Loading...
Item 10ECity of Southlake, Texas MEMORANDUM March 9, 2005 TO: Shana Yelverton, City Manager FROM: Chuck Kiefer, Interim Deputy City Manager SUBJECT: Department of Public Safety Management Study. Action Requested: Authorize the City Manager to enter into a professional services agreement with the Matrix Consulting Group to conduct a management study of the Department of Public Safety. Background Information: One of the initiatives of the City Manager's transition plan is to conduct management studies of the larger operating departments to identify opportunities for improved resource utilization. The scope of the study is intended to be comprehensive and the areas of review will include: • Workload, staffing and deployment • Organization structure • Management systems • Recruitment and training • Policies and procedures • Use of technology • Fleet size and utilization • Comparison of DPS operations to industry best practices • Employee attitudes and morale • Facilities Assessment The Matrix Consulting Group has experience conducting management reviews and feasibility studies of Public Safety Departments. In addition, the project team has conducted several hundred law enforcement, fire and emergency medical service staffing and operations studies. Financial Considerations: The total cost for the DPS management study is $74,000.00. This cost includes all professional fees and travel costs. Financial Impact: The Director of Finance has identified sufficient savings from position vacancies to cover the cost of the DPS management study. In addition, prior experience has shown that the cost of the study will be recouped as a result of implementing recommendations which reduce or avoid increases in operating costs. Citizen Input/ Shana Yelverton March 9, 2005 Page 2 Board Review: Legal Review: Alternatives Supporting Documents: Staff Recommendation: N /A. The attached agreement is currently being reviewed by Debra Drayovitch with TOASE. Alternatives that exist are; (1) Seek another consulting firm, or (2) conduct the study in house. Letter of Agreement between Matrix Consulting Group and the City of Southlake. Authorize the City Manager to enter into agreement with Matrix Consulting to conduct a management study of the Department of Public Safety. CK Shana Yelverton March 9, 2005 Page 2 AGREEMENT TO PROVIDE PROFESSIONAL CONSULTING SERVICES THIS AGREEMENT, entered into this _ Day of March, 2005 and effective immediately by and between Matrix Consulting Group (hereinafter called the "CONSULTANT" and THE CITY OF SOUTHLAKE, TEXAS (hereinafter called "CITY "), WITNESSETH THAT, WHEREAS, CITY desires to engage the CONSULTANT to Conduct a Management Study of the Department of Public Safety. NOW, THEREFORE, the parties hereto mutually agree as follows: (1) Employment of Consultant CITY agrees to engage the CONSULTANT and the CONSULTANT hereby agrees to perform the services described in the CITY's Request for Proposals dated February 11 2005 and incorporated into this Agreement as Attachment A and CONSULTANT'S proposal dated February 24 2005 and incorporated into this Agreement as Attachment B and the additional scope of services which is described in Attachment C dated March 7 2005. (2) Time of Performance. The services to be performed hereunder by the CONSULTANT shall be undertaken and completed in such sequence as to assure their expeditious completion and best carry out the purposes of the Agreement. (3) Compensation. The CITY agrees to pay the CONSULTANT a sum not to exceed seventy -four thousand dollars ( as described CONSULTANT'S Proposal and in Attachment C, Additional Scope of Services. CONSULTANT agrees to complete the project and all services provided herein for said sum. (4) Method of Payment The CONSULTANT shall bill monthly for hours completed to date as described in CONSULTANT'S Cost Proposal. Total payments shall not exceed the amount shown in (3), above. CITY shall pay invoices within thirty, (30) days of receipt. (5) Changes. CITY may, from time to time require changes in the scope of services of the CONSULTANT to be performed hereunder. Such changes, which are mutually agreed upon by and between CITY and the CONSULTANT, shall be incorporated in written amendment to this Agreement. (6) Services and Materials to be Furnished by CITY. CITY shall furnish the CONSULTANT with all available necessary information, data, and material pertinent to the execution of this Agreement. CITY shall cooperate with the CONSULTANT in carrying out the work herein and shall provide adequate staff for liaison with the CONSULTANT. (7) Termination of Agreement. If, for any cause, the CONSULTANT shall fail to fulfill in timely and proper manner his obligation under this agreement, CITY shall thereupon have the right to terminate this Agreement by giving written notice to the CONSULTANT of such termination and specifying the effective date thereof, at least five (5) days before the effective date of such termination. (8) Information of Reports. The CONSULTANT shall, at such time and in form as CITY may require, furnish such periodic reports concerning the status of the project, such statements, and copies of proposed and executed plans and other information relative to project as may be requested by CITY. The CONSULTANT shall furnish CITY, upon request, with copies of all documents and other material prepared or developed in relation with or as part of project. (9) Records and Inspections. CONSULTANT shall maintain full and accurate records with respect to all matters covered under this Agreement for a period of one year after the completion of the project. CITY shall have free access at all proper times to such records, and the right to examine and audit the same and to make transcripts there from, and to inspect all program data, documents, proceedings, and activities. Shana Yelverton March 9, 2005 Page 2 (10) Completeness of Contract. This contract and any additional or supplementary document or documents incorporated herein by specific reference contain all the terms and conditions agreed upon by the parties hereto, and no other agreements, oral or otherwise, regarding the subject matter of this contract or any part thereof shall have any validity or bind any of the parties hereto. (11) CITY Not Obligated to Third Parties. CITY shall not be obligated or liable hereunder to any party other than the CONSULTANT. (12) When Rights and Remedies Not Waived. In no event shall the making by CITY of any payment to the CONSULTANT constitute or be construed as a waiver by CITY of any breach of covenant, or any default which may exist on the part of the CONSULTANT and the making of any such payment by CITY while any such breach or default shall exist in no way impairs or prejudices any right or remedy available to CITY in respect to such breach or default. (13) Hold Harmless. Each party shall be responsible for its own acts and will be responsible for all damages, costs, fees and expenses which arise out of the performance of this Agreement and which are due to that party's own negligence, tortious acts and other unlawful conduct and the negligence, tortious action and other unlawful conduct of its respective agents, officers and employees. (14) Insurance. Consultant agrees to maintain insurance for comprehensive general liability, automobile liability insurance, workers' compensation and professional liability during the term of this Agreement. CONSULTANT shall provide CITY with an insurance certificate which names the CITY as an additionally insured. (15) Personnel. The CONSULTANT has all personnel required in performing the services under this Agreement. All of the services required hereunder will be performed by the CONSULTANT or under CONSULTANT'S supervision, and all personnel engaged in the work shall be qualified to perform such services. (16) Assignability. The parties hereby agree that Consultant may not assign, convey or transfer its interest, rights and duties in this Agreement without the prior written consent of CITY. (17) Notices. Any notices, bills, invoices, or reports required by this Agreement shall be sufficient if sent by the parties in the United States mail, postage paid, to the addresses noted below: Shana Yelverton Richard P. Brady, President City Manager Matrix Consulting Group City of Southlake 2470 El Camino Real, Suite 210 1400 Main Street, 4 Floor Palo Alto, California 94306 Southlake, TX 76092 IN WITNESS WHEREOF, CITY and the CONSULTANT have executed this agreement as of the date first written above. CITY OF SOUTHLAKE, TEXAS By: _ Date: MATRIX CONSULTING GROUP Date: By: Richard P. Brady, President