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City of Bakersfield
Citywide Efficiency Study
Scope of Work
PROJECT UNDERSTANDING
We understand that the City of Bakersfield needs to reduce staffing costs by 5% next year in order to maintain the financial stability of the organization. To ensure that the decision- making process to identify potential cuts is as strategic as possible, it is important for the City’s senior management team to be fully aligned around how core services are defined and prioritized.
Our team is ready to assist this process by developing a framework and related workbook to guide each department through a standardized process of:
• Identifying, describing, and prioritizing core services (based on a consistent set of criteria)
• Identifying potential opportunities for efficiencies (including alternative staffing models, technology, etc.)
• Generating ideas about options for a 5% reduction in staffing in alignment with City strategic goals and priorities, and identifying the related service level and quality impacts
The end goal of the project will be a standardized profile of quantitative and qualitative data for each department that can be used to inform critical decisions that will be made during the City’s next budget cycle. The provided framework can also be used for decision-making in future budget cycles.
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PROPOSED WORK PLAN
WORK PLAN
Phase 1: Start-up and management
Task 1.1 – initiate project
We will conduct a kickoff meeting with management to confirm expectations and discuss overall project scope, logistics, deliverables, timing, and progress reporting requirements. We will clarify the responsibilities of Baker Tilly and Bakersfield personnel (e.g., providing requested documents), timing of specific project activities, and the format of our deliverables.
Task 1.2 – perform project management
We will conduct rigorous project management for the duration of the project, including providing guidance to our team; coordinating with Bakersfield management; working through any issues; monitoring progress against the approved work plan; and developing, submitting, and discussing progress reports with the Bakersfield team. We will provide regular progress reports as desired.
Task 1.3 – provide quality assurance
We believe it is important to recognize the need for quality by delivering excellent client service and engagement oversight. All deliverables will receive a quality assurance review.
Phase 1 Deliverables
• Final work plan, including alignment on workbook approach in Phase 2 • Document request
• Interview list
Phase 2: Workbook design and facilitation
Task 2.1 – review documentation and industry best practices We’ll gather relevant documentation for review. Examples include current organization chart, job descriptions, policies and procedures, and organizational plans. The objectives of documentation review include gaining an understanding of Bakerfield’s operational environment.
We will perform research into industry best practices related to topics like appropriate functional alignment, and management span of control, and alignment with strategic initiatives and enhanced efficiency. We will also identify common opportunities for efficiency to guide workbook design and interview scripts.
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WORK PLAN
Task 2.2 – conduct initial input session
We will conduct an initial input session with Bakerfield’s senior management team and department directors. During this virtual session, we will introduce the project, workbook concept, and solicit input on the design of the workbook. Our goal will be to gather sufficient feedback to ensure that the workbook and related process is as useful as possible for each department.
Task 2.3 – design efficiency workbook
We will design a workbook for each department to complete. The information collected in the workbook will help to identify core services, alignment with strategic goals, and other key data points to develop a full snapshot of the department functions and resources. The workbook will address the following topics:
● Department services and programs (including identification of mandated services) ● Department staffing and allocation to specific services/programs ● Alignment of services and programs with the City’s strategic goals ● Staffing, workload, and demand trends (aka shifts in service needs, staffing capacity or skillsets, etc. that are anticipated for the upcoming year)
● Ideas for potential operational efficiencies
● Ideas for potential options for 5% reduction in staffing and the related service level and quality impacts
We will coordinate the workbook design and structure with the City project team before issuing to departments.
Task 2.4 – conduct efficiency workbook trainings
We will divide the Departments into three groups. Starting with Group 1, we will conduct a virtual training session for departmental leadership and then ask them to complete their workbook. In between groups, we may make additional refinements to the workbook or process based on departmental feedback.
Group 1
● City Clerk
● City Attorney (optional)
● City Manager’s Office
● Public Works
● Water Department
Group 2
● Development Services
● Fire
● Police
● Animal Care Center
Group 3
● Finance
● Human Resources & Risk
Management
● Technology Services
● Recreation & Parks
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WORK PLAN
Task 2.5 – conduct department workbook sessions
Starting with the Group 1 departments, we will hold workbook review sessions with each department leadership team. During these sessions we will work with the departments to further refine their responses, clarify core services, and answer outstanding questions.
Phase 2 Deliverables
• Initial input session
• Draft and final workbooks
• Three group training sessions
• 15 department workbook sessions
Phase 3: Analysis and framework development
Task 3.1 – develop department profiles
Based on the results of each department’s submission and work session, we will develop profiles of each department that address:
● Prioritized core services and programs
● Opportunities for operational efficiencies
● Options for the 5% reduction in staffing and related service impacts
The profiles will be shared back to department leadership for final fact validation and assessment of the practicality of any recommendations.
Task 3.2 – review department profiles
We will review the department profiles with the City Manager and other members of the senior leadership team. We may also present the results to the Bakersfield Audit Committee. If desired, we can also present high-level results to City Council.
Task 3.3 – create annual framework process
To ensure the ongoing use of this framework, we will design an annual process and templates for the City’s recurring use in subsequent years. Each department will have their submission and detailed user guide and step-by-step implementation process and timeline, mirroring this assessment for future use.
Phase 3 Deliverables
• Draft and final department profiles
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WORK PLAN
• Leadership presentations
• Annual process and user guide
TIMELINE
We anticipate that this work will take between 6-8 months to complete. We are aiming to finalize this work before the end of calendar year 2026.