongful death (collectively
"Claims"),in any manner arising out of or incident to any acts or omissions of
CONSULTANT,its officials,officers,employees or agents in connection with the
performance of this Agreement,including without limitation the payment of all
consequential damages,attorneys'fees,and other related costs and expenses,except
for such Claims arising out of the sole negligence or willful misconduct of the
Indemnitees.With respect to any and all such Claims,CONSULTANT shall defend
Indemnitees at CONSULTANT's own cost,expense,and risk and shall pay and satisfy
any judgment,award,or decree that may be rendered against Indemnitees.
CONSULTANT shall reimburse Indemnitees for any and all legal expenses and costs
incurred by each of them in connection therewith or in enforcing the indemnity herein
provided.CONSULTANT's obligation to indemnify shall not be restricted to insurance
proceeds,if any,received by CONSULTANT or Indemnitees.All duties of
CONSULTANT under this Section shall survive termination of this Agreement.
3.2 General Liability
CONSULTANT shall at all times during the term of the Agreement carry,
maintain,and keep in full force and effect,a policy or policies of Commercial General
Liability Insurance,with minimum limits of one million dollars ($1,000,000)for each
occurrence and two million dollars ($2,000,000)general aggregate for bodily injury,death,
loss or property damage for products or completed operations and any and all other
activities undertaken by CONSULTANT in the performance of this Agreement.Said policy
or policies shall be issued by an insurer admitted to do business in the State of California
and rated in A.M.Best's Insurance Guide with a rating of A:Vn or better.
3.3 Professional Liability
CONSULTANT shall at all times during the term of this Agreement,carry,
maintain,and keep in full force and effect a policy or policies of professional liability
insurance with a minimum limit of one million dollars ($1,000,000)per claim and aggregate
for errors and/or omissions of CONSULTANT in the performance of this Agreement.Said
policy or policies shall be issued by an insurer admitted to do business in the State of
California and rated in Best's Insurance Guide with a rating of A:Vn or better.If a "claims
made"policy is provided,such policy shall be maintained in effect from the date of
Page 3 of 11
R6876-0001\1473941v1.doc Agreement for Professional Services
7-6
performance of work or services on the CITY's behalf until three (3)years after the date of
work or services are accepted as completed.Coverage for the post-completion period may
be provided by renewal or replacement of the policy for each of the three (3)years or by a
three-year extended reporting period endorsement,which reinstates all limits for the
extended reporting period.If any such policy and/or policies have a retroactive date,that
date shall be no later than the date of first performance of work or services on behalf of the
CITY.Renewal or replacement policies shall not allow for any advancement of such
retroactive date.
3.4 Automobile Liability
CONSULTANT shall at all times during the term of this Agreement obtain,
maintain,and keep in full force and effect,a policy or policies of Automobile Liability
Insurance,with minimum of one million dollars ($1,000,000)per claim and occurrence and
two million dollars ($2,000,000)in the aggregate for bodily injuries or death of one person
and five hundred thousand dollars ($500,000)for property damage arising from one
incident.
3.5 Worker's Compensation
CONSULTANT agrees to maintain in force at all times during the
performance of work under this Agreement worker's compensation insurance as required
by the law.CONSULTANT shall require any subcontractor similarly to provide such
compensation insurance for their respective employees.
3.6 Notice of Cancellation
(a)All insurance policies shall provide that the insurance coverage shall
not be cancelled by the insurance carrier without thirty (30)days prior written notice to
CITY,or ten (10)days notice if cancellation is due to nonpayment of premium.
CONSULTANT agrees that it will not cancel or reduce said insurance coverage.
(b )CONSULTANT agrees that if it does not keep the aforesaid insurance
in full force and effect,CITY may either immediately terminate this Agreement or,if
insurance is available at a reasonable cost,CITY may take out the necessary insurance
and pay,at CONSULTANT's expense,the premium thereon.
3.7 Certificate of Insurance
At all times during the term ofthis Agreement,CONSULTANT shall maintain
on file with the CITY Clerk a certificate of insurance showing that the aforesaid policies are
in effect in the required amounts.The commercial general liability policy shall contain
endorsements naming the CITY,its officers,agents and employees as additional insureds.
Page 4 of 11
R6876-0001 \14 73941 v1.doc Agreement for Professional Services
7-7
3.8 Primary Coverage
The insurance provided by CONSULTANT shall be primary to any coverage
available to CITY.The insurance policies (other than workers compensation and
professional liability)shall include provisions for waiver of subrogation.
ARTICLE 4
TERMINATION
4.1 Termination of Agreement
(a)This Agreement may be terminated at any time,with orwithout cause,
by the CITY upon thirty (30)days prior written notice or by CONSULTANT upon ninety (90)
days prior.written notice.Notice shall be deemed served if completed in compliance with
Section 6.14.
(b)In the event of termination or cancellation of this Agreement by
CONSULTANT or CITY,due to no fault or failure of performance by CONSULTANT,
CONSULTANT shall be paid compensation for all services performed by CONSULTANT,
in an amount to be determined as follows:for work satisfactorily done in accordance with
all of the terms and provisions of this Agreement,CONSULTANT shall be paid an amount
equal to the percentage of services performed prior to the effective date of termination or
cancellation in accordance with the work items;provided,in no event shall the amount of
money paid under the foregoing provisions of this paragraph exceed the amount which
would have been paid to CONSULTANT for the full performance of the services described
in this Agreement.
ARTICLE 5
OWNERSHIP OF DOCUMENTS
5.1 Ownership of Documents and Work Product
All final documents,plans,specifications,reports,information,data,exhibits,
photographs,images,video files and media created or developed by CONSULTANT
pursuant to this Agreement ("Written Products")shall be and remain the property of the
CITY without restriction or limitation upon its use,duplication or dissemination by the CITY.
All Written Products shall be considered "works made for hire,"and all Written Products
and any and all intellectual property rights arising from their creation,including,but not
limited to,all copyrights and other proprietary rights,shall be and remain the property of the
CITY without restriction or limitation upon their use,duplication or dissemination by the
CITY.CONSULTANT shall not obtain or attempt to obtain copyright protection as to any
Written Products.
Page 5 of 11
R6876-0001 \1473941 v1.doc Agreement for Professional Services
7-8
CONSULTANT hereby assigns to the CITY all ownership and any and all
intellectual property rights to the Written Products that are not otherwise vested in the CITY
pursuant to the paragraph directly above this one.
CONSULTANT warrants and represents that it has secured all necessary
licenses,consents or approvals to use any instrumentality,thing or component as to which
any intellectual property right exists,including computer software,used in the rendering of
the services and the production of all Written Products produced under this Agreement,
and that the CITY has full legal title to and the right to reproduce the Written Products.
CONSULTANT shall defend,indemnify and hold the CITY,and its elected officials,officers,
employees,servants,attorneys,designated volunteers,and agents serving as independent
contractors in the role of CITY officials,harmless from any loss,claim or liability in any way
related to a claim that CITY's use of any of the Written Products is violating federal,state
or local laws,or any contractual provisions,or any laws relating to trade names,licenses,
franchises,copyrights,patents or other means of protecting intellectual property rights
and/or interests in products or inventions.CONSULTANT shall bear all costs arising from
the use of patented,copyrighted,trade secret or trademarked documents,materials,
equipment,devices or processes in connection with its provision of the services and
Written Products produced under this Agreement.In the event the use of any of the
Written Products or other deliverables hereunder by the CITY is held to constitute an
infringement and the use of any of the same is enjoined,CONSULTANT,at its expense,
shall:(a)secure for CITY the right to continue using the Written Products and other
deliverables by suspension of any injunction,or by procuring a license or licenses for CITY;
or (b)modify the Written Products and other deliverables so that they become non-
infringing while remaining in compliance with the requirements of this Agreement.This
covenant shall survive the termination of this Agreement.
Upon termination,abandonment or suspension of the Project,the
CONSULTANT shall deliver to the CITY all Written Products and other deliverables related
to the Project without additional cost or expense to the CITY.If CONSULTANT prepares a
document on a computer,CONSULTANT shall provide CITY with said document both in a
printed format and in an electronic format that is acceptable to the CITY.
ARTICLE 6
GENERAL PROVISIONS
6.1 Representation
The CITY representative shall be the City Manager or his or her designee,
and Richard Brady,President shall be CONSULTANT's designated representative.These
individuals shall be the primary contact persons for the parties regarding performance of
this Agreement.
Page 6 of 11
R6876-0001\1473941v1.doc Agreement for Professional Services
7-9
6.2 Fair Employment Practices/Equal Opportunity Acts
In the performance of this Agreement,CONSULTANT shall comply with all
applicable provisions of the California Fair Employment Practices Act (California
Government Code Sections 12940-48),the applicable equal employment provisions of the
Civil Rights Act of 1964 (42 U.S.C.200e-217),and the Americans with Disabilities Act of
1992 (42 U.S.C.§11200,et seq.).
6.3 Personnel
CONSULTANT represents that it has,or shall secure at its own expense,all
personnel required to perform CONSULTANT's services under this Agreement.
CONSULTANT shall make reasonable efforts to maintain the continuity of CONSULTANT's
staff who are assigned to perform the services hereunder and shall obtain the approval of
the Director of Public Works of all proposed staff members who will perform such services.
CONSULTANT may associate with or employ associates or sub-consultants in the
performance of its services under this Agreement,but at all times shall CONSULTANT be
responsible for its associates or sub-consultants'services.
6.4 CONSULTANT's Representations
CONSULTANT represents,covenants and agrees that:a)CONSULTANT is
licensed,qualified,and capable of furnishing the labor,materials,and expertise necessary
to perform the services in accordance with the terms and conditions set forth in this
Agreement;b)there are no obligations,commitments,or impediments of any kind that will
limit or prevent CONSULTANT's full performance under this Agreement;c)to the extent
required by the standard of practice,CONSULTANT has investigated and considered the
scope of services performed,has carefully considered how the services should be
performed,and understands the facilities,difficulties and restrictions attending
performance of the services under this Agreement.
6.5 Conflicts of Interest
CONSULTANT agrees not to accept any employment or representation
during the term of this Agreement or within twelve (12)months after completion ofthework
under this Agreement which is or may likely make CONSULTANT "financially interested"
(as provided in California Government Code Sections 1090 .and 87100)in any decisions
made by CITY on any matter in connection with which CONSULTANT has been retained
pursuant to this Agreement.
6.6 Legal Action
(a)Should either party to this Agreement bring legal action against the
other,the validity,interpretation,and performance of this Agreement shall be controlled by
Page 7 of 11
R6876-0001\1473941v1.doc Agreement for Professional Services
7-10
and construed under the laws of the State of California,excluding California's choice of law
rules.Venue for any such action relating to this Agreement shall be in the Los Angeles
County Superior Court.
(b)If any legal action or other proceeding,including action for declaratory
relief,is brought for the enforcement of this Agreement or because of an alleged dispute,
breach,default or misrepresentation in connection with this Agreement,the prevailing party
shall be entitled to recover reasonable attorneys'fees,experts'fees,and other costs,in
addition to any other relief to which the party may be entitled.
(c)Should any legal action about a project between CITY and a party
other than CONSULTANT require the testimony of CONSULTANT when there is no
allegation that CONSULTANT was negligent,CITY shall compensate CONSULTANT for its
testimony and preparation to testify at the hourly rates in effect at the time of such
testimony.
6.7 Assignment
Neither this Agreement nor any part thereof shall be assigned by
CONSULTANT without the prior written consent of the CITY.Any such purported
assignment without written consent shall be null and void,and CONSULTANT shall hold
harmless,defend and indemnify the CITY and its officers,officials,employees,agents and
representatives with respect to any claim,demand or action arising from any unauthorized
assignment.
Notwithstanding the above,CONSULTANT may use the services of persons
and entities not in CONSULTANT's direct employ,when it is appropriate and customary to
do so.CONSULTANTis use of subconsultants for additional services shall not be
unreasonably restricted by the CITY provided CONSULTANT notifies the CITY in advance.
6.8 Independent Contractor
CONSULTANT is and shall at all times remain,as to the CITY,a wholly
independent contractor.Neither the CITY nor any of its agents shall have control over the
conduct of CONSULTANT or any of the CONSULTANT's employees,except as herein set
forth,and CONSULTANT is free to dispose of all portions of its time and activities which it
is not obligated to devote to the CITY in such a manner and to such persons,firms,or
corporations as the CONSULTANT wishes except as expressly provided in this Agreement.
CONSULTANT shall have no power to incur any debt,obligation,or liability on behalf of the
CITY or otherwise act on behalf of the CITY as an agent.CONSULTANT shall not,at any
time or in any manner,represent that it or any of its agents,servants or employees,are in
any manner agents,servants or employees of CITY.CONSULTANT agrees to pay all
required taxes on amounts paid to CONSULTANT under this Agreement,and to indemnify
and hold the CITY harmless from any and all taxes,assessments,penalties,and interest
asserted against the CITY by reason of the independent contractor relationship created by
Page 8 of 11
R6876-0001\1473941v1.doc Agreement for Professional Services
7-11
this Agreement.CONSULTANT shall fully comply with the workers'compensation law
regarding CONSULTANT and its employees.CONSULTANT further agrees to indemnify
and hold the CITY harmless from any failure of CONSULTANT to comply with applicable
workers'compensation laws.The CITY shall have the right to offset against the amount of
any fees due to CONSULTANT under this Agreement any amount due to the CITY from
CONSULTANT as a result of its failure to promptly pay to the CITY any reimbursement or
indemnification arising under this Article.
6.9 Titles
The titles used in this Agreement are for general reference only and are not
part of the Agreement.
6.10 Entire Agreement
This Agreement,including any other documents incorporated herein by
specific reference,represents the entire and integrated agreement between CITY and
CONSULTANT and supersedes all prior negotiations,representations or agreements,
either written or oral.This Agreement may be modified or amended,or provisions or
breach may be waived,only by subsequent written agreement signed by both parties.
6.11 Construction
In the event of any asserted ambiguity in,or dispute regarding the
interpretation of any matter herein, the interpretation of this Agreement shall not be
resolved by any rules of interpretation providing for interpretation against the party who
causes the uncertainty to exist or against the party who drafted the Agreement or who
drafted that portion of the Agreement.
6.12 Non-Waiver of Terms,Rights and Remedies
Waiver by either party of anyone or more of the conditions of performance under
this Agreement shall not be a waiver of any other condition of performance under this
Agreement.In no event shall the making by the CITY of any payment to CONSULTANT
constitute or be construed as a waiver by the CITY of any breach of covenant,or any
default which may then exist on the part of CONSULTANT,and the making of any such
payment by the CITY shall in no way impair or prejudice any right or remedy available to
the CITY with regard to such breach or default.
6.13 Severability
If any term or portion of this Agreement is held to be invalid,illegal,or otherwise
unenforceable by a court of competent jurisdiction,the remaining provisions of this
Agreement shall continue in full force and effect.
Page 9 of 11
R6876-0001 \1473941 v1.doc Agreement for Professional Services
7-12
6.14 Notice
Except as otherwise required by law,any notice or other communication authorized
or required by this Agreement shall be in writing and shall be deemed received on (a)the
day of delivery if delivered by hand or overnight courier service during CONSULTANT's or
CITY's regular business hours or (b)on the third business day following deposit in the
United States mail,postage prepaid,to the addresses listed below,or at such other
address as one party may notify the other:
To CITY:
Responsible Person:Carolyn Lehr,City Manager
City of Rancho Palos Verdes
30940 Hawthorne Blvd.
Rancho Palos Verdes,CA 90275
To CONSULTANT:
Responsible Person:Richard Brady,President
Matrix Consulting Group
721 Colorado Ave
Suite 101
Palo Alto,CA 94303
IN WITNESS WHEREOF,the parties hereto have executed this Agreement as of
the date and year first above written.
Dated:_
R6876-0001\1473941v1.doc
MATRIX CONSULTING GROUP
("CONSULTANT")
By:_
Printed Name:_
Title:_
By:_
Printed Name:_
Title:_
Page 10 of 11
Agreement for Professional Services
7-13
Dated:_
ATTEST:
By:_
City Clerk
R6876-0001 \1473941 v1.doc
CITY OF RANCHO PALOS VERDES
("CITY")
By:_
Mayor
APPROVED AS TO FORM:
By:--:-:-_
City Attorney
Page 11 of 11
Agreement for Professional Services
7-14
Exhibit "A":
Consultant's Proposal,including Schedule of Hourly Rates
Exhibit "A"
R6876-0001\1347726v1.doc
7-15
'Proposal to Conduct a Citywide Management
and Staffing Study
CITY OF RANCHO PALOS VERDES,
CALIFORNIA
tri
consulting group
7-16
TABLE OF CONTENTS
Proposal Section
LETTER OF TRANSMITTAL
A.FIRM BACKGROUND AND EXPERIENCE
B.PROJECT TEAM
C.PROJECT APPROACH AND METHODOLOGY
D.REFERENCES
E.PROJECT COST AND SCHEDULE
APPENDIX -RESUMES
Page
1
7
9
19
22
23
7-17
matrix
consulting group
May 21,2012
Council person Susan Brooks
City of Rancho Palos Verdes
30940 Hawthorne Boulevard
Rancho Palos Verdes,CA 90275
Dear Ms.Brooks:
The Matrix Consulting Group is pleased to submit this proposal to Conduct a
Citywide Management and Staffing Study for the City of Rancho Palos Verdes.Our
proposal is based on our telephone conversation last week,review of the previously
conducted Management Partners report,our background research on the City and our
extensive experience conducting hundreds of similar government organizational studies
in California and across the country.
The team we have assembled for this assignment has consulting experience
encompassing over 600 projects just within the past 10 years of Matrix CG,in addition
to experience as government managers.Our depth can be summarized by:
•We were formed in 2002 by senior consultants who have worked to together in
this and other firms for up to 30 years conducting organizational,management
and operations analysis for government.
•Our team has conducted over 50 organization-wide studies of cities and counties
around the country.This has included such agencies as:
Albany,New York
Avon,Connecticut
Augusta,Georgia
Barstow,California
Brattleboro,Vermont
Burlington,Massachusetts
Chatham County,Georgia
Deltona,Florida
Franklin Township,New Jersey
Fort Morgan,Colorado
Goodyear,Arizona
Hanford,California
Irvine,California
Johnson County,Kansas
Lathrop,California
Los Angeles,California
Los Gatos,California
Monroe County,Michigan
Monrovia,California
Montpelier,Vermont
Orland Park,Illinois
Palo Alto,California
Portsmouth,New Hampshire
Portsmouth,Virginia
Poway,California
Prescott Valley,Arizona
Raymore,Missouri
Roseville,California
San Clemente,California
San Rafael,California
Spokane,Washington
Sunnyvale,California
Venice,Florida
Walnut Creek,California
Waltham,Massachusetts
Wayland,Massachusetts
721 Colorado Avenue,Suite 101 m Palo Alto,CA 94303 650.858.0507 650.858.0509 fax
California,Illinois,Massachusetts,Texas,Washington
7-18
We are currently completing citywide studies for Rancho Mirage (CA)and
Albuquerque (NM).
The quality of the firm is also attested to by the noteworthiness of our recent
clients -we are currently conducting a maintenance study for the United Nations and
recently completed an organizational study of the Washington State Ferries System.
As President of the firm,I am authorized to submit this proposal,negotiate on
behalf of the firm,and execute any contracts necessary.
If you have any questions,please do not hesitate to contact me at either the
address on the letterhead,via e-mail at rbrady@matrixcg.net or at 650.858.0507.I
would welcome the opportunity to further discuss our experience and qualifications with
you.
Matrix Consulting Group
Richard Brady
President
7-19
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
A.FIRM BACKGROUND AND EXPERIENCE
This section of our proposal provides background information regarding our firm
and our prior consulting experience that is relevant to this engagement.
1.INFORMATION ABOUT THE MATRIX CONSULTING GROUP
The Matrix Consulting Group was formed in 2002 by senior consultants who
desired to work in a firm where senior people actually conducted project work and
provided direct service to municipal clients in a low overhead environment.Our only
business focus is the provision of organization and management analytical services to
local government.Our firm's history and composition is summarized below:
•We were founded in 2002.However,the principals and senior staff of our firm
have worked together in this and other consulting organizations as one team for
between 10 and 30 years.
•Our only market and service focus is management,staffing and operations
analysis of local government.
•Our firm maintains offices in California (where we are incorporated and
headquartered),Illinois,Texas,Massachusetts and Washington.This project
would be managed from our office in California.
•We currently have 10 full time and 3 part time staff.
We are proud of our track record in providing analytical assistance to local
governments around the country.This track record is bolstered by our rate of
successful implementation,which exceeds 80%of recommendations made.
As one of the leading public sector management consulting firms in the country,we
are well positioned to assist the City of Rancho Palos Verdes on this engagement.The
following sections outline other aspects of our approach that are important to note.
2.OUR MANAGEMENT STUDIES PHILOSOPHY
Our market niche is based on providing detailed analysis through extensive data
collection,input and interaction with our clients.The cornerstone of our philosophy in
conducting organization and management studies is summarized in the follOWing points:
• A principal of the firm is always involved in every aspect of each of our studies.
This includes interviews of staff,data collection,report writing,client meetings
and public presentations.For this project we would commit the President of the
Matrix Consulting Group Page 1
7-20
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
company who has over 30 years of experience in every local government
function.He would be actively involved in managing the project team.
•Our projects are approached with a firm grounding in formal analytical
methodologies.Our clients receive detailed analysis of their specific issues.All
impacts are identified and analyzed in detail to ensure that recommendations are
implemented and our clients (and the public they serve)can understand the
reasons for recommended changes.This is achieved by:
Use of frequent and substantive project management techniques,which
are explained in the next subsection.
Extensive input of staff through interviews and surveys;extensive input
from other stakeholders (e.g.,elected officials as well as community
representatives ).
Detailed data collection and analysis derived from primary sources.
Extensive internal reviews at the departmental and steering committee
levels of facts,findings,conclusions and recommendations as studies
proceed.
Detailed implementation plans,which clearly describe the priority of each
recommendation,who should be responsible for change management,the
timing for implementation and performance measures to monitor progress.
This philosophy and approach has provided our clients with valuable assistance
and advice in dealing with important public policy issues.It also provides a high-level of
buy-in from all affected stakeholders,as they have multiple opportunities for
participation in the study and have the opportunity to be apprised of our progress
throughout the term of the engagement.As noted above,it has also resulted in very
high levels of implementation of our recommendations.
3.PROJECT MANAGEMENT AND CONTROLS
We believe very strongly in the science of our craft.As a result,we utilize formal
project management techniques in our studies.These techniques include:
•All project work activities are defined in advance and tied to each project team
member,deliverables,the schedule and the budget.
•The project manager briefs project team members of their roles and
expectations.This is accomplished in writing and in person.
Matrix Consulting Group Page 2
7-21
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
•The project manager and lead analysts develop general and project specific data
collection plans and interview guides for all of our staff in each departmental
function.
•Internal (project team)and external (client)expectations and results are
managed on a weekly basis.Formal project schedules and accountability
reporting mechanisms are used to report this.
•The project manager designs and personally reviews all interim and final
products before they are delivered to the client.
•We have frequent client review meetings to discuss the quality and direction of
the project through interim deliverables.We commit to monthly formal reviews,
including project steering committee meetings as well as ongoing status reports.
These project management approaches have resulted in all of our projects being
delivered at a high level of quality,on time and on budget.
4.SUMMARY OF EXPERIENCE FOR THE MATRIX CONSULTING GROUP
Our experience encompasses a wide variety of organization-wide studies that
included organizational analysis and the review and development of performance
measures for governmental services.Many of these studies also included evaluations
of shared services I intergovernmental cooperation in the provision of municipal
services.We have conducted over 50 organization-wide studies in our careers.The
following table provides a sampling of these studies:
Albany,New York
Alexandria,Louisiana
Avon,Connecticut
Augusta,Georgia
Barstow,California
Brattleboro,Vermont
Burlington,Massachusetts
Chatham County,Georgia
Deltona,Florida
Franklin Township,New Jersey
Fort Morgan,Colorado
Goodyear,Arizona
Lathrop,California
Lawrence,Massachusetts
Johnson County,Kansas
Orland Park,Illinois
Orleans,Massachusetts
Monroe County,Michigan
Montpelier,Vermont
Monrovia,California
Palo Alto,California
Portsmouth,New Hampshire
Portsmouth,Virginia
Poway,California
Prescott Valley,Arizona
Raymore,Missouri
Roseville,California
San Clemente,California
San Rafael,California
Spokane,Washington
Sunnyvale,California
Walnut Creek,California
Waltham,Massachusetts
Wayland,Massachusetts
As the list shows,we have extensive experience analyzing municipal services
throughout the nation.Additionally,we are currently engaged by the cities of Rancho
Mirage (CA)and Albuquerque (NM)to conduct city-wide organizational and operational
reviews.
Matrix Consulting Group Page 3
7-22
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
5.ADDITIONAL EXPERIENCE OF THE MATRIX CONSULTING GROUP.
In addition to our experience conducting organization-wide analysis,we have
conducted over 600 studies of individual departments for every local government
function.Almost all of these studies included an evaluation and /or recommendations
regarding appropriate service levels,organizational structures and performance
measures.Examples in just the past several years include:
Client Project Name
Albemarle,Virginia Fire Department Master Plan
Alexandria,Virginia Performance Audit of the Fleet Services
Alexandria,Virginia Performance Audit of the Parks and Recreation Department
Alexandria,VirQinia Technical Assistance in the Development of an MMS RFP
Amesbury,Massachusetts Effectiveness and Efficiency Study of the Fire Department
Arlington County,Virginia Site Plan Review Study
Arlington,Texas Police Study
Athens,Texas Fire Department ManaQement Study
Augusta,Maine Fire Consulting Services
Aurora,Colorado Police Department Organization Study
Avon,Connecticut Feasibility of Town-School Administrative Function Consolidation
Baldwin-Wallace College,Ohio Fire Regionalization Project
Bayonne,New Jersey Fire and Police Management Studies
Beverly Hills,California PW and Transportation Department Management Study
Beverly Hills,California Management Study of the Community Development Department
Beverly Hills,California 311 Feasibility Study
Burlingame,California Fire ReQionalization Study
Campbell,California Review of Fire Services Contract
Canandaigua,New York Provision of Fire Consultant Services
Charleston County,South Carolina Performance Audit of the RoadWise Program
Charlotte,North Carolina Proposal Policy and Compliance Review Services
Chesapeake,Virginia Assessment of Staffing,Deployment and OT
College Park,Maryland Assessment of Police Services and Alternatives
Columbus,Ohio Court Clerk Management Audit
Colusa,California Fire Department Master Plan
Corvallis,Oregon Staffing Allocation Study for the Corvallis Police Department
Cotati,California Police Department Master Plan
Coventry,Connecticut Fire Department StrateQic Plan
CPS Sacramento,California Human Resources Management Audit
Marin County,California Community Development Agency Management Study
Dayton,Ohio Building Permitting and Inspections Review
Deltona,Florida Citywide Efficiency
Denton,Texas ManaQement Study of Water and Wastewater Utilities
Dubuque,Iowa Fire Station Location Study
East Palo Alto,California Community Development Organizational Review
EIPaso,Texas Analysis of Fleet Assigned to Environmental Services
EIPaso,Texas Consultant Services for the Fire Department
Evans,Colorado Water Fund Assessment
Falmouth,Massachusetts Department of Public Works Organizational Review
Fort Lauderdale,Florida StaffinQ and OrQanizational Study
Matrix Consulting Group Page 4
7-23
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
Client Project Name
Franklin,Tennessee Audit of Water Management Department
Franklin,Tennessee Operations Analysis of the Fleet Maintenance Division
Galt,California Police Department Staffing Study
Georgetown,South Carolina Fire and EMS Study and Capital Plan
Gilroy,California Police Department Staffing Study
Glendale,California Development Services Management Study
Glenview,Illinois Station Location and Deployment Study
Gloucester,Massachusetts ManaQement Audit of the Department of Public Works
Grants Pass,OreQon Public Safety Strategic Plan
Gwinnett County,Georgia Development Review Study
Hanford,California Fire Station Location Study
Hanover County,Virginia Community Development Customer Service Review
Haverhill,Massachusetts Public Works Organizational Study
Hermiston,Oregon Water Department management Study
Hermosa Beach,California Fire Department Master Plan
Hilton Head Island,South Carolina Revenue and Collections Study
Hilton Head Island,South Carolina Performance Audit of the Development Permitting Processes
Huntington Beach,California Communications Consolidation Study
Indio Sun,LLC,California Fire Impact Assessment
Jackson County/Medford,Oregon Consolidated 911 Dispatch Feasibility Study
Jacksonville,Florida Sheriff's Office Management Study
Johnson County,Kansas Organizational Study
Jupiter,Florida Fire Contract Review
Kettering,Ohio Management Study of the Fire Department
Killington,Vermont Fire Study
Lake Worth,Florida Utilities Department ManaQement Study
Lawrence,Kansas Development Services Assessment
Lee's Summit,Missouri Codes Administration Management Study
Little Rock,Arkansas Management Audit -Code Enforcement Program
Los Angeles,California T/A for Code Enforcement /Building Inspection Audit
Los Angeles,California Wastewater Study
Lowell,Massachusetts Management Study of the Police Department
Marshall University,West VirQinia Procurement Compliance and ManaQement Audit
Mason,Ohio Organizational,Effectiveness and Efficiency Study
Matanuska Borough,Alaska Road Network Maintenance Analysis
Middleborough,Massachusetts Organizational Study of Fire Department Ambulance Services
Milwaukee,Wisconsin Best Practices Review DPW Capital Project ManaQement
Milwaukee,Wisconsin Patrol Deployment Study
Monroe County,Michigan County-wide Organizational Audit
Monterey County,California Communications Department Implementation Study
Moorpark,California Organizational Study of the Finance Department
Moorpark,California Wastewater Assumption Study
North Kingstown,Rhode Island Fire Department Needs Analysis
Oakland,City,California Public Works Agency Management Study
Oceanside,California Development Services Productivity Assessment
Omaha,Nebraska Police and Fire Department Efficiency Study
OranQe County,Florida Sheriff's Department Management Study
Orland Park,Illinois Organizational StaffinQ Analysis Study
Oro Valley,Arizona Building and Safety Division Management Study
Parkland,Florida Fire Station Location Study
Matrix Consulting Group Page 5
7-24
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
Client Project Name
Plano,Texas EmerQency Medical Service Systems Analysis
Pueblo,Colorado Station Location and Deployment Study
Raymore,Missouri Police Department Management Study
Red Bluff,California Fire Facility Feasibility Study
Richmond,Virginia Legislative Staffing Study
Ridgewood,New Jersey Police Department Performance Audit
Ridgewood,New Jersey Fire Department Performance Audit
Roseville,California Citywide Study
Sacramento Flood Control,CA SAFCA ManaQement Study
Sacramento,California Fire Department Master Plan
Salem,Oregon PlanninQ Division Audit
Salt Lake City,Utah Performance Audit of the IMS Department
Salt Lake City,Utah Justice Court Study
San Francisco,California Planning Department Management Study
San Ma'teo County LAFCO,CA Municipal Services Review
San Mateo County,California Dispatcher Recruitment and Retention Study
San Mateo,California Public Works Department Management Study
Seminole County,Florida Fire I Rescue I EMS Comprehensive System Study
Southlake,Texas ManaQement Study of the Community Services Department
Spokane,Washington City-wide Management Audit
Spokane,Washington Technical Assistance for Development of an RFP for a CMMS
SprinQfield Control Board,MA BID Survey and Assessment
Springfield Control Board,MA Inspectional Services Assessment
St.Petersburg,Florida Police Study
Sunnvvale,California Optimum Staffing Study of the DPW
Sunnvvale,California Finance Staffing Study
Tiburon,California Organizational Assessment of Public Works
Union City,California Public Works Organizational Study
Union City,California Fleet Services Classification Study
University of Missouri,Kansas City Organization Study
Washington County,New York Public Works Study
Washoe County,Nevada Emergency 911 Review and Audit Report
West Virginia University Purchasing Performance Audit
Wilbraham,Massachusetts Comprehensive Public Safety Staffing Study
Collectively,these studies demonstrate the depth of our firm's experience in
conducting detailed studies of all governmental functions,and represent our project
team's ability to provide a comprehensive evaluation of each function and development
of specific recommendations for each of the departments under review.We would be
happy to provide a more detailed listing of our prior studies upon request.
Matrix Consulting Group Page 6
7-25
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
B.PROJECT TEAM
In this section we provide an overview of the specific project team
members who we are proposing to utilize to conduct this engagement for the City of
Rancho Palos Verdes.The following table outlines the project team members,
assigned roles,and general areas of expertise.
Team Member Project Role Specific Areas of Expertise
Richard Brady Project Manager I Organizational Structure,City Manager's Office and City
Analyst Clerk
Alan Pennington Project Analyst Finance and IT,Human Resources,Community
Development.
Greg Mathews Project Analyst Public Works,Recreation and Parks.
Richard Brady,the President of the Matrix Consulting Group,would function as
the overall project manager and principal contact for this assignment.He would also
participate in the assessments in each of the functional areas in order to better facilitate
his management of the team and its direction.Mr.Brady would lead a team consisting
of senior members of the firm who have specific expertise,experience and background
relevant to the services requested by the City of Rancho Palos Verdes.
Summaries of the experience of our proposed project team are provided below,
with more detailed resumes presented in the Appendix to this proposal.
•RICHARD BRADY is the Matrix Consulting Group's President.His experience
encompasses over 30 years in the analysis of every local government service in
hundreds of jurisdictions in California and throughout the Country.This
experience includes organization-wide management audits and individual
organizational and staffing studies of every local government service.Mr.Brady
most recently was the firm's Project Manager and/or Lead Analyst on the
Citywide Management Audits for Spokane (WA),Goodyear (AZ),Brattleboro
(VT),Waltham (MA),Wayland (MA),Lathrop (CA),Walnut Creek (CA),San
Clemente (CA),Palo Alto (CA),Poway (CA),Pasadena (CA),San Rafael (CA),
Prescott Valley (AZ),Albany (NY),Venice (FL),North Miami Beach (FL),
Alexandria (LA),Upper Merion Township (PA)and Farmington Hills (MI);as well
as Countywide Management Audits for Monroe County (MI),Beaufort County
(SC),Chatham County (GA),Augusta-Richmond County (GA),Hall County (GA);
Alachua County (FL)and Culpeper County (Virginia).He received his B.A.from
California State University,Hayward and his Masters and Doctoral degrees from
Oxford University,U.K.Mr.Brady would serve as project manager,oversight
of all analysis,and lead for evaluation of the City Manager's Office and the
City Clerk's Office and organizational structure evaluations.
Matrix Consulting Group Page 7
7-26
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
•ALAN PENNINGTON -Mr.Pennington is a Vice President with the Matrix
Consulting Group and is based in our Illinois office.He has over 15 years of
experience as a top manager in the public sector in Illinois and Maine before
joining Matrix.These top management positions included Assistant City Manager,
Assistant Human Resources Director and Labor Relations Manager.His
administrative services study experience includes Charlotte,NC (Procurement);Mt.
Franklin Township,NJ (organizational study);Highland Park,Illinois (Human
Resources);Hilton Head Island,SC (Finance);Johnson County,KS (Organizational
Study);Lebanon,PA (organizational study);Orland Park,IL (village wide
assessment);Peoria County,IL (Administrative Services);Santa Clara Valley Water
District,CA (Procurement);Springfield,MA (Finance,Procurement,City Clerk);
Raymore,MO (Citywide Study and Strategic Planning);Reno-Washoe County,NV
(Shared Services);Salt Lake City,UT (Human Resources);Sunnyvale,CA (Finance)
and West Virginia University (Procurement).Mr.Pennington's other management
studies experience includes:Avon (CT),Nashville-Davidson County (TN),Los
Angeles (CA),Springfield (MA),Jacksonville (FL),Orange County (FL),Columbus
(OH),Milwaukee (WI),Alexandria (VA),and Little Rock (AK).Mr.Pennington has
taught collective bargaining and economics at Bradley University and Eureka College
and is trained in the deployment of Six Sigma for governmental agencies.Mr
Pennington is a member of the following professional associations:IPMA-HR,ASTD,
APA,and ICC.Mr.Pennington has a BA (Public Management)and M.P.A.from
the University of Maine.Mr.Pennington would lead our analysis of Finance
and Information Technology,Human Resources and Community
Development.
•GREG MATHEWS is a Vice President with the firm and has over twenty years of
public sector experience,performing as both a senior management consultant
and executive manager.As Deputy Director of Auditing for the Los Angeles City
Controller's Office,he managed the day-to-day functions of the Performance
Auditing,Follow-up and Management Assessment sections.For over six years
Mr.Mathews has provided public sector consulting services to cities,counties
and special districts throughout the Western United States,and has completed
comprehensive management studies encompassing over 100 local governments.
Mr.Mathews has participated as lead consultant in over forty consulting
engagements,with emphasis in the public works and community development.
His public works and community development experience includes recent
assignments for Roseville (CA),Salem (OR),Glendale (CA),Boise (ID),Marion
County (OR),Boise (10),Spokane (WA),Goodyear (AZ),Sunnyvale (CA),
Upland (CA),Matanuska Borough (AK),and Monrovia (CA).Mr.Mathews
received his B.A.from the University of California at Davis and his M.A.degree
from the University of Southern California.Mr.Mathews would lead our
analysis of Public Works and Recreation and Parks.
As noted above,we have attached more detailed resumes in the Appendix.
Matrix Consulting Group PageB
7-27
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
C.PROJECT APPROACH AND METHODOLOGY
This section of our proposal provides a brief summary of our understanding of
the project's objectives,our proposed approaches and methodologies for the project.
1.OUR UNDERSTANDING OF THE SERVICES REQUESTED
We understand that the City of Rancho Palos Verde,is seeking assistance to
provide evaluation,analysis and recommendations to address the following issues:
•Determination of the City's current organization and staffing needs in each of the
operating departments,excluding contracted public safety services;
•Development of recommendations to address operations and management of
services internally and to the public.
•Providing a set of 'best management practices'for the city to utilize as
performance metrics now and into the future.
The overall goal of this project,then,is to provide recommendations that the
Council and City Manager can utilize to meet on-going service needs in a sustainable
way.
The City currently has five departments apart from the City Manager's Office.
Public Safety functions-police and fire services-are currently contracted out and fall
outside of the scope of this study.The following chart summarizes the departmental
structure and current staffing levels allocated to each:
Matrix Consulting Group Page 9
7-28
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
CITY OF RANCHO PALOS VERDES
ORGAN~TIONALCHART
I CITIZENS OF IRANCHOPALOSVERDES
I MAYOR AND CITY COUNCIL I
COMMISSIONS &COMMITIEES ~COMMISSIONS &COMMITIEES
Planning Commission Emergency Preparedness Committee
Traffic Safety Commission r--Oversight Committee for the Waler Quality &Flood
Finance Advisory Committee Protection Program
CITY MANAGER
City Manager (1)CITY ATIORNEY
Deputy City Manager (1)Richards,Watson &Gershon
Executive Staff Assistant (1)
Sr.Administrative Analyst (1)
Human Resources Manager (1)
CITY CLERK FINANCE &INFORMATION
City Clerk (1)TECHNOLOGYDeputyCityClerk(1)Finance &IT Director (1)Deputy City Clerk (contract)(il Finance &IT Deputy DIrector (1)Administrative Analyst II (1)Senior Administrative Analyst (2)
Senior IT Analyst (1)
Senior Accountant (1)COMMUNITY DEVELOPMENTRECREATION&PARKS Accountant (1)
Parks &Recreation Director (1)Account Tech (1)Community Development Director (1)
Admlnlstratlve Analyst II (il Account Clerk (1)Community Dev.Deputy Director (2)
Administrative Analyst II (contracl)(1)Staff AssIstant I (parHlme)(1)Senior Planner (2)
Recreation Services Manager (1)Associate Planner (3)
Recreation Program Supervisor (2)Assistant Planner (2)
Recreation Leader (part.tlme)(11)Planning Tech (1)
Recreation Leader II (part·t1me)(10)Building Official (1)
Recreation Specialist (part-time)(2)PUBLIC WORKS Building Inspector II (2)
Staff Assistant I (part·Ume)(2)Public Works Director (1)PermIt Tech (2)
Administrative Intem (part-time)(1)Public Works Deputy Director (1)Administrative Staff Assistant (1)
Senior Engineer (3)Code Enforcement Officer (2)
Facilities Maintenance Manager (1)Slaff Assistant I (part.t1me)(1)
PUBLIC SAFETY Associate EngIneer (3)
L.A.County Sheriff Assistant Engineer (1)
Senior Administrative Analyst (2)LA.County Fire MaIntenance Worker II (2)L.A.County Animal Control Pennlt Clerk (1)Emergency Preparedness Administrative Staff Assistant (1)
Staff Asslstant I (part-time)(1)
PubUc WOfks Intem (palt-time)(1)
x
In total,the City has approximately 59 full-time authorized positions and 36 part-
time positions within its organizational structure.Police,Fire,City Attorney and many
infrastructure maintenance functions are currently contracted out.With the exception of
the City Attorney (who is appointed by the City Council),the remainder of the
department directors are appointed by the City Manager.
2.OUR PROPOSED PROJECT APPROACH
In the task plan,which follows,is provided our proposed description of the work
we would undertake to provide the services for this Management and Staffing Study for
the City of Rancho Palos Verdes.
Matrix Consulting Group Page 10
7-29
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
Task 1 Conduct Initial Interviews to Identify Trends and Plans Which Impact
Operational,Organizational and Management Needs.
To realistically evaluate the departments included in the study,it is important that
the project team develop a sense of where the City of Rancho Palos Verdes is going;
which key issues impact and shape service requirements;community composition and
service constituencies;and service delivery philosophies.To develop this perspective,
we plan to conduct a series of initial interviews with the City Council,top City and
departmental management,and other key stakeholders to identify factors impacting
operations.Specific issues addressed during the initial interviews would include the
following:
Basic service delivery goals and objectives of the City Council in relevant operating and service areas
of the organization such as responsiveness to citizen complaints about infrastructure repairs,
development management,response times for public services,financial controls,human resources
needs,etc.
Identification of key problems impacting service needs to which the City of Rancho Palos Verdes must
respond.This would include exploring such areas as infrastructure and capital renewal;and the scope
and responsiveness of community services programming.
Attitudes toward existing service levels with specific focus on areas of common or high priority concern
to interviewees.
Short term issues which need to be addressed (such as loss of redevelopment financing).
Review of prior organizational changes in structures and operations and the impact those have had on
service delivery.
These initial interviews will provide an opportunity to identify and isolate factors
and constraints which could have impact on current or near-term City and department
operations.Following these initial interviews,we would develop a weekly project
schedule,employee briefing package,and identify high-level issues /concerns that will
shape the study.
Deliverables:The products of this task will be a project schedule and employee
briefing package so that everyone in the City knows the goals of the study,the
schedule,the team conducting the study and their opportunities for input into the
process.Identification of key issues,constraints,and concerns regarding
municipal operations.
Task 2 Develop an Understanding of the Operations,Organization and
Management of Functions in the City of Rancho Palos Verdes.
It is important that the project team understand,in detail,how each department is
staffed,organized,operated and managed.Additionally,it is important that the project
team understand basic service delivery targets;current service levels,and where there
Matrix Consulting Group Page 11
7-30
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
may be overlaps and gaps.To develop this understanding,we will accomplish the
following work steps -among others:
Conduct individual interviews with each department head,other managers (e.g.,division heads),
selected employees and employee representatives.During these interviews,we would focus heavily
on understanding the existing plans of organization as well as key organizational issues facing each
department.Given the size of the City's workforce,a large percentage of staff would be interviewed
either individually or by functional area.
Develop descriptions of the staffing and responsibilities for staff in each function.Document trends in
staffing,
Develop an understanding of the scope of the programs and services for each function -number of
PC's supported by Information Technology,miles of road,number of signalized intersections,number
of empl,oyees supported through Human Resources,extent of preventive maintenance functions
performed on buildings and infrastructure,the scope and utilization of recreational services,Economic
Development efforts underway,etc.
Document workloads and service levels for each departmental function -frequency of road
resurfacing,traffic controller maintenance,records maintained by City Clerk,vehicles maintained,
number and length of recruitments,number of calls for service for animal control and code
enforcement,number of permitting applications received and processed,etc.
Review the major equipment and capital items provided to support service provision -such as,
inventory of vehicles and equipment assigned to each department as well as the utilization of these
items (e.g.,mileaae I hours).
Develop an understanding of key performance indicators,service expectations,and constraints for
each department.
Develop an understanding of the major management systems to plan and schedule,monitor and adjust
approaches to providing services.
Document the major software and technology employed throughout the City and develop an
understanding of the current levels of utilization.
Review major documents to gain an understanding of the operational practices of the City and to
understand the financial and legal constraints the City is operating under.These documents would
include the current and recent budgets,policy documents,work rules and personnel manuals,prior
employee agreements I MOUs (and the recently imposed MOU),job descriptions,regularly generated
management reports,available operational statistics,mission statements and any available
performance indicators.
Deliverable:The products produced in Task 2 would be summary profiles of each
department's organization,staffing and operations and classification of existing
services by various categories.These interim documents would be structured to
provide a baseline summary to document our understanding of existing services
and for utilization in later tasks for further analysis of operational and structural
opportunities.
Matrix Consulting Group Page 12
7-31
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
Task 3 Conduct a Survey of Employee Attitudes Toward Current Staffing,
Services,Organization and Management Issues.
It is often beneficial,when organizational climates allow,for the project team to
develop input regarding current operational and organizational issues from all staff -not
just policy makers and management staff.The use of an employee survey would allow
every full-time and part-time employee the opportunity to provide confidential input into
this process.To provide a major avenue for employee input at the outset of the project,
we would propose to prepare and administer an employee questionnaire,which would
be designed to:
Document attitudes toward the types,levels and quality of services provided.
Document attitudes toward the balance of work and staffing.
Elicit attitudes toward organizational elements such as coordination of staff and services,internal
management of operations,scheduling and deployment,and the like.
Document perceptions regarding key management issues such as planning of work to be performed,
internal communications and the like.
Obtain employee views about opportunities to restructure services,reduce costs,etc.
Enable employees to provide input regarding service overlaps or duplication,or ineffective working
relationships,between City departments.
Questionnaires would be structured to document the attitudes toward issues and
systems which are organization-wide,and also attitudes toward issues which are unique
to each operating department included within the scope of this study.Questionnaires
would be confidential,conducted through an on-line survey tool,with responses coming
directly to us.
Deliverable:The product of this task would be a narrative and analytical summary
of response patterns on an organizational and departmental basis resulting from
the employee survey.
Task 4 Conduct a "Best Management Practices"Assessment of Current
Operations and Service Levels in the Context of Standards of
Efficiency and Effectiveness.
Our project team will utilize "best management practices"to evaluate staffing,
productivity,processes,use of technology,management planning,as well as many
other dimensions of organizational performance,for each department under review.As
a result,we propose to accomplish the following:
•The project team would develop a detailed list of "best management practices"
for use in a diagnostic appraisal of each service function.This diagnostic
Matrix Consulting Group Page 13
7-32
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
appraisal would be developed to identify those areas in which the City was
meeting targeted service delivery objectives or standards of service efficiency or
effectiveness.
•The project team would evaluate the operations,management and services in
each service area and identify issues associated with current practices and
regulations.
•Each service area diagnostic element would consist of the following:
A definition of the service level,efficiency or deployment target selected in
each functional service area.
A description of the current performance of staff providing each service.
Identification of those areas in which the current delivery approach,
practice or service level met or exceeded the target(s)selected and
require no further study.
Identification of those areas in which service levels,approaches or
practices represented improvement opportunities for the City.
•Evaluation of the exiting performance measures utilized,and development of
recommended performance measures.
Deliverable:The product associated with this task would be a diagnostic
assessment report which identifies areas where the City meets standards of
efficiency and effectiveness and identifies improvement opportunities within each
functional area.
Task 5 Analyze Organization,Operations and Staffing in Each Department
and Identification of Potential Cost Savings.
In this important work task,opportunities for improving the organizational
structure,management,operations and staffing will be analyzed.This task will include
such approaches and methodologies as the following:
Evaluate the organizational structure in each department.We will evaluate organizational structure
in terms of gaps or overlaps in function,spans of control and appropriate organizational location.
•Is the organization structure too "tiered"or too "flat"from the management staffing perspective?
•Are functions placed too high or too low in regard to their importance in meeting operating and
service objectives?
•Are spans of control too broad or too limited?
•Are there any overlapping or duplicated functions?
Matrix Consulting Group Page 14
7-33
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
Evaluate staff deployment compared to service levels and facility characteristics.This analysis
will evaluate staff utilization by comparing existing staffing levels against recognized industry-specific
targets for staff allocation in each functional area.We will develop a matrix outlining staffing allocation
tables outlining reasonable service level expectations that can be achieves with varying staff levels.
This will provide critical data that the elected officials can utilize when making staffing levels ensuring
they are cognizant of service impacts to be expected.
Evaluation of the adequacy of major work practices.The analysis will focus on identification of
opportunities to streamline work practices to increase utilization levels and/or reduce staffing
requirements.Through the analysis of major work practices,the consulting team will determine if:
•Crew sizes of various units are appropriate to the type and volume of work performed.
•Ways exist to reduce travel time and unproductive staff usage.
•Equipment is available to reduce labor-intensive work tasks.
•The frequency of various work tasks now performed is unnecessary or can be reduced.
•Some work tasks can be eliminated.
•Skil~mix for positions can be improved.
•Use of part-time staff for maintenance of facilities can be increased,and the extent of utilization of
full-time staff reduced to reflect the seasonal nature of work practices and service provided.
Evaluation of work planning and scheduling.Analysis will focus on systems and processes used to
plan and control work focusing on:
•Evaluation of the overall maintenance management programs employed to support field operations
to include maintenance frequencies,maintenance standards,staff assignment to maintenance tasks,
and systems and procedures employed to monitor performance of both scheduled and unscheduled
maintenance programs.
•Adequacy of supervisory training related to planning and scheduling work.
•Appropriateness of work schedules in place and options for alternative scheduling.
•Availability of materials and supplies to support planninQ of work and maintenance activities.
Evaluation of the use of contract services to provide services.Analysis will focus on a number of
elements including:
•The extent to which contractors are utilized for maintenance of facilities,fleet,and other municipal
services.
•Estimating the cost of service contracting based on the experience of other municipalities that have
implemented service contracts in each service area analyzed.
•Compare those costs with the cost of in-house services.
•Identify the impact of contracting on service levels and service responsiveness.
•Identify the impact of service contracting on City capabilities to respond to emergency situations
includinQ disasters as well as emerQency response to unscheduled service problems
Analyze the effectiveness of managing operations in the City:Departmental operations require
effective management to ensure that staff are appropriately scheduled,deployed as well as utilized.The
project team will evaluate this in terms of the following:
•How do managers plan,schedule and control the work to be done in each of the City's organizational
units?
•Do managers have accurate and timely measures of the performance of each unit?
•How are goals,objectives and service level targets developed?
•How productive are management personnel in performing their duties?How is this productivity
evaluated?
•How is 'customer service'defined,promoted and supported?
•Does the City Council receive the information that they need to provide an on-going assessment of
departmental performance?
Matrix Consulting Group Page 15
7-34
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
Identification of cost saving alternatives for the City:Each department's operations will be
evaluated to determine potential costs saving that can be achieved through various methods.In
determining potential cost reductions,the project team will evaluate a variety of alternatives include:
Those achievable through greater efficiency or altering existing operating practices;
Those available through alternative staffing approaches;
Appropriate alternatives for providing services through outsourcing,shared services,etc.,and
Those realized through a change in service level.
Evaluation of Alternative Organizational Structures:In addition to evaluating specific staffing levels
within each functional area,the project team will evaluate alternative approaches to structuring the
municipal departments to determine if a more effective or efficient (both in terms of cost and service
delivery)structure could be implemented.The project team will provide a summary matrix outlining the
advantages,disadvantages,and costs associated with each alternative as compared to the current
structure.
Analysis of these components will result in the development of detailed
recommendations regarding:
•Specific staffing required given acceptable utilization levels,both in terms of
immediate needs and longer-term (Le.,next five years)based upon expected
service demands.
•Specific positions that can be eliminated or adjusted if reasonable utilization
levels are obtained.
•Specific steps that need to be taken to reach reasonable utilization levels include:
Specific changes in existing work methods and practices.
Adjustments in existing planning and scheduling techniques.
Where appropriate,specific steps that could be taken to adjust existing
operating systems with positive impact on staff utilization levels and
staffing requirements.
Opportunities to outsource appropriate services presently provided in-
house,and the potential cost impact of contracting out these services.
Opportunities to explore internal consolidation or cooperation.
Deliverable:The result of this task would be a detailed analysis of the operational
choices in service delivery,service levels and the staffing needs in each
department.
Matrix Consulting Group Page 16
7-35
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
Task 6 Prepare a Draft and Final Report and Provide Plans for Implementing
Identified Improvement Opportunities and Cost Reductions.
Upon the conclusion of the assessment,we will prepare a detailed report which
summarizes the results of each of the previous work tasks described above.This report
includes the following:
A description of the methodology by which we conducted the study,including our approach,interviews,
survev methodology,and the methods by which we obtained review and feedback from the City.
A detailed evaluation of department and management staffing.
A detaill'ld analysis of the most appropriate allocation of functions within the City,as well as the
proposed structure of organization and identification of alternatives that could be considered.Specific
identification of underutilized or duplicative services would be noted with recommendations on how to
effectiveIv transition.
A detailed analysis of major work processes,and recommendations for improvement in methods of
service delivery.
Identification and evaluation of key performance measures including gaps between target and actual.
Identification of any services currently provided by the City which appear to be candidates for shared
services approaches,or outsourcinQ.
Specific cost savings by department that can realized from alternative service delivery approaches,
staffing reductions,or changes in service levels.
Implementation plans covering all recommended improvements consisting of specific work steps;
suggested responsibility for implementation;timing and sequencing for the accomplishment of each
work step;as well as an "order of magnitude"of cost and/or savings associated with implementation.
The report will include an executive summary,a detailed findings and
conclusions section,detailed recommendations for each department,and an
implementation schedule with associated costs I cost savings.The plan should include
the following elements:
•Specific actionable recommendations broken down into tasks;
•Milestones and timeline for implementation;
•Anticipated significant challenges to implementation;
•Designated responsible manager;
•Priority for implementation;
Matrix Consulting Group Page 17
7-36
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
•Estimates of up-front and operational costs or savings (and projects over the next
five years);and
• Metric noting how to identify when implementation is completed.
The analysis would be reviewed in draft form with top City officials and
departmental staff as well as with the project review committee.Once this review is
completed,the project team will review all comments received,edit and finalize the
report and present the final report to the City in a public meeting.
Deliverable:The result of this task would be the draft and final report and
implementation plan,together with all of the technical documents developed
during the study process.We would present the final report to the City at a
public ,meeting,on request.
Matrix Consulting Group Page 18
7-37
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
D.REFERENCES
The client references provided below represent just a sampling of prior
experience that project team members of the Matrix Consulting Group have in providing
organization-wide consulting services.All of these are recent studies completed by the
firm that have similarities in scope and complexity to the study being requested by the
City of Rancho Palos Verdes.
Client and Project Project Summary Reference
Title
(Year Completed)
Sunnyvale,California The Matrix Consulting Group conducted a Gary Luebbers
(2005-2009)Citywide Optimum Staffing Study on a serial City Manager
basis since 2005 (Public Safety in 2005,Public
Serial Efficiency,Works in 2006,Finance in 2007 and remaining 408.730.7475
Effectiveness and departments this year).The Public Safety study
Optimum Staffing analyzed opportunities to reduce field patrol
Studies costs by changing an inefficient 11.5 hour
schedule to a 12 hour one (savings of $1.1 M
per year while maintaining existing service
levels).The Public Works study identified $1 M
in net cost savings mainly through changes in
crew sizes and PM intervals.The Finance study
recommended changes in the City's budget and
performance management system.The study
just completed examined Community
Development (push more permits to the counter
from the Planning Commission;consolidate
development functions);Community Services
(reduction in parks managers);Human
Resources (reduction of staff from 21 to 14 while
making staff more responsive);Information
Technology (more off the shelf applications)and
Library (reduction in management).In this final
study,over $750,000 in savings have been
identified.
Matrix Consulting Group Page 19
7-38
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
Client and Project Project Summary Reference
Title
(Year Completed)
Roseville,California In this study the Matrix project team conducted a Chris Robles
(2011)comprehensive staffing,organization and Community
management analysis for this suburban Development Manager
Sacramento area city.Key recommendations
included flattening the management organization 916.774.5421
of public works and utilities,centralizing
engineering and public relations,improving the
internal service delivery of human resources and
information technology,re-establishing a path
toward community policing to foster greater
accountability in the field together with higher
utilization in proactive activities and,finally,
refocusing the libraries'resources in its three
facilities.This study excluded the Fire
Department.
Orland Park,Illinois This study focused on evaluating staffing levels Paul Grimes
(2011)and organizational structures for the Village of Village Manager
Orland Park.The Village had implemented
Organizational significant staff reductions in the prior years -708.403.6155
Staffing Analysis mainly through attrition and retirements.They
asked the Matrix Consulting Group to provide Ellen Saer
recommendations for reallocation of staff, Asst.Village Manager
revised organizational structures,and
operational improvements to enable them to 708.403.6155
maintain high-level core services with the
existing total staffing allocations.We provided
alternative organizational structures and
recommendations for reallocation of positions
focused on enhancing core services within
existing financial constraints.During the two
months since the report was finalized,the Village
has proceeded to implement many of the
recommended staffing and organizational
changes.
Montpelier,Vermont For this engagement,the Matrix Consulting William Fraser
(2011)Group conducted a city-wide organizational and City Manager
operational review of all city departments.
City-wide Specific areas of review included evaluation of 802.223.9502
Organizational Review alternative organizational structures,staffing
levels required for efficient and effective
operations,policy or procedure changes and
reallocation of duties to improve service delivery,
and development of performance targets for key
functions.
Matrix Consulting Group Page 20
7-39
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
Client and Project Project Summary Reference
Title
(Year Completed)
Johnson County,In this study,the Matrix Consulting Group Hannes Zacharias
Kansas (2011)evaluated this 3,900 employee organization with County Manager
a focus on evaluating:(1)alternative
organizational structures;(2)opportunities for 913.715.0725
Organizational more efficient provision of services;(3)
Structure Assessment elimination of duplicated services in the
and Optimization organization;and (4)review of "internal support"
Study functions and operating procedures for
efficiencies.Select recommendations included:
reorganization to reduce number of Departments
by 24%from 38 to 29;consolidation of internal
service functions (facilities,IT,HR)currently
provided in a decentralized (or partially
decentralized)approach to allow operating
departments to focus on their core services
rather than internal support functions;to improve
services to operating departments while
reducing costs,and increasing managerial spans
of control.All recommendations were developed
in a manner that maintained or increased
existing service levels.Long-term cost-savings
were estimated at over $2M.
Raymore,Missouri In this study,we conducted a comprehensive Eric Berlin
(2010)organizational assessment of the City of City Manager
Raymore.Key recommendations included
Organizational Review altering work practices and crew sizes to 816.892.3002
increase efficiency (especially in Public Works),
enhanced use of existing technology,and
reassignment of work to more fully utilize staff
positions.Following the completion of this
engagement,the Matrix Consulting Group
provided facilitation services to the City as part
of the City Council's annual strategic plan review
and refinement.
We would encourage you contact to contact these references to discuss the
quality,thoroughness,and timeliness of the Matrix Consulting Group's work products.
We would be happy to provide additional references,including those for department
specific studies,upon request.
Matrix Consulting Group Page 21
7-40
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
E.PROJECT COST AND SCHEDULE
This section of our proposal provides details regarding our proposed budget and
schedule to conduct the Management and Staffing Study for the City of Rancho Palos
Verdes.
1.PROPOSED PROJECT COST.
The Matrix Consulting Group is proposing to conduct this Study,in accordance
with the services requested by the City and at the level of detail outlined in our proposed
project approach,for a total not to exceed cost of $49,500,as outlined in the following
budget:
Project Task Project Analyst Total HoursManager
1.Initial Interviews 8 0 8
2.Profile 16 64 80
3.Employee Survey 0 8 8
4.Best Practices 8 32 40
5.Alternatives 24 32 56
6.Draft I Final Report 24 32 56
TOTAL STAFF HOURS 80 168 248
HOURLY BILLING RATE $200 $175
Professional Fees $16,000 $29,400 $45,400
Travel Expenses $4,100....
TOTAL PROJECT COST $~O
.J\4q 000
~sv~9£D TO
4.\4(.(i (X?O 'fEt.
v8/<.'&N-_
AQ,.(2..E.8H£"UI ~
e~D 'fS~~
We would be pleased to enter into a fixed price contract on this engagement.v"((E3IDW T
We typically invoice on a monthly basis for actual time and expenses incurred.~
2.PROPOSED PROJECT SCHEDULE.
The following table provides our proposed project schedule for this engagement.
As shown,we are proposing a twelve (12)week schedule for this engagement.
Pro'ect Week
4 5 6 7 8 9 10 11 12
Matrix Consulting Group Page 22
7-41
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
APPENDIX -RESUMES
Detailed resumes for all of our project team members are located on the
following pages.
Matrix Consulting Group Page 23
7-42
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
RICHARD P.BRADY
PRESIDENT,MATRIX CONSULTING GROUP
Background:Richard Brady provides organization,staffing and management analytical services to
local government.In his extensive career,he has conducted over 400 projects for over 300 local and
state government client agencies.Richard Brady has been a management consultant to local
government for 30 years.Prior to creating his own consulting practice of Matrix Consulting Group,Mr.
Brady was MAXIMUS's Vice President for providing management auditing services nationwide.Before
that,he was the managing partner of the consulting firm of Hughes,Heiss &Associates.
Agency-Wide Studies:Conducted studies of entire city and county organizations.Scopes of work
included organizational structure and allocation of functions,management spans of control,service and
staffino levels,operational requirements as well as )olicies and procedures,
Albany;New York Los Gatos,California
Alachua County,Florida Monroe County,Michigan
Alexandria,Louisiana North Miami Beach,Florida
Allegan County,Michigan Palo Alto,California
Augusta,Georgia Portsmouth,New Hampshire
Beaufort County,South Carolina Portsmouth,Virginia
Brattleboro,Vermont Prescott Valley,Arizona
Burke County,North Carolina San Antonio,Texas
Burlington,Massachusetts San Clemente,California
Culpeper County,Virginia San Luis Obispo,California
Florence County,South Carolina Sunnyvale,California
Gainesville,Georgia Upper Merion Twp,Pennsylvania
Hall County,Georgia Waltham,Massachusetts
Irvine,California Wayland,Massachusetts
Lathrop,California West Boylston,Massachusetts
Los Anoeles,California Whitman,Massachusetts
Administrative Services:Conducted studies of internal service functions,including human resources,
information technology,purchasing and risk management.Focuses included comparison to best
management practices and peer aoencies,customer services approaches,support systems,etc.
Edmond (OK)-IT Salt Lake City (UT)-IT
Franklin County (OH)-Purchasing Santa Rosa (CA)-Purchasing
Irvine (CA)-Human Resources Sonoma County (CA)-Purchasing
Newport Beach -Risk Management Washinoton D.C.-Purchasino
Law Enforcement:Mr.Brady is a nationally recognized expert in the analysis of law enforcement,.He
has conducted police and sheriff's office studies which focused on service delivery strategies,patrol
deployments,scheduling and levels of proactivity,case management,records management systems
and business practices,policies and procedures,crime prevention proorams.
Alaska Anchorage Nebraska Omaha
Arizona Goodyear,Prescott Valley Nevada Las Veoas Metro Police Department
Matrix Consulting Group Page 24
7-43
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
RICHARD P.BRADY
PRESIDENT,MATRIX CONSULTING GROUP
California Alameda County,Anaheim,Butte New Hampshire Portsmouth
County,Citrus Heights,Contra Costa County,New York Albany,Carthage,Endicott,Vestal and
Galt.Gilroy,Glendale,Kern County,Los Angeles,Briarcliff Manor
Los Angeles County,Los Gatos,Lynwood,North Carolina Burke County and Durham
Monrovia,Napa,Ontario,Orange County,Michigan Alpena and Detroit
Palmdale,Palo Alto,Pittsburg,Poway,San Jose,Ohio Fairborn
Pasadena,San Bernardino,San Bernardino Oregon Clackamas County and Grants Pass
County,San Rafael,Santa Ana,Santa Monica,Pennsylvania York
Sunnvvale
Colorado Aurora South Carolina Beaufort County,Charleston
Florida Alachua County,Jacksonville,Jupiter,County,Hilton Head Island,Spartanburg County
North Miami Beach,Orange County,Pasco Tennessee Nashville-Davidson County and Knox
County,Pinellas County,Port Richey and Venice County
Georgia Americus,Augusta-Richmond County,Texas Arlington,Terrell,EI Paso,Grand Prairie
Fulton County,Hall County,Chatham County,and Southlake
Americus and Gainesville Utah Salt Lake City
Louisiana Alexandria Vermont Brattleboro
Massachusetts Beverly,Boston, Lawrence,Virginia Leesburg and Loudoun County
Milford,Mansfield,Burlington,Pelham,Wayland,Washington Spokane,Kirkland and Snohomish
Westwood,Whitman County
Minnesota Anoka County Wisconsin Sun Prairie,Milwaukee
Missouri Des Peres and Raymore
Fire and Emergency Medical Services:Mr.Brady is also a nationally recognized expert in the
analysis of fire and emergency medical services.Projects have included evaluations of deployment,
station locations,response policies,company staffing,non-call utilization,fire prevention and
education,training,hazardous materials management,fire management and administration.
Alachua County,Florida Lansing,Michigan
Albany,New York Newark,California
Americus,Georgia Norwalk,Connecticut
Augusta,Georgia Omaha,Nebraska
Bellingham,Washington Palo Alto,California
Brattleboro,Vermont Peoria,Illinois
Bremerton,Washington Reno,Nevada
Broward County,Florida Salt Lake City,Utah
Burlington,Massachusetts San Rafael,California
Charlotte County,Florida Sarasota County,Florida
Cupertino,California Tallahassee,Florida
Hilton Head Island,South Carolina Venice,Florida
Parks and Recreation:Evaluated parks and recreational functions for local government.Scopes of
work included how services meet community needs,the utilization of programs and facilities,the depth
of recreational programs,public-private partnerships,technology,parks preventive maintenance and
coordination of services with other service providers.
Davie,Florida Howard County,Maryland
Davis,California Santa Barbara,California
Cranford,New Jersey Campbell,California
EDUCATION
Mr.Brady received his BA degree from California State University at Hayward and his MA and PhD
degrees from Oxford University,U.K.
Matrix Consulting Group Page 25
7-44
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
ALAN D.PENNINGTON
VICE PRESIDENT,MATRIX CONSULTING GROUP
Background:Alan Pennington is a Vice President with the Matrix Consulting Group based in the St.
Louis regional office.He has been employed by the Matrix Consulting Group since 2005.Prior to that
he served for over 15 years in public sector positions in Maine and Illinois.He served in Peoria,Illinois
(from 1992 -2005),in various positions including Assistant City Manager,Assistant Human Resources
Director,and Labor Relations Manager.Mr.Pennington has conducted operational studies and
analysis,budget preparation,implementation of performance measurement systems,direct supervision
of an emen::Iency communications center,equal opportunity unit and a labor neootiator.
Agency-Wide Studies:Participated on project teams conducting evaluations of entire city
organizations.Work scope included evaluation of service levels and policies and procedures,staffing
levels,evaluation of spans of control,and reviewing alternatives options for overall organizational
structure.
Fort Morgan,Colorado Orland Park,Illinois
Franklin Township,New Jersey Orleans,Massachusetts
Johnson County,Kansas Raymore,Missouri
Mt.Lebanon,Pennsylvania Roseville,California
Administrative Services:Conducted studies of administrative support services including Human
Resources,Finances,Procurement,and City Clerk.Study scope of work included performance
measurement,customer service (internal and external),technology utilization,staffing evaluations,
policy and procedure review,and comparison to best management practices.
Avon (CT)-HR,Finance,Maintenance Portsmouth (NH)-Labor Relations,Overtime
Charlotte (NC)-Procurement RenolWashoe County (NV)-Procurement
CPS Consultants (CA)-Organizational,HR Salt Lake City (UT)-Human Resources
Highland Park (IL)-HR Santa Clara Valley Water (CA)-Procurement
Marshall University (WV)-Procurement Springfield (MA)-City Clerk
Matanuska (AK)-School Site Selection Springfield (MA)-Finance,Procurement
Peoria County (IL)-HR,Procurement,Finance Sunnyvale (CA)-Finance,Procurement
Portsmouth (NH)-Labor Relations,Overtime West Virginia University (WV)-Procurement
Community Development (Planning,Building,Code Enforcement):Evaluated the development
review and permitting processes.Conducted assessment of staffing,operations,process mapping,
technolooy utilization,performance level assessment,and customer service.
Cupertino,California Lee's Summit,Missouri (Planning)
Dayton,Ohio Little Rock,Arkansas
Gwinnett County,Georgia Manatee County,Florida
Hanover County,Virginia San Jose,California
Hilton Head Island,South Carolina Springfield,Massachusetts
Johnson City,Tennessee Sunrise,Florida
Lawrence,Kansas Town of Hilton Head Island,South Carolina
Lee's Summit,Missouri (Codes Administration)West Palm Beach,Florida
Parks and Recreation:Evaluated parks and recreational functions including scope of services
provided,utilization of facilities,public-private partnerships,preventive maintenance and long-range
planning,and technology utilization.
Los Angeles,California Southlake,Texas
Orleans,Massachusetts
Matrix Consulting Group Page 26
7-45
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
ALAN D.PENNINGTON (continued)
VICE PRESIDENT,MATRIX CONSULTING GROUP
Public Works and Utilities:Conducted studies of full service public works departments including
maintenance,fleet,traffic,engineering,and roads.Studies have focused on evaluation of maintenance
management,crew sizes and staff utilization,technology,organizational structure,standard operating
procedures,levels of performance management,and feasibility of shares services with neighboring
governmental units.
Alexandria,Virginia Milwaukee,Wisconsin
Charleston County,South Carolina Nashville-Davidson County,Tennessee
Franklin,Tennessee (WaterlWastewater)Orleans,Massachusetts
Franklin,Tennessee (Fleet Manaqement)Washinqton County,New York
Courts:Conducted evaluation of the Court Clerk Administrative Operations.Areas evaluated
including Court Clerk utilization,training and allocation,technology,finances,human resources,
revenue collection,and policies and procedures related to support the Court and Judqes.
Franklin County,Ohio (Municipal Court Clerk)Nashville-Davidson,Tennessee (Juvenile Ct.
Clerk)
Public Safety:Mr.Pennington has conducted a variety of studies related to public safety areas
covering the range of Police and Fire Services.On larger studies,Mr.Pennington has focused on
evaluation and assessment of the Administrative Services (Human Resources,Finance,Records
Administration,etc.).
Des Peres,Missouri (Public Safety)Orange County Sheriff,Florida (Admin.Services)
Jacksonville,Florida Sheriff (Admin.Services)Raymore,Missouri (Police)
Omaha,Nebraska (Collective Bargaining)West Des Moines,Iowa (Fire)
PROFESSIONAL ASSOCIATIONS:
American Association of Code Enforcement (AACE)
American Planning Association (APA)
International Code Council (ICC)
International Public Management Association for Human Resources
American Society for Traininq and Development
EDUCATION:
BA,University of Maine -Public Management;1990.
MPA,University of Maine -Public Administration,1992.
Matrix Consulting Group Page 27
7-46
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
GREG MATHEWS
VICE PRESIDENT,MATRIX CONSULTING GROUP
Background:Greg Mathews is a Vice President with the Matrix Consulting Group.Mr.Mathews has
over twenty years of public sector experience,performing as both a senior management consultant and
executive manager.As Deputy Director of Auditing for the Los Angeles City Controller's Office,he
managed the day-to-day functions of the Performance Auditing,Follow-up and Management
Assessment sections.He supervised ten professional auditing staff and was responsible for the project
management of numerous performance audits.For over eight years Mr.Mathews has provided public
sector consulting services to cities,counties and special districts throughout the Western and Mid-
Western United States.He has analyzed Department operations and recommended enhancements
related to organizational performance,personnel productivity,process improvement and strategic
planning with particular emphasis in the public safety,public works and public utilities fields.
Agency-Wide Studies:Conducted studies of entire city and county organizations.Scopes of work
included organizational structure and allocation of functions,management spans of control,service and
staffinalevels,operational reauirements as well as policies and procedures review.
Spokane (WA)Goodyear (AZ)
Barstow (CA)Douglas (AZ)
Carlsbad (CA)Monroe County (MI)
San Rafael (CA)Matanuska-Susitna Borough (AK)
Administrative:Conducted various administrative based studies including development review
(planning),County Clerk,and LAFCO for local government.Studies included evaluations of the
organization of these functions,overlaps and duplications of functions,staff utilization,technology
usaae,fees for service and cost recoverv mechanisms.
Glendale (CA)Salem (OR)
Clackamas County (OR)
Public Works and Public Utilities:Conducted studies of fleets,roads,parks,traffic and other
infrastructure maintenance to include engineering services.Study scopes included the effectiveness of
maintenance management,feasibility studies,technology used,crew sizes,fleet utilization and
specifications,staff utilization and the level of service to the community served.Mr.Mathews has been
a guest lecturer at the Association of Local Government Auditors (ALGA)related to fleet maintenance
practices.
Sunnyvale (CA)Matanuska-Susitna Borough (AK)
Marion County (OR)Goodyear (AZ)
Chino Valley Public Agency Cooperative (CA)Indian Wells (CA)
Monrovia (CA)Sacramento Flood Control Agency
Santa Barbara (CA)Upland (CA)
Carlsbad Municipal Water District (CA)Banning (CA)
EI Centro (CA)Douglas (AZ)
San Diego County (CA)Barstow (CA)
Modesto (CA)Denton (TX)
San Mateo Countv (CA)Napa County (CA)
Matrix Consulting Group Page 28
7-47
CITY OF RANCHO PALOS VERDES,CALIFORNIA
Proposal to Conduct a Citywide Management and Staffing Study
GREG MATHEWS (continued)
VICE PRESIDENT,MATRIX CONSULTING GROUP
Public Safety:Conducted numerous and extensive studies of public safety operations with particular
emphasis in the law enforcement and Public Safety Answering Point (dispatch)fields.Scope of work
included organizational review,staffing utilization based upon workloads,efficiency and effectiveness
analvsis,and feasibility studies.
Burbank (CA)
Reno,Sparks and Washoe County (NV)
Laguna Beach (CA)
Laguna Nigel (CA)
Lake Forest (CA)
Omaha (NE)
Orange County (CA)
Milwaukee (WI)
San Juan Capistrano (CA)
Los Angeles (CA)
San Rafael (CA)
Monterey County (CA)
Jackson County (OR)
University of Missouri (KS)
Placer County (CA)
EDUCATION:
BA,University of California,Davis
MPA,University of Southern California
Matrix Consulting Group
Chino Valley Independent Fire District (CA)
Glendale (CA)
Simi Valley (CA)
Santa Monica (CA)
Long Beach (CA)
Mission Viejo (CA)
Orange County (FL)
San Clemente (CA)
South Pasadena (CA)
Alameda County (CA)
Pasadena (CA)
Aurora (CO)
Corvallis (OR)
Beverly Hills (CA)
San Mateo County (CA)
Page 29
7-48
KOFF &ASSOCIATES.INC.
Human Resource Consulting Since 1984
PROPOSAL
ForAn
ORGANIZATIONAL PERFORMANCE REVIEW
OF THE
CITY OF RANCHO PALOS VERDES
Submitted by:
KOFF &ASSOCIATES,INC.
6400 Hollis Street,Suite 5
Emeryville,CA 94608
510.658.KOFF (5633)-voice
800.514.5195 -toll free
510.652.5633 -fax
E-mail:gkrammer@koffassociates.com
Contact Person
Georg Krammer
Chief Executive Officer
7-49
KOFF &ASSOCIATES.INC.
Ffuman Resource Consulting Since 1984
June 2,2012
Ms.Susan Brooks
Councilwoman
City of Rancho Palos Verdes
30940 Hawthorne Blvd.
Rancho Palos Verdes,CA 90275
Dear Ms Brooks:
Thank you for the opportunity to respond to your request for proposals.Weare most interested
in assisting you with this important study and are committed to giving this project the highest
priority.Meeting your needs is our number one goal.
Koff &Associates,Inc.,a California corporation,is a woman-owned experienced public-sector
consulting firm that has been conducting similar studies for cities,counties,special districts
(community services,water,wastewater,education,library,fire,air quality management,
housing,transportation,solid waste,hospital,and higher education districts),and courts for over
twenty-eight years.Koff &Associates has achieved a reputation for working successfully with
management,employees,and union representatives.We believe in a high level of dialogue and
input from employees and management and our proposal speaks to that level of effort.That
extra effort has resulted in close to 100%implementation of all of our organizational studies.
Koff &Associates is a small firm that accepts only as much work as our own staff can handle.
This assures a high level of quality control,excellent communication between clients and our
office,commitment to meeting time lines and budgets,and a consistent high-caliber work
product.We encourage you to contact our references.
As Chief Executive Officer of the firm,I would assume the role of Project Director and be
responsible for the successful completion of this project.I can be reached at the Emeryville
address and phone number listed below.My e-mail addressis:gkrammer@koffassociates.com.
Please call if you have any questions or wish additional information.We look forward to the
opportunity to provide professional service to your City.
Sincerely,
Georg S.Krammer
Chief Executive Officer
6400 Hollis Street Suite 5.Emeryville,ell.94608 TEL 51O-658-KOFF (5633)FAX 5 I0-652-KOFF (5633)
\Nww.Koff/lssoriates.com
7-50
KOFF &ASSOCIATES.INC.
Human Resource Consulting Since 1984
PROPOSAL
ForAn
ORGANIZATIONAL PERFORMANCE REVIEW
OF THE
CITY OF RANCHO PALOS VERDES
TABLE OF CONTENTS
Page No.
1.Understanding of the Project 1
2.Study Objectives 2
3.Statement of Qualifications &Relevant Professional Experience 3
4.Project Team 4
5.References 8
6.Work Plan and Methodology 10
7.Expectations of City Support 16
8.Project Schedule 16
9.Proposed Project Cost 17
10.Insurance Requirements 18
6400 Hollis StweL Suite 5,Emeryville,CA 94608 TEL 51 0-658-KOFF (5633)FAX 5.1 ()-652-KOFF (5633)
Vvww.Koft:Asso(~iates.com
7-51
KOFF &ASSOCIATES.INC.
Human Resource Consulting Since 1984
UNDERSTANDING OF THE PROJECT
The City of Rancho Palos Verdes desires consulting assistance to conduct an
organizational review of the entire City in order to identify areas where the City might be
able to operate more efficiently and effectively.The City seeks to take under advisement
the consultant's recommendations and initiate changes that will result in improvements to
organizational effectiveness,customer service,fiscal responsibility,and strategic
planning for the future.The City is particularly interested in an evaluation of staffing
levels,organizational structure,and technological improvements in order to ensure that
the City can meet current and future customer service demands and service delivery
expectations.Additionally,the City seeks an evaluation of all operations for efficiencies.
The City is comprised of seven (7)departments,including 1)City Manager,2)City
Clerk,3)Finance and Information Technology City,4)Community Development,5)
Building/Safety Inspection,6)Public Works,and 7)Recreation &Parks.
The study's purpose is to initially conduct an analysis of the City's organizational
structure to ensure operational efficiency.This will include studying reporting
relationships,span of control,staffing levels,outsourcing and in-sourcing opportunities,
and comparing the City's organizational structure to that of other comparable cities.The
final work product will be an integrated organizational structure that will allow for
potential future City growth,career growth,and effective customer service delivery.
A second level of effort will be to analyze operational efficiencies,including studying
available resources,deficiencies,and redundancies.The process includes orientation and
briefing sessions with employees,management,and employees;the completion of a
position assessment questionnaire by employees;interviews/focus group meetings with a
representative sample of employees in each assignment/classification within the City;and
interviews with supervisors and managers to obtain additional information.
A third level of effort includes the identification of best management practices and
performance measures,including the use of computer and automation technologies.This
will be a major component of the information gathering process when surveying
comparable cities to the City of Rancho Palos Verdes and the use of resources,best
practices,and performance measures throughout those cities.
Finally,the study will look at options and make recommendations for improved
efficiencies and customer service,including the potential integration of functions
between the City's departments,identification of synergies,a review of staffing ratios,
and various aspects of customer service provision by the City.The study will also
7-52
Organizational Review Proposal
Page 2ofl8
June 2,2012
include a trend analysis regarding the results of a comprehensive survey to identify
industry best practices within the above-mentioned comparator agencies.
The study includes a significant number of meetings with the City's project team,
management,staff,and employees,as well as the City Council.We have expertise in
labor/management relations and understand the importance of active participation by all
stakeholders to ensure a successful outcome.The meetings and "stakeholder touch-
points"that we recommend ensure understanding of the project parameters,enhance
accurate intake and output of information and improve a collaborative and interactive
approach that will result in greater buy-in for the study recommendations.This
interactive approach,although time-consuming,has resulted in almost 100%
implementation success of Koff &Associates'studies.
STUDY OBJECTIVES
Operational Objectives
~To carefully analyze the scope and level of duties and responsibilities,processes and
assignments,requirements for successful work performance (including required
competencies),and other factors ofthe City's assignments/positions/classifications;
~To conduct a comprehensive position assessment,including review of existing
documentation,position assessment questionnaire completion,employee
interviews/focus groups,management interviews,analysis of existing positions
and working situations,and other professional methods,as appropriate;
~To identify organizational and workload issues during interviews with employees/
focus groups including consideration of technology and automation potential and
improvements as well as the addition of other operational tools;
~To recommend changes in staffing levels,i.e.,additions or reductions,as well as,
outsourcing opportunities of certain functional areas of assignment;and
~To provide for growth and flexibility of assignment,where feasible,as well as
adequate career paths that will foster career service within the City and provide a
clearly designed organizational structure,reporting relationships,and logical
classification series/job families that are reflective of industry best practices.
Best Management Practices and Performance Measures Objectives
~To review and make recommendations regarding a pool of comparator agencies
that are not only similar in size,resources,and service provision to the City of
Rancho Palos Verdes,but also reflect the high level of forward thinking and
ingenuity,diversity,customer service,and community engagement that the City is
looking to model itself after;
~To collect accurate organizational and operational data from the approved group
of comparator agencies and to ensure that this information is analyzed in a
manner that is clear and comprehensible to your City Council,management,and
employees;
6400 11011 is Stn~et.Suite 5,Emeryville,CA 94608 TEL 51 0-658-KOFF (5633)FAX 51 0-652-KOFF (5633)
v,ww.Koft"r\ssociates.com
7-53
Organizational Review Proposal
Page 3 ofl8
June 2,2012
~To collect information from each of the comparator agencies regarding
organizational structure,position allocations,work assignments,resources used
(including human,financial,and technology resources),operational and customer
service data;
~To recommend best management practices that are reflective of industry
knowledge,the approved group of comparator cities,and professional
associations,such as SHRM,ASCE,and ITE;
~To recommend strategies to incorporate industry and market best practices into
day to day operations which will include an analysis of centralized versus
decentralized operations in the achievement of best practices;
~To identify opportunities to leverage departmental efforts to improve overall
synergy throughout the City;
~To identify a performance measurement system(s)utilized in conjunction with
best management practices and develop appropriate measurement criteria based
on organizational goals;and
~To identify performance measurement tools for each major operation incorporating
financial,human resources,operational,and customer specific goals.
Overall Objectives
~To review and understand all current departmental documentation, policies,
procedures,practices,organizational charts,budgetary and financial data,and
related information so that our recommendations can be operationally
incorporated with a minimum of disruption;
~To review,analyze,and make recommendations that will enhance organizational
effectiveness and improve customer service,such as organizational restructuring,
outsourcing,technology,and any changes deemed necessary in current staffing
levels;
~To conduct a start-up meeting with the Project Team to finalize study plans and
timetables;conduct briefing and orientation sessions with employees,
management,and employees in order to educate and explain the scope of the
study and describe what are and are not reasonable study expectations and goals;
~To work collaboratively and effectively with the City and its stakeholders while at
the same time maintaining control and objectivity in the conduct of the study;
~To ensure sufficient documentation of the study processes and methodologies so
that the City can integrate,maintain,and administer the plans after the initial
implementation in a competent and fair manner;and
~To provide effective ongoing communications throughout the duration ofthe project.
STATEMENT OF QUALIFICATIONS
Koff &Associates,Inc.is a majority woman-owned,State-registered small business,
public sector human resources consulting firm that was founded in 1984 and has been
assisting cities,counties,and special districts for over 28 years.We are familiar with the
various organizational structures,agency missions,operational and budgetary
requirements,and staffing expectations.
6400 Hollis Strt'eL Suite 5,Emeryville,CA 94608 TEL 5IO-658-KOFF (5633)FAX 5JO-652-KOFF (5633)
\Nww.KoffAssoeiates.com
7-54
Organizational Review Proposal
Page 4 ofl8
June 2,2012
We have extensive experience working in both union and non-union environments
(including serving as the management representative in negotiation meetings),working
with City Councils,Boards of Supervisors,Merit Boards,Joint Power Authorities,and
Boards of Directors.
The firm's areas of focus are organizational,classification,and compensation studies and
industry/market surveys (approximately 70%of our workload);development of strategic
management tools;performance management;best practices policy/procedure
development and employee handbooks;executive search and staff recruitments;human
resources audits;and serving as off-site HR Director for our smaller public agencies that
need the expertise of an HR Director but do not need a full-time,on-site professional.
Without exception,all·of our organizational,classification,and compensation studies
have successfully met all of our intended commitments;communications were successful
with employees,supervisors,management,and union representatives;and we were able
to assist each agency in successfully implementing our recommendations.All studies
were brought to completion within stipulated time limits and proposed budgets.
The firm's growing list of clients is indicative of its reputation as being a quality
organization that can be relied upon for producing comprehensive,sound,and cost-
effective recommendations and solutions.Koff &Associates,Inc.has a reputation for
being "hands-on"with the ability and expertise to implement its ideas and
recommendations through completion in both union and non-union environments.
Koff &Associates,Inc.relies on our stellar reputation and on the recommendations and
referrals of current clients to attract new clients.Our work speaks for itself and our
primary goal is to provide professional and technical consulting assistance with integrity,
honesty,and a commitment to excellence.We invite you to contact anyone on the Client
List as a referral.
PROJECT TEAM
Organizational/project chart and professional qualifications of K&A staff are:
Organizational/Project Chart
Kathy Crotty,Georg Krammer,CEO Gail Koff,
Administrative Catherine Kaneko,President Managing Director
Assistant (Principals ofK&A)
I
I I I
I
Mike Harary,Milana Targan,Alyssa Anne Hayes,
Project Manager Project Manager Uchimura,Associate
Project Manager
6400 Hollis Strt'el Suite 5,Emeryville,CA 94608 TEL 510-658-KOFF (5633)FAX 5.1 0-652-KOFF (5633)
v,[\Vw.Koft~\ssoeiates.com
7-55
Organizational Review Proposal
Page 50flS
June 2,2012
All members of our team have worked on multiple comprehensive organizational studies
and are well acquainted with the wide array of public sector organizational structures,
classification plans,and compensation structures,as well as the challenges and issues that
arise when conducting studies like this.
Georg S.Krammer,M.B.A.,S.P.H.R.
Chief Executive Officer
Georg brings fifteen (15)years of management-level human resources experience to Koff
&Associates with an emphasis in organizational development;classification and
compensation design;market salary studies;executive and staff recruitment;performance
management;and employee relations,in the public sector,large corporations and small,
minority-owned businesses.
After obtaining a Master of Arts in English and Russian and teaching credentials at the
University of Vienna,Austria,Georg came to the United States to further his education
and experience and attained his Master of Business Administration from the University of
San Francisco.After starting his HR career in Wells Fargo's college recruiting
department,he moved on to HR management positions in the banking and high-tech
consulting industries.With his experience as a well-rounded senior HR generalist,his
education in business and teaching,and his vast experience with public sector HR
programs and functions,Georg's contribution to K&A's variety of projects greatly
complements our consulting team.Georg joined K&A in 2000 and has been the firm's
Chief Executive Officer since 2005.
Georg is assigned as the Project Director for these services to ensure close coordination
of client needs throughout the project.Georg will be involved with all steps of the
process,will attend all meetings with the City,and will be the primary point of contact
for the entire study.
Catherine Kaneko,C.P.A.,P .H.R.
President
Catherine brings over twenty (20)years of management level human resources
experience to Koff &Associates,Inc.,both as a human resources director and as a
management consultant in the hi-tech industry as well as the public sector.She has
extensive experience in compensation including equity plans and performance incentive
programs,survey design and reporting,recruitment in both the public and private sector;
staffing;classification and job analysis;compensation and job evaluation techniques,
employee relations,retention strategies,infrastructure development;coaching;policy and
procedure development;mergers and acquisitions;change management and employee
training.
With a Bachelor in Business Administration,Catherine started her career as a Certified
Public Accountant (CPA)in an international accounting/consulting firm.She
transitioned into Human Resources within the firm to become the Human Resources
Director of the San Francisco office.She then moved into the hi-tech industry where she
6400 Hollis Stn~et.Suite 5.EmmyviJle,ell.94608 TEL 510-658-KOFF (5633)FAX 5.10-652-KOFF (5633)
\Nww.Koft~\ssociates.com
7-56
Organizational Review Proposal
Page 6 ofl8
June 2,2012
served in leadership positions for high-growth,startup,and organizations in transition.
Her primary focus in recent years has been in classification,compensation,an~
recruitment services in the public sector.
Catherine's experience provides a broad knowledge of human resource management
within diverse organizations.Her background provides her a strong ability to understand
the big picture,identify problems and solutions,and effectively implement them.Her
skill set complements our current consultant base with additional levels of service areas.
Catherine joined K&A in 2000 and has been the firm's President since 2005.
Catherine will provide consultant support throughout the study,including development of
assessment strategies and process,development of recommendations,and implementation
strategies.
Gail Koff
Managing Director
Gail Koff,Principal of Koff &Associates,Inc.for 21 years and now the Managing
Director,has over thirty-five (35)years of human resource management experience,most
of which have been serving the needs of public agencies.Gail's prior experience,after
receiving her degree from Boston University,includes serving as the Personnel Director
for one of California's largest sanitary districts, Central Contra Costa Sanitary District as
well as the Personnel Director for the California College of Arts and Crafts.
She has spent twenty-one (21)years in her own firm providing consulting assistance to
cities,counties and special districts (housing,transit,water,wastewater,hospital,school,
community service,air quality management,fire,etc.).She specializes in strategic
development;labor/management issues;classification and job analysis;compensation
design and pay for performance strategies;executive search;employee handbooks and
policy direction;performance management;and organizational efficiency issues.
Gail is familiar with the unique problems of public agencies and has worked extensively
with publicly elected City Councils,Boards,Commissions,numerous unions,and
management and employee groups.
Gail works closely with the staff throughout the entire process to ensure success.She is
actively engaged throughout the study's progress to ensure quality control,timeliness,
and meeting client expectations.
Alyssa U chimura
Project Manager
Alyssa earned her bachelor's degree in Psychology with a minor in Sociology-
Organization Studies from the University of California,Davis and is currently working
on her PhD in Organizational Psychology from Alliant International University.She
brings with her over six (6)years of human resources experience in compensation data
gathering and analysis,classification analysis and development,performance
6400 Hollis Stn~et Suite 5,Em(~ryvine,ell 94608 TEL 510-658-KOFF (5633)FAX 51 0-652-KOFF (5633)
·www.Kofrl\ssO(:iates.com
7-57
Organizational Review Proposal
Page 70fl8
June 2,2012
management,affirmative action program development,and recruitment.Alyssa also has
experience in designing and conducting quantitative and qualitative research studies.
Since joining the firm,Alyssa has worked on over sixty (60)organizational,classification,
compensation, recruitment,and other special human resources projects.She has worked
on classification and/or compensation projects for numerous clients,such as the Cities of
Orange,Menifee,Poway, Palo Alto,Campbell,Piedmont,El Cerrito,Emeryville,Napa,
Santa Rosa,Monterey,Tracy,Madera,lone,Newman,Patterson,Tigard (OR),and the
Towns of Danville and Apple Valley,as well as,the Berkeley Unified School District,
California School Boards Association,Housing Authority of the County of San
Bernardino,San Diego Housing Commission,San Francisco Housing Authority,Dublin
San Ramon Services District,South Tahoe Public Utility District,Truckee Donner
Recreation and Park District,Orange County Sanitation District,South Coast Water
District,Ventura Regional Sanitation District,and the County of Tehama.She has also
participated in several recruitment efforts for various positions ranging from entry-level to
executive management.Alyssa has participated in various special projects like conducting
exit interviews,retirement benefits studies,and human resources audits.
Alyssa will provide consultant support throughout the study,including classification
analysis,interviews with employees and management,internal job analysis,development
of classification descriptions,recommendations,and implementation strategies.
Mike Harary
Project Manager
Mike Harary brings over twenty-five (25)years of HR experience "to the table,"
currently serving as the Assistant Human Resources Director for the City of Orange and
working of our team on a part-time basis.For the past 15 years,Mike has been involved
in all aspects ofHR for Orange,including serving as Chief Negotiator for the City.Mike
manages the City's recruitment and selection,employee benefits,labor relations,
classification and compensation,and general Human Resources functions.
Prior to Orange,Mike worked for the City of La Mirada for almost 10 years,working his
way up from Personnel Intern to Personnel Analyst.Mike possesses a Bachelor's Degree
in Business Administration emphasizing in Human Resources Management from
California State University,Long Beach,and a Masters of Business Administration also
from Cal State Long Beach.
Mike has played a key role in developing and implementing CalPACS,a regional,
internet-based,comprehensive salary and benefits survey website for local agencies.For
his efforts in this successful venture,Mike received the 2005 "Moving Forward Award"
by the California Public Employers Labor Relations Association (Cal-PELRA).Mike
also served as the President of the Orange County Employee Relations Committee.
Mike will provide consultant support throughout the study,including focus groups with
employees and management,market survey,development of recommendations,and
implementation strategies.
6400 Hollis Sin~et.Suite 5,Em,'ryville,CA 94608 TEL 510-658-KOFF (5633)FAX 5.IO-652-KOFF (5633)
\vww.KoffAssociaies.com
7-58
Organizational Review Proposal
Page 8 of 18
June 2,2012
Anne Hayes
Firm Associate
Anne is the newest member to our team and earned a Bachelor's degree in Mathematics
and Economics from the University of California,Santa Barbara.
Before joining Koff &Associates,she worked in the private sector for more than 10
years,with 5 years in a management role.She transitioned to a non-profit organization,
which specialized in providing labor relations representation to public sector employers,
where she gained extensive experience in data gathering and analysis,specifically in the
areas of classification,compensation and benefit analysis for public sector agencies.
Kathy Crotty
Administrative Assistant
Kathy is our resident data entry,office administrative,and technical "gum."She will be
heavily involved with the technical aspects of the project and assist our professional staff
at each phase of the project.
REFERENCES
The following is a list of references from our most recent studies.
City of San Gabriel
Organizational assessment study,currently in
the process of completion.
City of Palo Alto
Various projects since 2009.
Orange County Sanitation District
Various district-wide organizational,
classification and total compensation studies for
all employee groups,since 2008.
Midpeninsula Regional Open Space District
District-wide organizationa,classification and
compensation study completed in 2011.
Contact:Marcella Marlow
Assistant City Manager
(626)308-2802
425 S.Mission Drive
San Gabriel,CA 91776
Contact:Ms.Sandra Blanch
Assistant Director,Human Resources
(650)329-2376
250 Hamilton Avenue
Palo Alto,CA 9430 I
Contact:Richard Spencer
Human Resource Supervisor
(714)593-7164
10844 Ellis Avenue
Fountain Valley,CA 92707
Contact:Mr.Steve Abbors
General Manager
(650)691-1200 Fax (650)691-0485
330 Distel Circle
Los Altos,CA 94022
6400 Hollis Street Suite 5.EmNyviJle,CA 94608 TEL 510-658-KOFF (5633)FAX 510-652-KOFF (5633)
INww.Koff.Associates.com
7-59
Town of Windsor
Town-wide organizational,classification and
total compensation study,completed in 2011.
City of Perris
Several organizational,classification,and
compensation studies over the last three years.
Last organizational study completed in January
2010.
City of Orange
80mprehensive classification study,completed
in 2009.
Total compensation study,currently on hold.
Organizational Review Proposal
Page 9 of 18
June 2,2012
Contact:Ms.Amy Cortese
Human Resources Manager
(707)838-5379 Fax (707)838-5981
9291 Old Redwood Hwy,Bldg.300
Windsor,CA 95492
Contact:Ms.Isabel Lugo
Human Resources and Risk Manager
(951)943-6100
101 North "D"Street
Perris,CA 92570
Contact:Mr.Steven Pham
Human Resources Director
(714)744-7257
300 E.Chapman Avenue
Orange,CA 92866
City of Pismo Beach
Comprehensive classification and
compensation study,completed in 2009.
City of Poway
Comprehensive classification and
compensation study,completed in 2008.
Contact:Ms.Debra Garcia
total Human Resources Officer
(805)773-7928
760 Mattie Road
Pismo Beach,CA 93449
Contact:Ms.Tina White
total Assistant City Manager
(858)668-4413
13325 Civic Center Drive
Poway,CA 92064
City of La Canada Flintridge
Classification and total compensation study,
completed in 2009.
City of Tulare
Comprehensive classification and total
compensation study,completed in 2008.
Classification and total compensation study for
Police and Fire,completed in 2009.
Contact:Mr.Kevin Chun
Director of Administrative Services
(818)790-8880
1327 Foothill Boulevard
La Canada Flintridge,CA 91011
Contact:Ms.Margee Fallert
Administrative Services Director
(559)684-4203
411 East Kern Avenue
Tulare,CA 93274
City of Tigard,Oregon
Comprehensive classification and
compensation study,completed in 2008.
Contact:Ms.Sandy Zodrow
total Human Resources Director
(503)718-2408
13125 SW Hall Blvd.
Tigard,OR 97223
6400 Hollis Strt'et.Suite 5,Emeryville,CA 94608 TEL 510·658·KOFF (5633)FAX 5.!O·652·KOFF (5633)
www.KoffAssociates.com
7-60
Dublin San Ramon Services District
Classification and compensation study
completed October 2008.We have also
completed numerous recruitments.
WORK PLAN AND METHODOLOGY
Organizational Review Proposal
Page 10 ofl8
June 2,2012
Contact:Ms.Mary Gordon
Organizational Services Manager
(925)875-2291
7051 Dublin Blvd.
Dublin,CA 94568
This section of the proposal identifies the actual work scope.We believe that our
detailed explanation of methodology and work tasks clearly identifies our approach and
comprehensiveness.
We have found that,often times,our proposals address a very high level of time
commitment,which sometimes results in a higher proposal cost.We believe that our
methodology and implementation success rate is attributable to the significantly greater
level of contact we have with the City Council,employees,and management.The time
we commit to working with the employees (Project Team meetings,orientation,meetings
with employees and managers via interviews/focus groups,meetings that include
employees,etc.)results in a significantly greater buy-in throughout the process and with
the final study results and recommendations.
Our firm has never had a formal appeal to any of our studies in over 28 years.It has been
our experience that the money and time invested in stakeholder touch-points throughout
the study are money and time saved during implementation.Numerous times our firm
has been hired after an agency has gone through an unsuccessful study with another
consultant,whose results were rejected or appealed and whose implementation was very
controversial.The result was a divided organization with hostility and animosity
between employees/employee representation and management.Every time our firm was
hired after such a bad experience,study stakeholders were amazed at our open and all-
inclusive process,our efforts to elicit equal stakeholder input,and our development of
recommendations that were accepted as fair and reasonable and understood by
employees,management,union representation,and the governing body.
In these economic times,the tendency may be to select the firm with the lowest cost
proposal but it has been our experience that ultimately the price can be much higher
considering the additional time and lost goodwill that can result from utilizing a less
involved process.
Our clients always provide us feedback that our process was professional,
comprehensive,understandable,timely,and inclusive.Employees,although not
necessarily always happy with our recommendations,have always indicated that we
listened to their issues and concerns and were available for discussion,as required.
Although time consuming,we also drive the process to ensure that timelines are met and
schedules are maintained.
6400 Hollis Slrt~eL Suite 5,Emeryville,CA 94608 TEL 5IO-658-KOFF (5633)FAX 5IO-652-KOFF (5633)
v>fww.Kof['\ssociales.com
7-61
Organizational Review Proposal
Page 11 oft8
June 2,2012
I A.INITIAL DOCUMENTATION REVIEW/MEETING WITH PROJECT TEAM
This phase includes identifying the key client project team,contract administrator,and
reporting relationships.Our team will meet with the client team to create the specific
work plan and work schedule;reaffirm the primary objectives;determine deadline dates;
determine who will be responsible for coordinating/scheduling communications with
employees and management;and develop a timetable for conducting the same.Also
included will be the gathering of written documentation including assembling the current
organizational charts,class descriptions,operational budgets,documentation on current
operational practices,information regarding in-house and outsourcedlcontracted services,
and any other relevant documentation.
This initial step will also include a discussion of our methodology and the components of
'the survey instrument that will be used when comparing the City of Rancho Palos Verdes
to other,comparable cities.We recommend meeting with City management as well as an
employee focus group to discuss the major elements of the study and which areas
(organizational,operational,etc.)will be studied.We will respond to any questions.
I B.DETERMINE COMPARATOR AGENCIES
The selection of comparator agencies is considered a critical step in the study process.
Using the following factors to identify appropriate comparators,we will receive approval
before proceeding with the survey.The factors that we review when selecting and
recommending appropriate comparator agencies include:
~Organizational type and structure -While various agencies may provide
overlapping services and employ some staff having similar duties and responsibilities,
the role of each agency is somewhat unique,particularly in regard to its relationship
to the citizens it serves and level of service expectation.During this iterative process,
previous comparator agencies that have been utilized and the advantages and
disadvantages of including them and/or others will be discussed.
~Similarity of population served,agency demographics,agency staff,and
operational and capital improvement budgets -These elements provide guidelines in
relation to resources required (staff and funding)and available for the provision of
agency/departmental services.They also speak to the diversity of the community that
they serve and the common issues that the city might face to best serve that
community.
~Scope ofservices provided -While having an agency that provides all of the services
at the same level of citizen expectation is ideal for comparators,as long as the
majority of services are provided in a similar manner,sufficient data should be
available for analysis.
6400 Hollis Strt~et Suite 5.Emeryville,CA 94608 TEL 510·658·KOFF (5633)FAX 5IO·652·KOFF (5633)
v.;ww.KoftAssociates.com
7-62
Organizational Review Proposal
Page 12 ofl8
June 2,2012
I C.DEVELOPMENT OF POSITION ASSESSMENT AND SURVEY QUESTIONNAIRES
The study will contain two major surveys:I)an analysis of current roles,duties,
responsibilities,and processes within the City and 2)a study of organizational and
operational best practices of cities that are comparable.
For both surveys,we will develop a survey instrument/questionnaire to ensure that the
right questions are asked.The internal City survey will be structured similar to a position
assessment questionnaire and include questions regarding roles,duties,responsibilities;
processes,and time/frequency;and competencies,knowledge,skills,and abilities
required to perform jobs successfully.
The industry/market study will include questions regarding organizational structure,
ratios of staffing,and other resources to assignments and expected work products,best
management practices,and performance measures.
It is our recommendation to review the two survey instruments/questionnaires in a
collaborative manner including management and employees.Again,the more
stakeholder buy-in that can be obtained at the front-end regarding the structure and
process of the study,the more successful the final outcome of the study will be.
D.ORIENTATION MEETINGS WITH EMPLOYEES AND DISTRIBUTION OF POSITION
ASSESSMENT QUESTIONNAIRES
We will facilitate several orientation meetings with employees (within the same
timeframe,for cost containment purposes)and distribute the Position Assessment
Questionnaires for purposes of the internal survey.While this meeting may not be
mandatory,it is highly recommended,as it forms the beginning of the educational
process that continues throughout the study.Project processes will be explained,
expectations will be clarified,and elements that are not a part of the study will also be
covered.Questions will be answered and hints for completing the questionnaire will be
given.The questionnaires shall be handed out with the incumbents'current class
descriptions attached so employees can use them as a tool for completing the
questionnaires.
We recommend that employees complete separate questionnaires but giving employees in
the same classification the option of collaborating on completing a questionnaire
together,if the employees feel that their daily assignments are similar enough.However,
one critical piece we hope to determine through this process is whether certain
employees'duties and tasks have changed compared to their peers in the same
classification.If so,we want to be able to analyze those separately.While we realize
that individual questionnaires per employee will be a time-consuming process,our goal is
to analyze the questionnaires and identify trends regarding processes,efficiencies,
staffing,and what works and what doesn't work within each functional area of
assignment.Although,based on the limited budget for this project,we recommend
6400 Hollis Str,'cL Suite 5,Emeryville,CA 94608 TEL 510-658-KOFF (5633)FAX 5.10-652-KOFF (5633)
v..ww.KofrAssoriat.::s.com
7-63
Organizational Review Proposal
Page 13 of 18
June 2,2012
having only a representative sample of employees per classification complete
questionnaires,not every single City employee.
Employees complete the questionnaire,send it to their supervisor/manager for review,
comment,and signature,and then send it to our office for analysis.
I E.INDUSTRy/MARKET DATA COLLECTION
Our firm does not collect market data by merely sending out a written questionnaire.We
find that such questionnaires are often delegated to the individual in the department with
the least experience in the organization and given a low priority.We conduct all of the
data collection and analysis ourselves to ensure validity of the data and quality control.
Typically,we collect organizational charts,classification descriptions,employee
allocation lists,policies and procedures,performance measurement plans,and other
information via websites or in person,by telephone,email,or facsimile.With this prior
knowledge and our experience in the public human resources field,our professional staff
will then schedule appointments preferably in person,with knowledgeable individuals to
answer specific questions.We find that the information collected using these methods
has a very high validity rate and is generally substantiated before management,
employees,employee representation,as well as governing bodies.
Alternatively,for cost containment purposes,City staff could assist with the collection of
or collect all of this data internally,so that consultant dollars are being conserved.
The goal of the industry/market survey is to obtain information on the following:
~Organizational structure,reporting relationships,span of control,and staffing
levels;
~Operational requirements,infrastructure,services and ratios of staffing;
~Outsourcing and in-sourcing practices per functional area of assignment;
~Resources available,inCluding human,financial,technological resources;
~Computer and automation technologies used to improve operating efficiencies
and/or customer service,including an evaluation of existing systems (i.e.,pros
and cons);
~Best management practices and standards;and
~Performance measures and measurement tools per functional area of assignment;
IF.DATA AND TREND ANALYSIS
Surveying ten to twelve (10-12)comparator agencies should yield sufficient data and
information to identify industry/market trends.Especially including cities in the study
that are known to be on the cutting edge of providing the highest quality municipal
services provision will uncover trends for best management practices that will be
invaluable to the City.
6400 Hollis Slrt'et Suite 5.Emeryville,ell.94608 TEL 51 0-658-KOFF (5633)FAX 51 0-652-KOFF (5633)
INww.Koff:Associates.com
7-64
Organizational Review Proposal
Page 14 ofl8
June 2,2012
We will analyze the data and trends from the market survey and incorporate those into
our recommendations for organizational and operational changes for the City.
G.POSITION ASSESSMENT QUESTIONNAIRE REVIEW AND EMPLOYEE/
SUPERVISORY!MANAGEMENT Focus GROUPSIINTERVIEWS
Upon receipt of the questionnaires,they will be reviewed and analyzed along with other
documentation,including any information regarding time keeping,efficiency
measurements,and process descriptions.This will also include any trends identified
from the market survey.As mentioned above,the goal is to identify certain trends
regarding processes,efficiencies,staffing,and what works and what doesn't work within
each functional area of assigmnent.
Based on those trends,we would then design which types of focus groups will be needed
to delve into those trends and obtain more information.The assumption is that some
individual employee interviews may be needed to clarify certain information that was
contained,or perhaps we found to be missing,in the position assessment questionnaires.
Focus group meetings/interviews will also be held with supervisory and management
staff,who will clarify their own responsibilities as well as confirm the information we
have received in the focus groups/interviews with their staff.Some focus groups may
include both employees and management,depending on what the goal for that particular
focus group is.
The goal of the focus groups/interviews and the review additional documentation is to
identify/determine the following:
~Assignments,responsibilities,duties,and tasks;
~Process efficiencies,time spent,and frequency of the above;
~Competencies,knowledge,skills,and abilities required to perform the above;
~Reporting relationships and span of control;
~Staffing ratios to work productivity goals;
~Available resources,including deficiencies and redundancies;and
~Equipment,computer and automation technologies used.
I H.DEVELOPMENT OF RECOMMENDATIONS
Depending on the results of the internal and external assessments,we will develop
specific recommendations for organizational and operational changes for the City.
Recommendations will include the following (as appropriate):
~Organizational restructuring,including re-assigning reporting relationships,
streamlining classification series/progressions, and re-organizing functional areas
of assigmnent;
64()()Hollis Stn~et Suite 5.Emeryville,ell 94608 TEL 51 0-658-KOFF (5633)FAX 51 0-652-KOFF (5633)
v,;ww.Koft:·'\ssocintes.com
7-65
Organizational Review Proposal
Page 15 ofl8
June 2,2012
~Staffing levels,including ratios of "rank-and-file"staff to supervisory and
management staff;
~Outsourcing and in-sourcing opportunities,including areas of assignment at the
divisional,functional,and specific task levels;
~Process efficiencies,including redundancies and deficiencies,as well as,
assignments of functions and tasks;
~Equipment and computer and automated technologies:while we are not
management information systems or information technology experts,we will
report the results of the market survey and identify any trends in this area,
including feedback regarding the successfulness of current and/or newly
implemented systems used by the comparator agencies;
~Best management practices,including trends observed in the identified survey
market,as well as,a transition roadmap from current practices to industry best
practices,as appropriate;
~Performance measures,including best management practices of how to measure
organizational goals,departmental goals,and work productivity goals and how
individual performance measures for all City staff should relate to those;
~Integration of operating divisions,including where each division's functions may
show synergies that could be exploited to better integrate each division's
functions,as well as strategies to overcome the obstacles associated with
decentralized vs.centralized operations;and
~Customer service:this will most likely include trends observed from the market
study based on the goals as identified in Section F above.
It should be noted that the development of recommendations will be as collaborative a
process with City management as the City wishes.We are most receptive to City input,
especially when it comes to the organizational and operational realities of addressing
potential City deficiencies and recommending new policies/procedures/rules/practices,
etc.
Our suggested plans for changes will be prioritized based on importance/urgency.Draft
recommendations and implementation plans will be discussed with the management team
prior to developing an Interim Report.
I I.PREPARATION OF DRAFT FINAL AND FINAL REpORT AND DELIVERABLES
A Draft Interim Report of the Organizational Review will be completed and submitted to
the City for review and comments.The report will provide detailed internal and external
survey findings,documentation,and recommendations.The report will include a set of
all survey instruments and documentation,data and trend analysis results,as well as
recommendations.
Once all of the City's questions/concerns are addressed and discussed,a Final
Organizational Review Report will be created and submitted in bound format.
6400 Hollis Strt~et Suite 5,Emeryville,CA 94608 TEL 510-658-KOFF (5633)FAX 51 0-652-KOFF (5633)
\NlVw.KoffAssociat<ls.com
7-66
Organizational Review Proposal
Page 16 ofl8
June 2,2012
I J.PRESENTATION TO THE PROJECT TEAM AND/OR CITY MANAGER/COUNCIL
In addition to ongoing periodic meetings and communication with the Project Team,
management,employees,and other stakeholders throughout the various phases of the
study,as well as continuous status reports per email and conference calls,our proposal
includes one final presentation to the City Council,if desired.
EXPECTATIONS OF CITY SUPPORT
In order to conduct this study in the most timely and cost-effective manner,we expect
support in the following areas:
~Timely provision of written documentation,such as current organizational charts,
employee allocation lists,class specifications,budget documents,operational
procedures and records,work assignments and schedules,requests for audits,etc.;
~Assistance in the notification and scheduling of orientation and other meetings with
management and employees,and the provision of adequate space for employee focus
groups/interviews;
~Assistance in the compilation of current class descriptions with the Position
Assessment Questionnaire;collecting and forwarding questionnaires;and in ensuring
that materials are completed and returned in a timely manner;
~Assistance in scheduling Project Team,management,employee audit,and other
meetings;and
~Meeting agreed to timelines.
PROJECT SCHEDULE
Our professional experience is that an organizational study for this size
organization/department and the desired scope of work will take approximately four (4)
months to complete,allowing for adequate Position Assessment Questionnaire
completion,time for focus groups and interviews,market survey data collection and
analysis,development of recommendations,review steps by the City,the development of
final reports,and presentations.
The following is a suggested timeline if a contraqt is awarded by mid-June:
Completion Date
Or2anizational and Mana2ement Review 2012
A.Document Review/Kick-offlProject Team Meeting(s)By June 29
B.Determination of Comparator Agencies By July 13
C.Development of Survey Questionnaires By July 13
D.Employee Orientation Meetings By July 27
E.Survey Market Data Collection (l0-12 comparators)By August 17
F.Data and Trend Analysis By August 31
G.Employee &Management Focus Groups/Interviews By September 14
MOO [[ollis Strt'ct Suite 5,Emt1ryvillc,CA 94608 TEL 510-658-KOFF (5633)FAX 5.10-652-KOFF (5633)
v,;ww.Kofr'\ss()(:iates.com
7-67
Organizational Review Proposal
Page 17 ofl8
June 2,2012
H.Development of Recommendations By September 28
I.Final Reports and Recommendations By October 12
1.Final Presentation As Scheduled
Additional meetings with executive management and City Council
PROPOSED PROJECT COSTS
We want to emphasize that we provide an all-inclusive lump-sum cost amount for the
entire study and do not believe in under-pricing the effort or change orders along the way,
unless the City requests an obvious and identifiable additional level of effort.However,
we're also aware that budgets are often limited and that public agencies must be
economically conservative.
As mentioned in the scope of work,we recommend an informal employee review and
appeals process but are providing two cost options below in case the City decides against
undergoing this step of the process.
Hours
Onzanizational and Manaszement Review
A.Document ReviewIKick-offlProiect Team Meeting(s)16
B.Determination of Comparator Agencies 8
C.Development of Survey Ouestionnaires 20
D.Employee Orientation Meetings 16
E.Employee &Management Focus Groups/Interviews 40
F.Survey Market Data Collection (l0-12 comparators)60
G.Data and Trend Analysis 24
H.Development of Recommendations 30
I.Final Reports and Recommendations 20
1.Final Presentation 8
Additional meetings with executive management and City Council 10
Total Professional Hours 252
Combined professional and clerical composite rate:$1051Hour $26,460
Expenses:$3,500
Expenses include but are not limited to duplicating and binding
documents and reports,phone,supplies,FAX,postage,mileage,
hotels,air fare,per diem,etc.
TOTAL LUMP SUM FOR PROJECT:$29,960
*Additional consulting will be honored at composite rate of $1 05/hr.
6400 Hollis Strt~et Suite 5,Emeryville,CA 94608 TEL 510-658-KOFF (5633)FAX 51 0-652-KOFF (5633)
'NIVW.K()ftAss()(:iat~s.c()m
7-68
Organizational Review Proposal
Page 18 ofl8
June 2,2012
INSURANCE REQUIREMENTS
We will submit support of this level of coverage and to endorse the City with our General
Liability insurance coverage upon award of contract if desired:
Workers'Compensation:
Automobile Insurance:
Errors and Omissions:
General Liability:
This proposal is valid for 90 days.
Respectfully Submitted,
By:KOFF &ASSOCIATES,INC.
State of California
Georg S.Krammer
Chief Executive Officer
Statutory Limits
$1 Million per accident
$1Million per occurrence
$1 Million per occurrence
June 2,2012
Date
6400 Hollis Strt'et.Suite 5,Emeryville,CA 94608 TEL 51 0-658-KOFF (5633)FAX 51 0-652-KOFF (5633)
\Nww.KoffAssociat<ls.colTI
7-69